Open Access
FAQ
[Kyushu University Institutional Repository (QIR) Registration(Eligible Users & Eligible Materials / Registration Methods / Version & File Formats) / Access to QIR Contents / Copyright / Open Access Policy】
If you are unsure about any terminology, please refer to the Glossary.
For FAQs regarding Japan’s national Immediate Open Access (OA) Policy, please refer to this page.
[Kyushu University Institutional Repository (QIR) Registration (Eligible Users & Eligible Materials)]
No | Question | Answer |
|---|---|---|
| 1 | Who can register their research outputs in QIR? | Faculty, staff, and graduate students affiliated with Kyushu University may register their research outputs. In addition, former members of Kyushu University—such as alumni or retired faculty—may also register their own research outputs. |
| 2 | Can I register research outputs created while affiliated with another institution? | Yes. Research outputs created during affiliation with another institution may also be registered. |
| 3 | What happens to my registered works if I move to another university or retire? | One important purpose of an institutional repository is the long-term preservation of research outputs. Therefore, your works will continue to be preserved and made publicly available even if you move to another institution or retire. Works are not deleted or transferred to another institution’s repository. |
| 4 | What types of materials can be registered in QIR? Can I register conference papers, presentation slides, or books? | All outcomes created through research or educational activities are eligible. While journal articles are the most common, the repository accepts a wide range of outputs, including materials mentioned in the question—such as conference papers, presentation slides, books—along with software, audio files, and more. However, some items may not be publicly accessible due to publisher agreements or other restrictions. Please inform the library if you have any concerns. ※ Reference: “Collection Policy” |
| 5 | May I upload journal articles to QIR or other websites? | This depends on the copyright policy of the publisher or academic society. In many cases, self-archiving on institutional repositories or personal websites is permitted. Copyright policies can be checked via the following websites. If it is difficult to confirm, the library can assist. Open Policy Finder(for policies of overseas publishers). SCPJ Search (for policies of domestic academic society journals) |
| 6 | I have papers I wrote in the past that are not registered with QIR. Even if it has been a long time since publication, can I still register them? | You may register past research outputs at any time. For detailed registration and publication request procedures, please refer to "Deposit Scholarly Publications in QIR(Kyushu University Institutional Repository". |
[Kyushu University Institutional Repository (QIR) Registration (Registration Methods)]
No | Question | Answer |
|---|---|---|
| 1 | Can I register my article in QIR at the same time as registering it in Q-RADeRS? | Yes. When registering article information in Q-RADeRS, you may also upload the full-text file. For details, refer to “How to deposit (Q-RADeRS)”. |
| 2 | When should I register my work in QIR? | Please register your work when the article is published. During the period between acceptance and publication, please store the accepted manuscript carefully so it is not lost. |
| 3 | I submitted a paper to a university bulletin. Do I need to request registration in QIR myself? | Many university bulletins are registered in QIR using data provided directly by each department or publisher. Registered periodicals can be found on the “Publications” page. If the bulletin is not yet registered, please contact the library. |
| 4 | How should I provide the files for QIR registration? | You may use Q-RADeRS or Application Form (My Page). Email or physical media delivered via campus mail are also accepted. Possible file transfer methods: email attachment, Proself (file-sharing), CD-R, DVD-R, USB memory. |
| 5 | What information should I include when requesting registration by email? | Please include the full-text file along with the title and DOI. Additional confirmation may be requested by the library if needed. |
| 6 | What if I only have a paper copy (no digital data)? | Paper-only materials can also be registered. If you do not need the physical item returned, the library can cut the binding and digitize it into a PDF. |
| 7 | How do I withdraw or delete a work after registration? | If you wish to withdraw (delete) content already published in QIR, please contact the library. Replacement, switching between public/private status, and other changes are also handled by the library. The procedures for deletion are outlined in the “登録された学術情報等の変更、改訂及び削除” section of the 九州大学学術情報リポジトリ運営指針(Japanese language only). |
| 8 | We want to register all back issues of a university bulletin. Can the library digitize them? | It is possible to register all back issues. Digitization work requires prior confirmation of volume and copyright ownership, please consult the library individually. |
