Frequently Asked Questions

About

What is UQ eSpace?
Why is it important, as a UQ staff member, to submit my publications to UQ eSpace?

Help and Contacts

How do I get help?

Depositing publications

How do I log in?
Who can deposit materials in UQ eSpace?
How do I deposit my publications in UQ eSpace?
I am a new UQ staff member. What is the best way to deposit my publications into UQ eSpace?
How do I deposit and keep track of publications on behalf of researchers?
How do I add a student publication to eSpace?
How do registered Unit Publications Officers add student publications?
How do registered Unit Publications Officers add publications for staff no longer employed at UQ?
What about my older papers? Can I deposit material even if it is not currently in electronic form?
How long will it take until between the submission of missing publications and their appearance in eSpace?

Keeping track of your publications profile

Why does the Q-index code on my record include a 'P'?
Why are there no Q-index points for my publication in Q-index?
How are Q-index codes assigned to records in UQ eSpace?
How can I report a Q-index code problem?
Why does my refereed journal article appear as a conference paper in UQ eSpace?
Why am I not able to see my edited book in My UQ eSpace?
When is author affiliation processing required on a record in eSpace?
What publications are eligible for ERA?
Why is a researcher affiliated with a Unit Publication Officer's organisational unit not included in the organisation staff list?

File Upload

Is there a limit on how large a file I can upload?
Can I upload multimedia?
What browser should I use?

Researcher Identifiers

How do I know which researcher identifiers I need, and how do I create them?
Can researcher identifiers be linked to UQ eSpace?

Open Access

Does UQ have an Open Access Policy?
How do I comply with the UQ Open Access Policy?
How do I find out more about the NHMRC and ARC Mandates?
To prepare my grant application I need to know if my publications are available in an Open Access respository. How do I know this?
What version of my work can I deposit in UQ eSpace to ensure my publication is available open access?
What are the preferred file formats for Open Access deposits?
I am required to 'acknowledge' and link to the journal I published in. How do I do that?
Where do I go for more information about Open Access at UQ?

Copyright

What about copyright? Can I make my work available in UQ eSpace?

Theses

How do I submit my thesis to eSpace?
Does UQ eSpace hold the full text of all theses listed?
How do I obtain a full text copy of a UQ thesis?
Can I request that the full text of my Research Higher Degree thesis be made available open access via UQ eSpace?
Can I request that the full text of my Undergraduate, Honours, Masters (by coursework) or Professional Doctorate thesis be made available open access via UQ eSpace?

Research Data Sets and Collections

How do I add my research data to UQ eSpace
What research data does eSpace hold?
Do I have to put a copy of the data into eSpace?
I have my data in an external repository, should I still fill in the data collections form?
Can my research data be linked to related publications?
I want to offer my data as open access, how do I do this?
I only want to offer my data as mediated access, how do I do this?
What are the advantages of describing my research data in eSpace?
Can I edit a research data record once I have submitted it for approval?

Accessibility

What web address do I use when citing a work found in UQ eSpace?
Where is the repository content indexed?
Is UQ eSpace OAI-compliant?
How do I search for my own work?
Can I generate a bibliography of my work from UQ eSpace?
How can I export my publication list from UQ eSpace?

Digitised materials

What digitised materials does eSpace hold?

Statistics

What statistics does UQ eSpace maintain?
How does UQ eSpace count download statistics?
What is Altmetric?

What is UQ eSpace?
UQ eSpace is the single authoritative source for the research outputs of the staff and students of the University of Queensland and is the archival home of UQ Research Higher Degree Theses. UQ eSpace raises the visibility and accessibility of UQ research publications to the wider world and provides data for mandatory Government reporting requirements such as Excellence in Research for Australia and for internal UQ systems such as UQ Researchers. It also operates as an institutional repository for open access publications and other digitised materials created by the University such as print materials, photographs, audio materials, videos, manuscripts and other original work. For more information about UQ eSpace please read our Scope and Policy document.
Why is it important, as a UQ staff member, to submit my publications to UQ eSpace?
UQ eSpace supports you to raise the profile of your research via regular harvesting by Google, Google Scholar, Trove and other openly accessible databases. It tracks who is talking about your research via Altmetrics and provides you with social media tools to share your research. It also tracks and captures your citation counts via Scopus and Web of Science and converts the data to visual charts and graphs in UQ Author Statistics to help you tell your research story.

UQ eSpace also supplies data for Q-Index and Excellence in Research for Australia, so it is critical we have an up to date publication record for each individual researcher. This contributes to the accuracy of our submissions and ensures that the University is properly credited for its research output.

We also encourage you to deposit open access versions of your work. Depositing open access versions to eSpace can serve to enhance the visibility, accessibility, usage and impact of your research. For more information on the impact of open access materials see the bibliography on the OpCit project website.
How do I get help?
You can contact UQ eSpace on (07) 334 69775. You can also email enquiries to espace@library.uq.edu.au. The Client Service Librarian for your school, centre or institute may also be of assistance.
How do I log in?
For staff members, click on the LOGIN button from the home page of UQ eSpace, and enter your UQ username and password. The system will present your My UQ eSpace page. This page allows you to view publications linked to your UQ eSpace profile, claim publications that may belong to you and gives you an opportunity to submit information on missing publications.

Please note that students are able to log in to UQ eSpace using their UQ student username and password in order to access material restricted to UQ staff and students, for example, UQ theses, but they are not currently able to access My UQ eSpace to add publications.
Who can deposit materials in UQ eSpace?
Current staff of The University of Queensland can deposit research output or research data for themselves or on behalf of others, e.g. co-authors or students. To deposit materials, login to My UQ eSpace and click on the Add Missing Publication tab. Select the appropriate record-type to access a form that will allow you to enter the details of new or missing publications, and to attach an open access version of the paper.
How do I deposit my publications in UQ eSpace?
This guide provides researchers with instructions on how to access UQ eSpace, check current publications and submit missing publications.
I am a new UQ staff member. What is the best way to deposit my publications into UQ eSpace?
Information for new staff is available here Advice for New Staff.
How do I deposit and keep track of publications on behalf of researchers?
This guide provides Unit Publication Officers with instructions on how to access UQ eSpace, check current publications and submit missing publications on behalf of researchers. You must be registered as a Unit Publication Officer in UQ eSpace to act on behalf of researchers. Please email espace@library.uq.edu.au to request registration and training.
How do I add a student publication to eSpace?
All publications must be added to eSpace via My UQ eSpace. Students do not have access to My UQ eSpace but you can add student publications via your own staff login.
Go to Add Missing Publications, select the appropriate record type and enter the details for the publication, including all of the authors.
Please tell us which author is the student author and provide the student username in the Additional Notes field.
How do registered Unit Publications Officers add student publications?
All publications must be added to eSpace via My UQ eSpace. Students do not have access to My UQ eSpace but you can add student publications via your own staff login. If you are a registered Unit Publications Officer you can also add student publications by acting as one of the current staff co-authors on the publication.
Go to Add Missing Publications, select the appropriate record type and enter the details for the publication, including all of the authors.
Please tell us which author is the student author and provide the student username in the Additional Notes field.
How do registered Unit Publications Officers add publications for staff no longer employed at UQ?
All publications must be added to UQ eSpace via My UQ eSpace. Only current staff members have access to My UQ eSpace but you can add publications for staff no longer employed by UQ via your own staff login. If you are a registered Unit Publications Officer you can also add non-current staff publications by acting as one of the current staff co-authors on the publication.
Go to Add Missing Publications, select the appropriate record type and enter the details for the publication, including all of the authors.
What about my older papers? Can I deposit material even if it is not currently in electronic form?
You can submit a description of your research material by logging in to UQ eSpace and selecting the Add Missing Publication tab to access the appropriate form. If you wish to create a record for your research data, select the Add Missing Data Collection tab. Please contact the Manager, UQ eSpace, to discuss the digitisation of research materials and upload to UQ eSpace..
How long will it take until between the submission of missing publications and their appearance in eSpace?
All publications manually deposited are published and the metadata becomes publicly available within 24 hours, except for theses which are subject to varying workflows prior to publication. Published records required for UQ offical reporting are further edited by eSpace staff to meet established criteria. and ensure that access to files uploaded complies with publisher permissions. This is a rigorous process that involves verification of publication details and the addition of quality indicators required by other systems that draw data from UQ eSpace, such as Q-Index and ERA.
Why does the Q-index code on my record include a 'P'?
All records in UQ eSpace are assigned a provisional status at the point of entry to the system. This can be identified by the 'P' attached to the record Q-index code. The ‘P’ is an administrative tag only and will not affect your Q-index points.

