Help and FAQ's

General

  • What is Minerva Access?

    Minerva Access is the University’s Institutional Repository. It aims to collect, preserve, and showcase the intellectual output of staff and students of the University of Melbourne for a global audience. Increasingly funders are also requiring deposit of research output from grants to be deposited in an Institutional Repository and Minerva Access provides this service.

  • What material does Minerva Access hold and what can be deposited?

    To be eligible to submit to the Minerva Access, depositors must be staff or students of the University of Melbourne community at time of publication, submission or reporting. Contributions may include researchers external to the University, if they are co-authoring with University of Melbourne authors or are affiliated with the University at the time of publication.
    The following materials are accepted:

    ◦Journal articles – refereed, non-refereed, editorials, book reviews, letter, etc;
    ◦Conference papers – refereed, non-refereed, accepted abstracts, poster sessions
    ◦Books and book chapters from commercial, non-commercial, society and Uuniversity publishers;
    ◦Theses, Graduate Research and Minor Coursework Theses ;
    ◦University publications such as books, working and discussion papers, government submissions, research reports and inaugural lectures;
    ◦Creative works;
    ◦Research data sets [including, but not limited to, statistics and surveys associated with or supplementary to research publications] may be included

    Minerva Access will collect, but suppress access to material in the following circumstances:

    ◦data and output collection and reporting purposes eg ERA.
    ◦if the publisher requires it
    ◦if the work has been embargoed by an authorized University university officer, such as your thesis supervisor
    ◦if requested by the author

  • How do I register as a Guest?

    Guest registration is available for anyone who is not a member of the University of Melbourne and who wants to take advantage of the save and export features of the "My Account" service. To register, click on the My Account\Register as Guest link, provide a valid email address and respond to emailed instructions as directed.

  • How do I link to material in Minerva Access?

    There are times when you need to link to a specific resource or collection in Minerva Access from an external source.

    The recommended method for linking is:

    Using a Handle/URL : All Minerva-Access records display a Handle/URL both in the URI field. These handles differ from the links which appear in your browser's location bar and are designed to be used as persistent, long-term, links to the resource. Here is the link from a record with a handle: http://hdl.handle.net/11343/39592

    Persistent links are also available for the browseable communities and collections of records, such as for the School of Population Health, at https://minerva-access.unimelb.edu.au/handle/11343/248.

  • Can I find out how many times my material has been downloaded around the world?

    Minerva Access provides usage statistics for each item in the Repository as well as each Collection and Sub-Collection. See the foot of each relevant page and click on the Statistics icon/link to see data on the number of times each record etc has been viewed and the number of items any associated fulltext PDF has been downloaded. This data is available by month and by year.

  • What is my My Account?

    Login to My Account as a member of the University with your username and password to deposit your publications or theses into Minerva Access. University and Guest users will also be able to save and export search results to the major bibliographic software packages via the My Account feature.

Open Access

  • What is Open Access?

    Open Accesss [OA] means making the research literature available online and free of the barriers of cost and institutional membership, as well as at least some of the copyright restrictions inherited from the pre-web, print-based system of production and distribution of academic journals.
    Access is available to all and is not dependent on personal subscription or institutional membership.

    OA mainly refers to peer-reviewed research papers in subscription journals – material written to be read widely rather than to earn the author income. It can also apply to most other categories of scholarly communication, including theses and, increasingly, to books and book chapters.

    More recent definitions of OA say that it should also provide for re-use [such as large scale text- or data-mining] and that it should encompass any and all scholarly communication.

    Most OA material in Minerva Access collection is free to read and cite, unless otherwise indicated.

  • What is the benefit of Open Access to researchers?

    Increased exposure, a broader readership and, perhaps, increases in citation and other research impact measures.

    Engagement with new readers - professionals and practitioners, businesses as well as the general public..

    Minerva Access helps achieve this exposure through indexing in Google, Google Scholar, Trove and many other internet search engines

  • What is “Green” Open Access?

    Green OA refers to articles published in subscription journals, where the immediate readership would otherwise be confined to the subcribers of the journal.
    A high percentage of publishers, grant authors rights to use the various versions of their papers. This usually includes the right to “self-archive” or deposit the submitted [pre-peer review] or accepted manuscript [after peer-review but before publisher copy-editing or assignment to a particular journal issue] in an institutional repository, such as Minerva Access, a personal website or a subject repository such as SSRN or PubMed Central.

