Nicolaus Copernicus University Repository - deposit instructions

Preparation for deposit

Before starting the deposit, you should prepare:

  • the full text of the publication to be deposited, PDF format is recommended,
  • if the document has already been published – bibliographic information about the source of the publication,
  • title, abstract and keywords – preferably in Polish and English.

Preparing the information suggested above will facilitate and streamline the deposit process, for example by shortening the time needed to fill in all the necessary fields of the form. The collected description elements can be copied to the appropriate fields of the publication deposit form.

Please pay attention to whether the PDF file contains a text layer. You can check this, for example, by selecting the text and copying it to the editor. Documents consisting of scanned images are protected against copying, etc. Therefore, they are not available in full-text search, and they also prevent indexing by Internet search engines.

It is also highly recommended to include basic information about the deposited work - title, authors' names, keywords - in the metadata of the PDF file.

The repository collects only full texts of publications, deposited abstracts without full text will not be published.

 

Verification by the Central Login Point

The right to deposit in the repository is held by employees and doctoral students of UMK, as well as authors who list UMK as their affiliation, with whom UMK has concluded appropriate agreements.

To start depositing publications in the repository, log in by selecting the "Login" button located on the right side of the top menu bar.

Logging in to the repository is done through the UMK Central Login Point. UMK online services can be used by those who have an account on UMK servers. During logging in, an account will be automatically created that allows you to deposit publications. The content of accounts created in the repository before July 1, 2025 will be automatically assigned to the new account. Separate registration in the repository is not necessary.

To log in through the Central Login Point, an account on UMK servers is required. 

 

Depositing

After logging in, a drop-down user profile menu appears in the top menu bar under "Log in".

To deposit a new publication, select the "My Deposit" option from the menu.

You can start depositing by uploading a file or by entering data describing the publication being deposited (metadata), in which case click Start Depositing. You can also upload a file after filling in the document description fields.

The next step is to select the collection in which the work is to be deposited. Collections are displayed in alphabetical order (articles, doctoral dissertations, books, chapters, teaching materials, reports and reports, miscellaneous). Each collection is assigned to a specific faculty. The abbreviation of the faculty name is given in brackets. You should select a collection from the appropriate faculty, corresponding to the affiliation.

After selecting the collection, describe the publication by filling in the form fields or selecting the appropriate option from the drop-down menu:

  • Type of publication – select the appropriate type from the menu,
  • Author – if the work has several authors, the names of the subsequent authors should be entered in separate windows after clicking "Add", such action is important for the correct automatic construction of the surname index,
  • Supervisor – field filled in only when depositing a doctoral thesis,
  • Title/parallel title – if the work has a parallel title, e.g. in English,
  • Date of publication – the year of publication must be provided, the "month" and "day" fields can be left blank,
  • Publisher,
  • Source – e.g. the title of the journal in which the article was published or the title of the monograph from which the deposited chapter comes, remember to also provide the volume and/or issue number and the pages covering the publication when describing the journal. Series,
  • Identifier: ISSN for a journal or ISBN for a book, respectively,
  • Original language of the deposited publication,
  • Keywords - characterizing the content of the document, subsequent keywords should also be entered separately, each in a new window, after clicking "Add", keywords should be provided in Polish and English,
  • Abstract - it is recommended to add abstracts also in Polish and English,
  • Institution financing the research,
  • Description - space for additional, supplementary information.

After filling in the description fields, a file with the full text of the publication should be sent, if it was not sent at the beginning of the deposit process. It is recommended to deposit files in .pdf format. The file name should be short, related to the publication.

The next step is to choose the license, i.e. the legal protection system under which the publication will be disseminated. The repository uses Creative Commons licenses, which protect the author's rights and at the same time allow the creator to determine the principles under which the publication will be disseminated. It is recommended to select the Creative Commons license and indicate the terms of sharing. From the "Legal system for license" menu, select the "international" option.

After filling in the form fields, click the green "Deposit" button - the file will be sent to the buffer, after the librarian verifies the correctness of the description, the publication will be made public and the depositor will receive a notification that the deposit process has been completed.

The deposit process can be divided into stages using the "Save" or "Save draft" options, or you can completely abandon creating a description, the "Reject" function cancels entries that have already been made. "Save draft" immediately closes the deposit window.

In necessary cases, the repository administrator can make changes to the description after the publication has been disseminated.