http://irep.iium.edu.my
No Contents Page no.
1 Introduction 1
2 IIUM Repository main page 2
3 Step by step summary 3
4 Create account 4
5 User menu and login 5
6 How to create IRep record 6
7 Select item type 7
8 Upload file 8
9 Enter details 9-11
10 Enter subject 12
11 Deposit item 13
12 View/Edit/Update your deposited item 14
13 Learn your item status 15
14 Edit your ‘under review’ deposited item 16
TABLE OF CONTENTS
INTRODUCTION
● IRep is a digital repository of documents and scholarly output of IIUM staff encompassing
various subjects and disciplines. The documents include journal articles, chapter/ section of a book, book and conference papers
Accessible at http://irep.iium.edu.my
● IRep has features which support full text, searchable via the Internet and provide editing tools such as cut, paste and delete function
● With IRep academicians can share and promote their publication both either in pre-print or post-print hence maximizing research access and impact and subsequently contribute to the university research agenda
● IRep will be linked to CV online and used as a tool for promotion exercise
● From 2010 publication onwards, all publications need to be deposited into IRep. Deposit activity is very simple, having complete details and softcopy of publication in hand (PDF format), it should take less than 10 minutes for first time depositor.
● All deposited items will be reviewed by librarians before releasing them in IRep. Hence the
Library require soft copy of the publication in order to do the verification. This can be submitted
during depositing process via IRep
IIUM REPOSITORY MAIN PAGE
STEP BY STEP SUMMARY
How to Register ( registration need to be done once only)
Create Account Activate through email Login
How to deposit publication
Login New item Type Upload Details Subject Deposit
Login Click at New Item Click at New Item Select type of publication
Upload file Enter publication
details Enter subject
Deposit item
http://irep.iium.edu.my
CREATE ACCOUNT HOW TO REGISTER
1
Steps Your Action/Explanation
1 Click at ‘Create Account”
2 Fill up your details then click at “Register”
NOTE
email : use IIUM email only Username: similar to email Password: alphanumeric:
eg : rahimah4917
Activation via email is required to allow successful registration
Activation will expire in 1 week
Sample
USER MENU & LOGIN
Steps Your action/explanation
1 If you cannot see the menu, click at
2 Click ‘login’
3 Sign in using your IRep Username and Password
1
2
3
HOW TO SELF-DEPOSIT
HOW TO CREATE IREP RECORD
Steps Your action/Explanation 4 Click at Manage Deposit
5 Click at New Item
4
5
HOW TO SELF-DEPOSIT
SELECT ITEM TYPE
Steps Your action/Explanation
6 Select relevant item type
6
HOW TO SELF-DEPOSIT
UPLOAD FILE
Steps Your action/Explanation7 a) Upload file by clicking ‘Choose file’, select file, click “Open” –file will automatically upload into IRep. (only file in PDF format is acceptable)
b) Kindly ensure the file upload is the relevant evidence with the IRep record
8 Click at Show Options
9 Fill up relevant details (icon indicates compulsory field)
Type- PDF Visible to –
• Anyone – anyone can view uploaded file without needing to login
• Registered users- only registered users can view the uploaded file (require login)
• Repository staff – only editors and depositors can view the uploaded file (require login)
10 Click at “Up-date Metadata”
8 9
HOW TO SELF-DEPOSIT
7
ENTER DETAILS
Steps Your Action/Explanation
12 Enter details of the uploaded file Note :IRep will check duplicates if title already entered in the system
13 Choose article type
14 Creator/Author entry name –surname first, then forename.
Enter IIUM email to indicate authors from IIUM and this column will also link to respective authors CV.
e.g.
Bakhram A. Umarov (Family name) Umarov (Given name) Bakhram A.