| 9 | Does the library ever register articles in QIR automatically? | QIR registration is based on the author’s intention; the library does not register works without permission. However, in cases where the article is published under a Creative Commons (CC) license by institutional agreement, the library may automatically register the work. |
| 10 | How do I request non-public (restricted) access? | When registering via Q-RADeRS or My Page, please select the reason for non-public status according to the instructions. When registering via email, simply state “Closed.” |
| 11 | What if multiple authors attempt to register the same paper in QIR? | The library will check for duplicates and organize the records appropriately. |
| 12 | How long does it take from registration request to publication in QIR? | Generally, publication is completed within a few days. However, delays may occur during busy periods or when copyright verification is required. If you are in a hurry, please inform the Digital Repository Section, Kyushu University Library. |
[Kyushu University Institutional Repository (QIR) Registration (Version & File Formats)]
No | Question | Answer |
|---|---|---|
| 1 | Are there any restrictions on file formats for QIR? | There are no system restrictions on file formats. [For articles and conference presentations] Please submit PDF files in principle. If submitted in Word or PowerPoint formats, the library will convert them, but layouts may not be preserved. [For research data] Many formats are allowed, including text, CSV, images, audio, and video. Non-proprietary formats are recommended for better usability. |
| 2 | Are there size limits for files uploaded to QIR? | The maximum file size is 5GB per file. If you wish to deposit a file larger than 5GB, please contact us. For practical usability, about 30MB is recommended when possible. Note: Q-RADeRS may impose separate upload limits. |
| 3 | Can images, videos, or 3D works be uploaded to QIR? | Digital data of these types can be uploaded. However, QIR’s interface currently does not provide specialized viewers for images, videos, or 3D models. Users must download the files and open them with appropriate local software. |
| 4 | If my article is published in an OA journal or made OA by paying APC, can I register it by just giving the URL? | Registration is possible via the following methods: [Email or My Page] If you provide the URL or DOI, the library will download the PDF and register it. [Q-RADeRS] Please upload the PDF when submitting your request. Note: PDFs may become unavailable on publisher websites in the future, so the library registers the PDF rather than only the URL. |
| 5 | What if the accepted manuscript contains errors? I do not want to publish an incorrect version. | You may attach an erratum. |
| 6 | Do the accepted manuscript and publisher version need to match exactly? What if I revise the published version myself? | The accepted manuscript is the version submitted by the author just before being accepted by the publisher—after peer review but before typesetting or copyediting. Therefore, it does not need to be identical to the final publisher version. Manuscripts revised by the author after publication are not considered accepted manuscripts. |
| 7 | Can I register versions other than the accepted manuscript? In some humanities fields, wording may be revised post-acceptance. | Yes. Versions other than the accepted manuscript may be registered. Publisher versions may also be deposited if published under a Creative Commons license. In some cases, publisher permission may allow additional versions to be registered. Preprints (pre-peer-review versions) may also be registered depending on disciplinary norms. |
| 8 | Which version should I cite—the publisher version or the accepted manuscript? | The choice depends on the judgment and responsibility of the citer. Generally, if the publisher version is accessible, citing that version is recommended. However, the accepted manuscript is peer-reviewed and may also be cited. QIR includes DOIs and links to the publisher version when registering accepted manuscripts. |
| 9 | Can special characters be displayed in QIR? | Some special characters (subscript/superscript, fractions, square roots, etc.) cannot be displayed in metadata due to current system limitations; substitutes may be used. However, special characters in full-text files remain unchanged. |
[Access to QIR Contents]
No | Question | Answer |
|---|---|---|
| 1 | Can QIR-registered research outputs be found via Google Scholar? | Yes. They can be found via Google Scholar. Newly registered items may take some time before appearing in Google Scholar. |
| 2 | Are QIR-registered works searchable in Scopus, Web of Science, or PubMed? | Yes, provided the journal in which the article appears is indexed in each database. [Scopus] For the titles of journals included in Scopus, please refer to “Titles on Scopus.” [Web of Science (WoS)] For the titles of journals included in Web of Science, please refer to the “Master Journal List.” [PubMed] PubMed displays a link icon to QIR when the following conditions are met: • The article has a PubMed ID (PMID). • The full-text is published in QIR (including the author's final draft). • Even if the above conditions are met, if the full-text is freely available via PubMed Central (PMC), the journal publisher, or other platforms, the link icon for those respective platforms will be displayed instead. |
| 3 | May I link to QIR contents from my personal or lab homepage? | Yes. If a DOI is assigned, please use the DOI URL. QIR also provides persistent Handle URLs (https://hdl.handle.net/2324/～) to prevent link rot. These appear on the left side of each bibliographic information page. |
[Copyright]
No | Question | Answer |
|---|---|---|
| 1 | Who owns the copyright of the accepted manuscript? | It depends on your contract with the publisher. Please check your agreement. |
| 2 | Does the library handle copyright confirmation and permission required for QIR publication? | Yes. The library confirms copyright and handles permission procedures with publishers when necessary. |
| 3 | Do I need consent from coauthors to register in QIR? | Yes. Please obtain consent from all coauthors. Written documentation is not required. |
| 4 | Is there a required procedure for obtaining coauthor consent? Is verbal consent acceptable? | Any form of consent is acceptable as long as all coauthors agree. No documents need to be submitted to the library. A sample email template is available: Request co-authors to consent to repository registration |
| 5 | I am concerned about copyright issues when making my work available online. | The library will verify copyright permissions with the publisher and will only make publicly available versions for which permission has been granted. If permission cannot be obtained, the full-text can be kept non-public. |
| 6 | Are special considerations needed for papers related to patents? | If your paper contains patent-related information that should not yet be disclosed, please request non-public status. If you inform the library of the date when publication becomes possible, it will be made public at that time. If the date is unknown, please request deferred publication. |
| 7 | Does registering in QIR transfer copyright of my preprint or accepted manuscript to the university? | No. Registering your work in QIR does not transfer copyright to the university. |
| 8 | What if publishing images (such as artwork) online leads to complaints from copyright holders or holding institutions? | The library can assist with obtaining necessary permissions. It is also possible to mask sensitive portions or set the full-text as non-public. |
| 9 | Is it acceptable to read and cite accepted manuscripts or preprints instead of the publisher version? | If the publisher version is not accessible, citing accepted manuscripts is widely accepted in academic practice. In some fields or scholarly communities, citing preprints is also common. It is recommended to follow the relevant citation style or the instructions of your publication venue and clearly indicate which version you consulted. For example, APA Style recommends adding information about the status of the work in brackets. (How to cite unpublished works) [Example citation]: Casera, A., Kim, R., & Osaka, N. L. (2025). Emotional support animals and their effect on easing depression symptoms [Manuscript submitted for publication]. Department of Psychology, University of Washington. |
[Open Access Policy]
No | Question | Answer |
|---|---|---|
| 1 | In some fields, depositing preprints in servers like arXiv is common practice. How does this differ from university repositories? | Preprint servers share pre-peer-review manuscripts to establish priority. University repositories generally provide access to accepted manuscripts to address rising journal subscription fees and APC costs. Their roles differ. University repositories also disseminate metadata externally to increase visibility and institutional presence. Staff members provide support for metadata creation and copyright confirmation. The library recommends using both institutional repositories and preprint servers. |
| 2 | If my article is already posted on ResearchGate or my personal/lab website, wouldn’t registering it in QIR lead to fragmentation of information? | For long-term archiving, QIR registration is recommended. QIR provides persistent identifiers such as DOIs and Handle URLs. These can be used when sharing your articles on external services or personal websites. |
| 3 | A publisher has asked whether Kyushu University’s OA policy is compatible with their Green OA policy. Is there any issue? | Kyushu University’s OA policy does not restrict authors’ publication activities. It permits the deposit of author manuscripts and allows embargo periods, so there is no conflict. |
Digital Repository Section, Kyushu University Library
744 Motooka Nishi-ku Fukuoka 819-0395
TEL: 092-802-2459 Email: qir@jimu.kyushu-u.ac.jp
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