CREST Collections submission policy and procedure for research outputs and evidence of outputs

Submission Policy    

  1. The aim of this shared repository, CREST Collections, is to provide a permanent record of the research outputs of the research-active staff and, where appropriate, research students from across the CREST Membership, and to maximise the visibility, usage and impact of this research through open access.
  2. CREST Member institutions without existing repositories, or wishing to use the collective repository to expand their online research presence, will deposit outputs as per the requirements of their institutions and CREST Collections policies. Member institutions will retain general management responsibilities for their institutional areas within the shared repository, with overall management undertaken by the CREST Research Network Coordinator and the CREST Research Group.
  3. CREST Member institutions with existing repositories will continue to manage their repositories as per their own institutional policies and agreements. CREST Collections will harvest data from these existing, individual institutional repositories; ownership and management of the outputs are retained by the institutional repository, repository managers and research office.


  1. Items may only be submitted by CREST Member research-active staff and current postgraduate research students*(see for a list of CREST Member institutions).
  2. Authors may only submit their own work for archiving. These are referred to as depositors.


  1. The validity and authenticity of the content of submissions is the sole responsibility of the depositor.
  2. Any copyright violations are entirely the responsibility of the authors/depositors.
  3. If CREST Collections receives proof of copyright violation, the relevant item will be removed and deleted immediately.
  4. CREST Collections and participating Member institutions reserve the right to remove and, if appropriate, delete items from the archive on the authority of the CREST Research Group. 


  1. The Research Leads from the CREST Member institutions, working with the CREST Research Group, verifies items submitted against the definitions of research existing in participating Member institutions.
  2. The designated CREST Collection / repository administrators at each of the participating CREST Member institutions and, where required, the CREST Network Coordinator verify items submitted for the eligibility of authors/submitters, relevance to the scope of the CREST Repository, valid detail, layout and format, and the exclusion of SPAM.  
  3. Items can be submitted at any time, although submission is encouraged at the earliest opportunity.
  4. Text based items should be submitted as the latest, authorized version that has been disseminated and accepted for publication[1].
  5. It is the sole responsibility of the depositor that the most current version of the research output has been submitted to CREST Collections.  


  1. Submissions will not be made publicly visible until any publishers' or funders' embargo period has expired.
  2. CREST Member institutions' research-active staff with full-time or part-time contracts that contain a research dimension are required to submit their research outcomes** to their institution's section within CREST Collections.
  3. CREST Member institutions' research-active staff who have received support (financial, in-kind or other) from their institutions or CREST for a research project are required to submit their research outcomes** for that project to their institution's section within CREST Collections.

  1. CREST Member institutions' research-active staff or students who have received support from an external funding agency for a research project on condition that outcomes are available online are required to submit their research outcomes** for that project to their institution's section within CREST Collections.

  1. Any qualifying staff who may be or wish to be included in the University's submission to the Research Excellence Framework (the next Research Assessment Exercise) should submit their research outcomes** to their institution's section within CREST Collections.



*        research students may only submit public outputs or a record of such to the archive.

**        research outcomes refers to actual outcomes and evidence of the outcomes (such as photographs of the artefact, exhibition, etc., URL references, ISSN numbers, exhibition catalogues, etc.). For example, an authored book, edited book, chapter in book, journal article (peer reviewed or non-peer reviewed), conference contribution, patent / published patent; registered design or design, application, software, internet publication, performance, composition, artefact, exhibition, published research report for external body, confidential report for external body, devices and products, digital or visual media, scholarly edition, research datasets and databases.

CREST Collections

Procedure for submission

  1. The submitting member of staff at each of the participating CREST Member institutions should enter details of the research outcome**into CREST Collections / institutional repository using their CREST Collections login.
  2. The submitting member of staff at Member institutions should list and describe all items being submitted for entry (if in an appropriate digital format) or digitization for entry to CREST Collections.
  3. Once  the research outcome** is entered into CREST Collections it will be held in a buffer zone and an automatic email will be sent to designated institutional CREST Collections / repository manager who will then inform the institutional Research Office that research is awaiting approval.
  4. The institutional Research Office will verify the output against the institution's and CREST definition of research via CREST Collections and will ensure that the submission is considered by the appropriate repository sub-group within the participating CREST Member institution.
  5. This institutional repository sub-group will consider all submissions for staff or research degree students of the institution against the Submissions Policy. It will consider any ethical implications of submissions and will give feedback to the depositor for any submissions not approved.
  6. The institutional sub-group will report their decisions to the CREST Collections sub-group of the CREST Research Group, which will be comprised of the Research Leads from those institutions using CREST Collections as their institutional repository.
  7. A depositor may appeal to their institution's Research Lead and CREST Collection sub-group representative against the decision of their institution's repository sub-group.
  8. Once approved by the institution's repository sub-group of the Research Office, the institutional repository administrator will release the research output and it will go live. An automatic email will inform the depositor of this.
  9. Depositors may electronically amend information on work loaded onto the archive. Any amendments will be checked by the institution's repository administrator before achieving live status.
  10. Any material submitted to the CREST Collections / institutional repository for digitization will be returned to the Research Office of the relevant Member institutions, which will arrange for its return to the depositor.  CREST Collections will only accept digitized material.

