Submission Guidelines for Senior Scholars Program

Contents

Benefits of submitting your poster

  • Immediate exposure and worldwide dissemination through Google and other search engines to maximize readership and impact (citations) of your scholarship
  • Robust download statistics
  • Permanent link, DOI and citation for inclusion on your CV
  • Depositing your poster into eScholarship@UMMS does not preclude you from presenting your work at a conference or publishing in a journal. It increases visibility for student scholars and provides a long-term stable link for future access.

Requirements prior to submission

  1. The Senior Scholars Program eScholarship@UMMS Approval Form (Download a blank form) must be filled out and signed by the student and the faculty mentor indicating that the final version of the poster is complete and has been certified by the advisor with the agreed-upon embargo selection.
  2. The completed and signed Senior Scholars Program eScholarship@UMMS Approval Form must be scanned to PDF format in order to be uploaded along with the poster as part of the submission process.
  3. Authors retain ownership of the copyright of the poster, including the right to use all or part of the content in future works. Authors are solely responsible for obtaining the rights to use any third-party copyrighted materials, allowing electronic distribution, prior to submission.
  4. Students should follow best practices for scientific posters and ensure that the poster file is converted to PDF format. No compression or password protection should be used and all fonts should be embedded in the document.

Please note that posters are published exactly as they are submitted. They are not edited by the School of Medicine or the Library. Therefore, the poster’s appearance when it is accessed or printed is entirely the responsibility of the student. The student must assume responsibility for: preparing the poster; sharing the final version with their Seniors Scholars faculty mentor; checking for appearance; and submitting the final, approved version to eScholarship@UMMS.

Public Access, Embargoes, and Subsequent Publishing

The full text of Senior Scholars Program posters will be made publicly available in the university's repository, eScholarship@UMMS. If the student and faculty mentor wish to postpone public access to the full text for a specified time (this is known as an embargo), they must indicate it on the eScholarship@UMMS Approval Form. Students may choose from the following embargo options: no embargo; 6 months; 1 year; 2 years.

There is a record of each embargoed poster in eScholarship@UMMS that displays the author name(s), title, abstract, publication year, faculty mentor, and department affiliations. The record also shows when the embargo will expire. Only the student (as the submitting author) and administrators of eScholarship@UMMS can access the full text of the poster before the embargo expiration date.

Possible reasons to consider an embargo:

  • The authors are applying for a patent on an invention or procedure documented in the poster and do not wish to make the contents public until the patent application has been filed
  • The poster contains sensitive and/or classified information
  • Immediate release of the poster may impact an existing or potential publishing agreement

Students often wonder if including unpublished data in a poster precludes later publication in peer-reviewed journals. As publisher policies on previous or duplicate publication vary, it is best to check with the publisher in question. Many publishers include this information on their websites. For example, Nature will consider submissions of material previously published in a meeting abstract. Senior Scholars students have the option of utilizing the embargo feature so that the full text of their poster is not publicly available while they are in the process of submitting manuscripts for publication in journals.

Log in or create your account in eScholarship@UMMS

  1. Open your web browser (Chrome and Firefox work best) and go to https://escholarship.umassmed.edu/cgi/ir_submit.cgi?context=ssp. Or, click on the Submit Research link in the left sidebar on https://escholarship.umassmed.edu/ssp/.
  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 Schoolî 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.)

How to submit

When you are ready to submit, log in to your account and click on the Submit Research link in the left sidebar of the eScholarship@UMMS Senior Scholars Program website.

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

  • Full text of your final, approved Senior Scholars poster, in PDF format
  • Name and institutional affiliation of all authors
  • Abstract
  • Keywords
  • Name of faculty mentor
  • Scanned PDF version of the completed and signed Senior Scholars Program eScholarship@UMMS Approval Form (Download a blank form)

Submission agreement

After logging into the system, you will be presented a submission agreement as the first step of the submission process. This is the same agreement as specified on the Senior Scholars Program eScholarship@UMMS Approval Form. Please read the agreement carefully, print it for your records, check off the box, and click the Continue button.

eScholarship@UMMS submission form

Enter all information for your poster into the eScholarship@UMMS submission form. Follow the instructions for each field.

Under Upload Full Text, select one of two options to upload your poster file in PDF format:

  • Upload file from your computer: Click the Browse button to locate the PDF file of the final version of your poster on your computer and upload it.
  • Link out to file on remote site: If your poster PDF is on Google Drive or Dropbox, get a link for sharing and enter the shareable link in the box. This option is recommended if your file is large (5 MB or larger).

Under Additional Files, check the box "Please check this if you'd like to add additional files" to upload the PDF version of the completed/signed eScholarship@UMMS Approval Form. You can enter a description, e.g. "permission form". When the additional file has been uploaded and saved, click the Continue button to complete the submission process.

When you see the message indicating that your poster 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. The Library will post the poster in eScholarship@UMMS within 1-2 weeks of acceptance, with or without an embargo as specified on the approval form.

If you have further questions, please contact the , Program Director for the Senior Scholars Program.

Recommended citation and download metrics

Posting your poster in eScholarship@UMMS provides a permanent link that you can include on a resume or CV. A recommended citation is shown on each poster page. Posters are available immediately in Google, Google Scholar, and other search engines to maximize readership and impact of your scholarship. Each month the eScholarship@UMMS system will send an email to the email address used for your eScholarship@UMMS account with metrics on the number of full text downloads of your poster. The download count is also available on the poster page.