Submitting Your Work to Digital Collections

1. Sign In and Choose a Submission Form:
   • Navigate to the OHSU Digital Collections homepage and select Submit from the top of the page.
   • Review the information on the Submission Form Dashboard to determine which submission form is appropriate for you.
2. Submit Early
   • Submit your work at least two weeks before your signed forms are due to the Graduate Office. This allows sufficient time for processing. Processing typically takes 1–2 business days, but delays may occur during peak periods, holidays, or modified operations, so it's best to plan ahead.
3. Formatting and Accessibility
   • Redact any protected health information (PHI) or other sensitive content.
   • Ensure your file meets ADA accessibility standards.
   • Please check with your School or Department for more specific formatting and submission requirements.
4. Special Instructions 
   • Students in the MD Program who wish to submit any outputs of their Scholarly Projects must first get approval from their mentor before submitting any materials. Please refer to the OHSU Scholarly Projects webpage for more information.
   • If you are submitting to the School of Dentistry Anthology, be sure to mention this in the "Notes" field of the form.

Helpful Instructional Videos:

Authors:

Enter the names of individuals primarily responsible for creating the work. This includes anyone who contributed to the research, design, analysis, or final delivery, and whose name should appear in the citation. List authors in the order they appear on the work.

Organizational author(s):

Use this field if the work was created by a group or organization (e.g., as part of your duties at OHSU). Use the quick lookup tool to select the appropriate organization. Click the plus sign (+) to add multiple organizational authors.

Contributors:

List individuals or organizations who contributed to the work (e.g., academic advisors, committee members, editors) but will not be included in the citation.

Note: Students submitting a Dissertation, Master's Thesis, Capstone, or MD Scholarly Projects must include their academic advisor’s name and are encouraged to list additional contributors.

For more helpful information about authors and contributors, please see the following sections: 

• Did You Credit All Authors and Contributors?
• Is the material that you are submitting to Digital Collections considered work-for-hire?
• Do You Have Permission from Co-Authors?
• Do you need an ORCiD ID to submit work to Digital Collections?    

Use this section to list any supplementary or related resources connected to your submission—such as a published article, dataset, or conference presentation. Do not enter bibliography information in this section.

Before you begin, consider the following:

• Do You Have the Right to Share Work You’ve Already Published?

• Have the citation information ready: Copy and paste the full citation of each related item into the *Citation Information* field.

For Multiple Related Items:

• Click the **plus sign (+)** to add additional related works
• Enter each new citation into the Citation Information field as seen below

Please consider the Attribution and Credit section of this guide when making your selection, or contact us at copyright@ohsu.edu if you need further assistance determining copyright ownership.

Please review the How do I Credit Others' Work? section of this guide for more information about reusing third-party copyrighted materials

Please consider the following before making your selection:

• Do You Have the Right to Share Work You’ve Already Published?
• Do You Want to License the Work for Reuse? 
• To learn more about licensing options, visit the Creative Commons website  

Before Uploading:

Please have your file(s) ready using the following file naming convention:

Lastname.Firstname.YYYY

• For works with multiple authors, please use the first author's name listed on the submitted document.
• For submissions with multiple documents, please add the document type at the end of the file name. For example:
  • Lastname.Firstname.YYYY_presentation
  • Lastname.Firstname.YYYY_poster

Choose a File Access Option:

You may choose Public, Restricted, or Embargo access levels. For more information about access options, please see:

• Does the Work Need to Be Embargoed?

Choose Embargo Release Date:

If you decide to embargo your work, you will need to choose a date in the future to make it publicly available. After selecting your date, press the "Confirm" button.