FAQ

FREQUENTLY ASKED QUESTIONS

 

USING THE JAGIELLONIAN UNIVERSITY REPOSITORY

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1. What is RUJ and who can use it? 

Only individuals with an email account in the UJ domain can log in. Logging into the Repository is done in the same way as logging into the Central University Mail server, using the same credentials. 

3. How to deposit a description in RUJ? 

After logging into RUJ, to start the process of adding a description, click the yellow "Deposit" button. Then, follow the interface prompts, select the collection where the publication will be placed, and fill in the bibliographic description fields. For more information on this topic, visit Adding Items. 

4. Who can add a description to RUJ if all co-authors are JU employees? 

It is enough for the description to be submitted by one of the authors. If other authors also submit descriptions for the same publication, they will be deleted by the administrators as duplicates. 

5. How long does it take for the description submitted into the system to be published on the RUJ website? 

It is not possible to predict precisely how long it will take before the description is finally approved and appears in the Repository. The process involves a double editorial review (faculty libraries → Jagiellonian Library) and can be quite short or - if access to the publication is difficult - take longer. Attaching a file to the description allowing verification of the data or sending relevant information to the RUJ coordinator of a given faculty can considerably speed up the path from the author to final users. 

6. What does the status "Workflow" mean in the My DSpace account? 

The status "Workflow" means that the description has been deposited but is not yet finally published in RUJ. At this stage, the coordinator from the faculty library and then the administrator from the Jagiellonian Library verify the data entered into the bibliographic description of the submitted publication. 

7. What does the status "Archived" mean in the My DSpace account? 

The status "Archived" means that the description has been reviewed and officially published in RUJ. 

8. The description has been rejected - what next? 

A description that was rejected at the review stage is returned to the depositor in the My DSpace account with the status "Workspace". The depositor receives an email with information that the achievement has been rejected along with an explanation and has the option to make corrections and re-deposit the description or, in the case where the rejected description is a duplicate, delete it. 

9. After logging into the My DSpace account, I don't see the entered description. Where could the record be? (Disappearing descriptions) 

All items that an author sees on their account with the status "Archived" are those they personally entered into the Repository. Sometimes, an author may add a description that is already in the Repository (previously entered by a co-author or a faculty library staff member). Duplicates are removed and will disappear from the accounts of those who entered them. In the case of such "disappearance", it is advisable to check by searching the Repository to determine whether the record is truly missing or if it was just the duplicate entry that has been removed. 

10. Can an author edit a bibliographic description published in RUJ? 

No, only administrators can edit descriptions that have been finally published. 

11. Who should I contact to modify a published record? 

If the description has passed all verification stages and has been finally approved, please contact the administrator of the appropriate Faculty by email. For contact details, visit the Jagiellonian University Repository Team.

12. How to add a full-text file to a record already published on the RUJ website? Do I need to submit the description again? 

There is no need to resend the description. The easiest way to add the full text to the record is to send the file by email to ruj@uj.edu.pl, or the appropriate Faculty administrators. 

13. How to complete the affiliation data section? 

In the form, in the affiliation data section, select the author's discipline according to the submitted declaration (this field is optional) and specify the main unit to which the author affiliates the publication. The option to select an additional unit is available only for doctoral students in Doctoral Schools. For more information, visit Affiliation.

14. Where can I find the list of my publications? 

Detailed instructions on how to find the list of your publications are available on the RUJ help pages under the Search and Search – Author Instructions for Authors. 

15. Why doesn't the ministerial score appear in the record? 

The journal scoring is uploaded to the Repository based on the lists published by the Ministry of Science and Higher Education. The score will not be visible in the descriptions of articles for a given year if the Ministry of Science and Higher Education has not yet evaluated the journals and announced a score for that year.

 

LICENSES AND FILES

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16. What Creative Commons licenses are available in RUJ? 

Authors in RUJ have access to one of the 6 Creative Commons licenses: 

17. Which Creative Commons license should you choose? 

Creative Commons licenses offer a set of 4 basic licensing terms, allowing authors to specify the freedoms and restrictions for their work. If you have difficulty choosing, it is advisable to use the tool for simulating the choice of the appropriate Creative Commons license available here.

18. What is a preprint? 

A preprint is the original version of an article that has not yet undergone peer review. It is also known as: Submitted version, Author's Original Manuscript (AOM), Original manuscript. This version of the article may be deposited in the Repository. 

19. What is a postprint? 

A postprint is a version of the article that has been peer-reviewed and accepted for publication but has not yet been formatted and finalized by the publisher. It is the version that includes reviewer corrections accepted by the author. It is also known as: Accepted version, Authors Accepted Manuscript (AAM), Authors accepted version, Final Author version. The possibility of publishing this version in the Repository depends on the publisher's policy or the agreement signed with the publisher.

20. What is the published version? 

The published version is the final version of the article that has been reviewed, accepted, and published. It usually includes formatting, pagination, publisher's logo, and other distinctive features of the official publication. It is also known as: Final Published Version, Version of Record. If such a version has been published on the publisher's website under an open Creative Commons license, it may be deposited in RUJ under the same license. In the absence of license information, before depositing such a version, it is crucial to check the publisher's policy/agreement. Some publishers allow the deposit of the published version in an institutional repository only after an embargo period, so it is very important to check the publisher's policy. 

21. Can I deposit a work in RUJ that has already been previously published?

The deposit of a text already published requires the consent of the publisher to whom the author has transferred his property rights to this text or to whom the author has granted an exclusive license for the same text covering the same range of uses. It is thus advisable to check one’s agreements with the publisher or the publisher's policy on publishing works in institutional repositories.

22. Who is responsible for copyright infringement of a work deposited in RUJ? 

The author takes full responsibility for the materials deposited in RUJ and is liable for any infringement of copyrights and property rights of third parties.

23. Is my work protected in the Repository? 

Yes. The texts in RUJ are the intellectual property of the authors and are protected under copyright law. 

 

DIPLOMA THESES AND DOCTORAL DISSERTATIONS

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24. How can I access a bachelor's or master's thesis?

The JU Repository contains only the bibliographic descriptions of students' diploma theses. The availability of a specific thesis can be checked in the Jagiellonian University Archive of Diploma Thesis. 

25. How can I access a doctoral dissertation? 

Doctoral dissertations in open access can be viewed directly on the RUJ website – just select the "Open access works" collection and search for the dissertation you're interested in. However, for doctoral dissertations that are under limited access, you can review them at the Jagiellonian University Archive. 

 

RESEARCH DATA

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26. Can research data be deposited in RUJ? 

More information on this topic can be found on the following pages: 

RUJ Help - Research data

Cracow Open Research Data Repository – RODBUK

Open Science at the Jagiellonian University - Research data