CREST Collections data and metadata policy

Data Policy: for full-text and other full content items

  1. Access to some or all full items is controlled. 
  2. Copies of full items generally can be:
  1. displayed or performed for personal research or study, educational, or not-for-profit purposes without prior permission or charge.


  1. the authors, title and full bibliographic details are given
  2. a hyperlink and/or URL are given for the original metadata page
  3. the original copyright statement is given
  4. the original rights permission statement is given
  5. the content is not changed in any way
  1. Full items must not be harvested by robots 
  2. Full items must not be sold commercially in any format or medium without formal permission of the copyright holders. 
  3. Some full items are individually tagged with different rights permissions and conditions. 
  4. This repository is not the publisher; it is merely the online archive 


Metadata Policy: for information describing items in the repository

  1. Anyone may access the metadata free of charge. 
  2. The metadata may be re-used in any medium without prior permission for not-for-profit purposes provided the OAI Identifier[2] or a link to the original metadata record is given. 
  3. The metadata must not be re-used in any medium for commercial purposes without formal permission 

CREST Collections content policy

Content Policy for types of document & data set held 

CREST Collections is restricted to any research output with valid metadata created by members of staff at CREST Member institutions in any format including multi-media. Types of material include but are not limited to:

Books, chapters and sections

Bibliographic references

Conference and workshop papers



Journal articles

Multimedia and audio-visual materials




Theses and dissertations

Unpublished reports and working papers (as submitted to the commissioning body)



Deposited text based items may include:

Pre-print: Prior to peer-review. This could be a draft or a version that has been submitted for publication but has not yet been peer-reviewed.

Post-print: The final draft author manuscript, as accepted for publication, including modifications based on referees' suggestions but before it has undergone copyediting and proof correction.

Publishers PDF/version: This is the article as published and bears the publisher's logo and layout.

Text items are individually tagged with:

  1. Their type (e.g. book, journal article)
  2. Their status and version (pre-print; post-print; publisher created file)
  3. Principal language  (An abstract of 300 words in English outlining the nature of the research and its main methods and outcomes will be required for all foreign language material)

CREST Collections preservation policy

Preservation Policy

  1. CREST Collections follows current best practice regarding preservation 
  2. CREST Collections has a daily backup using the ULCC server at Senate House, University of London. Items may be removed at the request of the depositor or if a complaint is upheld 
  3. Acceptable reasons for withdrawal include:
  1. Journal publishers' rules
  2. Proven copyright violation or plagiarism
  3. Legal requirements and proven violations
  4. National Security
  1. Withdrawn items are not deleted per se, but are removed from public view.
  2. Withdrawn items' identifiers / URLs are retained transiently. 
  3. URLs will continue to point to 'tombstone' citations, to avoid broken links and to retain item histories, with:
  1. a link to a replacement version, where available
  2. a note explaining the reasons for withdrawal
  1. The metadata[3] if withdrawn items will not be searchable. 
  2. If necessary, an updated version may be deposited.
  3. The item's persistent URL will always link to the latest version. 
  4. There will be links between earlier and later versions, with the most recent version clearly identified. 
  5. In the event of CREST Collections being closed down, every effort will be made to transfer the data to another appropriate archive within the appropriate Member institution.

CREST Collections notice and take down policy

Notice and Take Down Policy:


If you believe you have legitimate grounds to complain about any item on CREST Collections, please notify us by email on   Legitimate grounds of complaint include a belief that inclusion of the item infringes your copyright (e.g. because it has been copied and included in CREST Collaborate without your permission) or your moral rights (e.g. your right to be identified as an author) or is defamatory or is otherwise unlawful.  


In the email please include the following information:




Email address:

Geographical address:

Telephone number:

Outline of complaint:

Title of the item/publication:

Item URL:




  1. The CREST Collections administrator will acknowledge your email promptly, normally within 2 working days of receipt. 
  2. We will make an initial assessment of your complaint.  Where we believe, at this initial stage, that you may have legitimate grounds of complaint, we will remove the item from the public access portion of CREST Collections, pending further investigation.  If we reject your complaint, we will notify you of this and of our reasons.
  3. If we have removed the item from public view, we will then investigate your complaint in full, which may include seeking professional legal advice where we believe this is necessary.  We will also inform the original depositor of the item about the nature of your complaint, to give him/her an opportunity to rebut it.  
  4. We will endeavour to complete our investigation within 10 working days. 
  5. We will communicate our decision to you and to the original depositor of the item. 
  6. If our investigation finds in your favour, we will remove the item from CREST Collections.  However, a metadata[4] record indicating that the item was previously stored in Collections will remain visible in perpetuity.