Where the 'P' on your Q-index code is replaced by a tick in eSpace , e.g. C1✓, this means that the record has been audited and the code confirmed for official reporting, e.g. previous HERDC, and/or the Q-index. This tick is also an administrative tag and will not affect your Q-index points.
Why are there no Q-index points for my publication in Q-index?
Q-index points are currently assigned to publications with the following codes: A1, B1, C1, E1. Further to this, publications with a C1 code must be on the ERA 2010 ranked journal list to accrue points. Publications with an E1 code must be published in proceedings from conferences on the ERA 2010 ranked conference list to accrue points. Further information about this can be found via the Q-index Help page (logged in users only).

How are Q-index codes assigned to records in UQ eSpace?
Q-index codes are currently auto-assigned according the sub-type selected on the deposit form for book, book chapter, journal article and conference paper record type. Codes are generated by selection of the following sub-types:
Book
Research book (original research) = A1
All others = AX
Book chapter
Research book chapter (original research) = B1
Critical review of research = B1
All others = BX
Journal article
Article (original research) = C1
Critical review of research = C1
All others = CX
Conference paper
Fully published paper = E1
All others = EX
How can I report a Q-index code problem?
Where you consider a Q-index code to be incorrect, please provide correction details via the 'Fix/Upload a file' button for the relevant record in your My Research list.

For current year publications that have been assigned to a HERDC collection, you are required to provide additional supporting evidence for your request.
Why does my refereed journal article appear as a conference paper in UQ eSpace?
Where a fully published journal article is published in a conference proceedings issue of a journal, it is UQ eSpace policy to assign a document-type of conference paper to the article. In order for it to be treated subsequently as a journal article for all reporting purposes, including ERA and Q-index, we add the journal title to the 'Journal name' field and assign a journal article-type Q-index code, i.e., C1.

The C1 code recognises that the article has been peer-reviewed separately from the conference and allows us to manage and report the paper as a journal article. There are many records like this in UQ eSpace and the reason for this is that we want our records to reflect the actual publication document-type while satisfying the various reporting systems.
Why am I not able to see my edited book in My UQ eSpace?
Currently, My UQ eSpace publication listings include authored records only. You can, however, view edited books via your ‘My Pubs’ page in eSpace. The URL for your My Pubs profile will be: http://espace.library.uq.edu.au/yourusername. For example, see Professor Max Lu.

In order to report errors or omissions about an edited book you would need to send a detailed email, including a link to the eSpace record, to espace@library.uq.edu.au
When is author affiliation processing required on a record in eSpace?
Author affiliation processing in eSpace is required for HERDC-eligible records only and is based on published bylines. HERDC-eligible records refer to research-based items published in the year prior to the HERDC year, e.g. 2015 publications for the 2016 HERDC. It is important to ensure that author affiliation is accurate and reflects the correct School/Unit claim for a publication so that funding can be correctly distributed via the Budget Contribution Model. Changes to author affiliation in UQ eSpace can be processed for a period after HERDC submission up until funding is distributed for any year.

Please note that there is no longer a requirement for The University to submit publications for the annual HERDC (from HERDC 2017) but that official publication collection based on HERDC guidelines will continue for internal benchmarking and reporting requirements.
What publications are eligible for ERA?
Publications within a six year window prior to ERA census date for all researchers employed by The University of Queensland on ERA census date (usually 31 March of year prior to ERA) are eligible for submission, regardless of publication bylines.

Publications must meet ERA guidelines criteria and may include books, book chapters, journal articles, conference papers, and a range of non-traditional research outputs such as research reports, novels, poetry, art exhibitions, music or theatrical performances.
Why is a researcher affiliated with a Unit Publication Officer's organisational unit not included in the organisation staff list?
UQ eSpace organisational staff lists are imported directly from the UQ HR system on a continuous basis. This means that My UQ eSpace staff affiliation reflects current employment status in the HR system. Where staff members are between appointments they do not appear on organisational unit listings in eSpace until a new appointment has been confirmed via HR.

