FAQs

Who can deposit in the Atrium?

The Atrium accepts submissions of scholarly or creative works created at or in collaboration with the University of Guelph. All University of Guelph community members including faculty, staff, students, and research collaborators are welcome to deposit in the Atrium. 

Undergraduate student authors who wish to deposit non-thesis materials must have the approval of a departmental faculty member. 

Can I deposit content on behalf of someone else? 

To deposit content in the Atrium you must be either the creator of the submission, a researcher collaborating with the creator(s), or an individual designated by the creator of the submission. 

If you are depositing content on behalf of your co-authors, you must seek permission from the other authors before submitting the work. 

What content can be deposited?

The Atrium primarily hosts research publications and open access versions of scholarly and creative work such as: 

  • Graduate theses and dissertations 
  • Journal articles and preprints 
  • Books / Book Chapters 
  • Conference Presentations / Papers 
  • Grey literature (including policy briefings, plain language summaries, trade publications, community outreach materials) 
  • Other research outputs such as protocols, images, reports, infographics, papers, audio files, etc.

Can I deposit research data in the Atrium?

The Atrium primarily hosts research publications and creative works. Research data should be deposited in the University of Guelph Research Data Repositories. Visit How to deposit research data in the Agri-environmental Research Data Repository or the University of Guelph Research Data Repository for more details. 

What do I need to consider prior to depositing content? 

Copyright 

You are responsible for ensuring that the content you deposit in the Atrium does not infringe on the rights of publishers or any other entity or party. If your content has been commercially published you must check your author agreement to see what rights you may have signed away during the publishing process and what rights you have retained. This will always be specific to each individual piece of work. 

Please see Copyright at the University of Guelph for more information.

Self-archiving 

Depositing your work in the Atrium complies with the Tri-Agency Open Access Policy requirements for publications. However, if your work has been commercially published, you are responsible for ensuring that your publishing agreement and/or your publisher’s open access and self-archiving policies allow you to deposit the work in an institutional repository. Additionally your publisher may have specific requirements for self-archiving such as which version of your work can be self-archived (e.g., preprint, accepted manuscript, publisher’s version of record) and under what conditions such as a temporary access embargo. Contact us for more information.

Distribution rights 

The University of Guelph will have the non-exclusive right to distribute your work freely and provide long-term access to it via the Atrium.  You (or your publisher) will retain copyright to the work. Please see the Digital Repositories Policy (IV. Representations, Warranties, License) for more details. 

End-user licensing 

If you are the current copyright owner of the work, you can determine what others can do with it.  During the deposit process, you will be able to apply a Creative Commons end-user license to your work to clearly indicate to others how they may use it. Please refer to the Use Creative Commons Licenses guide for more information. 

Are there any deposit requirements?

You are responsible for ensuring the content you deposit in the Atrium aligns with preferred file formats, file naming conventions, and is accessible. You will also be required to provide descriptive information (metadata) about each item you deposit in the Atrium using the online submission form. 

File format requirements 

To promote reuse, interoperability, and long-term access, files should be deposited in open, non-proprietary file formats. Files should also be saved and stored in an uncompressed and unencrypted format. 

For example, text documents, such as Word (DOCX) or PowerPoint (PPTX), should be converted to PDF/A format prior to upload. 

Examples of preferred formats include:

Textual documents

  • NotePad  (.txt)
  • Rich Text Format ( .rtf)
  • PDF/A ( .pdf)
  • Open document text (.odt)
  • XML (.xml OR XHMTL)

Images

  • JPEG 2000, JPEG (.jpeg)
  • TIFF version 6 uncompressed (.tif)
  • Raw image (.raw)
  • PDF/A (.pdf)

Video recordings

  • MP4

Sound recordings

  • MP3
  • WAV

If you are unsure about the long-term accessibility and readability of your file format(s), please contact us for guidance.  

File naming requirements 

When naming your files, please: 

  • Keep the length of the file name short but descriptive (< 25 characters) 
  • Use date format ISO 8601: YYYYMMDD. 
  • Use alphanumeric characters. Avoid special characters and accented characters. 
  • Include a version number if applicable 
  • Use capitals and underscores instead of periods, hyphens, spaces, or slashes. 

For example:  

grizzlyStomachContent20201215.pdf 

SmithJones_Sean_202012_MSc.pdf 

File size limitations 

Individual files must be equal to or less than two gigabytes (2 GB) in size for successful upload. There is no specific upper limit to the number of files or total overall storage size that can be added to a record or collection in the Atrium. 

If individual files are larger than 2 GB or if you have a very large number of files to deposit, please contact us for assistance. 

Accessibility 

Depositors are responsible for ensuring that all materials they deposit in the Atrium meet accessibility standards according to the Accessibility for Ontarians with Disabilities Act (AODA).  Guidance and resources in support of creating accessible digital materials can be accessed through the Digital Accessibility Resource Centre

You may also refer to the WebAim tutorials (Word, PowerPoint, PDF, Multimedia) for guidance on how to make your work accessible. Note that for textual documents, it is easier to modify the original format (e.g., Word or PowerPoint) than the PDF version. 

Please note that not all content housed in Atrium is fully accessible. If you would like to request an alternate version of any content in the Atrium, please use the Library Resource Alternate-Format Request Form.

Who can access content I deposit in the Atrium?

Content deposited in the Atrium is, by default, openly accessible to the world and is discoverable through major search engines such as Google and Google Scholar. 

In certain cases, a temporary delay to public access (i.e., embargo) may be placed on an item. The item will automatically become publicly available upon the expiry of the embargo period.

How do I obtain usage statistics for my item?

Usage statistics are available for each record in the Atrium. To view the statistics, first navigate to your item. In the right menu bar under the Statistics section, select View Usage Statistics. You will be redirected to a new page that provides basic usage statistics, such as total views, total views per month, number of file visits, top country views, and top city views.

Contact and support 

The Atrium is available for depositing, browsing, and accessing content 24 hours a day, 7 days a week. User support is available during normal business hours. 

The Office of Graduate & Postdoctoral Studies is responsible for reviewing and approving submissions of theses and dissertations to the Atrium. For questions concerning the requirements, preparation, and approval process for theses and dissertations, please contact the Office of Graduate & Postdoctoral Studies.  

For all other enquires, including technical support, please contact us