Frequently Asked Questions


  • General questions
  • For CWU Undergraduate Students
  • For CWU Graduate Students
  • For CWU Faculty
    • General Questions
    Where can I learn more about institutional repositories?

    Please consult SPARC's Resources on Digital Repositories for a variety of reports, resource guides, and position papers.

    { top }

    Who can I contact with questions about the institutional repository software or suggestions for software enhancements?

    Digital Commons is a hosted vendor-based solution from bepress (an Elsevier product). The CWU Libraries recommends contacting bepress directly if you have questions about the software or wish to provide suggestions for future software enhancements. The bepress support desk is available at .

    { top }

    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 ScholarWorks @ CWU or 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.

    Please note: Internet Explorer versions 8 and 9 do not currently support the right-click download option.

    { top }

    For CWU Undergraduate Students
    Where can I find projects created by CWU undergraduate students?

    A primary collection of undergraduate projects includes the SOURCE projects archive. You can find the projects provided to the CWU Libraries in the SOURCE collection.

    { top }

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

    If you are the author or co-author of a SOURCE presentation, then you own the copyright to your original work.

    { top }

    Where can I learn more about copyright?

    The CWU Libraries offers copyright resources for the CWU community.

    { top }

    Can I withdraw my SOURCE project?

    ScholarWorks @ CWU is designed to provide long-term, persistent access to deposited items. If CWU receives a request from an author to withdraw their SOURCE project, the library will provide authors with relevant information about their options and implications for future access. Requests to withdraw your SOURCE project should be directed to the .

    { top }

    For CWU Graduate Students
    Where do I find theses created by CWU graduate students?

    All theses submitted to the CWU Libraries are indexed in the library catalog and available through ScholarWorks @ CWU. You may conduct a search in the OneSearch to locate a specific thesis, or search the ScholarWorks Electronic Theses collection.

    { top }

    Who do I contact with questions about my thesis?

    If you have questions about the writing or preparation of your thesis, talk with your department advisor or thesis committee. With questions about regulations around the submission of a thesis to the graduate school, check out the Thesis Regulations for more information. Contact or call (509) 963-3101 if you have additional questions.

    { top }

    How do I submit my completed master's thesis for archive in ScholarWorks @ CWU?

    Instructions are available on the Completing Your Master's Thesis LibGuide.

    { top }

    Can I submit supporting files, such as research datasets, as part of my thesis upload?

    ScholarWorks @ CWU provides the option to upload supplementary files to accompany the main thesis. A dataset is an example of a supplementary file. Supplementary files are intended to enhance the main submission.

    { top }

    Who owns the copyright to my completed thesis?

    As the author of your thesis, you own the copyright to your original work.

    { top }

    Where can I learn more about copyright?

    The CWU Libraries offers copyright resources for the CWU community.

    { top }

    Can I withdraw my master’s thesis?

    ScholarWorks @ CWU is designed to provide long-term, persistent access to deposited items. If CWU receives a request from an author to withdraw their master's thesis, CWU Libraries will provide authors with relevant information about their options and implications for future access. Requests to withdraw your master's thesis should be directed to the .

    { top }

    For CWU Faculty
    Who can submit content to ScholarWorks @ CWU?

    The CWU Libraries can assist tenure-track and tenured faculty with locating, digitizing, clearing copyright and depositing your published scholarship in ScholarWorks. Please contact the .

    { top }

    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
    • Research data sets

    { top }

    What file formats are acceptable?

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

    The library will attempt to preserve the content, structure and functionality of work you deposit. However, not all formats have the same level of durability, especially proprietary or uncommon file formats. Please contact the .

    { top }

    What rights do I grant the University when I deposit my work in ScholarWorks @ CWU?

    Individual authors retain their copyright, but are asked to complete a Non-Exclusive Submission 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 ScholarWorks @ CWU will be referred back to the author. Please contact the .

    { top }

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

    Publishers customarily require that the writer give the ownership (copyright) of the paper to the publisher in return for publication. CWU Libraries can assist with requesting copyright clearance for previously published materials and can provide information on how to retain rights for future work. Please contact the .

    { top }

    As a faculty member, how do I deposit my work into ScholarWorks?

    To contribute your content to ScholarWorks @ CWU, please contact the .

    { top }

    I have research datasets that I’d like make available in ScholarWorks. Can I do this?

    ScholarWorks @ CWU welcomes research datasets that have been created by CWU scholars. ScholarWorks @ CWU staff ask that authors provide as much information about the data set as possible, to enable discoverability of the data. Authors should provide information about each dataset, including: title, author(s), keywords, links to associated published research, and a description of the experimental method used.

    { top }

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

    Absolutely! For tenure-track and tenured faculty, the CWU Libraries can assist with locating, digitizing, clearing copyright and depositing your published scholarship in ScholarWorks.

    If the CWU Libraries is depositing work on your behalf, you will be asked to sign a Non-Exclusive Submission Agreement and send us a copy of your vita, specific citations, or original copies of your work.

    To contribute your content to ScholarWorks @ CWU, please contact the .

    { top }

    Can I revise a submission?

    Absolutely! To revise a submission, please contact the .

    { top }

    Can I withdraw a deposit?

    ScholarWorks @ CWU is designed to provide long-term, persistent access to deposited items. If CWU receives a request from an author to withdraw an item, the library will provide authors with relevant information, consult with the appropriate campus entities and comply. If Central Washington University receives a request from someone other than the author to withdraw an item, the Library will embargo access to the item until a final determination is made. Please contact the to discuss withdrawing content from ScholarWorks @ CWU.

    Since any item within DigitalCommons 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 OAIster.

    { top }

    What are the benefits of contributing my work?

    ScholarWorks @ CWU 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 ScholarWorks @ CWU. In addition, integrated features including RSS feeds and "Tell a colleague" email notifications allow users to easily share work with others.

    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 Central Washington University 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 CWU provides you with institutional recognition.
    • Retain control of intellectual property rights to your work by granting a non-exclusive license to ScholarWorks @ CWU.
    • 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 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.

    { top }

    Who can I contact for questions and assistance?

    The CWU Libraries can assist with any additional questions that are not answered in the FAQ. To learn more about ScholarWorks @ CWU, please contact the .

    Many thanks to our colleagues at Cal Poly for granting permission to use/reuse some of their Digital Commons @ Cal Poly FAQ content.