    See also Submitting Materials below.

  • What is “Gold” Open Access?

    “Gold” OA means that the article [or other output] is available on open access at the publisher’s site, immediately upon publication. Business models vary between Gold OA publishers. Commercial publisher usually levy an Article Processing Charge to make the accepted article available.
    “Delayed Gold” is sometimes used to refer to articles in subscriber-only journals being made free to read and cite at publisher sites after an embargo period. Embargo periods vary by publisher and journal.

Submitting material - Research Publications

  • If I am submitting a journal articles, which version of the paper do I need to submit?

    This will be determined by your journal’s author rights policy. Most journals and publishers will allow the accepted version of the paper. The SHERPA/RoMEO database provides advice on author rights by journal and publisher but please consult with Minerva Access staff if you are unsure.

  • What is the "author accepted manuscript"?

    This is the version of your paper after peer review but before the journal’s copy-editing has begun or the article has been assigned to a volume and issue. It is the version required, for example, by NHMRC and ARC for their Open Access policies.

  • What is the Minerva Access agreement?

    As part of the process for submitting material to be made openly available from Minerva Access you will be asked to indicate that you own copyright in the output and/or that you have the permission of the publisher [e.g via their author rights policy] or owners of other 3rd party copyright in your material.

  • What do I need to know about file formats, sizes and naming?

    Minerva Access can accept files in a variety of different formats however our preferred formats for deposit and delivery are PDF (text), MP3 (audio), JPEG (images) MP4 (video). Files deposited should not contain encryption or other access limitations (No password protection; No digital signature).

    Other Formats Other formats are accepted in the deposit process. They may, however, be converted to the recommended formats by Repository staff for delivery purposes. Other acceptable formats include: avi, bmp, doc, docx, dvi, htm, html, j2k, jp2, m4v, mov, mpeg, png, ppt, rtf, tif, tiff, txt, wav, wma, xls.

    Deposit File Sizes:

    For theses, combine your work into one file, if possible. However, files below 30MB are recommended for ease of download. The Minerva-Access deposit process will accept files of up to 100MB in size. If you have files any larger than this, please supply them to the Minerva Access team on portable media [DVD, CD etc] or via web-based services such as Dropbox or CloudSTOR.

    Filenaming:

    Filenames should have:
    ◦No spaces
    ◦Appropriate alpha-numeric combinations
    ◦No symbols except - [hyphens] or _[underscore]

  • What if I have supplementary materials?

    If supplementary materials - like audio, video and spread sheets - are part of your research output , you can submit them as supplementary files during the online deposit process. Digital preservation best practices typically recommend including multimedia content as supplementary files, rather than embedding multimedia in PDFs. Depositors should upload them as part of the deposit process, and provide a description of each supplementary file in the abstract of the work.

  • Where can I find more information on mandatory digital thesis submission?
  • Who can I contact for help with the submission process?

    minerva-access@unimelb.edu.au or call 03 8344 5004.

Submitting material - Graduate Research Theses

  • Do I have to deposit a digital copy of my thesis in Minerva Access?

    The Academic Board Policy for Research Higher Degree Thesis Examination mandates that a digital copy of a completed higher degree thesis must be submitted to the University of Melbourne Institutional Repository (Minerva Access). The thesis must be deposited prior to award of the degree.

    Detailed information on the policy is at My thesis in the Library

  • Where do I deposit my digital thesis?
  • Which version of my thesis must be deposited?

    The final version of the thesis which has been examined [with any required amendments/revisions as approved by the Chair of Examiners] must be deposited.

    You may also need to provide a second, "redacted", copy of the thesis to allow for public access if, for example, your thesis includes third party copyright material for which you have not secured permission to make available online. This may also be the case if your thesis includes sensitive or confidential information. See also My thesis in the Library for information about redaction and your thesis.

  • How do I prepare my files?

    Minerva Access can accept files in a variety of different formats however our preferred formats for deposit and delivery are PDF (text), MP3 (audio), JPEG (images) MP4 (video). Files deposited should not contain encryption or other access limitations (No password protection; No digital signature).

