FAQs for ORCA

What can I deposit in ORCA?

The repository will accept any academic research output such as journal articles, books, book chapters, conference and workshop papers, PhD and other research level theses. Where copyright allows, each publication record should be accompanied by the full text. If not, bibliographic details only should be deposited. Please see the Policies page for more details.

Why should I deposit my publications into ORCA?

The University has an Open Access publications policy which requires all research staff and students to deposit their research publications into ORCA. Publications must also be deposited into an institutional or subject repository to be eligible for the Research Excellence Framework exercise (REF). ORCA also feeds your publication profile on your school webpage. Making your publications available open access where possible enables your work to reach a wider audience as it is freely available to all with an internet connection, and not behind a paywall.

How do I add my publications to the repository?

If your article has a working DOI, we recommend you use the Manage My Publications DOI deposit tab in the staff intranet or student intranet. For books, book chapters, conference outputs and articles without DOIs, you can deposit via the Research Portal. You can add records via ORCA itself, but this is a slightly longer process and we would only recommend it for non-standard item types such as compositions or audio/visual content. If you are a new member of staff and have an ORCID, you can deposit your back catalogue by pulling details from ORCID into the Research Portal. Your subject librarian can help with this. Before depositing records into ORCA, check with the research office in your school as they may also be able to assist. For more details and guides on how to deposit, see the help page.

What about papers I authored at another University?

We are happy to include these in ORCA as this can help authors bring together a comprehensive listing of their research in one place that can then be reused and repurposed, e.g., populating web pages. For assistance in uploading many records, please contact your subject librarian. If you have an ORCID you can deposit your publications into the repository in one go.

When should I deposit my papers?

As soon as possible: early deposit helps to boost impact. In order to comply with the requirements for the next REF, all published articles and conference papers must be deposited within 3 months of the date of acceptance.

What kind of open access versions should be deposited?

For potential REF outputs of articles or published conferences papers, you must deposit the published version or the final accepted manuscript version (sometimes called the post-print). If a gold OA fee has been paid, the accepted version will be replaced by the published version. For non-REF outputs we will accept any version if copyright permits. The Sherpa Romeo site is a useful guide to journal publication policies.

Can I add pre-prints and submitted papers?

If the paper has been submitted to a journal but not yet accepted, we advise that you do not submit it to ORCA at this stage as it may compromise the publication process. You can add pre-prints that are in the public domain on pre-print servers such as Arxiv, BioXiv or SSRN. If these papers are then accepted for publication in a traditional journal, you will need to create a new record as they are two different publications.

How quickly will my deposits be available online?

All items go into a review area first and are checked for accuracy and completeness by members of the ORCA Team. They will be moved to the live repository as quickly as possible. Once a record is online, the depositor will receive a confirmation email with a link to the record.

How do I get my publications to show on my web pages?

Your IT contact in your school or college will set this up for you. All they need is your unique alphanumeric ORCA ID which can be found at the end of the URL on your ORCA page. Once set up, publications take approximately 24 hours after being added to ORCA to show on your webpage. Please note that while the ORCA team can make changes and updates to the record, we are not responsible for the look and display of the school web page.

How do I update details of my publications?

Once a record is added to the repository, only repository staff can edit the record. Please email us with the URL of the record you want updated, and details of what needs to be changed and we will update them as a priority. Records are retained on ORCA indefinitely; we do not delete records unless they are duplicates or if there are extenuating circumstances.

What is an ORCID, and do I need to have one?

Open Researcher and Contributor ID (ORCID) is a unique identifier for researchers and is used to help distinguish you from others, particularly those with a similar or identical name. It is not mandatory for Cardiff University researchers to have one, but it is recommended, and research funders and publishers are increasingly using them. Some funders require you to have an ORCID to apply for a grant. It is both free and easy to register and set up. We advise that you add your affiliation as well as your name and email address. Your subject librarian can assist with setting up an ORCID account as will these short video guides.

How do I make the research data associated with my publication open access?

The University has purchased the Jisc Research Repository to facilitate storage of and access to research data. This will be released for general use in 2021. In the meantime, for advice on storing research data please contact opendata@cardiff.ac.uk. There is also advice on the staff intranet pages.