PolyU Institutional Repository

About the PolyU Institutional Repository


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 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.

Types of Scholarly Outputs Kept in the PolyU IR

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, images, drawings, videos, and datasets.

Open Access at PolyU

PolyU has adopted the following Policy in Support of Open Access to Published Research since September 2010:

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.

The Library will determine whether deposit in institutional repositories for public access is permitted under publisher agreements when PolyU authors submit their scholarly output to the IR. For more information, see Research Office webpage on the Policy.

Submitting your Outputs to the IR

There are four ways in which PolyU academic and research staff, research degree students, and academic equivalent staff can submit and deposit their scholarly outputs into the PolyU IR:

  1. Submit full-text via Research Output System (ROS) page, or
  2. Direct online submission to the PolyU IR, or
  3. Email your articles to the PolyU IR staff at lbir@polyu.edu.hk, or
  4. Contact your Faculty Librarian

Organization of Outputs

The PolyU IR uses DSpace software developed by MIT and Hewlett-Packard. Content is organized with a structure of communities, sub-communities and collections. A community may have one or more collections showing the various types of scholarly outputs. New communities and sub-communities will be added when there is a need to organize outputs in subjects or fields that are not represented presently.

Copyright Issues

When the authors submit their scholarly output to the IR, the work 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 scholarly output 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 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:

Below are some publishers that allow archiving of a published version of an article 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)

Below are some publishers that allow archiving of the final draft post-refereeing version of a published article 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

The Library provides help in checking the copyright agreement related to any materials that you would like to add to the IR.

Other Institutional Repositories

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:


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 output