Winchester Research Repository Help

Help features

In addition to online/linked provision of this document, throughout the Repository a Help function will always be present. This links to a page containing the relevant content from both this document or JISC external links (and some elements based on this document content) to help users access all the relevant features of the Repository.

Frequently asked questions

In order to help you find what you are looking for, we have amalgamated some of the common questions in this section.

If you have any other questions or you have not found what you are looking for in the Help or other guidance sections of the Repository, please email the Repository admin team at:

How do I request an account to be able to submit records to the Repository?

Firstly, you will have to be a University of Winchester researcher or a member of staff who has been approved by the Director of RKE to be able to submit items for publication.

If you meet this criteria, or feel you have a legitimate reason to submit work, then please mail the Repository admin team at: with your reason for requiring the ability to submit items for publication and these will be passed to the Director of RKE. Please ensure you include the following information:

  • Your name
  • Your organisation (where applicable)
  • Your email address
  • Your geographical address (in brief, e.g. town and country, or in full)
  • A contact telephone number (landline or mobile, including country code if outside of the UK)

How do I request more information or complain about/report issues regarding an entry in the Repository?

Please contact the Repository admin team on:, including a summary of the additional information you require or the nature of your complaint or issue. The summary should include the following information:

  • Your name
  • Your organisation (where applicable)
  • Your email address
  • Your geographical address (in brief, e.g. town and country, or in full)
  • A contact telephone number (landline or mobile, including country code if outside of the UK)
  • An outline of your complaint or issue with the entry
  • The title of the item/publication in Winchester Research Repository
  • The item URL stated on Winchester Research Repository

Please see the Notice and Take Down policy in the policy section of the Repository for more information on the process we use to handle your complaint or issue.

How do I contact the creator or people involved in an item/piece of work on the Repository?

Please contact the Repository admin team on: and they will pass your contact details to the originator who will contact you in due course.

The other sections within the Help pages should support you in using and navigating the Repository. However, please use the email address provided to contact us should you have any further queries.

Your workspace

When you begin to deposit an item you can select to wait until later before completing the deposit, and you can start on another deposit if you wish, returning to the original when you are ready. Any items that you are in the process of depositing will be displayed in your workspace.

If your workspace is empty, which will be the case when you first visit the page, an option will be displayed to make a 'New Deposit'. This button will add an empty record to your workspace and allow you to start editing it.

If there are items already entered in your workspace, you will see a list of the entries with some option buttons. The title of each item you are uploading will be shown in a list. If it has not been given a title the ID (sequential unique record reference) will be displayed.

The option buttons are described below.


This will allow you to view your item as it appears/will appear in the Repository once published.


If you select an item (that has been created by you and is in your workspace) and click Delete, that item will be removed from your workspace and discarded completely since it has not been submitted or its status has changed, which means only you can see it. Where you have not submitted or published an item it does not have to go through the removal process for published documents. You will be asked for confirmation first, before deletion, so the process can be stopped if you accidentally click on it.


If you select one of the records in your workspace and click on Edit, you will be able to carry on entering details.


If you have completed the upload of the item and any associated information, you can select the record itself and select this button to deposit it into the Repository. Note that if you have problems with the upload (for instance, if a document attachment or file upload has not worked and any associated bibliographic information is invalid, e.g. the ISBN), the system will advise what is wrong and you will be unable to deposit the paper until you have resolved the issue. (The depositing process is described in a separate section).


When searching for documents, the University of Winchester recommends that browsing is a good way to access the stored documents if you do not have a specific idea of what you are looking for within the Repository.

There are several ways in which you can browse the Repository: by subject, by year, by University of Winchester author, and by Faculty and/or University department.

  • To browse the Repository either select Browse from the front page or from the navigation bar.
  • Then choose which property you wish to browse by, for example by subject.
  • Once you have entered your browsing option, you will be presented with a list of possible categories to search by (e.g. Sport & Exercise).
  • Select one of the options and you will be given a list of relevant research outputs that contain your chosen option.
  • To access a paper, simply click on its detail/reference in the displayed list,
  • Within the record data, as part of the abstract, you should be able to see which subjects are pertinent to the document you are currently viewing. Clicking on one of those subjects will take you back to the relevant browse, showing the list of items by subject view. Alternatively, you can click the back browser button.


The Repository provides you with two levels of searching: Quick and Advanced. They utilise the same basic functionality but the Advanced form of search lets you perform a more comprehensive, targeted search using more data fields.

Access the Quick Search using the Search link on the front page or using the search bar on the top right of the screen. The Quick Search feature allows you to locate an item where you know a key identifying field/data item (e.g. author’s name) to bring back a broad set of matching results. Having entered a Quick Search, you are not prevented from performing an Advanced Search to fine-tune your search results should a large number of items be returned.

To perform an advanced search, click the Advanced Search link to the right of the Quick Search page.

Text search fields

These are used to search fields like abstract or author. They are fields where there is a text entry area provided for your criteria with a dropdown list/popup menu adjacent to it. When you are ready, type your search terms into the relevant box.

You can decide how the system will use your search terms by selecting one of the options from the dropdown/popup menu just to the left of the input box.

Match all, in any order

This selection means that the system will search for records in which any of the title, abstract or keywords fields contain, for example, both the words 'cycling' and 'physiology'.

