Frequently Asked Questions


General questions:

For Students of the Claremont Colleges:

For Claremont Graduate University or Keck Graduate University Graduate Students

For Claremont Colleges Faculty, Departments and Administrative Units:


General Questions

I have encountered the error message "The file is damaged and could not be repaired" when I try to download a file. What do I do?

This is a browser-based issue. This issue does not originate from the DigitalCommons software. Typically this error occurs with Firefox, but can also occur with other browsers. It occurs when attempting to load a large PDF file which utilizes the Adobe Acrobat plug-in within the browser. To bypass this error, right-click on the "Download" button link for the item. Then save the item to your desktop. You will then be able to access the item from your desktop.

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Where can I learn more about Institutional Repositories?

The Association of Research Libraries is a good resource for information about Institutional Repositories. The following paper, "The Case for Institutional Repositories: A SPARC Position Paper" by Raym Crow, defines Institutional Repositories and argues their merits within an academic institution.

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Where can I learn more about Open Access?

You may learn more about Open Access by viewing the Claremont Colleges Library guide on Scholarly Communications and Open Access.

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I have questions about the software or suggestions for software enhancements. Who do I contact?

Scholarship@Claremont uses Digital Commons, a hosted vendor-based solution from Berkeley Electronic Press (bepress). The Claremont Colleges Library recommends contacting bepress directly if you have questions about the software or wish to provide suggestions on future software enhancements. The bepress support desk is available at support@dc.bepress.com.

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For Claremont Colleges Undergraduate Students:

I’m looking for senior projects created by Claremont Colleges students. Where do I start?

Only senior projects provided to the Claremont Colleges Library are indexed in Scholarship@Claremont. Starting in 2010 Fall Semester, all Claremont McKenna College Senior Theses will be included in Scholarship@Claremont.

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How do I archive my Senior Project in the Scholarship@Claremont?

Students are advised to first consult with your advisor on your specific departmental policies and procedures regarding senior projects. Forms, upload instructions and related resources are available at Scholarly Communications and Open Access Guide at the Thesis and Dissertations tab.

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I have questions about my project. Who do I contact?

Students are advised to first consult with your advisor on your specific departmental policies and procedures regarding senior projects.

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I am a Claremont Colleges alum. How may I archive my senior project in Scholarship@Claremont?

If you are a Claremont Colleges alumnus/a and you wish to have your project available on the Scholarship@Claremont, you will need to formally grant permission to the Claremont Colleges Library to disseminate your scholarship (see student upload instructions on the Scholarship@Claremont website).

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Who owns the copyright to the completed senior project I authored?

Students retain copyright ownership as long as their college does not have a conflicting policy.

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Where can I learn more about copyright?

The Claremont Colleges Library offers intellectual property resources for the Claremont Colleges community. You may find it helpful to review the resources that are relevant to your line of inquiry. For more information see the Scholarly Communications and Open Access Guide.

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For Claremont Colleges Graduate Students:

I’m looking for theses created by Claremont Colleges graduate students. Where do I start?

All theses submitted to the Claremont Colleges Library are indexed in the library catalog. We recommend that you first conduct a search in the library catalog to locate a thesis. The library catalog will indicate if an electronic or a hard copy of the thesis is available. Starting in 2010 Fall Semester, all Claremont Graduate University theses and dissertations will be included in Scholarship@Claremont.

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I have questions about my electronic thesis. Who do I contact?

Please visit your university or college’s registrar website for specific instructions and formatting guidelines and requirements.

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How do I archive my completed thesis in Scholarship@Claremont?

Forms, upload instructions, and related resources are available on the Scholarly Communications and Open Access Guide at the Thesis and Dissertations tab.

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I am a former Claremont Colleges graduate student. How may I archive my thesis in Scholarship@Claremont?

If you are a Claremont Colleges graduate program alumnus/a and you wish to have your thesis available on the Scholarship@Claremont, you will need to formally grant permission to the university and the Claremont Colleges Library. Specific information on this process can be found at [enter link to student copyright form when live]

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Who owns the copyright to my completed thesis?

Students will normally own the copyright to the scholarly and creative publications they develop, including works fulfilling course requirements (term papers and projects), Senior Projects, and Masters Theses/Projects.

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Where can I learn more about copyright?

The Claremont Colleges Library offers intellectual property resources for the Claremont Colleges community. You may find it helpful to review the resources that are relevant to your line of inquiry. For more information see the Scholarly Communications and Open Access Guide.

