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Open Access

Your guide to making your research outputs FAIR (Findable, Accessible, Interoperable, Reuseable).

Self-Deposting grey literature outputs in OAR


What is your publishing strategy?

Before you self-deposit your grey literature in the OAR, consider how this output fits into your overall publishing strategy. 

If you intend to submit a paper with any of this content to a reputable journal publisher in future, you need to be careful to avoid jeopardising your chance of having it accepted by putting it in an open access repository too soon. 

For more information, and expert advice, please contact Learning and Research Librarians.

What research outputs can I self-deposit in the OAR?

The following output types may be self-deposited in the Open Access Repository:

A. Grey literature (unpublished outputs) 

B. Theses from First Class Honours and coursework Masters  

C. Published research outputs that meet the self-deposit criteria

A. Grey literature - unpublished outputs

To be eligible for deposit, grey literature must be

  • unique and unpublished
  • created by a University of Tasmania researcher or staff member
  • part of the scholarly record
  • publicly accessible (either open access or via depositor mediation)
  • copyright owned or, in the case of multiple authors, held by the University of Tasmania researcher depositing the item

Types of eligible grey literature

  • reports, working papers, unpublished conference outputs which are either openly accessible  or mediated (with identifiable end date)
  • creative works which meet the ERA Non-Traditional-Research-Output criteria with all the relevant copyright and proprietary permissions to enable open access

If in doubt, email us at

B. Theses from awarded First Class Honours or Masters by Coursework

Any Honours or Coursework Masters graduate may submit the final assessed version of their thesis to the OAR.

To submit your thesis

  1. Complete and sign the Honours and Coursework Masters Thesis Access form (see below). If your thesis contains files in different formats, please note this on the form.
  2. Scan the completed and signed form.
  3. Send an email with a PDF of the final assessed version of your thesis and the scanned Honours and Coursework Masters Thesis Access form  

If you have any queries, please contact us at or (03) 6226 1895.  

Please note:  No thesis is published in the OAR until graduation is verified by the UTAS Graduation Verification Service.

C. Published research outputs, where:

  • the published research output is a non-eligible ERA research output e.g. published report
  • the published research output is affiliated to the University of Tasmania,
  • the publisher's copyright allows, and
  • the output can be made openly accessible for download from the Open Access Repository.   

Note:  all research outputs submitted to WARP that are not eligible for ERA will still be able to be discovered via eCite Digital Repository

You  may also self-deposit your published research outputs that pre-date 1st January, 2017, ie prior to content added to the OAR in association with the OA Policy. 

What file types can I deposit in the OAR?

You can deposit the following file types in the OAR.

  • Adobe PDF (preferred)
  • Image (ie .tiff, jpeg)
  • MS Word (ie .doc, .docx)
  • MS PowerPoint (ie .ppt)
  • CSV
  • RFT
  • LaTex
  • Wav (audio)
  • MPEG-4 (video)
  • Postscript 
  • CSV

See ARDC guide to file formats

What output version should I self-deposit?

Self-deposit the Final Author Version of your research output. 

If you want to assign a Creative Commons (CC) licence to manage sharing and re-use, make sure you include the licence on the deposited manuscript.  At a minimum you need to protect your copyright and include Copyright © (Date), the Author  on the output.

Learn more about Copyright and Licencing for OA

Do I need to assign a Creative Commons Licence to the output I self-deposit in the OAR?

When you upload your grey (unpublished) research output to the OAR, you can assign the default University of Tasmania Standard Copyright Licence or, you can choose and assign a Creative Commons Licence

Remember to  include the copyright statement or CC licence on the actual research output you deposit.  It is also good practice to state on the manuscript how you wish it to be cited. 

Some items deposited in the OAR prior to the implementation of the UTAS Open Access Policy in 2018 are accessible via author mediation.  See instructions for accepting a request for your output in the OAR.

How can I self-deposit in the OAR? 

University researchers and staff, with a current University of Tasmania email username & password, can register below for an OAR user account to self-deposit eligible material in the Open Access Repository

1. Request an Open Access Repository account by sending an email to The email should include

  • Your name 
  • your University username
  • your University email address

You will receive a User Activation email from once your OAR account has been created (this may take up to 3 days)

NB: If you are a former University researcher or staff member, with research outputs affiliated to the institution that you'd like to deposit to the OAR, please contact us to discuss your options:


How do I login to my OAR account?

1. Go to the Open Access Repository homepage

2.  From the User Menu, at the bottom LHS of the the OAR homepage, select Login 

3.  Sign-in with your University login credentials

4. Once you enter your credentials the OAR User Menu will open


OAR self-deposit user guide

Download the step-by-step guide and self-deposit your unpublished grey literature and other acceptable outputs in the OAR

If you need help with your deposit, please contact 

May I accept an email request for my research output, from the oa.repository email?

Sometimes due to copyright restrictions your research outputs in the OAR will only be accessible by request.  For request only items an email will automatically be forwarded from the OAR to the author/creator for mediation.

Whether or not you can accept the request to share the full-text of your publication will depend on what rights you have retained as an author. You may need to refer back to the Publisher Agreement you accepted when submitting your paper.

Some publishers make their policies on sharing really clear, like Royal Society of Chemistry:

Often, publishers allow you to share:

  1. your final author version of the manuscript - ie the peer-reviewed, corrected manuscript and
  2. person to person - ie to an individual requesting the paper via the OAR or to you as an author directly 


How do I accept the request?
  1. Read the request
  2. Decide whether you can accept or reject the request
  3. Find the  two hyperlinks at the bottom of the email called Accept the request  and Reject the request
  4. Click and open the appropriate hyperlink and  follow the prompts to accept or reject the request
Help! The email request does not include the Accept the Request or Reject the request options.

Forward the email you received, plus the information below to: 

  • your University login username
  • your University email address
  • your full name