Match any

In this instance, the system will search for any record with either the term 'cycling' or 'physiology' in any of the title, abstract or keywords fields.

Lists of values

You can select one or more values from a list of values for the system to search for. If no value in the list is selected, the system will ignore this field (in effect, it will retrieve records with any value of this field).

In cases where each individual record may have more than one value attached to the list, you can also change search behaviour by selecting 'Any of these' or 'All of these' from the popup menu.

Any of these

If this is selected, any record that has any of the values you select will be retrieved.

All of these

If you select this option, a record must have all the values you choose associated with it to be retrieved.


When you're searching a year field, you can specify a single year or range of years that you're interested in.


Retrieves only records where the year is 2015


Retrieves records with years between 2005 and 2010 inclusive


Retrieves records with years of 2009 or later


Retrieves records with years up to and including 2014

Data policy for reuse of research materials held in Winchester Research Repository

The following list is provided to indicate how data and material held in the Repository can be used.

Commercial re-use of full-text and full-data items may be permitted where it is clearly stated in the record. If you are unsure then contact the Repository to obtain clarification at:

Access to some items may be restricted for any reason or under temporary embargo. Embargo in this instance is taken to mean restricted until, for example, a magazine publishing date, or after a seminar has been held.

Where applicable anyone may access full items free of charge. Reasons an item may not be accessed free of charge include, for example, the item is a published book. In these cases the record will often have a link to purchase it.

Copies of full items generally can be: reproduced, displayed or performed, given to third parties, and stored in a database in any format or medium. Where they are restricted in any way, comment to that effect will be within the metadata for the record.

Items can be used for personal research or study, educational or not-for-profit purposes without prior permission or charge, provided that the user indicates:

  1. The authors, title and full bibliographic details
  2. A link to the item record (metadata)
  3. Any copyright or rights statement attached to the item

Full items must not be harvested by robots except transiently for full-text indexing or citation analysis. In general this will be restricted and you should contact the Repository administrator to discuss your reasons for using this method or approach and it will be decided on a case-by-case basis whether to proceed.

Full items must not be sold commercially in any format or medium without formal permission of the copyright holders. It should be noted that if this occurs, or if the University is made aware of it occurring, we will provide information to the originator that such an event has occurred.

Many of the full items are individually tagged with different rights permissions and conditions so it is pertinent that you check before taking any action.

It is important to note that the Repository is not the publisher, it is merely the online archive providing access to the items and links to where they are published as a matter of course.

When quoting any reference that is used, mention of the Winchester Research Repository is very much appreciated but not mandatory. This will assist other researchers in finding additional data sources as well as broadening our audience to assist in showcasing the academic outputs of University of Winchester researchers.

Open Access Policy

The University of Winchester recognises that Open Access to both research papers and research data allows greater visibility of research and can stimulate new research opportunities and collaborations. Making research papers and data Open Access has been shown to increase the number of citations and the re-use of data can lead to new research opportunities and means that data does not have to be recreated unnecessarily. New research can build on existing research to further discovery.

The University is committed to disseminating its research and scholarship as widely as possible. In keeping with that commitment, it supports the principle that the results of research that have been publicly funded should be freely accessible in the public domain and therefore it supports its staff in making research available through Open Access.

Researchers should always comply with funder policy on Open Access publishing.

The University affirms that academics should not be deterred from publishing in the journal of their choice.

The University recommends Green Open Access (self-archiving) as the most cost-effective, sustainable way to achieve greater public access to research outputs and supports Green Open Access through the development of its institutional repository, or through subject-based repositories and other open websites.

The University will support Gold Open Access, whereby the author is usually required to pay an Article Processing Charge to publish in an Open Access journal, through provision of an Open Access Publication Fund.

All researchers should deposit the research papers they produce whilst employed at the University on Open Access in the Winchester Research Repository, as soon as publisher restrictions will allow. Embargo periods of 6–24 months are standard depending on funder requirements. To protect the interests of learned societies and smaller, non-profit publishers, the University supports an embargo period of up to 3 years. The University has mandated the green route to Open Access (via the institutional Repository) as its standard route for sharing research freely and openly.

The University supports the use of the widest form of licensing so that the article may be read and re-used. A Creative Commons Attribution License (CC-BY) is currently required by the Research Councils UK policy; this allows articles to be read and re-used for both non-commercial and commercial purposes.

Licence policy

In cases where the publisher allows self-archiving but does not specify licence type, and this information cannot be found after reasonable enquiry, we will apply a CC BY NC ND 4.0 licence.

Notice and Takedown policy

Every effort has been made to ensure that content in the Winchester Research Repository does not infringe any applicable UK laws or the rights of any person. Should you discover content that you believe to be illegal, you may contact the repository staff who will take down the item whilst they review the complaint.

Please contact the repository staff via email ( with the message header Takedown) providing the following information:

  • Your contact details
  • Full details of the item which you believe to be illegal
  • The nature of your complaint
  • An assertation that your complaint is made in good faith and is accurate.

On receipt of your complaint, repository staff will:

  • Acknowledge receipt of the complaint by email
  • For all but spurious complaints, cease access to the item that is subject to complaint (i.e. the file will be removed from public access, leaving behind the bibliographic information describing the record)
  • Investigate the validity of the complaint

All attempts will be made to resolve the issue swiftly and amicably to the satisfaction of both the complainant and the contributor .