Where staff members have multiple unit affiliations, UQ eSpace assigns them to the first registered organisational unit in the HR system. To enable global access, any currently employed staff member can be located by name or username via the 'Select an author to process' search field on the UPO Options page.
Is there a limit on how large a file I can upload?
File upload size is currently set at around 100MB. Any file larger than that may cause the system to reject the record, which may lead to the system not saving your data. Please consult the Manager, UQ eSpace. if you have large files to deposit. It is possible to arrange for bulk upload of large files.
Can I upload multimedia?
eSpace has content models for digital audio and video resources. The default option is for audio and video files to be available for streaming only. Files are converted to Flash on deposit. If you require your audio or video file to be downloadable, please contact the Manager, UQ eSpace.
What browser should I use?
It is highly recommended that you use the latest version of the Chrome browser when uploading files to UQ eSpace. You may also use Safari or Firefox, but do not use Internet Explorer. Using Internet Explorer leads to unsuccessful file uploads.
When using Firefox you may be presented with a warning message, due to Mozilla blocking of the Flash upload facility. To continue uploading, click on the Allow button.
How do I know which researcher identifiers I need, and how do I create them?
The Researcher Identifiers and Profiles guide on the UQ Library website includes comprehensive information about currently recommended author identifiers and how to set them up.
Can researcher identifiers be linked to UQ eSpace?
Yes, UQ eSpace can link to your ResearcherID, ScopusID, ORCID, Google Scholar ID, People Australlia ID and Publons ID. Please refer to the Researcher Identifiers and Profiles guide for full details.
Does UQ have an Open Access Policy?
Yes, UQ does have an Open Access Policy. It is available from the UQ Policy and Procedures Library, 4.20.08 Open Access for UQ Research Outputs. The Policy requires that authors make their publications freely available online within 12 months of publication. All UQ authors have individual responsibility to ensure that their publications adhere to this policy.
How do I comply with the UQ Open Access Policy?
For UQ authors to meet the requirements of the UQ Open Access Policy, you have two main options:

1. Attach your accepted manuscript (post-print) to the UQ eSpace record for that publication. UQ eSpace staff will check that it complies with the publisher’s open access policy and will set the appropriate release date.

2. Publish your article in an open access journal. UQ eSpace staff will link from the eSpace record for your article to the published version via it's DOI (permanent identifier). In this case, you do not need to submit an accepted manuscript to UQ eSpace.

Please note that you must ensure all of your publications are recorded in UQ eSpace to facilitate the above process.
How do I find out more about the NHMRC and ARC Mandates?
The latest NHMRC mandate policy information and compliance guidelines can be found at the NHMRC Open Access Policy web page. Policy and guidelines on the ARC Mandate can be found at the ARC Open Access Policy web page. The University of Queensland is currently working on procedures and workflows to enable collection and compliance of relevant UQ publications. You can access detailed information about publisher policies regarding deposit of papers into an institutional repository on the Sherpa/Romeo database.

You can also find information about open access publishing here.
To prepare my grant application I need to know if my publications are available in an Open Access respository. How do I know this?
1.Search UQ eSpace to see if your publications are available in the database.

2.Check each publication record to see if there is a link that directs you to the published version of the article or if alternatively, a full-text version of each article is attached to the record. Do not log in with your UQ username and password when you are searching as this only shows UQ staff and student access, rather than Open Access.

3.Deposit your publication metadata and/or a post-print version of your article in UQ eSpace if required.
What version of my work can I deposit in UQ eSpace to ensure my publication is available open access?
UQ eSpace accepts deposit of either the Accepted Version or the Publisher’s PDF however which version, if any, the journal publisher will permit you to deposit will vary from publisher to publisher.

1. The Accepted Version (sometimes called the post-print) is the version following peer review with revisions made but no copyediting or formatting contributed by the publisher.

2. The published article is the version ‘as published’ in the journal (sometimes called the ‘publisher’s PDF’). This version generally includes value added by the publisher, such as hyperlinked references, journal branding, typesetting (into columns) and pagination. Only a small proportion of all publishers will allow this version to be made open access.

