PolyU Institutional Repository


About the PolyU Institutional Repository


Introduction [Top]

PolyU Institutional Repository (PolyU IR) collects, makes available, showcases, preserves and enhances the discovery of the research and scholarly output created by the PolyU community.

Through this digital archive initiative, the Library aims to create a permanent record of the institution’s research and scholarly output in digital format and to make it globally and openly accessible.

The IR is open to web search engines and services, such as Google Scholar, Google, for indexing of the archived records in the IR.  OAIster (http://www.oclc.org/oaister/) and Scirus of Elsevier are able to harvest metadata of the records for inclusion in their indexes.  These strategies will enhance the discovery and scholarly impact of the PolyU work, increase the visibility and profile of PolyU and its many outstanding scholars and research groups.

Materials to be Collected [Top]

All PolyU academic and research staff, research degree students, and academic equivalent staff may submit scholarly research materials to the IR.  The material types include, but not limited to, journal articles, technical reports, working papers, conference papers and presentations, pre-prints, books, book chapters, patents, theses and dissertations (link to RO relevant website), images, drawings, videos, and datasets.

PolyU Adopts Open Access Policy in Support of Open and Unrestricted Access to Published Research [Top]

Starting from September 2010, PolyU adopts the following Policy in Support of Open Access to Published Research:

PolyU academic and researchers are required to deposit electronic copies of their peer-reviewed journal articles and conference proceedings (author’s final accepted manuscript) in PolyU IR for open access, as of the date of paper publication. Full text of other research outputs should also be deposited where appropriate.

PolyU authors will provide to the University Library copies of their work and the University Library will determine publisher agreements permit deposit in institutional repositories for public access. For more information, see Research Office webpage on the Policy.

Adding Materials to the IR [Top]

PolyU academic and research staff, research degree students, and academic equivalent staff can submit your materials for depositing in the PolyU IR through any one of the following channels:

  1. direct online submission to the PolyU IR (http://irmgt.lib.polyu.edu.hk/irdbms/), or
  2. emailing your articles to the PolyU IR staff at lbir@polyu.edu.hk, or by
  3. contacting your Faculty Librarian
    Faculty Librarians
    Faculty Librarian (FAST) Mr Anthony Ho 2766-6860 lbaho@polyu.edu.hk
    Faculty Librarian (FB) Mr William Ho 2766-6893 lbwkho@polyu.edu.hk
    Faculty Librarian (FCE) Ms Celia Chow 2766-6852 lbcelia@polyu.edu.hk
    Faculty Librarian (FENG) Ms Karen Chan 2766-6886 lbkaren@polyu.edu.hk
    Faculty Librarian (FH) Vacant - -
    Faculty Librarian (FHSS) Ms Cannis Li 2766-6859 cannis.li@polyu.edu.hk
    Faculty Librarian (SD) Ms Susanna Tsang 2766-6858 lbstsang@polyu.edu.hk
    Faculty Librarian (SHTM) Ms Doris Chan 2766-6908 ylchan@polyu.edu.hk
Organization of Materials [Top]

The IR uses the DSpace software developed by MIT and Hewlett-Packard.  It is organized with a structure of communities, sub-communities and collections.  A community may have one or more collections showing the various material types.  New communities and sub-communities will be added when needed to organize materials in subjects or fields that were not represented previously.

Copyright Issues [Top]

When an author submits a material to the IR, the material is made available for open worldwide public access in the PolyU IR. The PolyU IR will NOT prevent the author from publishing the work in a journal, distributing or archiving in any other ways. Submitting a material to the PolyU IR will not alter the copyright of the work.

PolyU authors are invited to deposit previously published materials in the IR. Currently, most major publishers will accept and allow the deposit in open access repositories of papers published in their journals, subject to certain conditions.  The SHERPA RoMEO database (http://www.sherpa.ac.uk/romeo.php) provides a summary of copyright and archiving policies adopted by major publishers in the world.  The following lists are based on the information in RoMEO:

Examples of publishers allowing archiving of published version in an institutional repository:

  • American Institute of Physics
  • American Mathematical Society
  • Cambridge University Press (12 months embargo)
  • International Union of Crystallography (authorised electronic reprint only and not the PDF)
  • Materials Research Society
  • Optical Society of America (OSA)
  • Society of Photo-optical Instrumentation Engineers (SPIE)

Examples of publishers allowing archiving final draft post-refereeing version in an institutional repository:

  • American Institute of Mathematical Sciences
  • Association for Computing Machinery
  • Elsevier
  • Institute of Electrical and Electronics Engineers (IEEE)
  • Institute of Physics
  • Springer Verlag

IR staff can advise you and will be happy to check the copyright agreement related to any materials that you would like to add to the IR.

Other Institutional Repositories [Top]

Many universities across the world have set up institutional repositories and opened up access to their research and scholarly work on the web.  Some notable ones include:

Australian National University

Massachusetts Institute of Technology
DSpace at MIT

Queensland University of Technology
QUT ePrints

University of California

University of Cambridge

Directories of institutional repositories include:

Directory of Open Access Repositories

Registry of Open Access Repositories (ROAR)

Enquiries [Top]

You are most welcome to contact Senior Assistant Librarian (Collection Development), Ms Mei Li (phone: (852) 2766 6699, email: lbir@polyu.edu.hk) about submitting materials to the IR or for any enquiries on the PolyU IR.

your SCHOLARLY outputs