Loughborough University
Leicestershire, UK
LE11 3TU
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Loughborough University

University Library

Institutional Repository


Loughborough University's Institutional Repository View our Repository

An Institutional Repository (IR) is an online collection of an institution's research output. Loughborough's IR contains around 16,000 full-text items and includes journal papers, book chapters, conference papers, theses and audiovisual material. The IR increases the visibility of Loughborough's research and the materials within it are centrally stored and preserved.

Frequently asked questions about the Institutional Repository

Q: How do I submit my research output?

For papers, conference contributions, book chapters and all other research output other than electronic theses, please use the Loughborough University Publication Information database LUPIN. Login is with your standard University username and password. LUPIN enables you to attach and upload the accepted for publication version of the full-text of your output and sends it to the Institutional Repository for checking and processing. Repository staff will email you when your submission has been added. If you require assistance with LUPIN please contact: researchpolicy@lboro.ac.uk

Please remember to upload the accepted for publication version of your file, rather than the publisher PDF. We will check the publisher copyright policies.Text files should be in Word or PDF format. Only one file should be uploaded (any appendices, figures etc. should be included in the main document). If you need to submit a further file (for example if you have a video art work which is accompanied by a text document, please contact repository@lboro.ac.uk).

In LUPIN, you will be required to agree to the terms and conditions of the Institutional Repository licence for each submission to give us permission to make your work available online.  Depending on your licence agreement with the publisher, your file will be made available under the appropriate Creative Commons licence. 

Please make sure that you have the agreement of co-authors before submitting papers to the repository, especially if copyright of the work has been retained by the authors.

Also, if you are submitting audio-visual work please remember to seek permission from participants/performers beforehand. A suggested consent form is available here.

Instructions for uploading papers to the Institutional Repository via LUPIN are available via the Help section in LUPIN.


Q: How do I submit an E-thesis?

E-theses should be submitted via the e-thesis submission form. Login is with your standard username and password. Please supply one file containing your complete thesis and a second file with the Certificate of originality, thesis access conditions and deposit agreement (4.1c from the Academic Registry Template Shop). IMPORTANT: We are unable to process your ethesis if the Certificate has not been signed by both your supervisor and yourself. Signatures must be original not copied and pasted.

Students are required to deposit a copy of the final version of their Ph.D. thesis, as approved by their Examiners, in electronic format in the University’s Institutional Repository. Each thesis will be made freely available on the web via the University’s Institutional Repository unless the thesis is Restricted or Confidential. The research degree will not be awarded until the electronic version has been deposited with the University.

Further information and details of the submission process are available from the Academic Registry Template Shop (Section 4 Research Student Administration).

Please read the procedures and notes about third party copyright material in theses.

A recent study has emphasised that "there are encouraging early indications that electronic doctoral theses attract significant attention when made openly accessible. Open access to electronic theses may therefore indeed accelerate the sharing of knowledge and the progress of scientific discovery and human development."

Moyle, M and Barnes, T and Brown, J and Sadler, K (2012) Electronic doctoral theses in the UK: a sector-wide survey into policies, practice and barriers to Open Access. UK Council for Graduate Education.


Q: What is the position on copyright?

Loughborough University recommends that academics retain their copyright. The University's suggested author's agreement is available here. For more information on copyright and author's rights please see the Copyright Toolbox for authors and the Versions Toolkit (pages 11-12). The SPARC Author Rights Initiative is also a useful source of information. Please note that, whether retaining copyright or not, it is very important to read publishing agreements very carefully to check that they allow at least the final pre-publication version to be archived in Institutional Repositories.

The majority of publishers now permit authors to deposit a version of their papers in repositories. We can check the copyright restrictions for each paper you deposit by using the SHERPA/RoMEO database and by checking publisher copyright policies. If the information is not available online for your research output, then we can contact the publishers for permission on your behalf. If you have retained your copyright as an author rather than signing a standard form to transfer your copyright then we need to know this. Please keep a copy of all agreements signed with publishers / conference organisers as it may be useful to consult these for items you submit.

Publisher PDFs: the majority of publishers do not allow their formatted PDFs to be made available online in repositories. Please do not submit this version unless you are sure it can be made available. A list of publishers who may permit their PDFs to be posted in repositories is available here.

