Knowledge Bank Submission Guidelines:
OSUL Research, Publications, and Presentations

Overview 

This document will guide you through submission of your work to The Ohio State University Knowledge Bank, a repository in which your work will be available to anyone on the Web, retrievable through commercial search engines such as Google, and preserved in perpetuity.

Once your work has been submitted, you will receive a permanent Web address in the form http://hdl.handle.net/1234/99 that will always lead you to your work in the Knowledge Bank, so keep it handy!

Note: As a repository for digital assets, OSU's Knowledge Bank acts as a permanent archive. All items submitted remain as is at the time of submission, just as books once published remain in the form in which they were printed. Files once placed in the Knowledge Bank will not be modified.

What You Will Need

Before submitting your item to the Knowledge Bank, make sure you have everything you need:

  • Most importantly, make sure you have a PDF or PDF/A version of your work (on the hard-drive of the computer you are using or on a flash-drive, CD, etc.).

    Note: The filename of your PDF must be limited to characters (a-Z), numerals (0-9), underscores (_) , and hyphens (-) only. Spaces and special characters — such as [ . ] , ( , ) , ! , é , and ü — can prevent access to your submission via the Web once it is in the Knowledge Bank. Examples of properly named PDFs include: JonesTomP_LRTS_2011_v55n1_p33-44.pdf, SmithJ_ITAL_v29n3_2010.pdf, BrownCH_SPARC-DSUG_2010.pdf. Also, please remember that the filename of your PDF will be visible to the general public.

Once you have what you need, the submission process just takes a few steps, which the rest of this page will walk you through. If you have questions at any point, please contact Knowledge Bank staff at libkbhelp@lists.osu.edu. We may not be able to answer your question right away, but we will get back to you as soon as possible. And remember, you can save your work and return to it at any time.

General Information

At any time, you may Cancel or Save your submission to start over or for completion in the future. To access a saved submission, click on "Login" under "My Account" in the left-hand navigation bar and login. Your unfinished submission should be listed.

 

Depositing Your Work into the Knowledge Bank

 

 Login and Start (or Resume) a Submission

  • Go to: https://kb.osu.edu/dspace/.
  • Click on "Login" under "My Account".
  • Select "OSU Login" and login with lastname.# and OSU password.
  • A screen should display that reads "Submissions & workflow tasks".
  • To start a new submission click "start a new submission" (or, "start another submission").
  • Select the "OSUL Research, Publications, and Presentations" collection from the dropdown and click [Next].
  • To resume a submission, click the title of your submission under "Unfinished submissions".

 

 Submit: Initial Questions

  • Please check the second box (labeled with the following text: "Release date, publication date, publisher or citation").
  • If your work has more than one title, e.g. a translated title, also check the first box.
  • Click [Next>].

 Submit: Describe Item

Creator

  • Enter the last name of the first author in the first text box.
  • Enter the first name and middle initial, if applicable, in the second box.
  • If applicable, supply suffix following the middle initial in the second text box.
  • Click [Add more] to add additional authors.

Contributor

  • Enter the last name of anyone with secondary responsibility (e.g., illustrators, voice, photographers, etc.) in the first text box.
  • Enter the first name and middle initial of the contributor in the second box.
  • If applicable, supply suffix following the middle initial in the second text box.
  • If there is more than one contributor, click [Add more] to add additional contributors.

Title

  • Enter the title of your work.

Other Titles

  • If applicable, add an alternate title (e.g. translated title). Click [Add more] to add additional alternate titles.

Date of Issue

  • Add the date of publication or public distribution.
  • Leave out the month and/or day if not applicable.
  • When archiving a manuscript prior to publication, enter the current year.

Publisher

  • Enter the name of the publisher if applicable.
  • When archiving a manuscript prior to publication, enter the publisher of the forthcoming publication.

Citation

  • Enter the citation for the item.
  • When archiving a manuscript prior to publication, enter a forthcoming citation.

Series/Report No.

  • If applicable, enter the series and/or report number. Click [Add more] to add additional series/numbers.

Identifiers

  • Enter any identification numbers or codes associated with the item. For example, the ISSN of the journal, the DOI for the article, etc.
  • First select the type of identifier from the dropdown, then enter the value. Click [Add more] to select and add additional identifiers.

Type of Resource

  • Select the type(s) of resource you are submitting. You may choose more than one value.
  • A manuscript submission would be "Text". You will be able to select a more specific value (e.g. "Article") in the genre field below.

