Public View vs. Archive Only

Public View

UCW Wise prioritizes open access materials. By submitting your work to UCW Wise's publicly viewable, open-access collections, you increase the reach and visibility of your research and help contribute to UCW's public scholarly record.

Research Visibility

When you deposit your work in UCW Wise, it becomes discoverable through UCW Wise and through Arca. Arca has an innovative cross-repository search layer, which provides access to records from multiple institutional repositories through one easy-to-use search bar. Arca is also Google-indexed, which means that depositing your work in UCW Wise makes it accessible by three separate pathways.

When applicable, records in UCW Wise can also include hyperlinks that help drive web traffic towards the version of record on your publisher’s webpage. Linking a repository record to your published work can help increase discovery and citation.

Embargoes

Embargoes (i.e., publication delays) are possible but require prior consultation with the UCW Wise repository team. Please email wise@ucanwest.ca prior to submission with a compelling justification for the requested publication delay. Acceptable reasons for embargoes include:

  • When the work is reasonably expected to result in an external publication, and where the public archiving of a preprint would compromise successful publication;
  • When there is an ongoing patent application that emerged from the research, and where the public archiving of a preprint would compromise the granting of a patent; and 
  • When an organization that solicited or collaborated on the research requests an embargo in writing.

The repository team can grant extensions on embargoes in extenuating circumstances. The submitter is responsible for monitoring their embargo and requesting an extension in writing no later than one month before the scheduled release date.

Embargoes can apply to either the item only or to the entire repository record (i.e., item and metadata). In the former case, the public is able to view the description of the item but not the item itself. Whenever feasible, the repository team encourages an item-only embargo.

Archive Only

Although UCW Wise prioritizes open access materials, the institutional repository also provides an Archive Only option for those who wish to archive or preserve their work without making it viewable and accessible to the public. Items submitted through the Archive Only pathway are only visible to repository administrators and on an indefinite basis. These submissions are still included in UCW Wise reporting, but are only ever referred to in aggregate.

If you signed an non-disclosure agreement (NDA) as part of your research, you must choose the Archive Only submission form.

 

Choosing Between Public View and Archive Only

Choose the UCW Wise Submission Form (Public View) in the following cases:

  • You wish to archive or preserve your work and make it viewable and accessible for the public
  • You have not signed an NDA as part of your research
  • You have confirmed that you are permitted to submit your published work to an institutional repository (per your publisher's agreement)

Choose the UCW Wise Submission Form (Archiving Only) in the following cases:

  • You wish to archive or preserve your work without making it publicly viewable
  • You have signed an NDA as part of your research

Students who are unsure which form to choose must first consult with their supervising professor. If uncertainties remain after consultation, please email wise@ucanwest.ca with your supervising professor cc'd for assistance.