Please also remember that you may need to obtain permission from the appropriate copyright holders for any third party copyright material that has been included in your submitted work. For further information please see: Third party copyright material and the Institutional Repository.

Q: What are the advantages of submitting my work?

"Open Access brings benefits for a variety of constituencies. Researchers gain from the increased usage and impact of their work. Their institutions benefit from aggregated usage and impact of their researchers and the increased presence that Open Access brings. Society benefits from better technology transfer, better diffusion of know-how and a better-informed populace."  Swan, A., 2012. Open Access: Impact for Researchers, Universities and Society. RLUK and SCONUL.

Visibility and impact: Research output that has been made freely available in Institutional Repositories is more accessible to a wider audience, thus overcoming the impact barriers of the subscription model and potentially increasing your citation impact. Research has shown that when comparing open access articles and non-open access articles in the same journal/year open access articles have substantially better citation rates. For example see the studies at: http://eprints.ecs.soton.ac.uk/12906/and http://hdl.handle.net/2134/4083.

Also, Loughborough's repository contains Open Archives Initiative compliant metadata which means that papers within it are highly visible on the internet.

Accessibility: depositing your work in the repository frees it from access and subscription barriers and makes it more available to all.

Central storage and preservation: Although papers may be stored on personal web pages, search engines will rank results from repositories much higher, which enhances your visibility. Papers will also be preserved in the repository indefinitely, whereas personal web pages may no longer exist after a few years.

Fulfilling the conditions of research grantsMany research funders now have Open Access (OA) policies which make funding subject to the condition that outputs are made open access.


Q: What is Open Access? (Green and Gold)

‌‌The Open Access (OA) movement is based upon the key principle that publicly funded research should be made publicly available and as widely accessible as possible. Open Access material is online and free at the point of access, without barriers such as subscription or registration. There is significant evidence to suggest that publishing your work Open Access leads to wider readership, increased downloads and ultimately more citations.

There are two main routes for authors to make their papers Open Access:

  • Green OA: authors publish a copy in a journal or elsewhere in the traditional way, and then self-archive in an Open Access repository, such as the University’s Institutional Repository. The University’s Open Access Policy requires staff to submit a copy of all academic journal articles, conference papers and book chapters to the Institutional Repository. Most publishers will permit the author-created final version to be deposited without any charges (but not usually the publisher PDF). There are also a number of "Green Open Access journals" that offer Open Access without any payments such as Article Processing Charges (APCs) or subscription charges.

  • Gold OA: Authors publish a copy of their research papers in Open Access (or hybrid) peer-reviewed academic journals or conference proceedings. Many publishers levy a significant Article Processing Charge (APC) for this. Once accepted for publication, the publisher places the final version of your research paper on their website and makes it freely available under a licence. It is important to check any licence agreements that you sign carefully to make sure that you are permitted to deposit the publisher final version in repositories without restrictions on re-use.

For further information please see the Open Access webpages.


Q: What are research funders' positions on Open Access?

Many research funders now have Open Access (OA) policies which make funding subject to the condition that outputs are made open access, for instance by publishing in an Open Access journal (see DOAJ ) and/or depositing in an Institutional Repository. Research Councils and other funding bodies have responded to the Government’s steer by updating their own OA policies. As a condition of funding, grant holders may now be required to make resulting publications OA.

Research Councils (RCUK)

RCUK’s OA policy states that from 1 April 2013 peer reviewed research papers which result from research that is wholly or partially funded by the Research Councils must be published in journals which are compliant with RCUK policy on OA.

Please see our RCUK funded research page on how to comply with the Research Councils UK’s OA policy.  

To assist with Research Councils UK’s OA policy the University has received financial support for APCs (RCUK funded papers only) through a block grant to the University for those choosing the Gold route. Funding for APCs will no longer be available through RCUK grant applications.

To apply for this funding please use the RCUK Gold Open Access request form before submitting your paper to the publisher.

European Commission

The European Commission has announced that research funded from 2014 will have to be made OA.

Other funders

Many other research funders now have Open Access (OA) policies which make funding subject to the condition that outputs are made OA.

