Guide to depositing a published paper in Spiral

To deposit a paper

You will need:

  •     A copy of the version of your paper that the publisher permits you to deposit
  •     To let your co-authors know you are depositing a copy of the paper to an open access repository

Check your publication agreement or publisher’s self-archiving policy to find out which version of your paper you can deposit.

Log in to Symplectic and click on Publications on the menu on the left hand side of the page.

Screen image showing Publications link

Find the title you wish to deposit by typing the paper’s title or keywords into the Title field to the left of your publications list.

If your paper is not listed, add it by clicking on Add a new publication and selecting your publication type. If your paper has been accepted but not yet published, please use the guide to Depositing an accepted paper in Spiral.

Screen image showing Add a new pblication link

Click on the publication title and check the full publication information to check it is the paper you wish to upload. Click to Go to the deposit page.

Scheen image showing Go to the deposit page link When you publish a paper you make an agreement with your publisher, and this often includes a policy on depositing your work in a repository. While most publishers allow this, permission usually only extends to the accepted version of your work. You can quickly check your publisher's open access policy using the link to SHERPA RoMEO from the deposit page.

Screen image showing SHERPA RoMEO link

If there is no information or something is unclear, you can check the copyright agreement you signed with your publisher or contact the Library's open access team or your librarian

From the SHERPA RoMEO advice, decide which version to deposit. Where you see the statement "Must link to publisher version or journal homepage" and/or "Set statements to accompany deposits", you do not need to do anything - library staff will add this information to Spiral.

Click on Browse to locate your file or enter an OA location if your article has been deposited in an external repository.

Select a version description that matches your paper. For more help see Publication versions. Click on Upload or Save location.

Screen image showing Upload link

When the page has refreshed read the Licence Agreement and check the box to agree. Click on Deposit my publication.

You will see a page confirming that your publication has been deposited. Your paper will then be checked by a member of the Library’s open access team. They will review the publisher’s open access policy, check that the correct version has been deposited and apply any embargoes necessary.

Your paper will then be made public and available for download from Spiral. A link to the paper will automatically appear on your Professional Web Page (PWP) and those of other Imperial authors of the paper.

Using Claim Plus

Log in to Symplectic. In the My Actions section you may have new publications to claim or reject.

Screen image showing Claim or reject

Click on Claim or reject to review a list of publications the system has located and suspects are yours.

Use the Claim Plus button to claim a publication and upload the full text.

You will be directed to the upload page to deposit your paper as usual. 

Screen image showing Claim as mine

From Europe PMC

Deposit a paper from Europe PubMed Central

Your publisher may deposit a copy of your paper in PubMed Central on your behalf. Symplectic will detect that a copy is available and ask you to deposit the paper in Spiral direct from Europe PMC.

If there is a file available to deposit from Europe PMC, it will appear on the upload page.

Screen image showing Upload files screen

Click on the PDF filename to download it and check it is the correct paper.

Select the correct File version from the drop-down list and click on Upload.

When the page refreshes read the Licence agreement and check the box to agree. Click on Deposit my publication.

You will see a page to confirm that your publication has been deposited. Your paper will then be checked by a member of the Library’s open access team. They will review the publisher’s open access policy, check that the correct version has been deposited and apply any embargoes necessary.

Your paper will then be made public and available for download from Spiral. A link to the paper will automatically appear on your Professional Web Page (PWP) and those of other Imperial authors of the paper.