How does Pilot Scholars differ from the Scholarly Activity Tool?

Pilot Scholars houses full-text documents from authors interested in placing their work in the repository. Students and staff can also contribute papers, articles, theses, and other final projects that exemplify the research efforts of the UP community. This table summarizes the differences between the Scholarly Activity Tool and Pilot Scholars.

Why does the University want to include my work in its institutional repository?

We are proud of the work our faculty, staff, and students produce and want to demonstrate to the greater scholarly community the depth and breadth of work produced at the University. Additionally, maximizing access to our scholarly works guides prospective students when deciding to attend UP.

Does granting this permission mean I can’t submit this work to a publisher or use it in other ways?

No. Submitting your work to Pilot Scholars only gives the University the right to exhibit the work in the repository. If you submit work that has not been published elsewhere and would like to submit it for publishing in the future, please recognize that each publisher may have different policies regarding accepting work previously uploaded to a pre-print server.

In the event that your work has been published since being uploaded to the institutional repository, please contact us to update the post to accurately reflect any new publication information.

Once my work is uploaded, does it become a permanent part of the repository?

Yes. Materials accepted into Pilot Scholars ideally become a permanent part of the repository. However, should an author prefer their posted material to be removed from the repository, their request can be accommodated. Please contact the repository administrator at for further information.

Authors have the option of removing their works at any time.

What about copyright issues? How do I know if I am allowed to post my published work?

Pilot Scholars can only include material for which the author retains the right to post in the repository.

Many publishers allow authors to post the pre-peer-reviewed version of the published work before the publisher’s formatting and typesetting have been applied. Permissions and Author Use information can often be found on your publisher’s website or in your contract.

However, if this information is not readily available, our library staff will be happy to assist you in clarifying your available permissions and copyright information.

Can Library staff assist with contributions to the repository?

Yes, Clark Library staff can assist with locating, digitizing, determining copyright permissions, and depositing published scholarship in Pilot Scholars.

Can I post related files (sound clips, data sets, etc.) alongside the published article?

Yes. These kinds of supplementary items are known as Associated Files

Viewers must have the necessary software to open your files, so it is best to stick with formats that are commonly accessible. Please ensure that you have obtained all necessary permissions for the use of all Associated Files. We recommend limiting the Associated Files to the following formats:

  • Flash Audio (m4a, mp3)
  • Flash Video (flv, mp4, RTMP)
  • QuickTime Audio (aac, aif, mid, midi, mov, wav)
  • QuickTime Video (3g2, 3gp, mov, mpg, mpeg)
  • RealAudio (ra, ram, rm)
  • RealVideo (ram, rm, smi, smil)
  • Windows Media Audio (wma)
  • Windows Media Vide (avi, wmv)
  • YouTube
  • SWF format
  • Vimeo

I don’t have electronic versions of old working papers that I’d like to include in the repository. Is it okay to scan the printed page to a PDF file?

Yes. Scanning printed pages is a great way to create PDF files for inclusion in the repository. Library staff can make the scans if you bring the hard copy to the library.

Who can I contact for questions and assistance?

Questions regarding the University’s repository, Pilot Scholars can be directed to:

Pilot Scholars @