Submission Guidelines for School of Medicine Student Publications

Benefits of submitting your publications to eScholarship@UMMS

  • Immediate exposure through Google, Google Scholar and other search engines to maximize readership and impact of your scholarship
  • Dissemination to a wider audience and increased exposure potentially lead to earlier and increased citation of your work
  • Download statistics are available
  • Permanent link for inclusion on your CV

For more information about eScholarship@UMMS, see About eScholarship@UMMS and the eScholarship@UMMS Library Guide.

Guidelines for student content

School of Medicine students are invited to submit their peer-reviewed, published research publications.

All submissions will be reviewed by the Library before posting to ensure that materials are eligible to be deposited and meet our Digital Collections Policy guidelines. If, in consultation with the Office of Student Affairs, it is determined that the published version of a document should not be made available for download in eScholarship@UMMS, the Library will provide a link to the published version or request an author-created version of the document for download.

If you are unsure whether a publication is suitable for eScholarship@UMMS, please consult at the Lamar Soutter Library before beginning the online submission process.

Copyright

Submitting a document to eScholarship@UMMS does not transfer copyright; it only grants the Library a non-exclusive license to distribute and archive the document.

Authors often inadvertently and unnecessarily transfer copyright to publishers during the article publication process. However, many journal publishers allow authors to post a version of their published articles in an institutional archive or repository. This is called “self-archiving.” Authors may wish to consult the Sherpa/RoMEO website, which provides a summary of permissions that are normally given as part of each publisher's copyright transfer agreement or license. The Library will be glad to assist authors in determining if materials are eligible to be deposited.

If your journal or publisher does not give standing permission for self-archiving, ask for permission. Many publishers who do not give standing permission may grant exceptions on a case-by-case basis if the author requests it. Here is a template with sample wording to ask permission from a publisher for self-archiving an article:

Dear [insert name of publisher, rights manager or similar],

I am writing to ask permission to post a copy of an article of mine which was published in one of your journals in my institution's repository, eScholarship@UMMS.

The article is:
[authors names], [date], [title]
[journal name], [volume or number], [pages]

The institutional repository is a not-for-profit service for academic authors, providing access to the full-text of their publications. Full bibliographic details are given for each article, including the journal of original publication, etc.

If possible, I would like to use the published pdf version. The pdf version has an advantage over posting my own version, in that it maintains consistency in appearance of the article wherever it is read. This also maintains a closer association of the article with the journal, through the running headers and the journal formatting and style.

I would be grateful if you could respond at your earliest convenience to give your permission for including this article and to pass on any conditions that are associated. If it would be possible to use the published pdf version of the article for this purpose, then please confirm this.

Thank you for your consideration and I look forward to hearing from you.

Before you begin the online submission process

Before you begin the online submission process, please be sure you have the following items ready:

  • The submission's title
  • PubMed ID (PMID) if the paper is available in PubMed
  • The abstract
  • A list of keywords)
  • The full text of the document (in PDF or MS Word format) to upload, or the link to the document on the publisher’s website. (The full text of journal articles can be either an author-created version or the publisher’s formatted final version. Library staff will check publisher policies to see what the publisher permits before posting.)

Log in or create your account in eScholarship@UMMS

  1. Open your web browser (Chrome and Firefox work best) and go to http://escholarship.umassmed.edu/cgi/ir_submit.cgi?context=som_pubs. Or, click on the Submit Research link in the left navigation pane on http://escholarship.umassmed.edu/som_pubs/.
  2. If you already have an eScholarship@UMMS account, please log in. If you have never made a submission to eScholarship@UMMS before, you will need to click on Sign Up to create a free account. (It will be separate from your UMass network login.) When creating an account, it is preferable to provide a permanent email address that you can still use after graduation. Please enter “University of Massachusetts Medical School” as your institutional affiliation.
  3. After you click the Sign Up button, the eScholarship@UMMS system will send you a confirmation email. Click on the link in the message to confirm your account. (If you do not see the confirmation message in your email inbox, check the junk mail folder.)
  4. Log in to this account in the future whenever you need to submit a paper into the School of Medicine Student Publications collection.

Submission agreement

After logging into the system, you will be presented a submission agreement as the first step of the submission process. Please read the agreement carefully, print it for your records, check off the box, and click the Continue button.

eScholarship@UMMS submission form

If your publication has a PubMed ID, enter the PubMed ID in that field and information from PubMed will be used to fill in fields on the submission form.

If your publication does not have a PubMed ID, enter information into the following fields on the submission form. Follow the instructions for each field.

  • Title
  • Authors
  • Student Author(s)
  • UMMS Affiliation
  • Date
  • Document Type
  • Abstract
  • Keywords (if available)
  • Journal Title, Volume, Issue, Pages
  • Upload File

For the Upload File field, if you have the full text of the paper to upload, choose the “Upload file from your computer” option. Navigate to the Word/PDF format of the paper and upload it. Or, if instead you have the link to the paper on the publisher’s website, choose “Link out to file on remote site” and enter the complete URL, for example, http://arthritis-research.biomedcentral.com/articles/10.1186/s13075-016-1068-0.

Skip the remaining fields on the submission form.

When you’ve completed filling out the submission form, click the Submit button.

When you see the message indicating that your submission has been successfully uploaded, you are done. You will receive a system-generated email message to confirm receipt of your submission.

If you experience problems during the submission process, contact , the eScholarship@UMMS administrator.

What happens next

After reviewing the submission, the Library will contact you if there are questions regarding your submission. Submissions will be posted in eScholarship@UMMS within 24 hours.

Recommended citation and download metrics

Depositing a document in eScholarship@UMMS provides a permanent link that you can include on a resume or CV. A recommended citation is shown on the landing page for each document. Materials are available immediately in Google, Google Scholar, and other search engines to maximize readership and impact of your scholarship. Each month the system will send an email to the email address used for your eScholarship@UMMS account with metrics on the number of downloads of any materials that are available in full text in eScholarship@UMMS. The email reports provide a link to a dashboard with more detailed information for authors interested in learning more. The download count is also available on a document’s landing page.