Frequently Asked Questions


I don't have electronic versions of old working papers that I'd like to include in the repository. Is it okay to scan the printed page to a PDF file?

Yes--scanning printed pages is a great way to create PDF files for inclusion in the repository. There are two ways to scan a page: using OCR (Optical Character Recognition) or scanning the page as an image. Making OCR scans requires careful proofreading and loses the original formatting of the documents. Image scans cannot be searched. The best solution takes advantage of both of these methods. Many software applications allow for the OCR capture of image scans. When documents are scanned this way, users see the image scan but search the full-text of the document. This is the preferred method for scanning documents for the repository.

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When I copy and paste abstracts into the Submit form, some formatted text reverts to plain text. What's going on?

When copying abstracts from a word processing file or a PDF file, and pasting the text into the submission form, you are taking text from an environment that supports fonts and text style changes. Because the abstract is intended to be presented on the web, text styles must be specified using HTML codes.

If submitting an abstract in HTML format, please be sure to select the corresponding option on the submission form.

The following HTML tags are recognized by the system and may be used to format an abstract (use lowercase tags):

How to include HTML tags

HTML tags
<p> - paragraph
<p>This is the first paragraph.</p>
<p>This is the second paragraph.</p>

This is the first paragraph.

This is the second paragraph.

<br /> - line break
<p>This is a line of text with a linebreak here. <br /> This is text after</p>

This is a line of text with a linebreak here.
This is text after
<strong> - strong/bold
<strong>bold text</strong>

bold text

<em> - italics/emphasis
<em>italicized text</em>

italicized text

<sub> - subscript
Text with <sub>subscript</sub>

Text with subscript
<sup> - superscript
Text with <sup>superscript</sup>

Text with superscript

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How do I include accents and special characters in the abstracts and titles?

The repository software supports the worldwide character set (Unicode, utf-8). Accents, symbols, and other special characters may be copied and pasted into the abstract or title field from a word processing file or typed in directly. Windows users may also use the Character Map to insert these characters. Macintosh users may use the Character Palette (available via Edit > Special Characters in the Finder).

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How do I revise a submission?

To revise a submission that has been posted to the repository, contact the repository administrator with the new version.

If the submission has been submitted, but not yet posted, you may revise it via your My Account page:

  1. Locate the article on your My Account page, and click the title.
  2. Click Revise Submission from the list of options in the left sidebar.
  3. Enter your changes in the Revise Submission form, and click Submit at the bottom of the page to submit your changes. (You only need to modify the portion of the form that corresponds to the changes you wish to make.)

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How can I submit a multi-part file, such as multiple chapters for a book?

Combine all the sections together as one Microsoft Word file or PDF file and submit that.

To make one PDF file from multiple files, open the first PDF file, then choose Document>Insert Pages from Acrobat's menus to insert the second file (indicate it should go after the last page of the first file), and repeat for all documents. The result will be one compound PDF file which may then be submitted.

If you feel that the one large PDF file might be too large for some people to download, we suggest that you submit the consolidated file as the full text of the article, and then upload the separate chapters or sections of the document as Associated Files. These files will appear on the web page alongside the complete document. For more information about uploading associated files, see below.

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Can I post related files (sound clips, data sets, etc.) alongside the published article?

Yes. The bepress system refers to these supplementary items as Associated Files. You will be prompted to submit Associated Files when you upload your submissions. The name of the files you upload will appear on the web site along with your short description of it. Viewers must have the necessary software to open your files; that is not provided by the bepress system.

Please be sure that there are no permissions issues related to use of the associated material. Sometimes, especially with images, you must write a letter seeking permission to use the material before it can be posted.

Also note that where possible, items such as images, charts and tables that are referenced in the document (or otherwise an integral part of the document) should be included directly in the article itself and not posted just as associated files.

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Can I post a reprint from a journal?

It depends on what the journal allows, which is usually specified in their agreement with the author. If it would not violate copyright to post the reprint on your repository site, you're welcome to do so. Permissions for many publishers can be found at SHERPA RoMEO.

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A working paper in our repository site has been published in a slightly revised form in a journal. What should I do?

Many journals do not have any restrictions on working papers that preceded an article, especially if substantial revisions were made. You should check your author agreement with the journal to confirm that there is no problem with leaving the working paper on the site. The repository would constitute noncommercial use.

Assuming the working paper does remain on posted in the repository, it is a good idea to include the citation to the published article on the cover page of the repository working paper. Please contact the repository administrator to request this change.

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How do I give feedback about how open access to EngagedScholarship @ Cleveland State University has benefited me?

To give feedback about how open access to EngagedScholarship @ Cleveland State University has benefited you, please click here.

