UCU Institutional Repository
Long-term preservation + public discovery for UCU research outputs.
Deposit Guidance
Deposit Content Into The UCU Institutional Repository
This page is a practical, UCU-specific guide for depositing publications, theses, and research data. Follow the roadmap, choose the right deposit route, and contact the Library when you need policy or copyright support.
Deposit Roadmap (Milestones)
Use this high-level roadmap to understand what happens from preparation to publication.
1
Prepare
Choose the right version, clean files, and organise supporting materials.
2
Rights Check
Confirm deposit permissions, embargo, and third‑party content clearance.
3
Metadata
Capture title, authors, keywords, affiliations, funder info, DOI/link, dates.
4
Submit
Use mediated deposit routes or self‑archive where you have collection access.
5
Review
Repository team validates quality, applies embargoes, and finalises record.
6
Publish
Record goes live, becomes discoverable, and supports reporting/compliance.
How Repository Deposit Works At UCU (Systems Overview)
To streamline how UCU researchers manage research information (publications, theses, and supporting data) and to meet Open Access and reporting requirements, repository deposit is supported by several services and workflows. The map below summarises the key systems and how they connect.
Open Access Desk (Library)
Checks publisher policies, embargoes, versions, and licensing.
Research Data Management (RDM)
Supports datasets, documentation, storage/backup, and reuse planning.
Schools / Departments
Confirms affiliation, supervisors, and local collection structure.
Research Office & Funders
OA and reporting requirements (where applicable).
Identifiers & Indexing
ORCID/DOI/Handle links + discoverability in search engines.
Tip: If you do not know which workflow applies, email repository@ucu.ac.ug and we will route your request to the right service.
What Can Be Deposited?
Only research outputs connected to Uganda Christian University should be deposited in the UCU Repository. “Connected” typically means the work is authored, hosted, supervised, funded, or produced through UCU research and academic activities.
- Research Outputs authored by current or former UCU staff, researchers, or students.
- Outputs of research conducted at UCU or using UCU facilities.
- Theses and dissertations approved through UCU academic processes.
- University reports, working papers, and policy briefs with UCU affiliation.
- Supporting research data and code where sharing is appropriate and lawful.
Before You Deposit (Quick Checks)
Regardless of output type, please confirm the essentials below so we can process your deposit quickly.
- ✓You have the right to deposit (publisher agreement + third‑party content permissions).
- ✓You have a suitable electronic file (PDF/Word for text; open formats for data where possible).
- ✓You know which version you are allowed to share (submitted / accepted manuscript / published PDF).
- ✓You can supply basic metadata (title, authors, department, dates, keywords, DOI/link if published).
- ✓Sensitive or personal data has been handled responsibly (anonymised, restricted, or not shared).
Choose The Right Deposit Route
The best deposit pathway depends on your output type. Most deposits are supported through mediated deposit (we check policies + metadata), but self‑archiving can be enabled for some collections.
Open Access & Scholarly Outputs
- Journal articles, conference papers, book chapters, reports, and working papers.
- Recommended file: accepted manuscript (post‑print) unless the publisher allows the final PDF.
- Library can mediate the deposit (policy checks + metadata quality review).
If you want the Repository team to add items on your behalf, email repository@ucu.ac.ug with citation details and files.
Research Data
- Datasets, code, protocols, instruments, and supporting documentation.
- Plan storage and access first; large files may be deposited via a managed workflow (links + checksums).
- RDM support can help you choose formats, documentation, and reuse/licensing options.
If you are unsure what can be shared, request a quick review before you upload.
Theses & Dissertations
- Postgraduate theses and dissertations deposited for preservation and discovery.
- The Library supports mediated deposit (metadata checks + embargo handling).
- If your thesis contains sensitive content, request an embargo or restricted access review.
Questions about thesis deposit: email repository@ucu.ac.ug.
Batch Uploads (Complex Or Extensive Material)
When you have many items or complex files, the Repository team can ingest on your behalf. This is ideal for department backlogs, conference proceedings, or large digitisation projects.
1) Metadata spreadsheet
We use a template spreadsheet to capture titles, authors, departments, dates, identifiers, embargoes, and keywords in a consistent format.
2) Files
Provide the files in a clear folder structure (e.g., one folder per item) with filenames that match the spreadsheet rows.
What happens next?
We ingest the batch, validate metadata, create persistent identifiers where applicable, and report back once records are live.
Self‑Archiving (When Allowed)
In some cases you may be allowed to self‑archive directly into a specific collection. The Repository team must enable collection access first.
- 1
Request deposit access
Email repository@ucu.ac.ug with your department/school and the collection you want to submit to.
- 2
Get collection permissions
The Repository team confirms the workflow (who reviews, what is required, what can be public).
- 3
Deposit with checks
Upload the allowed version, add metadata, and include links to the published record where available.
- 4
Review & release
Records are checked and released immediately or on an embargo date depending on policy.
Request A New Community / Collection
If your department or project needs a dedicated place in the Repository, email the details below and we will create the structure and confirm the workflow.
- Name of the organisational unit (School / Department / Institute / Centre).
- Short description of content the community/collection will hold (e.g., publications, theses, working papers, images).
- Who will submit and who will review (if a workflow is needed).
- Any default access rules (open, embargoed, restricted).
Need Help Choosing?
If you are unsure what to deposit, which version is allowed, or whether your material should be open or restricted, start with Open Access support and we will coordinate with the Repository and RDM workflows.