Quick Guide to Depositing in the Palacký University Open Portal
Q: Can my work be deposited in the Palacký University Open Portal?
A: The Palacký University Open Portal (further referred to as UP Open Portal) accepts your work as long as you are a student or employee affiliated with Palacký University Olomouc.
Q: What types of works can I deposit?
A: You can deposit:
- Peer-reviewed journal articles,
- Books and book chapters,
- Conference papers and proceedings,
- Supplementary materials – Additional content that complements the works listed above, such as figures, tables, texts.
For other research outputs (incl. data), please contact us at repository@upol.cz.
Q: Are there any restrictions on what can be deposited?
A: The UP Open Portal does not accept the following types of works:
- Works with no authors affiliated with Palacký University Olomouc,
- Non-scholarly works,
- Unpublished works that have not undergone peer review,
- Any version that violates publisher policies,
- Research datasets,
- Software.
A: What versions of my work can I deposit?
A: Generally, you can deposit:
- Author accepted manuscript – The peer-reviewed version BEFORE publisher formatting.
- Version of record – The peer-reviewed version AFTER publisher formatting (published version).
The deposition is, however, governed by publisher policies on open access and self-archiving (you can check policies via Open Policy Finder).
Q: What are the options for making my work openly available?
A: We support two main types of open access:
- Gold open access: Your article is published as an open-access publication directly in a journal which makes it immediately and openly available to everyone. Publishers may charge an Article Processing Charge (APC) for this option.
As a repository, we support depositing the Version of Record, ensuring long-term preservation and access that is independent of publisher and journal websites.
- Green open access: You publish in a subscription-based journal but can self-archive typically the author accepted manuscript. This option often comes with limitations on open access, such as an embargo period.
As a repository, we support depositing the Author Accepted Manuscript (AAM) and making it accessible to maximize its visibility and impact while complying with publisher policies.
Q: What file formats should I use?
A: We recommend using the following preferred formats:
Text-based content:
- PDF/A (.pdf)
- ODT (.odt)
- Unicode plain text (.txt)
Supplementary materials:
- Spreadsheets: ODS (.ods), CSV (.csv)
- Raster images: JPEG (.jpg, .jpeg), PNG (.png)
Each record, including all associated files, should not exceed 100 MB. If your files are larger, or you look for other suitable formats please contact us at repository@upol.cz.
Q: What Licenses Should I Use?
A: We recommend using a Creative Commons (CC) license to define how others can use your work:
- CC | BY – The most open license, allowing free use with credit.
- CC | BY | NC – Allows non-commercial use only.
- CC | BY | ND – Allows sharing but no modifications.
- CC | BY | NC | ND – The most restrictive license (non-commercial, no modifications).
- CC | [BY, NC, ND] | SA – Allows sharing under the same license terms.
If you publish via the gold open access route, the license for your work is typically set by at the time of publication. For the green open access route, some publishers allow self-archiving but require a specific CC license or their bespoke license for the deposited version.
Q: Do I have to make my work publicly available immediately?
A: No, you can choose between:
- Open access – Your work becomes immediately available to everyone without restrictions.
- Embargoed access – Access to your work is restricted for a defined period of time, but it will become openly available to everyone once the embargo ends.
Q: Can I make my older work open access?
A: Yes! We offer retrospective open access support. We check publisher policies and identify which versions can be deposited. We guide you on depositing options and help you make your past research openly available—legally and compliantly.
Q: How is the content in the UP Open Portal structured?
A: The UP Open Portal is organized in a hierarchical structure:
- Communities – Broad institutional units, such as faculties and research institutes.
- Sub-Communities – Optional subdivisions within communities, such as departments, research teams, or specialized centers.
- Collections – Groupings of related items, such as specific research projects.
- Items – Individual research outputs with metadata and associated files.
Q: What is the process for depositing research outputs to the UP Open Portal?
A: Simply send us a request at repository@upol.cz and we will help you find the best depositing strategy for your work. Whether you are looking to deposit your publication or need to set up a subcommunity or collection, we are here to guide you through the process.
Interested in depositing your work or need assistance?
Don't hesitate to reach out!