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Repository: FAQ

This guide explains how to use WPU's institutional repository.

Frequently Asked Questions (FAQ)

How do I know if I have the right to put my published work(s) in WPSphere? Depending on the publisher, you may have signed an agreement to transfer your copyright to the publisher. In such cases, you may or may not reserve the right to "self-archive" a version of your work(s). SHERPA/RoMEO ( provides a database of journals and their self-archiving policies. In some cases, you may be allowed to submit a "pre-print" or "post-print" version of your journal article to the repository. In the case of published books, conference proceedings, and journals not listed in SHERPA/RoMEO, additional research may be necessary. You may contact the Digital Initiatives Librarian for assistance regarding your rights to self-archive your published works.


What is a pre-print and post-print? A pre-print is the version of your scholarly work that was submitted to a publisher prior to the review process, including peer-review, and post-review editing. It is typically plain text with or without figures, table, etc. A post-print is the version of your scholarly work that has been edited following the review process, including peer review, but is not typeset for publication.


Do I need my co-authors' permission to submit a work to the repository? No. You can submit the work on your own. However, your co-authors reserve the right to have the work withdrawn from the repository if they object to its submission. So, it's a good idea to communicate with them about the repository if you believe it could be an issue.


If I put my work(s) in WPSphere, can I change my mind later? Yes. As per the withdrawal policy, submitters reserve the right to withdraw work(s) from WPSphere. While the works(s) can be removed, the metadata record will continue to exist with a note "Item removed from WPSphere on [date] at the request of the author."


If I put work(s) in WPSphere, can I also have it elsewhere online? Yes. The distribution license a non-exclusive agreement that gives the Library permission to distribute the work(s) online WPSphere. I does not prevent the work(s) from being distributed online elsewhere.


 Is it okay if I have some copyrighted materials in my work(s)? Copyright law is murky and often defined in court. When considering whether you can include portions of other work(s), you should consider the Four Factors of Fair Use (


Why is there a 2GB file limitation? The repository's submission interface will only accept files that are 2 GB or less. If your file is larger than 2 GB, the Library staff will have to upload the file in the backend. Because this requires more labor and storage space, we need approval from the Library Dean.


What rights statements are added to the metadata records? The Library typically uses standardized rights statements, i.e. those available through and Creative Commons licenses ( However, a custom rights statement can be added. You can discuss your preferred rights statement with the Digital Initiatives Librarian.


Do I need to fill out all the fields in the submission form? No. You are required to list the title of the work and the date. Ideally, we'd like you to include your name, an abstract (if appropriate), and other information that you feel is relevant. However, the Digital Initiatives Librarian will review your submission and add any necessary metadata before the record is ingested and visible online.


Why is the thumbnail not showing? Thumbnails for PDFs and image files typically generate within 24 hours of the record's ingestion. For some file types, no thumbnail will be generated.


I'd like to publish an article from my thesis/dissertation. Can I put an embargo on my thesis/dissertation if I put in the repository? Yes. We can put an embargo on works in the repository. Contact the Digital Initiatives Librarian with the embargo length that you require. However, the embargo must have a set time span. We do not embargo works permanently.