In this guide you will find:
Sophia is the digital institutional repository for St. Catherine University. Its purpose is to collect, preserve, and provide permanent access to the scholarly, professional, and creative work produced by St. Catherine University faculty, students, and staff. Sophia is administered by the St. Catherine University Library and Archives, in collaboration with academic programs and departments.
Sophia is an open access repository, meaning that deposited material is freely accessible through the Library's discovery tool, LibSearch, and discoverable through any search engine.
Graduate theses, action research projects, and doctoral research projects that have been approved by St. Kate's departments will be made available online through Sophiia.
St. Kate's Librarians are happy to assist you with any aspect of the Sophia submission process, including:
Please save your final research project, submission agreement, and supplemental files as individual PDFs, and name the files as follows:
Year of Work_DepartmentName_Your Last NameFirstInitial_Paper
Year of Work_DepartmentName_Your Last NameFirstInitial_Permission
If you have supplemental files to submit, use the same file-naming conventions but substitute a descriptive word for paper or permission at the end. Supplemental files may include presentations, spreadsheets, audio/video clips or copyright permission documentation. If your supplemental file is saved in a format other than PDF, see the box below.
Note: We recommend that you save or print your submission agreement for your records.
If your project includes media, such as an MP4 file or alternative formats, please contact Sue Gray at firstname.lastname@example.org. She can upload these materials to Sophia for you.
Any work that is produced by the collaborative efforts of two or more students is considered to be the joint work of each student. Each student in a group project must submit their own submission agreement form. Each co-author owns the copyright for the work.
As the author of your work, you are the copyright holder. By depositing your work in Sophia, you are only giving the University the right to access and archive your work in Sophia. You retain all ownership of your work, and the right to use all or part of the work in future works (such as conference presentations, articles, or books).
By signing and submission agreement, you grant to St. Catherine University the nonexclusive right to reproduce and distribute your submission in electronic format via the World Wide Web, as well as the right to migrate or convert your submission, without alteration of the content, to any medium or format for the purpose of preservation and/or continued distribution.
St. Catherine University acknowledges that this is a non-exclusive license; any copyrights in the submission remain with you as the author.
You also agree that St. Catherine University may keep more than one copy of this submission for purposes of security, back-up and preservation.
The Access Conditions section of the submission agreement requires that you select one of two conditions:
Immediate Access - or - Delayed Access
If you select delayed access, you must also choose:
What is an embargo?
An embargo withholds the content of your work from being available for a specified amount of time (one or two years). This means that the citation and abstract for your work is available and discoverable through LibSearch and any search engine, the work itself is not available for viewing or download.
There are no permanent embargoes for work submitted to Sophia.
If I chose to embargo my work, when will it be made available for viewing and download?
The work in its entirety will be made available for worldwide access after the end of the embargo period. While your work is under embargo, a message will appear on your project's information page informing users that the document will be available for download after the embargo expiration date. Embargoes begin on the publication date of the work, and end on the anniversary of the 1 or 2-year embargo period (usually May 1 or December 1).
The decision to delay publication is a personal one, depending on your plans for publication and/or employment.
However, in most situations, publishing in a journal does not prevent you from making your thesis, dissertation or action research project available in an institutional repository like Sophia.
Considerations for choosing not to embargo:
Considerations for choosing an embargo:
What you need to do:
The Library has a guide of resources and information for those who are interesting in publishing their work.
By signing the submission form, you attest that you have reviewed the terms of the submission and agree to its terms. Please type or print your name legibly. Sign and date the form.
By signing the form, the advisor or program director is verifying that they have reviewed the final version of the work to be submitted, and that it is the work approved by the department.
The information submitted on the submission agreement must match the final approved version of your thesis or research project. You will be asked to provide the following:
If you work does not contain an abstract or summary, please create one for your Sophia submission. The abstract will be included in the public record of your research project, and it helps other researchers find your work. We recommend an abstract length of about 250 words.
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