Skip to Main Content

StFX Scholar

StFX Scholar is the official repository of St. Francis Xavier University (StFX). This guide details how to use STFX Scholar.

Before You Submit

Use this list to assess whether your work is ready for submission to StFX Scholar.

 Check copyright and permissions 

 Check for the version of the manuscript or work

 Check file format (e.g., PDF is preferred over Microsoft Word)

 Check accessibility is in compliance with Nova Scotia Accessibility Act (2017)

Submit

Select the blue bottom above to begin the submission process.

The submission process is quick and straightforward: complete a form with the required information to accompany your material, attach the material, and grant the library permission to post it through a non-exclusive license.

If you have any questions: email kfuller@stfx.ca

Materials Eligible for Submission

Materials suitable for sharing through StFX Scholar include the following types:

  • books & book chapters,
  • preprints,
  • protocols,
  • post print/accepted version of papers,
  • conference abstracts & conference posters, 
  • reports and working papers,
  • learning objects such as slides, assessments,
  • audio recordings.

These materials can be born-digital or digitized. Most common file formats are acceptable, such as PDF, PNG, JPEG, MPF, and Microsoft PowerPoint.

Please note: Research data should be deposited in Borealis, and see this guide for more information on StFX Research Data Management Policy.  

Prepare Materials for Submission

1. Do you hold copyright of this work? If not, do you have permission to upload your work?

If your item was published (e.g., an article or a book), you may have signed over copyright to your publisher.

For items published elsewhere (e.g., book or journal article):

Before uploading your work to StFX Scholar, you need to determine whether your publisher allows:

(a) self-archiving to an institutional repository (such as StFX Scholar) 

and

(b) which version of the paper you can deposit in an institutional repository.

How to Check Copyright Permissions:

  1. Review the copyright agreement you signed at the time your article or book was published
  2. If your work was published in a journal, search the journal title using Open Journal Finder (previously SherpaRomeo) for details, and follow the relevant links to check the journal's website as needed.
  3. Locate the permissions or copyright email address on the publisher's website and reach out to request self-archiving permission. You can customize these request templates provided by the University of Toronto.

Also note, if your work contains any 3rd party materials, such as figures or images, you may need to obtain permission from the copyright holder. Reach out to library@stfx.ca if you have any questions about reuse of library material in publications.

2. Are you uploading the correct version of the material? 

Many publishers do not allow the deposit of the final published paper in an institutional repository.

However, they may allow the deposit of a different version of this same paper:

  • submitted manuscript/pre-print (the version before peer review) or
  • accepted manuscript/post-print (the version after peer review with changes made by the author).

Consult this guide by Dalhousie Libraries discussing the different types of versions of a manuscript.

Note: If you need to comply with the Tri-Agency Open Access (OA) Policy, you need to deposit a version of your work that includes peer review changes. This version can be called the "accepted manuscript" or "post-print", if the final published version cannot be self-archived through an institutional repository. Also note: the Tri-Agency OA Policy in 2025, requiring immediate OA compliance.

It is advisable, and sometimes required by publishers, to include a copyright statement and/or a DOI hyperlink to the final published version of your work, which can be added to a cover sheet.(see below)

3. Is your file format supported?

In general, we prefer to receive PDF formats for preservation purposes. If the material you are submitting needs to be in a different format such as a video, image or audio file, and you have questions- please email kfuller@stfx.ca

4. Is your work accessible?

Files submitted to StFX Scholar need to be accessible to meet the Nova Scotia Accessibility Act (2017).

Here are some tips:

  • Use headings and styles to organize documents logically
  • Caption videos and provide transcripts for audio
  • Use simple language and clear formatting

PDFs

Images

  • Add meaningful alternative text (alt-text) describing the content and function of images
  • Maintain high contrast between image elements
  • Avoid using colour as the only means of conveying information

     

For More Information: