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SUNY Open Access Repository (SOAR): Submitting to SOAR

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Does your submission have a DOI?

If so go directly to our easy upload interface.


If your submission does not have a DOI, see below for required information you must have to submit your work.

How to submit your work to SOAR without a DOI

If your paper does not have a DOI

Please use our manual form to submit articles/manuscripts to self-archive them in SOAR if no DOI is present. 

At the time of submission, SUNY Downstate authors will be asked to provide information about themselves and co-authors. Having this information at hand when beginning the submission process will make the process easier.

The following information is collected. Starred fields indicate required content:

  • Author/submitter name (one author name) and email*

  • Title of work*

  • Journal name*

  • Date of article publication*

  • Embargo period required or not? Length of required embargo*

  • Version of manuscript being submitted.* (See below for more info on manuscript versions)

  • Complete list of author names

  • Any document identifiers (e.g. PMID, PMCID)

  • Article subjects/keywords

  • Creative Commons license chosen. See brief description of Creative Commons licensing options.
    (The default license for SOAR submissions, unless otherwise specified, is "CC BY-ND-NC")  

By submitting works to SOAR, Downstate authors will

  • submit deposit agreements confirming it is original work and the SUNY author either owns the copyright or has permission to deposit the materials.
  • Submit a rights permission release granting SUNY a non-exclusive license to provide online open access to the contributor’s scholarly/creative work through the SUNY Open Access Repository

A work may be embargoed and a Creative Commons copyright license chosen. If none is selected, an Attribution-NonCommercial-NoDerivs (CC BY-NC-ND) license will be applied by default; this is the most prohibitive license that does not allow derivatives or commercial use of works.

While you do not need to get permission from co-authors to submit a manuscript, it is best practice to touch base with them so they are aware and reduce duplicative effort.

The final step is to email the work in PDF format.

A confirmation and the permanent URL will be sent to the email provided when the submission is complete.



Which version of a manuscript can I submit?

More than 80% of well-established publishers and journals allow a version of a manuscript to be self-archived on an author's website or a repository. 

There are 3 typical versions of manuscripts:

  • Submitted version (preprint)
  • Accepted version (postprint)
  • Version of record (published version)

The journal and/or publisher agreement dictates which version of the article may be self-archived in an institutional repository and if any embargo is required.

If you do not have this information, you may look it up in Sherpa/Romeo. Sherpa Romeo is a free online service that aggregates and presents publisher and journal open access policies from around the world.

After locating the entry for the journal needed, look for the "pathway" for open access in an institutional repository.  It will indicate which version may be archived (accepted, submitted or version of record) and under what terms a work may be made openly accessible. The accepted manuscript is most commonly the version that may be archived, and it is not unusual for a journal to require that a link to the version of record on the publishers' web site be provided.  

Detailed information is available in a comprehensive SR user guide.

Authors are responsible for knowing their rights under the publishing agreement with the journal.

If you need further assistance with determining acceptable manuscript versions, contact the Library at

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