University Library

Checklist for publications on DepositOnce

To submit a publication to DepositOnce, the file should comply with certain formal requirements (including PDF/A format, PDF properties, PDF bookmarks). Please remember to submit the signed declaration of consent (“Deposit License”).
Please note the following instructions for publications. (For research data please note the instructions by Service Center Research Data Management (SZF).)


1. File preparation

Prepare your PDF file for publication:
Guide for creating a PDF/A file (PDF, 3,8 MB)
Guide for preparing the file (PDF, 1.9 MB)

2. Registration on DepositOnce

Register for and/or login to DepositOnce. Users with a tubIT account can register with their email address. If you do not have a tubIT account or have questions about logging in, please contact us.

3. Transferring metadata

Fill in the “Submit” form, following the instructions and explanations. Please be as detailed and precise as possible. If you choose to use a free license, select it on the form. For open access publishing (Gold Open Access), we recommend the Open Access compatible CC BY license (Creative Commons Attribution 4.0).
Submit a new Publication
Creative Commons licenses

4. Deposit-License (publication agreement)

At the end of the “Submit” form, the deposit license is provided as a PDF. Please sign it and send it to us. This is a publication agreement in which you grant the University Library the non-exclusive right of use for online publication. For open access publishing (Gold Open Access), we recommend the Open Access compatible CC BY license (Creative Commons Attribution 4.0). If you forgot to specify the CC license when submitting metadata to DepositOnce, the open access team will add the license as specified in the the deposit license.
Deposit-Lizenz (official German version) (PDF, 242 KB)
Deposit licence (unofficial English translation) (PDF, 225 KB)
Creative Commons licenses

5. Data check

The open access team checks the details you have provided and contacts you in case of any questions. For self-archiving, the open access team makes sure the publishers’ conditions have been met.

6. Release

When the signed deposit license arrives, the open access team approves the submission. You will be notified automatically by email.

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