Genre of Resource

  • Select the genre(s) of the item you are submitting. To select more than one value, hold down the Control key while selecting.

Language

  • Select the language(s) of your work.
  • If a significant portion of your work is in another language, please choose the appropriate label from the list.
  • Use "CTRL or "SHIFT" key to select more than one language.
  • Click [Next>]. 

 

Subject Keywords

  • Enter between four and six terms or phrases that describe what your work is about.
  • Enter one keyword or phrase per box, click [Add more] to add additional keywords.

Abstract

  • Please enter the abstract of your work into the text box.

Contents

  • If applicable, please enter a listing of contents for your item (e.g. chapter titles, accompanying supplemental material, etc.).

Sponsors

  • If applicable, enter the names of any sponsors and/or funding codes. 
  • Use one box per sponsor. Click [Add more] to add additional sponsors.
  • Please spell out all names. Do not use abbreviations for sponsor names.

Description

  • Enter any statements or descriptions required by the publisher.
  • Enter rights statements in the "Rights" field below.

Rights

  • If applicable, enter the rights statement.
  • Click [Next>].

Waiver/Delay of Dissemination

  • Please select the appropriate choice from the dropdown. If a delay of dissemination is required by the publisher, you will have the opportunity to enter the length of delay required in the next field.
  • If your submission is not mandated by the Open Access Resolution for Regular Faculty, you may select N/A.

Publisher Requirements

  • If a delay of dissemination is required by the publisher, please enter the length of delay required (up to 24 months).
  • Please also provide a description of any publisher requirements.
  • The information entered here is for the Knowledge Bank staff and is not made public.
  • If your submission is not mandated by the Open Access Resolution for Regular Faculty, you may skip this step
  • Click [Next>].

 Submit: Upload File(s)

  • Click on the [Browse] button.
  • Locate your PDF on your computer or your disk/drive.

    Note: The filename of your PDF must be limited to characters (a-Z), numerals (0-9), underscores (_) , and hyphens (-) only. Spaces and special characters — such as [ . ] , ( , ) , ! , é , and ü — can prevent access to your submission via the Web once it is in the Knowledge Bank. Examples of properly named PDFs include: JonesTomP_LRTS_2011_v55n1_p33-44.pdf, SmithJ_ITAL_v29n3_2010.pdf, BrownCH_SPARC-DSUG_2010.pdf. Also, please remember that the filename of your PDF will be visible to the general public.
  • Click [Open].
  • If you are uploading more than one file, click [Upload file & add another] and repeat above steps.
  • Click [Next>]

    Note: As a repository for digital assets, OSU's Knowledge Bank acts as a permanent archive. All items submitted remain as is at the time of submission, just as books once published remain in the form in which they were printed. Files once placed in the Knowledge Bank will not be modified.

     

 Submit: Review Submission

  • Check the information you provided.
  • Look for spelling and other typographical errors.
    • If you do find a mistake click the corresponding [Correct one of these] button, and correct mistake.
    • Then, choose Review (outlined in red) from top navigation bar or [Next>] until you return to the Review page.
  • Click [Next>].

 Submit: Creative Commons License

  • This is an option to add a "Creative Commons" License to an item you submit.
  • This is NOT required - If you do not want a "Creative Commons" License, click [Next>].
  • If you wish to add a Creative Commons License to your item, click [To add a Creative Commons license to your item, click here] button. After selecting a license, click "proceed" to return to this page.
  • Click [Next>].

    For more information on Creative Commons see: http://creativecommons.org/.

 Submit: Distribution License

  • Read the license agreement. Click the box next to "I Grant the License" if you grant the terms of the license.
  • Click [Complete submission].
  • If you have any questions about the license, please contact Knowledge Bank staff at libkbhelp@lists.osu.edu.
  • If you do not want to grant the license, click [Save & Exit] and then click [Save it, I'll work on it later]. Your submission will be saved in your "Submissions" until you are ready to grant the license.

 Submit: Submission Complete

  • Your submission will go through the review process set up for the collection.
  • When your submission has been approved, you will receive an email with a permanent Web address for your work.

    or

  • You will receive an email requesting corrections.
  • Once the corrections are made, you will receive a permanent Web address for your work.
  •  

    For further assistance, send an email to libkbhelp@lists.osu.edu

    Last updated on 07/10/2015