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​Research Repository FAQs



​Why can’t I edit my Worktribe output record?


After an output record has been deposited, it will become public (“discoverable”) in the university’s research repository and the record is locked for editing by library staff only. If you need any changes to be made, either contact repository@napier.ac.uk​ or leave a comment on the output record. (You can use Twitter-style ‘@’ messaging on an output’s Comments tab to contact @Library or @Stuart Lawson.)


Why can’t I log in to Worktribe?


Worktribe is accessed through your normal university login. If problems persist please contact RMSAdmin@napier.ac.uk​

Postgraduate research students may need to have access to Worktribe set up. Please contact RMSAdmin@napier.ac.uk​ with any questions about this.


What do the various publication dates on an output record mean?


The following dates are designed around the publication workflows of academic journals, but they also apply to some other types of research output:

Acceptance date = the date when the publisher formally agrees to publish your paper. This is usually confirmed in an email from the publisher. This date should be added when creating the record.

Online publication date = this is the earliest date the item was published online. For journal articles it can be the date the peer-reviewed copy was published on the journal webpage. Publishers use various different terms for this publication stage, such as ‘ahead of print’, ‘early online’, or ‘online ahead of print’.

Publication date = this is the date the final version of record was published and assigned to a volume/issue. Until this occurs, the output’s citation will state that it is ‘in press’.



I have added my publications to Worktribe but they do not appear on my profile externally.


There are three stages to making a deposit in the research repository. The workflow statuses are listed below. These are different from an output’s publication status (see above).

“In Progress” = indicates the deposit process has not yet been completed. It may be that some information is missing from the record e.g the funder has not been added. Incomplete mandatory fields are highlighted with a small red box. The author may still make amendments to the record. The repository team have not yet been notified that a new record has been created.

“In Review” = After clicking the green ‘Deposit’ button, the repository team are notified when a new record is ready to be reviewed. Checks by the repository admin team ensure that all metadata is correct. The publisher’s copyright policy is checked. At this point only library repository staff can amend the record.

“Discoverable” = Once all checks and enhancements have been made the record is made publicly available. All discoverable records display on the external webpages. Only library staff can amend these records. Changes made in Worktribe may take 48 hours to appear on the external web pages. 


I have been unable to meet the open access policy for the REF. How do I claim a REF exception for my article in the Research Repository?


When the author creates a record in the research repository for a new journal article/ paper they are given the option to say why the item may not comply with the REF open access policy. Reasons and explanations can be added to the “REF exception request” field prior to completing the deposit. Once the record has been reviewed by the repository admin team the REF exception request is sent to the REF team in RIE for approval. If approved the admin team then add the correct REF exception statement to the record. Articles published using the gold route are automatically compliant and do not need approval. Contact repository@napier.ac.uk​ if you have any questions about this process.

Although the REF 2021 submission date has passed, the same open access policy will continue until a new one is announced for the next REF.


Can I deposit datasets in the repository?


Yes. All output types can be deposited, including datasets. The library can create a DOI for the dataset which helps to make it a citable research output. See this post on the open access blog for more information.



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