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Sharing your research - Research repository

The new repository within the Worktribe Research Management System is now live through the Institutional website​ to external users. It is very important that you keep your outputs up to date and the information displayed on the website accurately demonstrates your research activity. 

The repository is an online open access showcase for the published research output of the University, supported by the Library. It's the best place to store, archive and share your published papers, conference papers and more. All academic researchers are required to add the outcomes of their research to the repository. Doing so within three months of being accepted for publication ensures compliance with the HEFCE rules for the next REF. It also helps to improve your citation rate and promote your research to the global community.   


REF and open access


To ensure you are compliant with both Edinburgh Napier University and REF policy you should add your journal articles and conference papers (published with an ISSN) to the repository within 3 months of acceptance for publication.

This will be HEFCE policy from the 1st of April 2018. Other forms of outcomes are also welcome but are not subject to the same REF rules

Depositing in the Repository

The repository is part of the Worktribe Research Management System. Use your normal University network details to login. 

Add a new output using the DOI or a copy of the full text - both of these options will automatically fill the relevant fields for you. 

Deposit 1.jpg 

Don't worry if you don't have either of these - use the 'Add Other Outputs' option to manually enter the details.


Generally, publishers don't allow the deposit of the published version of your article. It is permissible to deposit the author accepted manuscript (also known as the post-print). Many publishers require an embargo period before this version can meet the open access element of HEFCE rules. As long as the period is no longer than 12 months for REF Panels A and B, and 24 months for Panels C and D, you will still be REF compliant.


The Repository team checks the publisher copyright permissions before making the record 'Discoverable'.


Once you are finished don't forget to hit the green 'Deposit' button. 

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Letter of acceptance

You should also add a copy of the letter of acceptance. We record this as evidence of compliance should we be audited prior to the next REF. If you haven't added the evidence when creating the record you can send a copy to the repository@napier.ac.uk​ mailbox and we will add it for you. It is currently not possible to search the system for files with the file type>letter of acceptance. This is a future development which Worktribe are working on. It is however possible to check if the evidence has been added to individual records using the file tab.

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Help and guidance

​A manual to help with depositing outputs is included in the Worktribe: Research Profiles and Outputs Guide.

Drop-in sessions have also been arranged - details of locations and times of these sessions can be found on the RMS Training page​

You can also email repository@napier.ac.uk​ mailbox. 

Copyright awareness

​If your work was published in a journal, be aware that you may have transferred some of your rights to the publisher. Many publishers will allow you to share a version of the full-text online, but this depends on the particular publisher. See details at: http://www.sherpa.ac.uk/romeo/​


Frequently asked questions


What is the First Compliant Deposit Date in the Research Repository?

Why does the output record in the Research Repository have a “First Compliant Deposit Date Deadline”?

What do the various dates on the "Details Tab" of an output record in the Research Repository mean?

If the output record in the Research Repository indicates it is “Free to read”. What does this mean?

Why are there a variety of publication dates on an output record in the Research Repository?

I have been unable to meet the HEFCE policy for REF2021. How do I claim a REF exception for my article in the Research Repository? 

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

What is a Digital Object Identifier or DOI?

Why is my article showing as “not compliant” in the Research Repository?


Other resources

Confused by Open Access? Take a look at the Open Access blog​ - not only do we post recent news items relating to research and open access but there is also a decision tree which demonstrates the timing of various steps to take on your research journey. 

Searching other Open Access resources

There are a number of options for finding work in other institution's repositories and theses, including: