Introduction

The PolyU Institutional Research Archive (PIRA) is an open access repository for The Hong Kong Polytechnic University’s research, teaching and learning digital materials. Managed by the Library, this platform aims to preserve, secure and provide access to these digital materials produced by PolyU researchers, teaching staff and students.

Aim and Objectives

  • To collect, showcase and provide persistent and reliable access to PolyU’s research outputs, teaching materials and students’ works and outputs in the open access domain.
  • To increase the accessibility and visibility of the works and outputs from PolyU staff and students, and to facilitate knowledge transfer.
  • To provide a long-term platform to preserve the digital materials collected from the PolyU community.

Content and Collections

All PolyU academic and research staff, research degree students, and academic equivalent staff may submit research, teaching and learning digital materials to the PIRA.

PIRA has the following collections:

Research Outputs*: collects research and scholarly publications affiliated with PolyU, such as journal articles, book chapters, conference papers and creative works.

Patents: collects full-text patents affiliated with PolyU

Theses: collects full-text theses and dissertations from PolyU MPhil and PhD students

Open Educational Resources: collects teaching and learning materials that are created and shared by PolyU community.

Outstanding Work by Students: collects a wide range of exceptional work/projects carried out by PolyU students in different disciplines, which are showcased through videos, photographs and documents. All works are nominated by academic departments.

* Scholarly works that are reported to the Research Output System (ROS) from year 2000/01 to 2016/17 are included in PIRA. Full text of the publications may be provided if copyright allows. If relevant permissions cannot be obtained, only bibliographic data will be posted. Bibliographic information from some publications published in 2017/18 to 2018/19 will be included in PIRA. Publications from 2019/2020 onwards, only open access works will be archived in PIRA; for publications without open access works, no bibliographic information will be included in PIRA.

Submit your work

Type of Work Submission Channels
Research outputs and materials
Teaching and learning digital materials
Theses
Outstanding student works
  • must be nominated and submitted by departments or a faculty member, contact OWS team for deposition

What is Open Access?

Open Access (OA) generally refers to making scientific and scholarly knowledge and information freely accessible online. There is a global trend in providing open access to research and scholarly outputs, e.g. articles, conference papers, working papers, theses, etc.

By sharing PolyU’s scholarly and educational output through our PIRA, the PolyU Library is part of a worldwide movement that aspires to make information freely accessible to all members of society.

Visit OA LibGuides to learn more about Open Access, OA publishing, OA archiving and OA copyright.

Open Access@PolyU

PolyU has adopted the following Policy in Support of Open Access to Published Research since September 2010:

PolyU academic and researchers are required to deposit electronic copies of their peer-reviewed journal articles and conference proceedings (author’s final accepted manuscript) in PolyU IR (now known as PIRA) for open access, as of the date of paper publication. Full text of other research outputs should also be deposited where appropriate.

The Library will determine whether deposit in institutional repositories for public access is permitted under publisher agreements when PolyU authors submit their scholarly output to the PIRA. For more information, see the Research Office webpage on the Policy

Open Access Mandates from RGC

RGC, operates under the aegis of the University Grants Committee (UGC), is responsible for the distribution of funding for academic research projects undertaken by academic staff of those UGC-funded institutions.

Referring to RGC's Disbursement, Accounting and Monitoring Arrangements for Funding Schemes of July 2015 (Section 35), all RGC funded projects that are approved in 2010/11 onwards require researchers to deposit a copy of their publications in their institutional repository, if the publisher's version is not available in open access.

35. On public access of publications resulting from research funded by the RGC:
(a) Upon acceptance of a paper for publication, the PC (Project Coordinator) / PI (Principal Investigator) should check whether the publisher already allows (i) full open access to the publisher’s version, or (ii) the author’s depositing a copy of the paper (either the publisher’s version or the final accepted manuscript after peer-review) in the institutional repository for open access;
(b) if both (a) (i) and (ii) are not allowed, the PC / PI should request the publisher to allow him/her to place either version (preferably the publisher’s version, but failing that the final accepted version) in his / her institutional repository for restricted access immediately upon publication or after an embargo period of up to 12 months if required by the publisher; and
(c) subject to the publisher’s agreement on (a) or (b) above, the PC / PI should deposit a copy of the publication in his/her institutional repository as early as possible but no later than six months after publication or the embargo period, if any.