  1. The Licensee operates a digital repository for the preservation of certain research and other academic materials;


  1. The Licensor wishes to deposit certain material in this digital repository, on the terms set out below.







  1. In this Agreement:


Agreement means this deposit agreement including the attached schedule (if any);


Digital Representations means the digital reproductions/representations of the Work to be deposited in the IR;


IR means the Licensee's digital repository currently known as CREST Collections;


Licensor means the individual signing this Agreement who wishes the Digital Representations to be deposited in the IR;


Licensee means the Consortium for Research Excellence, Support and Training (CREST), GuildHE Limited, Woburn House, 20 Tavistock Square, London, WC1H 9HB.


Work means the work and materials set out in the schedule (including abstract, text, layout, images and related data) from which the Digital Representations have been, or are to be, created.





2.1        If the Licensor is not supplying the Digital Representations to the Licensee, the Licensor hereby permits (to the extent the Licensee needs such permission) the Licensee to create Digital Representations from the Work.


2.2        The Licensor hereby grants to the Licensee (to the extent the Licensee needs such a licence) a free, non-exclusive, worldwide licence to:


2.2.1        transmit, broadcast, display and distribute the Digital Representations in electronic format via any medium for academic non-commercial purposes; and


2.2.2        electronically reproduce, store, archive, process, translate and/or re-arrange the Digital Representations to ensure their future preservation and accessibility in a variety of formats and media.


2.2        The licence granted in paragraph 2.2 above shall last for the duration of any copyright in the Work and the Digital Representations, unless the Licensee is notified otherwise by the Licensor in writing at the time of deposit or unless the Licensor subsequently asks the Licensee in writing to remove the Digital Representations from the IR.  In the event of any removal of the Digital Representations from the IR, a descriptive record indicating that the Digital Representations were previously stored in the IR will remain visible in perpetuity.



3.1        The Licensor warrants that:


3.1.1        (where the Licensee is not the copyright owner of the Digital Representations and the Work) the Licensor is either the owner of the copyright and other intellectual property rights in the whole of the Digital Representations and the Work, or is duly authorised by the owner(s) or other holder(s) of these rights to grant the Licensee the licence set out in paragraph 2.1 above; and


3.1.2         to the best of the Licensor's knowledge and belief, the Digital Representations (and the Licensee's use of them and of the Work in accordance with this Agreement) do not and shall not infringe the rights (including rights of privacy, confidentiality and intellectual property) of any third party anywhere in the world, and do not contain material of a defamatory or libellous nature.


3.2        Whilst the Licensee will take all reasonable care to preserve the Digital Representations, the Licensee shall not be liable in the event of any loss or damage to the Digital Representations (or copies of them), whilst they are stored in the IR or otherwise in the possession of, or under the control of, the Licensee.  If the Licensor is making the Work available to the Licensee for the creation of the Digital Representations, the Licensee shall similarly not be liable in the event of any loss or damage to the Work whilst it is in the possession of, or under the control of, the Licensee.


3.3        The Licensee retains the right to remove the Digital Representations from the IR for professional or administrative reasons, or if the Licensee believes that the Digital Representations (or any part of them) may infringe the intellectual property or other rights of any third party, or may be defamatory or libellous, or may not otherwise comply with any applicable legal, statutory or regulatory requirements.


3.4        The Licensee shall not be under any obligation to take legal action on the Licensor's behalf or on behalf of other rights holders/owners in the event of any breach of intellectual property or other rights in the Digital Representations or the Work.


3.5        The Licensee shall use its reasonable endeavours to include an appropriate credit to the author(s) of the Work, where sufficient information to enable the Licensee easily to do so is provided by the Licensor to the Licensee at the time of deposit.




4.1        This Agreement shall be governed by and construed in accordance with English law and subject to the non-exclusive jurisdiction of the English courts.




The Licensor confirms that the Licensor has read and understood this Agreement, and agrees to be bound by the above terms.  




Signed _______________________________________        Date _________________


 Please Print Name (BLOCK CAPITALS) ________________________        

[1]1 Please refer to definitions within the content policy for further guidance.

[2] Open Access Initiative format that provides a persistent way of identifying the metadata of a record in order for it to be gathered/harvested by other websites

[3]  The description (data) about the item.

[4] Description (data) of the item