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Can I change my name displaying on a record and/or materials that I authored?

Anyone with materials in EngagedScholarship @ CSU (ES @ CSU) may request to change the name displaying on a record and/or materials that they authored. While there are a number of reasons that someone may want to do so (including name changes related to gender, marriage, religion, etc.), no justification is required for a name change to be implemented. The change does not need to reflect the author’s past or current legal name(s).

To request a name change, email the ES @ CSU administrators at href="mailto:"library.es@csuohio.edu">library.es@csuohio.edu with the following information:

  • A complete list of materials containing the former name, including a link to each item
  • The name(s) currently listed on the materials in EngagedScholarship
  • The new name under which you would like to be listed.

The name change will then be made as requested on both the item record(s) and the document(s). The previous name will not be visible publicly unless specifically requested; if you want such a note, let us know what language to use. You are responsible for contacting your coauthors if you want them to know about the change.

Please note: ES administrators can only change records and documents in EngagedScholarship @ CSU; if the item is located elsewhere, you must contact each institution separately.

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Can I make revisions to my submitted materials once they are posted?

Items submitted to EngagedScholarship @ CSU are assumed to be the final version; authors should not plan to make changes to the posted material. However, if revisions are requested, they will need to be made by repository administrators; authors cannot make edits after the item has been posted.

At the request of the author(s), the following types of changes may be made at the administrators’ discretion:

  • Small edits to metadata, such as adding a department or correcting the spelling of a name (for other name change requests, see the Author Name Change Procedure).
  • Edits to the document itself, such as spelling corrections, that do not affect the meaning of the contents.
  • Material changes that affect the meaning of the content. Since people may have already used or cited the existing version, these changes must be clearly noted in the description as well as in the document itself.
  • Note: Theses and dissertations cannot be revised. The posted version reflects the final accepted version approved by faculty for graduation and the contents may not be changed after publication with the exception of author names (see the Author Name Change Procedure).

To request such changes, contact the EngagedScholarship @ CSU administrators at href="mailto:"library.es@csuohio.edu">library.es@csuohio.eduand include the following information:

  • Exactly what you want to have changed. These changes will be noted in the system, but readers will see only the updated information. If you want only the background metadata revised, rather than the contents of the material, this is all you need to do.
  • If the changes are to the document itself, provide an updated version of the file to replace the existing one. In your email, specify what changes it includes and why you are requesting to make them.
  • If the changes are small edits that do not affect the meaning of the material, simply provide the revised version. The new file will replace the old one and the change will be noted in the system, but users will see only the updated version.
  • If the revisions affect the meaning of the material, the updated document should include the following note on the front page: “REVISION (number), (new date). Replaces (previous version number and date), available at (link to item in EngagedScholarship @ CSU) under ‘Supplemental Files.’ (Describe change).” This document will replace the previous one as the primary file and the EngagedScholarship @ CSU link will remain the same as the original version. Unless otherwise requested as stated in the Author Name Change Procedure, the updates will be noted in the comments section and earlier versions will be available as supplemental files.

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What is the Withdrawal/Takedown Procedure?

The purpose of EngagedScholarship @ CSU is to provide permanent, free, public access to materials created by Cleveland State University faculty, staff, students, and affiliates.

Cleveland State University reserves the right, at its discretion, to reject or remove publications from the repository under special circumstances. Depending on the situation, an item may be: (i) removed from ES @ CSU entirely; (ii) placed under an embargo for a set period before becoming public again; or, (iii) made visible only to CSU community members. Additionally, the metadata (title, author, abstract, etc.) may remain publicly available or be removed.

Reasons for removal shall not be content based, but may include, without limitation, the following

:

  • The item was posted by someone without the author’s permission
  • Part or all of the content is found to be plagiarized and therefore in violation of university policy
  • Part or all of the content is found to be in violation of copyright law
  • The item contains information that should not have been made public (confidential, proprietary, endangers the author or a subject, etc.)
  • The item is in violation of applicable CSU policies or other applicable laws and/or regulations
  • The item is a duplicate of something already in the repository

If your work is in EngagedScholarship @ CSU and you would like it removed or if you have a concern about something in the repository, contact the administrators at href="mailto:"library.es@csuohio.edu">library.es@csuohio.edu. Your request will be considered and responded to by ES @ CSU staff. In some cases, the material in question may be hidden from public view during the review process and reposted if there is not a valid reason for removing it from the repository.

These Procedures will be continually reviewed and edited as needed to meet community needs. Contact the ES @ Cleveland State University administrators at href="mailto:"library.es@csuohio.edu">library.es@csuohio.edu with questions.

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