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For Claremont Colleges Faculty, Departments and Administrative Units

Who can submit content to Scholarship@Claremont?

Individuals affiliated with any of the Claremont Colleges, departments, lab, centers, institutes or other campus units can contribute content.

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What materials can be contributed?

The work should be scholarly in nature. Because deposits are intended to be permanent contributions to the repository, works that are in progress or ephemeral in nature are not recommended for contribution.

Examples of eligible materials:

  • Journal articles and essays
  • Conference proceedings, papers and/or presentations
  • White papers, technical reports and campus publications
  • Research reports from grant-funded projects with Open Access requirements
  • Artwork, music, dance performance
  • Books, manuscripts
  • Teaching and learning resources
  • Senior capstone projects, graduate theses and dissertations

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What file formats are acceptable?

Although most digital formats can be uploaded to Scholarship@Claremont, to assure long-term operability and improved search engine results, files in PDF format are encouraged. If a PDF is not available or your work exists only in print format, the library will assist you.

The library will make our best efforts to maintain the content, structure and functionality of work you deposit. However, not all formats can receive the same level of preservation commitment particularly with proprietary or uncommon file formats.

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I don't have electronic versions of old working papers that I'd like to include in the repository. Is it okay to scan the printed page to a PDF file?

Yes. Scanning printed pages is a great way to create PDF files for inclusion in the repository. There are two ways to scan a page: using Optical Character Recognition (OCR) or scanning the page as an image. Making OCR scans requires careful proofreading and loses the original formatting of the documents. Image scans cannot be searched. The best solution takes advantage of both of these methods. Many software applications allow for the OCR capture of image scans. When documents are scanned this way, users see the image scan but search the full-text of the document. This is the preferred method for scanning documents for the repository.

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How can I submit a multi-part file, such as multiple chapters for a book?

Combine all the sections together as one Microsoft Word file or PDF file and submit that.

To make one PDF file from multiple files, open the first PDF file, then choose Document>Insert Pages from Acrobat's menus to insert the second file (indicate it should go after the last page of the first file), and repeat for all documents. The result will be one compound PDF file which may then be submitted.

If you feel that the one large PDF file might be too large for some people to download, we suggest that you submit the consolidated file as the full text of the article, and then upload the separate chapters or sections of the document as Associated Files. These files will appear on the web page alongside the complete document. For more information about uploading associated files, see below.

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Can I post related files (sound clips, data sets, etc.) alongside the published article?

Yes. The bepress system refers to these supplementary items as Associated Files. You will be prompted to submit Associated Files when you upload your submissions. The name of the files you upload will appear on the web site along with your short description of it. Viewers must have the necessary software to open your files; that is not provided by the bepress system.

Please be sure that there are no permissions issues related to use of the associated material. Sometimes, especially with images, you must write a letter seeking permission to use the material before it can be posted.

Also note that where possible, items such as images, charts and tables that are referenced in the document (or otherwise an integral part of the document) should be included directly in the article itself and not posted just as associated files.

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Can I post a reprint from a journal?

It depends on what the journal allows, which is usually specified in their agreement with the author. If it would not violate copyright to post the reprint on your repository site, you're welcome to do so. Permissions for many publishers can be found at SHERPA RoMEO.

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A working paper in our repository site has been published in a slightly revised form in a journal. What should I do?

Many journals do not have any restrictions on working papers that preceded an article, especially if substantial revisions were made. You should check your author agreement with the journal to confirm that there is no problem with leaving the working paper on the site. The repository would constitute noncommercial use.

Assuming the working paper does remain on posted in the repository, it is a good idea to include the citation to the published article on the cover page of the repository working paper. Please contact the Digital Initiatives Librarian to request this change.

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What rights do I grant the College or University when I deposit my work in Scholarship@Claremont?

Individual authors retain their copyright, but are asked to complete a Non-Exclusive Licensing Agreement for materials deposited. If authors have signed over their copyright to publishers, the library will contact publishers for permission on the author's behalf. Requests for commercial use of materials found in Scholarship@Claremont will be referred back to the author.

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My work has been published in a journal and I don’t know if I still own copyright to my work. Can I still deposit my work?

Publishers customarily require that the writer give the ownership (copyright) of the paper to the publisher, in return for publication. Claremont Colleges Library can assist with requesting copyright clearances for previously published materials and can provide information on how to retain rights for future work.

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What do I have to do to deposit my work?