To check what version a publisher will allow to be submitted, consult the Sherpa/RoMEO database. Your publisher’s author agreement will identify the publisher's rights and any residual rights of the author(s).
What are the preferred file formats for Open Access deposits?
Adobe PDF, HTML or PostScript are preferred since users require no expensive software to access them. However, any digital format can be uploaded. If your format is unusual, or requires specific software to run, please state this in the Additional Notes field of the record so users will know what they need to do to see and use the work.
I am required to 'acknowledge' and link to the journal I published in. How do I do that?
You can use the Additional Notes field to record any wording the publisher expects you to provide. Article DOIs can be added to the appropriate field on the form when you deposit new publications. UQ eSpace staff verify all details when processing the record.
Where do I go for more information about Open Access at UQ?
UQ Library Open Access Library Guide
UQ Library Client Service Librarians
What about copyright? Can I make my work available in UQ eSpace?
If your work has been published in an open access journal, you can make it available on UQ eSpace. If your work is not open access licensed, you will need to consult your publisher agreement (e.g. on their website) to see whether it permits you to self-archive in an institutional repository.

Most publisher agreements will allow you to upload a copy of your work (the version that is peer reviewed and still a Word document) to your institutional repository (i.e. UQ eSpace). Publisher PDF’s may never be uploaded (except if the journal is itself open access). A link to the official publisher version should always be included to direct the reader to the formal publication.

If you require more specific advice, please contact the University Library and Copyright Lawyer, Tom Joyce (x56344) or Copyright Coordinator, Alicia Dodemont (x57529) for assistance.
How do I submit my thesis to eSpace?
Students undertaking a Research Higher Degree are required to submit their thesis via the UQ Graduate School. You can find information about thesis submission and a link to the UQ eSpace submission form on the Graduate School website.
Does UQ eSpace hold the full text of all theses listed?
UQ eSpace holds the full text of some, but not all, of the theses listed in the different Theses collections. The full text of theses in the following collections are available to the public - UQ Theses Collection (RHD) - Open Access and UQ Theses Collection (non-RHD) - Open Access.

The full text of theses in the following collections are restricted to UQ staff and students and require a UQ login to access - UQ Theses Collection (RHD) – UQ staff and students only and UQ Theses Collection (non-RHD) - UQ staff and students only . The further exception to this is the UQ Theses - Citation only collection, which does not have the full text attached.
How do I obtain a full text copy of a UQ thesis?
UQ staff and students should be able to access full text of available theses by logging into UQ eSpace. Others wishing to obtain copies of restricted theses can do so at the Ordering copies of UQ Theses page on the Library website.
Can I request that the full text of my Research Higher Degree thesis be made available open access via UQ eSpace?
You can provide permission to make the full text of your University of Queensland Research Higher Degree thesis available open access via UQ eSpace by completing and submitting the Request for Open Access to Thesis form under the "Your thesis" tab on the University of Queensland Graduate School open access page. Submission information is included on the form.
Can I request that the full text of my Undergraduate, Honours, Masters (by coursework) or Professional Doctorate thesis be made available open access via UQ eSpace?
You can provide permission to make your Undergraduate, Honours, Masters (by coursework) or Professional Doctorate thesis available open access via UQ eSpace by completing and submitting this form. Submission details are included on the form.
How do I add my research data to UQ eSpace
Detailed instructions can be found in this guide.
What research data does eSpace hold?
Research Data created by UQ Researchers, that is made available for Open Access or mediated access.
Do I have to put a copy of the data into eSpace?
No, you can just use the form to describe the data if you’d like. (To collect the metadata for a dataset)
I have my data in an external repository, should I still fill in the data collections form?
Yes, you can fill in the form to collect the metadata, then add a link to the external repository where the actual data is held.
Can my research data be linked to related publications?
Yes, enter the related publications into the appropriate field on the form, and we can link them to the data.
I want to offer my data as open access, how do I do this?
Fill in the form, then upload your data using the link provided. Alternatively provide a link to where the data is stored.
I only want to offer my data as mediated access, how do I do this?
Fill in the data collections form, including contact details, but don’t attach or link to the actual data. People can contact you if they’d like to use the data.
What are the advantages of describing my research data in eSpace?
The description of your data is fed to Research Data Australia, a national collection of metadata describing datasets. This aids discoverability of your research.
Can I edit a research data record once I have submitted it for approval?
Yes – Go to the ‘My Research Data’ tab and click on the pencil icon next to the record you want to edit.
What web address do I use when citing a work found in UQ eSpace?
All items in the repository have unique identifiers in the following format: http://espace.library.uq.edu.au/view/UQ:nnn where 'nnn' stands for the work's unique ID within the repository. Use that link for citations. To find an address for a citation, browse to the item you want and copy the URL from the address bar of your browser.

