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Deposit Guide For PeFprints

University of Ljubljana, Faculty of Education academic staff may deposit materials directly in PeFprints. First you'll need user registration to get username and password. This will allow you to save searches, receive alerts and deposit items.

How to deposit


Login to PeFprints using your username and password.

Check to see if the item you want to deposit is already listed in the repository, using browse or search. If it is, then go to 'Managing your records' and follow instructions for 'New version'. If not, then create a 'New item'.

Your workspace

Papers that are in the process of uploading are in your workspace.

If your workspace is empty, which will be the case when you first visit the page, you will see a "New item" button. This button will add a new, empty record to your workspace and allow you to start editing it. If there are papers in your workspace, you will see a list of those papers.

New item

Select new item. Select the item type which is most appropriate for your paper and then click Next. The option you choose here will affect what bibliographic information about your deposit the system will collect in later stages. The following types of output are included in PeFprints:

  • Thesis
  • Article
  • Monograph section
  • Monograph
  • Conference or workshop item
  • Patent
  • Artefact
  • Show /Exhibition
  • Composition
  • Performance
  • Image
  • Video
  • Audio
  • Dataset
  • Experiment
  • Teaching resource
  • Other

The depositing process is divided into a number of stages. You can move between stages by using the ``Back'' and ``Next'' buttons at the bottom of each screen. Don't worry about losing information you've entered when you press the ``Back'' button on a form. The system will store everything you've entered when you press it.

Above each input field is a short explanation of what should be put in the field. To the left of each input field is the field name. If the field name has an asterisk, the field must be filled out before the paper can be deposited; other fields are optional.

Complete the fields on each screen as required. The bibliographic information fields are used to create the citation. The fields will vary according to the item type selected.

At any point when you want to stop adding a record, if you click on "Save for later" you can save the information you have input so far. The next time you log in to the User Area you will be able to view the record and you can continue to edit or delete it under "Manage Deposits".

Author name and surname

Please make sure spelling is accurate and be consistent with given names/initials. It is important to be consistent so that searches will recall all publications by the same author.


If possible, cut and paste the title of the paper directly from its contents. Use the Title field for the correct title including any diacritics.


Enter abstract.


Separate each term with a comma and space, e.g. organization, organisation.


Similar as keywords, descriptors help you searching for your paper. They are detemined by library staff.


This field describes at which department of Faculty of Education author is working. Select the department from Selection list.

Date and publication status

Publication information includes full details of book or journal or information about when and where the work was made public.

Year, issue number, page numbers

These three numbers are all significant in distinguishing citations of similar sounding items.


These numbers are significant in identifying specific published sources.


The URL of the published version should go in the official URL field. There is also a field for other associated URLs.

Contact Email address

Add a contact email address if you have put restrictions on access to any files. Interested users can then email you to request a copy of a paper and you may choose whether or not to release a copy.

Additional information

Any additional information that you wish to display publicly. If the publisher requests that repository copies are accompanied by a set statement, this is the place for it.

Comments and suggestions

Confidential remarks to your departmental editor.


You can enter the funders if there were any.


The field is required. Project is very useful information for searching .

Personal Tags

You may enter words and phrases that describe content for your personal search pages.


If you wish to upload any files associated with the item e.g. the PDF of a journal article or book chapter then click on Browse, highlight the file to be uploaded and click on Upload. If you do not wish to upload any files click on Next to continue. You are strongly encouraged to upload documents to the repository. If there are any restrictions on access, you may set them once you have uploaded the file.

Upload from an existing web site:

When you give PeFprints an URL to retrieve your document from, PeFprints stores a copy of the file stored at that URL. If the URL is a HTML file, PeFprints will also copy the images associated with that HTML file. You must supply the URL of the first page of document itself not the URL of the whole Web site. This method of uploading papers cannot have a guaranteed 100% success rate. If something go wrong, it´s best to select »delete all files« from the document file upload screen and try another uploading method.

Set access

If you have uploaded a file you will be prompted for more information and you will be able to set restrictions on access to the file. The preferred option is to make the file publicly available, however if you need to set restrictions on access due to publishers' requirements you may choose to set access restrictions as "Visible to Repository staff only" or "Registered users only".

Set embargo

If there is an embargo on when the full text may be made available to the public then you can enter the date that the embargo ends and the paper will automatically be made available.


The item will be placed in a "buffer" for checking by an editor. The editor checks the metadata, then approves the item to go into the live resource, or contacts the author/creator. If your item is accepted it will be added to the repository. If not, you may be asked to amend some data before it can be added or it may be returned to you with an explanation.


If you select the Import tab, you have the option to "Import items" so you can import records from packages such as EndNote or by entering the DOI (via CrossRef). Contact the PeFprints Administrator if you need advice and help about importing.

After deposit, the entry is submitted for review by the departmental repository editor.


Export the item in a variety of formats e.g. EndNote. Select the format from the list.

For further information please contact pefprints@pef.uni-lj.si.