Who and what can be deposited
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- Who can deposit research? What can be deposited?
- Can research results achieved at institutions other than Hitotsubashi University be deposited?
- Can papers written by researchers affiliated to other universities/institutions but who are also members of Hitotsubashi University projects be deposited?
- Can unpublished papers be deposited?
- Is it possible to provide link reference to one’s own website instead of offering electronic file to HERMES-IR?
- Is it possible to deposit multiple achievements together if they all belong to the same study society?
- Can non-scholarly contents be deposited?
- Can papers which use special fonts be deposited?
- Is it possible to deposit supplemental materials which have not been published in academic journals nor books?
Deposit procedures
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- What is the easiest and quickest way to deposit?
- What kind of format should I submit electronic file?
- Can I submit text and image in separate files?
- I cannot provide electronic file. Is paper manuscript accepted?
- Which version of manuscript should I deposit?
- What is “author final draft”?
- Is it possible to cancel deposit?
- If cancellation is requested, will all data be deleted?
- Is it possible to cancel my paper only, even though it is part of a bulletin?
Copyrights
Doctoral thesis
Others
Browsing environment
Who and what can be deposited
- Q. Who can deposit research? What can be deposited?
- A. All faculty teachers/staff and graduate students (doctoral courses), who are or have been member(s) of Hitotsubashi University can deposit research outcomes. Materials to be deposited include: academic journal papers, research papers, doctoral theses, bulletins, conference materials, teaching materials, books and other data related.
- Q. Can research results achieved at institutions other than Hitotsubashi University be deposited?
- A. Yes. Contents including those already preserved in other institutional repositories or databases can be deposited.
- Q. Can papers written by researchers affiliated to other universities/institutions but who are also members of Hitotsubashi University projects be deposited?
- A. Yes, papers can be deposited in accordance with the University Regulations Article 4, clause 4 and 5.
- Q. Can unpublished papers be deposited?
- A. The basic rule is that a paper cannot be deposited if it is an outcome of research at an unofficial (private) meeting or has been disclosed exclusively on a personal website. This rule is regardless of the definition of “disclosure” in copyright law.
- Q.Is it possible to provide link reference to one’s own website instead of offering electronic file to HERMES-IR?
- A. For Open Access research results with full texts available for free on other websites, just the link can be registered in the repository.
- Q. Is it possible to deposit multiple achievements together if they all belong to the same study society?
- A. Yes, it is possible given that copyright agreement has been completed by means of confirming submission guideline or instructions to authors which clearly state that the submitted papers will be stored on the institutional repository. Otherwise, authors must submit license agreement for each paper upon deposit.
- Q. Can non-scholarly contents be deposited?
- A. The basic rule is that depositing is limited to “scholarly achievements”. Nevertheless, each case shall be considered individually as various cases may arise, while rule-making is being discussed.
- Q. Can papers which use special fonts be deposited?
- A. Papers which include special language fonts or formulae may garble when converted to PDF or even may not be viewed at all. In such cases, papers will be printed, scanned and then converted to PDF.
- Q. Is it possible to deposit supplemental materials which have not been published in academic journals nor books?
- A. Supplemental materials such as annotations, reference lists and research data can be deposited either attached with the main text or individually.
Deposit procedures
- Q.What is the easiest and quickest way to deposit?
- A. If you have an researchmap account, please register information of your paper there.
If you do not have an researchmap account, carefully read “Terms of the HERMES-IR License Agreement” (PDF), complete HERMES-IR License Agreement for the use of Work. 【license agreements download (Excel) / example(PDF)】.
Submit License Agreement and electronic file of author final draft by e-mail attachment.
Also refer to “How to register”.
Please submit to: Digital Resources Section, Library Affairs Division
E-mail:lib-contents●ad.hit-u.ac.jp(Please change “●” to “@”)
- Q.What kind of format should I submit electronic file?
- A. Any format is acceptable: Word, Excel, PowerPoint, Ichitaro etc. Files will be converted to PDF and stored on HERMES-IR. Please be aware that oversized data may be divided. If you wish to deposit in formats other than PDF, contact the library.
- Q. Can I submit text and image in separate files?
- A. You can send them separately. Files cannot be integrated, and will be stored in HERMES-IR as individual files.
- Q. I cannot provide electronic file. Is paper manuscript accepted?
- A. Paper manuscripts can be processed to PDF files by librarians.
