Middlebury Institutional Repository Guide

These are the general instructions.  For detailed instructions by group, please see the left menu.

Logging In: Any current Middlebury faculty, staff, or student can deposit scholarly materials into the Middlebury Institutional Repository with their Midd credentials. Log in by clicking the "Log in" link at the upper right corner on the Repository home page. This will take you to you Repository account page, called "My Data". Your account page will hold all items you deposit into the Repository. You can start a record, save it, and come back to edit it later, without publishing it.

Depositing: Click on the "Create a new item" button. This will open a new window where you can add descriptive metadata and upload your files. More detailed instructions are available in the links in the left hand menu.

Organize your research products as you would want them to be cited. If you have research with multiple files, you can create a single item with many files or several items with a few related files. How you choose to group these should depend on how similar the files are and if you wish to apply the same metadata and licenses. 

Users can deposit a variety of scholarly outputs into the Repository, including articles, white papers, conference presentations, and research data. Repository accounts have 1GB storage by default, if you need more, contact the Repository team.

Review and Acceptance: Once you submit an item for deposit, it may take several days to complete the review process. A Repository administrator will check your submission to verify it is complete and fits within the scope of the repository. We will not review the content of your submission. At this time your item may be published and available immediately or we will contact you for additional information.

Updates and Amendments: After your Repository record is published, you are able to add files and metadata to the existing record. Saving and republishing the record will send it back to the curation process where it will be re-reviewed by a Repository administrator. Changing a file, the title, or authors will create a new version of the record, but the DOI will remain the same, just versioned.

Help: The Middlebury Institutional Repository team is available to answer any of your questions about the deposit process. Email us at repository@middlebury.edu

• Log into the repository with your Middlebury credentials.  You will initially be in your "my data" area.
• Click the "add new" button
• Drag & drop file(s) - you upload can contain more than one file.  If you have raw datasets that accompany your item, you may want to consider uploading those separately into Data @ Middlebury (if you aren't sure, ask us at datamanagment@middlebury.edu).
• Fill in form
  • Under the group dropdown, select "Student Scholarship"
  • Under the categories menu, select the broad term from the drop-down menu, then sub categories as needed.  You can select more than one category to better describe your content.  Hit enter after each selection.
  • When you add keywords, hit return after each one
  • Leave the license as the default value.
  • Fill in thesis or project advisor(s)
  • Conditions - Do you have your advisor's permission to make it public?
    • If yes,  select, "Open access" from the drop-down menu,then skip to the next step.
    • If you do not have your advisor's approval to make your work open access, you must
      • select "Restricted to campus" in the "conditions" menu then
      • click the red "Apply embargo & restricted access"
      • for embargo period "permanent embargo" from the menu
      • for "Who can access the embargoed content", select "custom" and then click Midd/MIIS Campus only. You can change this later if you get permission to make the work public.

• Review the Terms and Conditions and the Agreement and submit

Your submission will be held for review.  You will see your submission in your "my data" tab with a green open circle next to it.  If necessary, the reviewer will flag and send you corrections.  If it all looks well, the reviewer will release it and it will be available on the website.  When this happens, the Open green circle will become solid green.

Once you submit, the permanent handle for this submission will be created and reserved, but will not be live until the reviewer approves the submission.  If required, you may provide this handle to your department coordinator as proof that your works has been submitted.

• Log in the repository with your Middlebury credentials.  You will initially be in your "my data" area.
• Click "add new" or drag & drop file(s) . Your upload can contain more than one file.  If you have raw datasets that accompany your item, you may want to consider uploading those separately into Data@Middlebury (if you aren't sure, ask us at datamanagement@middlebury.edu).
• Fill in form:
  • under the group drop-down, select "Open Access"
  • under the categories drop-down, select the broad term from the drop-down menu, then sub categories as needed.  You can select more than one category to better describe your content
  • we recommend leaving the license as the default value
  • access - Do you wish to make it public?
    • If yes,  congratulations, you are done, skip to the next step.
    • If you are not sure what the OA requirements are for your journal, you can look it up on Sherpa Romeo, or ask us at repository@middlebury.edu
    • If you know there is an embargo required, then:
      • click the red "Apply embargo and restricted access"
      • select the period for which the item requires embargo, or the embargo end date
      • leave the "who can access" option at the default value
      • proceed to the next step

• Review the Terms and Conditions and the Agreement and submit

Your submission will be held for review.  You will see your submission in your "my data" tab with a green open circle next to it.  If necessary, the reviewer will flag and send you corrections.  If it all looks well, the reviewer will release it and it will be available on the website.  When this happens, the Open green circle will become solid green.

Once you submit, the DOI for this submission will be created and reserved, but will not be live until the reviewer approves the submission.  If needed, the reserved DOI can be provided to publishers.

• Log in the repository with your Middlebury credentials.  You will initially be in your "my data" area.
• Click "add new" or drag & drop file(s) . Your upload can contain more than one file.  If you have questions about your data set(s), ask us at datamanagement@middlebury.edu).
• Fill in form
  • under the group drop-down, select "Data at Middlebury"
  • under the categories drop-down, select the broad term from the drop-down menu, then sub categories as needed.  You can select more than one category to better describe your content
  • select the license (CC-BY or CC-0 are recommended)
  • access - Do you wish to make it public?
    • If yes,  congratulations, you are done, skip to the next step.
    • If you an embargo required, then:
      • click the red "Apply embargo and restricted access"
      • select the period for which the item requires embargo, or the embargo end date
      • leave the "who can access" option at the default value
      • proceed to the next step

• Review the Terms and Conditions and the Agreement and submit

Your submission will be held for review.  You will see your submission in your "my data" tab with a green open circle next to it.  If necessary, the reviewer will flag and send you corrections.  If it all looks well, the reviewer will release it and it will be available on the website.  When this happens, the Open green circle will become solid green.

Once you submit, the DOI for this submission will be created and reserved, but will not be live until the reviewer approves the submission.  If needed, the reserved DOI can be provided to publishers.

If you have a physical collection that would benefit from being digitized, please reach out to the Repository Team.