RGC's New Policy on Greater Access Permission Request to Publishers
(Suggested Template)

FAQs

1. What is PIRA?

2. What types of research outputs content can I deposit into PIRA?

3. How do I get my work into the PIRA?

4. What are the benefits of depositing my work in the PIRA?

5. Do I have to check the copyright before depositing full text works in PIRA?

6. Will depositing in PIRA prevent journals from accepting and publishing my research?

7. Can I deposit works produced with co-author(s) from multiple institutions?

8. What is pre-print, post-print, and published version? Which version should I submit?

9. How do I deposit my OER?

10. How do I deposit non-traditional research outputs (eg. Design Research Portfolio) in PIRA?

11. Information about me in PIRA is incorrect. What can I do about it?

1. What is PIRA?

The PolyU Institutional Research Archive (PIRA) is an open access repository for The Hong Kong Polytechnic University’s research, teaching and learning digital materials. Managed by the Library, this platform aims to preserve, secure and provide access to these digital materials produced by PolyU researchers, teaching staff and students.

2. What types of research outputs content can I deposit into PIRA?

PIRA accepts a diverse range of research and scholarly materials in digital form, such as:

  • Journal articles (including pre-prints and post-prints)
  • Conference publications
  • Books and book chapters
  • Case studies
  • Datasets
  • Non-traditional research outputs and creative works

If you have particular file format needs, please feel free to contact our PIRA team at library.ira@polyu.edu.hk.

3. How do I get my work into the PIRA?

Any PolyU faculty, staff or student are welcome to deposit content to PIRA. You may deposit your works to PIRA via:

Type of Work Submission Channels
Research outputs and materials
Teaching and learning digital materials
Theses
Outstanding student works
  • must be nominated and submitted by departments or a faculty member, contact OWS team for deposition

4. What are the benefits of depositing my work in the PIRA?

Have your work indexed and archived in the PIRA to enjoy the following benefits:

  • Make your research and teaching activities visible to worldwide public
  • Make your research more discoverable through Google, Google Scholar and other search engines
  • Your work is permanently archived for you
  • Increase the chance of new contacts, promote research partnerships and facilitate knowledge transfer

5. Do I have to check the copyright before depositing full text works in PIRA?

Library provides help in checking the copyright of each submitted full-text publication before making it available in PIRA for open access. Many publishers allow authors to archive the "accepted manuscript" version of their articles in an institutional repository. Publications without open access works, no bibliographic information will be included in PIRA from 2019 onwards.

6. Will depositing in PIRA prevent journals from accepting and publishing my research?

Only the appropriate version of your research manuscript will be made available in the PIRA after the journals have accepted and will publish your research work.

7. Can I deposit works produced with co-author(s) from multiple institutions?

Sure. As long as you are one of the co-authors, and the work is produced when you are working in PolyU, you are welcome to deposit your work into the PIRA.

8. What is pre-print, post-print, and published version? Which version should I submit?

Typically, there are three primary versions of a scholarly article:

Versions Description
Pre-Print Original version of the work as it was submitted to a journal
Other terms: Submitted Manuscript, Author's Original Manuscript (AOM)
Post-Print Author own.pdf/own.doc version, the version of your article after peer-review, same content as the published version but without type-set or formatting done by the publisher.
Other terms: Final Accepted Manuscript, Author's Accepted Manuscript (AAM)
Published Version The final, published version of your article with all of the publisher formatting
Other terms: Publisher PDF, Version of Record (VoR), Final Version, Final Published Version

Version to use

You should deposit the version that complies with publisher copyright policies. This is usually the accepted author’s final version (postprint), including modifications based on referees' suggestions but before the publisher’s copy editing and formatting.

9. How do I deposit my OER?

To deposit your OER, you may

10. How do I deposit non-traditional research outputs (eg. Design Research Portfolio) in PIRA?

PIRA welcomes requests to add non-traditional research output to showcase your research.

Here are the steps for your submission:

  1. Complete the Deposit Agreement Form.
  2. Save the Deposit Agreement Form together with the files to be uploaded to PIRA.
  3. Email all the files to PIRA staff or Upload to OneDrive and share with library.ira@polyu.edu.hk.

This Guideline provides more details about submitting non-traditional research outputs to PIRA. For further enquiries, please contact us at library.ira@polyu.edu.hk.

11. Information about me in PIRA is incorrect. What can I do about it?

If you see anything that needs to be updated or experience any problems, please contact us at library.ira@polyu.edu.hk.

Contact Us

You are most welcome to contact us via phone: (852) 3400 3196 or email: library.ira@polyu.edu.hk about submitting materials to the PIRA or for any enquiries on the PIRA.