- Q. Which version of manuscript should I deposit?
- A. It depends on the publisher copyright policies whether they permit pre-print, author final draft or publisher edition to be stored in institutional repositories.
Policies can be confirmed on the publisher’s submission guidelines. Librarian can also help to find out.
Information on publisher copyright policies can be found below: - In Japan: Society Copyright Policies in Japan (SCPJ) database
- Outside Japan: Open policy finder (Formerly Sherpa services)
- Q. What is “author final draft”?
- A. Also known as a post-print, “author final draft” is the version of research which has been accepted for publication, after peer review but without printers formatting. Metadata will indicate whether the paper is publisher edition or author final draft.
- Q. Is it possible to cancel deposit?
- A. Please contact the library and report the reason of your cancelation. As for papers published in academic bulletins, please click here.
- Q. If cancellation is requested, will all data be deleted?
- A. Select from options for cancellation from below.
- All data of the paper to be deleted.
- Only text data to be deleted. Metadata continues to be stored. If subsequent research paper should follow, submit information with cancellation request in order to update metadata.
- Q.Is it possible to cancel my paper only, even though it is part of a bulletin?
- A. Representatives of bulletins - chief editors in most cases - are responsible for depositing academic bulletins as a total collection. Therefore, kindly place cancellation request via the representative in charge.
Copyights
- Q. Do I have to get reprint permission from publisher by myself?
- A. Basically, authors ask for permission themselves. Librarian will give support in case of any problems.
- Q. I have a co-author. Do I need to get reprint permission from him/her?
- A. Yes, you do. Please get permission from your co-author(s) in any way possible - verbal or other ways. The library will assume that co-authors have given approval for reprint.
- Q. For charts, illustrations and photos in my paper, what is required for copyrights ?
- A. Authors need to do nothing. This is in accordance with the Copyright Act which says “It shall be permissible to quote from and thereby exploit a work already made public, provided that such quotation is compatible with fair practice and to the extent justified by the purpose of the quotation, such as news reporting, critique or research.” However, please provide relevant information to the library in the case the author has gained permission for citation from copyright holder or owner of charts, illustrations or photos.
Doctoral thesis
- Q. When should I deposit my doctoral thesis?
- A. ① For those who obtained doctoral degree by March 31st. 2013
Reviewed doctoral thesis can be deposited any time. Please start deposit process after you obtain a degree. - A. ②For those who took degree after April 1st, 2013
With the revision of Degree Regulations on April 1st, 2013, it has been decided by the university that all doctoral thesis should be stored and disclosed on the internet unless for inevitable reasons. Please follow instructions from the graduate school office, which is in charge of submitting all thesis data to the library.
- Q. How do I deposit my Doctoral thesis?
- A. ① For those who took degree by March 31st. 2013
Please submit the following electronic data to the library.（Please submit to: Digital Resources Section, Library Affairs Division. E-mail:lib-contents●ad.hit-u.ac.jp (Please change “●” to “@”) Please prepare: - HERMES-IR doctoral thesis license agreements
- electronic file of doctoral thesis (in PDF format)
- A. ②For those who took degree after April 1st, 2013
With the revision of Degree Regulations on April 1st, 2013, it has been decided by the university that all doctoral thesis should be stored and disclosed on the internet unless for inevitable reasons. Please follow instructions from the graduate school office, which is in charge of submitting all thesis data to the library.
Others
- Q. Is deposit to HERMES-IR an obligation?
- A. No, depositing is optional. However, papers published in academic journals and bulletin papers must follow Hitotsubashi University Open Access Policy.Also, it is written in the Degree Regulations revised on April 1st, 2013, that that all doctoral thesis should be stored and disclosed on internet except unless for inevitable reasons.
- Q. Is HERMES-IR linked with “Hitotsubashi Researchers Information (HRI) ”?
- A. Yes. HERMES-IR is mutually linked with “Hitotsubashi Researchers Information (HRI)”.
Browsing environment
- Q. When I try to open a file with FireFox, a sign appears saying “The file is broken. It cannot be repaired". What should I do?
- A. Please follow “Tools”→”Option”→”Details”→”Network” and increase page cache size.
- Q. When I try to open a file, some parts of the images within the file are not displayed or garbled. What should I do?
- A. Please use other browers (such as Google Chrome or FireFox), or download a PDF file and read it with Adobe Acrobat.
