For help with any and all questions with depositing or accessing VTechWorks content, write VTechWorks Support at firstname.lastname@example.org. VTechWorks support staff will help you deposit content yourself or will deposit it for you and will help you access existing work.
VTechWorks accepts complete, finished scholarly works created by Virginia Tech faculty, students, and staff: journal articles, conference presentations, dissertations, theses, technical reports, and more. VTechWorks accepts only items that the depositor has the right to deposit, usually because s/he is the creator of the work and has not relinquished to a third party (such as a publisher) the right to post a full copy of the work online. VTechWorks requires that at least one file with the full content of the work be attached to every submission: as a general rule we do not accept metadata-only records, since our purpose is to preserve and provide access to the full text of scholarly works. See the Policies page for the full VTechWorks Content Policy.
Faculty, students, and staff of Virginia Tech will be given permission to deposit their own work -- that is, work they have created and for which they or Virginia Tech own the copyrights. Authorized representatives of particular Virginia Tech units will also be given permission to deposit work on behalf of their unit, and Virginia Tech Libraries faculty, staff, and students are also often given permission to create and add to collections on behalf of various Virginia Tech units (for instance, the Virginia Tech Cooperative Extension). In some cases, people who do not work or study at Virginia Tech may also be given permission to add content: VTechWorks staff will consider such requests on a case by case basis.
If you would like to deposit an item you authored that has been previously published, such as a journal article, you should check your publishing contract to see if you have retained the right to deposit (or “self-archive”) the work in an institutional repository. You can also visit the Sherpa/RoMEO database to find out the deposit policies of your journal or publisher.
If you are in doubt as to whether you may deposit a work, write email@example.com for a consultation.
Faculty can deposit items to VTechWorks from the Electronic Faculty Activity Reporting System (EFARS). Visit the Provost's EFARS page to learn more and to log in to EFARS.
Currently, you must register for a VTechWorks account in order to deposit content, and after you have registered, you must also write firstname.lastname@example.org to obtain permission to deposit materials to a particular collection.
After you have registered a VTechWorks Account, you must also write email@example.com to obtain permission to deposit materials to a particular collection. Please state in your request which collection you would like permission to add materials to, and VTechWorks staff will grant you permission. If no appropriate collection exists, we will create one for you.
VTechWorks is organized around Communities, Sub-Communities, and Collections. Communities in VTechWorks are usually Virginia Tech colleges, institutes, and large organizational units (e.g., the College of Science, the Biocomplexity Institute, and the University Libraries). Sub-Communities are usually Virginia Tech departments (e.g., Computer Science, Religion and Culture, and Entomology). Collections are sets of related content within Communities or Sub-Communities (e.g., Research Articles, Technical Reports, Conference Proceedings). Generally, you will want to ask for permission to upload material to one or more existing collections in your own department. You may also ask VTechWorks Support to create a new collection for a particular conference, course, lab, or project. Write firstname.lastname@example.org for permission to add content to a particular collection or to have a new collection created.
Faculty may also choose to have a collection under their own name in the Faculty Research community (e.g., Charles Darwin, Marie Curie, George Washington Carver). VTechWorks staff can assist in cross-listing this content in departmental or institute collections.
Filenames for documents you deposit must be 50 characters or less, including the file extension (.pdf, .docx, .xlsx, .csv). Filenames may not include spaces or special characters.
VTechWorks has no restrictions on file sizes. However, we do recommend that files over 60Mb (megabytes) be compressed if possible in order to save space and increase ease access for content viewers: PDFs and images in particular can often be optimized for size in a desktop application (such as Adobe Acrobat or Adobe Photoshop) before upload. Files over 2GB (gigabytes) may also be difficult to upload through the web interface: large files can be given to VTechWorks staff on flash drives or hard drives for command-line upload. Write email@example.com for help.
VTechWorks accepts more than 75 common file formats. For text documents, the archival PDF/A format is preferred: in Acrobat Pro, for instance, you can choose File --> Save As Other --> Archival PDF (PDF/A) to save your text in the approved format for long-term preservation.
We strongly recommend that you add as much accurate and specific information about your submission as you can, since this will enable others to find it. Different collections and item types may have different fields available in the web submission form. Some tips for the most important fields for all item types:
Enter the title or name of the item. If a title is not provided, create one that appropriately describes the item. Examples: Extended Boolean Information Retrieval, Ossian and the Genres of Culture, Chemistry of Arsenic Removal During Coagulation and Fe-Mn Oxidation
Enter the name of each author or creator. Examples: Faulkner, William; Einstein, Albert; Lovelace, Ada
Enter the date of previous publication or public distribution. A year is required, but month and day are optional. If the item has not been previously published, enter today's date. Examples: 2010, 1969 July 01, 1995 August
If the item has any identification numbers or codes associated with it, please enter them. Examples: DOI 10.1056/NEJMoa1510991, URL http://www.johncairns.net/ebook2.htm, ISSN 0272-3638
Enter a brief summary of the item. Preferred length is a single paragraph or about 300 words, although you may enter an abstract of any length.
Any information that you feel could improve users’ ability to discover, understand, and use the publication that doesn’t fit into an existing field in the submission form can go in the “Notes” field.
More thorough information for metadata professionals can be found in the VTechWorks Metadata Guidelines.
We strongly recommend that you choose a Creative Commons license or mark that will let others know under what conditions they may use your work. Available options in the submission process include:
One of the key benefits of VTechWorks is that it provides stable, permanent links (“handles”) to research. Here’s how to share stable links to your work.