About the fields on the Contribute Materials Form

Metadata Fields
Work submitted to SURFACE must be accurately described to ensure that users will be able to find it. The following metadata fields are required for all submissions: others are available:
  • Title
  • Author(s)/Creator(s)
  • Document Type
  • Date
  • Keywords
  • Language(s)
  • Discipline(s)
  • Description
  • Creative Commons License

Terms and Definitions

Author(s)/Creator(s) include individuals or groups (e.g., authors, co-authors, compilers, musicians, photographers, film makers, artists, dancers, actors, etc.) affiliated with an Syracuse University department, program, research team, working group, collaborative project, conference, or other University-affiliated entity within the SU Community whose work is submitted for distribution through SURFACE.

DOI (Document Object Identifier)
A DOI is a stable and unique identifier for a document, similar to a URL or web address. Some publishers require the inclusion of a DOI to the published version of any preprint or postprint of an article submitted to an institutional repository like SURFACE.

Recommended Citation
To ensure clarity, a citation is automatically generated for work uploaded to SURFACE. By default, this citation is in the following format, but it can be customized.
Last name, First name, "Article title." (2010). Syracuse Demonstration Series. Paper 5.

Collections are organizational units of SURFACE and contain materials submitted by a particular SU department, program, research team, working group, collaborative project, conference, or other University-affiliated entity or subgroup.

Copyright allows authors of "original works of authorship" including literary, dramatic, musical, artistic, and certain other intellectual works, both published and unpublished, the exclusive right to reproduce the copyrighted work, to prepare derivative works, to distribute copies or phonorecords of the copyrighted work, to perform the copyrighted work publicly, or to display the copyrighted work publicly. (USPTO). For more information, contact SURFACE example permission statement.

Digital Commons
Digital Commons is a hosted institutional repository platform and maintained by Open Publishing Services. It is licensed by BePress, part of Elsevier.

Document Types
Document types refers to the different types of materials in SURFACE. The full list of formats available in SURFACE is available in the Inclusion Criteria document.

Irrevocable License
An irrevocable license is one where after agreed the rights holders cannot rescind their permission for Syracuse University to distribute and preserve these works. For material contained in SURFACE, exceptions may occur in special circumstances.

Non-Exclusive License
A non-exclusive license is the right to use something (could be a song or a short story or even a patented invention) on a non-exclusive basis (meaning that the owner of the property can also grant a license to someone else to use the work. When you submit works and materials to SURFACE, you are granting a non-exclusive distribution license, so that your materials may be distributed by the repository on your behalf.

Open Access
Green open access Green open access is repository based open access. The journal could be any type of publication, such as a gold open access or a conventional journal. Green open access works through author rights, such as self-archiving rights and other rights of re-use that are retained by the author, whether the journal is published as a gold open access or conventional publication requiring payment to access. The articles, book chapters, etc., are published, and authors retain self-archiving rights to re-use and distribute versions of their work, such as the pre-prints, post-prints, and version of records (depending on the publisher) to distribute through subject and institutional green OA repositories, such as SURFACE. This is of no cost to the authors. Large federal research funders, such as NIH and NSF, and others under OSTP memorandum, have made public access to tax payer funded research, a part of grant compliance.

Gold open access Gold open access usually means any kind of open access on the publisher’s side. Therefore, we can say that an author published his or her works in gold open access if these works are freely available on the journal’s website, and the author has retained copyright of their work, and other re-use rights are also available. This might be achieved by publishing in a journal that is fully open access (all the articles in all issues are OA) or in a hybrid open access journal (some articles are OA but all articles are available only through subscription or purchase). If you choose to go through gold OA, before you pay an article or book processing charge, check to see if your grant, library, or University covers the processing charges, or if you can get a waiver.

Hybrid Gold Open Access Hybrid journals are paywalled. To access the entire contents of the journal, a subscription is required. Individual articles within the journal may be open access or purchased individually. Authors can make their article open access by paying an extra fee, an article processing charge (APC), which can sometimes be paid from grants or university funds or memberships, support from societies, and sometimes be waived.

Full Gold Open Access Full OA journals are completely open access, with all content published as gold open access materials. They may or may not have an associated article processing charge (APC) to fund the publishing lifecycle. If there is an APC, they can sometimes be paid for using grants, university funds, memberships, support from societies, or sometimes be waived.

Optical Character Recognition (OCR)
Optical Character Recognition is the process through which scanned images of text are made readable and searchable by computers. Work submitted to SURFACE in PDF format may need to be processed by OCR software prior to being made available.


A preprint is the version draft of an article submitted by an author for review, typesetting, and publication in a journal or book. Many publishers allow preprint versions of articles to be posted in institutional repositories like SURFACE. To see whether your publisher allows the deposit of preprints in this manner, visit Sherpa's RoMEO tool or talk with a librarian.

A postprint is the final draft of an article, after peer-review. Many publishers allow postprint versions of articles to be posted in institutional repositories like SURFACE. This is also called the author final manuscript. To see whether your publisher allows the deposit of postprints in this manner, visit Sherpa's RoMEO tool or contact your subject laison or Open Publishing Services.

Publisher's Version
A reprint, or publisher's version of an article refers to the final peer-reviewed, copy-edited, and type-set version of an article as it appears in a journal. Electronically, reprints or publishers versions usually are in the PDF format. Some publishers allow for the deposit of such documents in institutional repositories like SURFACE. To see whether your publisher allows the deposit of reprints/publisher's versions in this manner, visit Sherpa's RoMEO tool or talk with a librarian.

Self-archiving Rights
Self-archiving rights refer to the rights of the author to deposit its peer-reviewed research journal and conference articles, as well as theses and book chapters in its own institutional repository or open archive for the purpose of maximizing its accessibility, usage and citation impact.

Series are groups of documents from a particular department, research group, or other entity that are related-conference proceedings, periodic research reports or policy papers, or other recurring or related works. You can contact a site administrator for assistance creating a series for works submitted by your group or entity.
Site Administrators
Site Administrators are users of SURFACE that ensure that proper metadata, formats, and institutional affiliations accompany materials submitted. Site Administrators manage the process of ingesting submissions and preparing them for dissemination.
Contributed Material/Work
Submitted material/work refers to scholarly, creative, scientific, professional, research, and cultural works created within the SU community. SURFACE will feature a diverse array of materials in a variety of formats.

Supplemental Materials / Associated Items
Supplemental materials and associated items can be attached to any SURFACE submission. For example, authors can submit audio or video of a lecture, data sets, slides, or handouts in association with a conference paper deposited SURFACE; all materials pertaining to the particular paper, talk, or performance and will be located alongside one another. Files that are formatted for accessibility will be found under supplemental files.

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Selected Works™
Selected Works™ is a web-based service that enables institutions to provide faculty with clean, elegantly designed scholarly publication pages. Sites are custom designed to match the look and feel of your institutional or departmental web pages. See for more information about this service.