Mohamed Ridza Wahiddin (Family name) Wahiddin (Given name) Mohamed Ridza
15 Click at “More input rows” to add more rows into the column if the rows are insufficient
12
13
15
HOW TO SELF-DEPOSIT
14
Steps Your action/Explanation
16 Author sequence is according to evidence Refer to IIUM Staff Directory for full name of Creator/Author Enter the author’s full name, not the initial name
17 Select Kulliyyah then select Department
16
17
Steps Your Action/explanation
18 Select referred or not Please indicate whether this is a referred publication
19 Publication level
20 Status Please state here whether your deposit has been
published, is currently in the process of being published (in press), or has not been previously published
21 Journal or Publication title (Refer to evidence) The title of a journal, publication or magazine.
Example: The Information Management Journal Example: Majallat al-fikr al mu’asir
22 Date of publication The publication date – for books and journals
23 Identification Number:
DOI of the evidence (if available) 24 Enter email address as contact
information/corresponding email (recommended if document visibility is not open to anyone)
18 19
21 20
22 23
24
ENTER SUBJECT
Steps Your Action/Explanation
25 Select relevant subject by clicking the ‘+’ sign and then click ‘add.’ You can select as many as needed.
Note
You can remove undesired selection by clicking the remove button
25
HOW TO SELF-DEPOSIT
DEPOSIT ITEM
Steps Your Action/explanation
26 To continue later, you can click ‘save for later’
and your item will not be submitted.
27 Click at ’Click here to deposit item’ to deposit 28 Item successfully deposited
Note: Your submission will be reviewed and only appear in the repository once it is approved by the editor
26
28
All compulsory fields (marked by icon ) ) need to be filled up before depositing. Messages will appear such as below if these are not complied .
27
HOW TO SELF-DEPOSIT
VIEW/EDIT/UPDATE YOUR DEPOSITED ITEM
Steps Your Action/Explanation
1 Login to your account 2 Click at ‘Manage Deposit’
Your approved IRep record item status is “live archive”
Click the button on the right column to view item (magnifying glass)
Note: You can only view/edit your own deposited item.
General Note:
If you are navigating to other page and would like to go back to this page click at ‘Manage Deposit’
1
2
LEARN YOUR ITEM STATUS
Click the item status that you want to check
Item status Your Action/Explanation Can I still edit my deposited item?
User Workarea You have not yet deposited your publication, hence the record is still in your workarea. You can continue editing/updating the record.
Yes. Click at ‘edit’ button (pencil icon)
Under Review Your publication has been forwarded to the editor. It will be reviewed and subsequently published in IRep
Yes. Follow instruction in page 16.
Live Archive Your publication is successfully published in IRep. You can view in IRep either using search or browse option to find your publication.
No. For evidence with “in-press”
status or any latest up-dates of the evidence, kindly e-mail to the IRep editors for them to up-date your
15
EDIT YOUR UNDER REVIEW DEPOSITED ITEM
Steps Your Action/Explanation
1 Click ‘login’
2 Click at Manage Deposit
3 Click at view icon button (magnifying glass icon)
2
1
3
4
5
MANAGE YOUR IREP ACCOUNT
Steps Your Action/Explanation
1 Login to your account
2 Click at “Manage deposit”
3 At the bottom of the table click at “Add Colum” and select the relevant column to facilitate you in managing your IREP record such as:
-Title -Item ID -Item type -Item status
-Date (publication date)
4 You can re-arrange the column by clicking on these arrow at the bottom of the table
5 To close the unwanted column click at
1 2
5 4
17
G eneral workflow
StartSta
Depositor create new item/record
Depositor submits item for review Depositor edits
item
Editor verify and edit metadata
Editor approves and item is in live archive
Item printed and bound for hard copy collection
Item kept at Research Support Section
Editor evaluates item Editor returns
incomplete/inaccurate item for editing
Done by academician
Done by
Library
Thank You
http://irep.iium.edu.my
Contact persons:
Madam Nur’aini Abu Bakar (ext. 4811) nuraini@iium.edu.my
Madam Anis Shafinaz Md. Salleh (ext. 4828) anis@iium.edu.my
Sr Faizah Shahbudin (ext. 5419) faizahs@iium.edu.my
Sr. Engku Norulizati Engku Aziz (ext. 3849) nuruliza@iium.edu.my