From 2014, UQ eSpace has been able to generate DOIs for items published by The University of Queensland, for example, research higher degree theses. In these cases it is preferable to include the DOI in the citation, rather than the URL.
Where is the repository content indexed?
The content is indexed in major Internet search engines such as Google and Google Scholar. Content is also harvested by services such as Trove and OAIster.

Is UQ eSpace OAI-compliant?
The Open Archives Initiative (OAI) develops and promotes interoperability standards to facilitate the efficient dissemination of content. UQ eSpace complies with these standards and information about the works deposited in our archive is open access and can be harvested, for example, by Internet search engines or by cross-archive search tools such as OAIster. UQ eSpace's base URL for OAI harvesters is http://espace.library.uq.edu.au/oai.php.

How do I search for my own work?
Use the Advanced Search and enter your name in the 'Author ID Number' field. When options appear, select the match to your name. Click on the Search button to retrieve all records associated with your unique UQ Author ID.
Can I generate a bibliography of my work from UQ eSpace?
You can simply append your UQ username to the eSpace web address to generate a bibliography of your publications (e.g. http://espace.library.uq.edu.au/uqphoj).

You can also do a Search using your name as the author. Once the search result has listed, click on your name from one of the records to list all records linked to your author ID.

This list can then be displayed in a range of ways including RSS feeds and HTML code. It can also be exported as Word and Excel files. To do this select the desired format from the Display results drop down box.
How can I export my publication list from UQ eSpace?
This can be done by conducting an author ID number search. Search results lists can then be output in a range of formats including RSS feeds, XML feeds, Word and Excel files or as HTML to incorporate into other websites. Pick the desired output format from the Display Results drop down list.
What digitised materials does eSpace hold?
UQ eSpace is home to an increasingly rich collection of digitised original and historical materials. These include:

Digilib: Architecture Image Library
Fryer Library materials including photos, ephemera, journals, books
UQ Press archival publications
Queensland Past Online including books, journals and gazettes
Other UQ Library digitised materials
What statistics does UQ eSpace maintain?
UQ eSpace maintains statistical counts for each record view, every full text download and where available includes Web of Science and Scopus counts.
How does UQ eSpace count download statistics?
The aim of UQ eSpace’s download statistics is to show the extent of genuine human interest in the material we showcase within the repository.

UQ eSpace statistics are calculated and updated hourly. Generally, each click on a record counts as a download. A ‘download’ may be of a view of the record’s abstract page or it might be a click to open an open access file attached to that record, e.g. a full text PDF or an image. Please note that some full-text attachments are not publicly accessible. These are described as not publicly available and access will remain restricted for copyright reasons.

Abstract views and full downloads are counted separately, and separate tallies for them are available for each record. Where a record shows counts for abstract views only, this is generally because the record has no attached datastream (or file).

However, there are certain types of access that are not included in final counts. These accesses are collected in logs, since logs record all activity to do with records, but are excluded from final counts. There are two main exclusions from counts:

1. Activity by search engine crawlers, e.g. the Googlebot for Google, and crawlers from other services such as Yahoo!, ninemsn, and so on

2. The exclusion of double clicks is designed to keep statistics as meaningful as possible.

Other exclusions from counts include ‘Bad Requests’, ‘404 File Not Found’ errors, and clicks by people who do not have sufficient rights to view the object in question. Since such clicks would not be successful, they are discounted.
What is Altmetric?
Altmetric collects article level metrics and the online conversations around research to give a measurement of digital impact and reach. Altmetric allows authors and publishers to see what people are saying about a scholarly paper and can tell them how much attention a paper is receiving relative to their peers. The Altmetric score is a quantitative measure of the attention that a scholarly article has received.

By clicking on the Altmetric score for articles in eSpace (this is the number in the column with the coloured donut), you will be taken to the Altmetric page for the article, where you can find details about the score. Only articles with a DOI will have an Altmetric score. More information here.