For Claremont Colleges faculty and administrators, the first step is to contact the Digital Initiatives Librarian. She will assist you in the next steps in depositing your work.

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I don’t have time to digitize or locate all my publications. Can the library deposit my work on my behalf?

Absolutely! The Claremont Colleges Library can assist with locating, digitizing, clearing copyright and depositing your materials in Scholarship@Claremont.

If the Claremont Colleges Library is depositing work on your behalf, you will be asked to sign and return a paper copy of the Non-Exclusive License along with your vita or specific citations to your work.

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I want to self-submit my work. How do I do that?

For Claremont Colleges faculty and administrators, the first step is to contact the Digital Initiatives Librarian. She will assist you in the next steps in depositing your work.

Once you are set up to self-submit your content, you will be prompted by a click-through version of the Non-Exclusive License and will then have the opportunity to enter in descriptive information about you and your item. The library may later enhance the descriptive information to improve access to your work. For specific questions about entering in descriptive data, download the self-submission FAQ.

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Can I withdraw a deposit?

Scholarship@Claremont is designed to provide long-term, persistent access to deposited items. However, a situation may arise requiring the removal of an item. When this becomes necessary, contact the Scholarship@Claremont staff and together we will determine the best course of action.

Since any item within Scholarship@Claremont may have been cited via its persistent URL, a removed item will always supply a “tombstone” whenever the item is requested. The tombstone will contain metadata for the item with a message indicating the item was removed. The tombstone metadata will be visible to those who already have its persistent URL, but your deposit and its metadata will no longer be searchable and the items will no longer be available for harvesting by services such as Google and Worldcat.

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How do I get a SelectedWorks/ Personal Researcher page on Scholarship@Claremont?

SelectedWorks pages are created for faculty and administrators who contribute their authored works to Scholarship@Claremont.

After you return a completed Non-Exclusive License to Scholarship@Claremont, a SelectedWorks site will be created for you. You will be contacted for review and approval. Once your content is posted in Scholarship@Claremont, your publications will populate in your SelectedWorks page. Your thumbnail image will then display in the SelectedWorks gallery, and on the Scholarship@Claremont department and college sections.

Currently, the software cannot display the author’s SelectedWorks page in Scholarship@Claremont until content has been posted.

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Information on my SelectedWorks site needs to be updated. What do I do?

The Claremont Colleges Library will gladly update your SelectedWorks site. Contact Scholarship@Claremont staff with your request.

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Why should I contribute my work?

The Scholarship@Claremont makes faculty scholarship available in one central place online, enabling greater access to colleagues, students and new audiences. Because every item is assigned a unique, persistent URL, users can cite faculty work freely without worry or inconvenience of broken links. Studies have shown that articles are cited earlier and more often if they are made available in an open-access repository like the Scholarship@Claremont. And integrated features including RSS feeds and "Tell a colleague" email notifications allow users to easily share work with others.

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What are the benefits of contributing my work?

Research has demonstrated that with appropriate search mechanisms added, open access online articles have appreciably higher citation rates than traditionally published articles. This type of visibility and awareness benefits both you as the creator and Claremont Colleges as an institution.

Specific benefits include:

  • Visibility of your work in a centralized location means more of your peers can find and cite your work (via searches in Google Scholar and other federated search engines), providing you with a wider audience.
  • Inclusion of your work in the full range of research conducted at Claremont Colleges provides you with institutional recognition.
  • Retain control of intellectual property rights to your work by granting a non-exclusive license to the Scholarship@Claremont.
  • Context for your work, placing you side-by-side with the scholarly and creative contributions of your colleagues.
  • Create a digital archive of more of your work, including CVs and previously unpublished work, such as conference presentations and white papers.
  • Continuity so that your work is assured a stable online location that can be cited now and in the future.
  • Complements existing print and electronic sources in your field.

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I have suggestions for software enhancements. Who do I contact?

Scholarship@Claremont uses Digital Commons, a hosted vendor-based solution from Berkeley Electronic Press (bepress). The Claremont Colleges Library recommends contacting bepress directly if you have questions about the software or wish to provide suggestions on future software enhancements. The bepress support desk is available at support@dc.bepress.com.

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Who can I contact for questions and assistance?
The Claremont Colleges Library can assist with any additional questions that are not answered in the FAQ. To learn more about Scholarship@Claremont, download the Scholarship@Claremont brochure or contact the Digital Initiatives Librarian or Scholarship@Claremont staff.

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