LibraOpen Deposit Checklist

Before Creating a New LibraOpen Work

1. Review Copyright Essentials for Scholarly Work

A clear understanding of your rights as an author will be important as you ready your scholarship for deposit in LibraOpen, both in understanding how and when you can use copyrighted third-party content in your own work, and in understanding your rights and opportunities to share your work as the author or copyright owner.

2. Check which version you can deposit

If your article has been previously published, or will be published in a non-Open journal, check the journal’s policy on which version of your work you can deposit into LibraOpen. The web site SHERPA/RoMEO allows you to search via journal name to see journals’ self-deposit (self-archiving) policies. If you have any questions, please e-mail

3. Know your open license options

  • Creative Commons licenses are a key tool of the Open Access movement, which works to expand free online access to scholarship. The Authors Alliance also has a helpful FAQ about open access for authors.
  • LibraOpen lets you choose an open license when you post your work, and will prominently display the license you choose as part of the record for your work.  This license helps readers find your work, and makes it more likely that it will be read and re-used. You should also include the license information among the front pages of the version you deposit.
  • Creative Commons licenses allow copyright holders to grant blanket permission to the public to make free use of their works, so long as the use meets certain conditions (such as attribution, or refraining from commercial exploitation). Learn about CC license options at the Creative Commons website.
  • Creative Commons licenses are irrevocable—once you publish the work to the web with a CC license attached, you are bound by those terms and anyone who complies with them is free to use your work accordingly. So, think carefully about how you want to make your work available for reuse before you choose an open license.
  • LibraOpen also lets you choose a traditional “All rights reserved” license.

4. Prepare an abstract and keywords

  • An abstract is required for submission to Libra. If your work does not already have an abstract, use a word processing or text editing program to create and save at least a paragraph describing your scholarship to potential readers. Copy and paste your abstract into the submission form.

  • Keywords are optional but recommended. Select at least 2 to 3 keywords that best describe the content of your work. Keywords can be taken from the abstract and/or title. Individual words and/or phrases may be used. Use keywords that will be easily recognized by others in your discipline.

Deposit Your Work to Libra

5. Describe your Work

  • Log in to Libra with your UVA NetBadge credentials. Any employee or student of the University who produces scholarly works may deposit items in LibraOpen.
  • Click “Create Work” to enter description information. Required fields are indicated.
  • Click the +More button to add additional authors, keywords, etc, in the order you would like them listed.

6. Add your Files

  • Click the “Files” tab to add all of your files for this work.

    • Text content in PDF format (PDF/a) is preferred.
    • Recommended file types for other files are: CSV, GIF, HTM, HTML, JPEG, JPG, MOV, MP3, MP4, PDF, PNG, TIF, TIFF, TXT, XML.
    • Video content in MP4 format (with H.264 codec, AAC audio, and in .mp4 container) is preferred.
    • Consider uploading large supplemental files or data sets to LibraData and linking them to your LibraOpen work via the “Related url” field in the “Descriptions” tab.
    • Contact Libra staff if you have questions about file formats or need assistance with video or data file deposits.
  • Click “Save” at any point to save what you have added and return to LibraOpen later to “Edit” and complete your deposit.

7. Preview and edit your work 

  • Review the information you have entered, click “Edit” to make further changes.
  • Click “Public Preview” to view your submission as others will see it when it is publicly visible.

8. Set the visibility of your work 

  • Select either Visible Worldwide or Restricted to UVA Only

    • Your work, including files, will be immediately accessible and discoverable worldwide if you set the visibility as Visible Worldwide.
    • The description (abstract and title) of your work will be immediately accessible and discoverable worldwide if you set the visibility as Restricted to UVA Only. Files will be immediately accessible and discoverable to UVA network users.
    • Please, read the deposit license for the visibility you select.
  • Check the box to agree to the Libra Deposit License for Open Content or contact Libra staff if you do not agree.

  • Click “Save” to open your work (either Visible Worldwide or UVA Only).

  • You will receive an email confirming opening of your work.

9. Create or Connect Your ORCID iD

  • An ORCID iD is a unique researcher identifier, used worldwide, that you can keep throughout your life and retain even if you move institutions. It distinguishes you from other researchers, even if they have the same name, and enables authoritative links to be created between you and your research activities.
  • Create or link your ORCID iD in Libra Open by clicking the “Create or Connect Your ORCID ID” button on your dashboard (main) page in Libra Open. You may remove the Libra Open link to ORCID at any time by editing your Libra Profile from your dashboard.
  • Find out more about ORCID at UVA.

After Your Work is Open

10.  Check after you have made your work open

  • Note the persistent link (DOI) for your scholarship. Add it to your CV, and share it if you chose to make it immediately open. Always provide this exact link when sharing your work with colleagues, collaborators, and on social media.
  • 24 hours after deposit, you may check that your scholarship was successfully added to the Library’s collection by searching for your work in Virgo, the UVA online library catalog.

Congratulations on opening your scholarship!