Frequently Asked Questions



What is The Athenaeum?

The Athenaeum is a digital repository supporting the research and teaching mission of the University of the Incarnate Word (“UIW”). It is intended to serve as a platform for preserving the research, scholarship and creative works of members of the UIW community and for promoting that work to the general public. The Athenaeum is maintained by the UIW Libraries as a service to the community of scholars worldwide.

The Athenaeum will be developed in several phases. In the first phase of the development of the repository, UIW Libraries is publishing UIW student theses, doctoral projects and dissertations, where written permission has been given to publish in the repository. As content in The Athenaeum builds, others will be designated as the repository coordinators for departments, offices or organizations. If you have other questions about The Athenaeum, please contact us at

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Who may contribute works to The Athenaeum?

  • Phase One - Electronic Theses, Dissertations and Doctoral Projects:

    UIW graduate and doctoral students may submit their approved theses, dissertations and projects to The Athenaeum for a final review by the Office of Research and Graduate Studies. When final format is approved, the documents will be published in The Athenaeum.

  • Phase Two - Journal Publications and Departmental Repositories:

    The second phase of repository development will allow UIW faculty, staff, students (or their designated agents) to submit work they have authored, co-authored or created. UIW departments, organizations and other administrative units of the university will also be able to submit qualifying content. In addition, UIW Alumni and others closely affiliated with the university will be able to request permission from the UIW Libraries to submit materials.

    Content will be submitted to designated repository coordinators for the publication or department for review and approval.

    • The UIW Libraries reserve the right to determine which individuals or entities are eligible to contribute works to The Athenaeum.

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What works may be contributed to The Athenaeum?

Content in The Athenaeum is restricted to works that fall within the broad scope of research, scholarship and creative work conducted at UIW.

  • working papers and technical reports
  • published scholarly research articles
  • completed manuscripts
  • art, multimedia, and audio-visual materials
  • conference papers and proceedings
  • theses and dissertations
  • undergraduate honors theses
  • journals published on campus
  • data sets
    • The UIW Libraries reserve the right to determine what works fall within the scope of qualifying content for the repository based on The Athenaeum Policies Statement.

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How may I contribute my works to The Athenaeum?

  • Currently enrolled UIW graduate and doctoral students who wish to submit works to The Athenaeum must create an account (My Account). Once the account is established, it will be possible for work to be uploaded into the repository for review by designated repository coordinator.

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What responsibilities do contributors have with regard to works they contribute?

  • Contributors must submit the full text of their work, although the entire work may not be visible during a publisher embargo period.
  • Individuals submitting materials to the repository must have a legal right to submit the material. Any intellectual property rights violations are entirely the responsibility of the contributor. The sole remedy for proven violations will be removal of the item from The Athenaeum.
  • Submissions must not contain any confidential information, proprietary information of others or export controlled information.
    • The UIW Libraries check submissions for contributor eligibility, relevance to the scope of The Athenaeum, valid layout and format only. The validity and authenticity of the content of submissions is the sole responsibility of the contributor.

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Why should I contribute works to The Athenaeum?

Adding scholarly publications and creative works to The Athenaeum alongside those of your peers increases your work’s visibility and discoverability by researchers and the public. Additionally, unlike many internet sites that feature scholarly and other works, The Athenaeum is maintained by the University of the Incarnate Word, ensuring ongoing access and long term preservation of contributions in a stable digital repository.

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What rights do I grant the university when I deposit my work?

You are only granting the right to upload your work to the repository.

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Will I lose my copyright by depositing my work?

No. You will retain your copyright to your work.

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What rights do I retain to the materials uploaded to the repository?

You will retain all rights to your work such as rights to future publishing.

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What rights and permissions are necessary to deposit material?

You are responsible for securing permissions from your publisher and, in the case of co-authors, permissions from those parties, as well. If your work involves a study of a named organization, you should obtain permission from that organization to deposit the work.

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Where can I learn more about retaining copyright to my work?

We suggest that you go to UT’s Copyright Crash Course for more information on copyright.

Additionally, we recommend that you register your work with Creative Commons before submitting it to the repository in order to have the required documentation to make a claim against violators in a court of law.

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Which versions of my published research are eligible for inclusion in the repository?

In the future, for materials published in books and journals, we will accept the post-print or author’s version that has been accepted and has passed through the peer-review process, but has not yet been formatted for publishing. There is sometimes a publisher embargo placed upon this version. We will not accept a pre-print version. We will also accept the final, published version.

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What is a publisher’s embargo?

Some publication agreements allow for open access deposit only after a certain date. Material can be submitted to the Repository before this date. The repository platform is designed to prevent download of the article until the embargo date has passed. The material and a citation will be in the repository but the full-text will not be accessible until the specified date.

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My work has been published in a journal, but I don’t know if I still own the copyright. What can I do?

You will need to ask your publisher.

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May I contribute something if I have signed away my copyright?

You may if you obtain permission from the current copyright holder.

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