These policies are available direct or may be listed on the SHERPA/JULIET website. If you receive a grant from a funder with an OA policy, it is very important that you read their policy carefully. Some require authors to publish with journals offering a Gold OA option - if this is the case arrangements to cover potential charges will have to be made in advance of submitting an article. Not complying with funding conditions could potentially affect future grants and many research funders have begun to monitor this issue more closely.

Q: What is the Open Access policy?

Position statement

  • Loughborough University researchers should publish in the highest quality journals in their field.
  • Loughborough University supports the principle that the outcomes of funded research should be made available as widely as possible.
  • Where funds are available Loughborough University favours the Gold Open Access route whereby final published versions of papers are accessible to the public free of charge.  An Article Processing Charge (APC) might be payable to the publisher.
  • If it is not possible to publish using the Gold Open Access route, it is acceptable to use Green Open Access whereby authors’ final peer-reviewed manuscripts are made available on the Institutional Repository.


  • Staff are required to observe the Open Access (OA) requirements of HEFCE REF submission and the relevant research funding body when publishing from grants.
  • Loughborough University requires that staff submit a copy of ALL of their peer-reviewed academic journal articles and conference papers to the Institutional Repository via the LUPIN system within three months of acceptance.
  • The publisher final version (PDF) of the paper should ONLY be submitted to LUPIN if it has been published as Gold Open Access (this usually involves an Article Processing Charge being paid to the publisher). If the PDF is not yet available or it has not been published as Gold Open Access, staff must submit the author-created final version within three months of acceptance. This is to enable all research outputs to be REF eligible.
  • Staff are also strongly encouraged to deposit author-created versions of all other forms of research output, in order to help maximize citations and earn credit for REF.

For further information on open access and associated policies, please see the Library’s web pages at: http://www.lboro.ac.uk/services/library/research/openaccess/

Q. What are the aims and objectives of the IR?

  • To increase the accessibility and visibility of Loughborough’s research output and to increase citation rates
  • To support individual members of the University in providing open online access to their research output
  • To ensure the storage and preservation of Loughborough’s research output at institutional level
  • To attract greater funding to Loughborough’s Schools
  • To showcase the research output of Loughborough’s academics, and raise their national and international profile

Q: Where can I read more about repositories and open access?

‌‌‌To view material already available in the Institutional Repository:  http://dspace.lboro.ac.uk/dspace

General Institutional Repository Policies (metadata, data, content, submission, preservation)

Building an Institutional Repository at Loughborough University: Report on the first year of development of the Institutional Repository, June 2005- June 2006.

Further information relating to Institutional Repositories and the Open Access movement:

Ayris, P., 2008. Managing and sharing research resources: how Open Access repositories can help. JISC Briefing Paper, April 2008.

Centre for Research Communications at the University of Nottingham. The CRC includes the SHERPA partnership; the open-access services RoMEO , JULIET and OpenDOAR ; the JISC Research Communications Strategy project and the Repositories Support Project (RSP).

DOAJ - Directory of Open Access Journals.

The effect of open access and downloads ('hits') on citation impact: a bibliography of studies

House of Commons. Science and Technology Committee, 2004. Scientific Publications: Free for all? Tenth Report of Session 2003-04, Volume I: Report.

'Finch Group', 2012. Accessibility, sustainability, excellence: how to expand access to research publications: report of the Working Group on Expanding Access to Published Research Findings.

Higher Education Funding Council for England (HEFCE), 2014. Policy for open access in the post-2014 Research Excellence Framework.

Norris, M., Oppenheim, C. and Rowland, F., 2008. The citation advantage of open-access articles. Journal of the American Society for Information Science and Technology, 59 (12), pp. 1963-1972.

Pappalardo, K. M. ... et al., 2008. Understanding Open Access in the academic environment : a guide for authors. Unpublished.

OAIster - Hosted by OCLC, this is a cross-search facility for well over 1100 Digital Repositories.

OpenDOAR (Directory of Open Access Repositories) a list of repositories worldwide.

Research Council's UK (RCUK), 2013. RCUK Policy on Open Access.

ROAR - Registry of Open Access Repositories (hosted at the University of Southampton).

Swan, A., 2012. Open access: impact for researchers, universities and society. Research Libraries UK (RLUK) and SCONUL.




Contact us

01509 222338
Repository Manager

01509 223993