Pilot Scholars FAQ

What is Pilot Scholars?

Pilot Scholars is a repository of scholarly and creative works produced by members of the University of Portland community. Supported by the Office of the Provost and maintained by the Clark Library, Pilot Scholars aims to increase the visibility of these works, raise awareness of interdisciplinary research, and provide a permanent home for the institution’s academic and original output. To learn more about Institutional Repositories, please visit the Bepress IR research page.

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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. Furthermore, the repository offer authors the opportunity to search other repositories in order to connect with others within the same discipline. Finally, students and staff can also contribute papers, articles, theses and other projects that exemplify the research efforts of the UP community. This table summarizes the differences between the Scholarly Activity Tool and Pilot Scholars.

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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.

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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 you would like to submit it for publishing in the future, please recognize that each publisher may have different policies regarding accepting work that has previously been 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.

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What are the benefits of including work in Pilot Scholars?

Pilot Scholars allows authors to freely share their scholarly pursuits. Authors can organize, share and track their portfolio to know how often their work is viewed and downloaded. New authors can efficiently build a professional record of publication.

Pilot Scholars enables authors to increase visibility of their work, and follow the work of others in their field across a global network of repositories through the BePress Digital Commons Network , thereby enhancing collaborative opportunities.

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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.

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Who can submit content to Pilot Scholars?

Permanent faculty and staff affiliated with any UP college, department or other campus unit can contribute eligible content. Student major papers (Capstones, Honors papers, Graduate theses, Practice Improvement Papers) are also welcome with permission from a faculty advisor.

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What materials are eligible for inclusion in the repository?

Works should be scholarly or creative in nature. Contributions are intended to exist permanently within the repository. Works in progress or those that are ephemeral in natural are not recommended for submission.

Examples of Eligible Works:

  • Journal Articles
  • Book & Book Chapters
  • Posters and Presentations
  • Book Reviews
  • Practicum Papers
  • Capstone Projects
  • Student Projects
  • Conference Papers
  • Doctoral Dissertations and Theses
  • Master Theses
  • Conference Proceedings
  • Doctor of Nursing Practice Projects (DNP)
  • Creative Works
  • Master of Nursing Projects (MSN)
  • Government Publications
  • Newsletters
  • Reference Materials
  • Reports

Examples of work not suitable for the repository:

  • Letters to the editor
  • Newspaper articles
  • Tributes to colleagues
  • Self-published works

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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 has 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.

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What other activities can Pilot Scholars support?

In addition to hosting the scholarly and creative output from the campus community, Pilot Scholars also has the capacity to host Peer-Reviewed Journals and can support managing and publishing conference and symposia proceedings. Contact for more information.

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How can one submit work to Pilot Scholars?

From the Pilot Scholars home page (http://pilotscholars.up.edu/) click on the “Submit Research” button in the lower left hand corner of the page and follow the instructions.

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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.

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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. You will be prompted to submit Associated Files when you upload your submissions. The name of the files you upload will appear on the web site along with your short description of them.

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 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

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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.

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How do I revise a submission?

To revise a submission that has been posted to the repository, contact the repository administrator with the new version.

If the submission has been submitted, but not yet posted, you may revise it via your My Account page:

  1. Locate the article on your My Account page, and click the title.
  2. Click Revise Submission from the list of options in the left sidebar.
  3. Enter your changes in the Revise Submission form, and click Submit at the bottom of the page to submit your changes. (You only need to modify the portion of the form that corresponds to the changes you wish to make.)

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Who can I contact for questions and assistance?

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

Pilot Scholars @

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