    Other Formats Other formats are accepted in the deposit process. They may, however, be converted to the recommended formats by Repository staff for delivery purposes. Other acceptable formats include: avi, bmp, doc, docx, dvi, htm, html, j2k, jp2, m4v, mov, mpeg, png, ppt, rtf, tif, tiff, txt, wav, wma, xls.

    Deposit File Sizes:

    For theses, combine your work into one file, if possible. However, files below 30MB are recommended for ease of download. The Minerva-Access deposit process will accept files of up to 100MB in size. If you have files any larger than this, please supply them to the Minerva Access team on portable media [DVD, CD etc] or via web-based services such as Dropbox or CloudSTOR.

    Filenaming:

    Filenames should have:
    ◦No spaces
    ◦Appropriate alpha-numeric combinations
    ◦No symbols except - [hyphens] or _[underscore]

  • What if I have multimedia files associated with my thesis?

    If supplementary materials - like audio, video and spread sheets - are part of your research output , you can submit them as supplementary files during the online deposit process. Digital preservation best practices typically recommend including multimedia content as supplementary files, rather than embedding multimedia in PDFs. Depositors should upload them as part of the deposit process, and provide a description of each supplementary file in the abstract of the work.

  • Will my thesis be made available on Open Access?

    Details on the University’s policy on public access to your thesis, including terms under which you can embargo your work, are available at the Graduate Research Examinations Office page at My thesis in the Library

  • How will the Graduate Research Examinations Office know that I have deposited my digital copy so that I can graduate?

    After the thesis has been deposited, the Graduate Research Examinations Office is notified so that an award can be made. The citation and abstract only would be available until 'clearance' is received from the supervisor or Head of Department.

  • How can I change access to my work in the Repository?

    If circumstances have changed since you deposited your work, please contact minerva-access@unimelb.edu.au to change access at any time. For example you might want open access to your restricted thesis after all copyright conditions have been met.

  • What changes can I make to my records in Minerva Access?

    Contact us at minerva-access@unimelb.edu.au to change personal details, email address or access conditions (with approval of your Supervisor).

  • Is there a permanent way of linking to my thesis on Minerva Access?

    Once your work is deposited on Minerva Access, has been checked and posted by the Approver, the email you receive will contain the permanent URL/handle which is provided for citing and linking purposes. See also “How do I link to material in Minerva Access” above.

  • Mandatory deposit of thesis - what does it mean?

    See My thesis in the Library for a detailed explanation of this program.

  • What about copyright, intellectual property and third party copyright?

    See the Q&A on Submitting Material section above and the Copyright section below.

  • What happens after I have completed the deposit of my digital copy?

    Repository staff will let you know deposit has been successful, will inform the Graduate Research Examinations Office and, if you had asked for open access to your thesis, seek the advice of your supervisor. See My thesis in the Library for more detail.

  • How long will it be before my submitted thesis appears in Minerva Access?

    The record for your thesis should be available within two working days of submission.

  • How visible will the details of my thesis be for a global audience?

    The record of your thesis will be available via Minerva Access, the University’s enterprise search engine, the Library catalogue , the National Library’s “Trove” database, Google, Google Scholar and other Internet search engines.

Submitting material - Coursework Theses [Honours or Masters students]

  • Do I have to deposit a digital copy of my coursework thesis in Minerva Access?

    Coursework students prior to 2014 are not required to deposit their thesis in Minerva. Students, or former students, who wish to do so are welcome to submit their theses as open access resources here or, if no longer studying or working at Melbourne, by contacting Minerva Access staff.
    Some coursework students (Masters or Honours) may be required by their School or Dept to make their thesis/dissertation available to other University of Melbourne students via Minerva Access. These theses will not be available on open access and will only be available to authorised users of the University network for purposes of personal research or study.

  • I want more detailed information on Copyright and the Repository. Where can I look for help and advice?

    The University’s Copyright Office maintains information about Copyright law as it applies to research publication generally and theses specifically. Copyright Office covers issues around 3rd party copyright including seeking permission from owners to use in online material, exemptions available under the Act and how the Act is used to provide external users with access to library materials, both print and digital.