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This guide will help you to become more familiar with Penn's institutional repository, ScholarlyCommons, and the various services provided by the ScholarlyCommons team.

Faculty Assisted Submission

If you are a Penn-affiliated faculty member (standing, assistant, or emeritus), we will handle permissions and add your works to ScholarlyCommons for you! Simply send us your CV or list of publications and our team will go through your publications, determine copyright/permissions for every work, contact publishers for permission on your behalf, and post permitted materials to your departmental collection in ScholarlyCommons. Please note that we will review permissions for all of the works in your CV, unless otherwise instructed.

Send us your CV for Faculty Assisted Submission

Please note that Faculty Assisted Submission is currently taking longer than usual due to Covid-19 staffing issues


What happens as part of the Faculty Assisted Submission (FAS) process?

In a nutshell, we're going to import your CV into a spreadsheet, determine who the publisher is for each of your works, and then figure out whether or not those publishers allow us to deposit your work into an institutional repository like ScholarlyCommons. Based on that research, we will then deposit what we can in ScholarlyCommons and/or reach out to you for copies of works for which we need a non-final version. To learn more about the different versions of a scholarly paper, check out our FAQs.  

Infographic explaining the basic steps behind ScholarlyCommons' Faculty Assisted Submission service.

How long will the permissions process take?

Once your CV out of the queue (which will take approximately 2-6 weeks depending on our current workload), the permissions review process will take anywhere from 4-8 weeks depending on the size of your CV and the number of permissions requests we need to send to publishers. It may also take longer if we need to contact publishers for permission on your behalf. You can follow along by tracking a Google spreadsheet that we will provide at the beginning of the review process.

Will you deposit all of my works?

While that is our goal, we are limited by publisher policies. Some publishers allow us to deposit the final published version, but others will only allow us to deposit a pre-final version, such as a preprint or postprint. Book publishers are less willing than journal publishers to have works deposited in repositories. Generally speaking, we should be able to automatically upload approximately 25% of your CV, but if we have access to your preprints/posprints, we can deposit upwards of 85% of your CV. The more preprints/postprints that you are able to provide, the more works we will likely be able to deposit to the repository. For that reason, we encourage all authors to retain their preprints and postprints when they publish! (See "What can I do now?" below for more information.)

What can I do now?

It is very likely that we will need preprints/postprints for a number of your papers, as a significant number of publishers will only allow authors to upload non-final versions of their work to public institutional repositories. To help expedite the permissions process, please consider compiling your preprints/postprints and sharing them with us in advance of our permissions review (we will provide you with a Penn Box folder). You can also share any Copyright Transfer Agreements (CTAs) that you might have from your journal or book publishers. 

What are the benefits of having my works in ScholarlyCommons?

The benefits of making your works available through ScholarlyCommons include:

  • Increased visibility: All materials in ScholarlyCommons are fully indexed in search engines like Google and Google Scholar and are additionally available through the Digital Commons Network (a discipline-specific repository search engine). This means that your materials are more easily discoverable online and appear higher in search results. ScholarlyCommons currently receives around 2.5 million downloads per year (and counting).
  • Statistics reports: Individual authors will receive access to an Author Dashboard, a personalized reporting tool where you can view real-time download information for every work you publish as well as global insights into the sources of your readership. You'll also receive a monthly readership report delivered directly to your inbox.
  • Permanent URLs: The Penn Libraries takes stewardship over all materials in ScholarlyCommons and is committed to ensuring their longevity as best it can. ScholarlyCommons provides permanent URLs for each work in the repository, which means you can link to your works on your departmental website, CV, personal website, and academic social media sites without having to worry about dead links or 404s. 
  • Penn branding:  Each item in the repository is stamped with a customized cover page containing recommended citations and other information that ensures authors get credit for their work.

How else can I use the results of FAS?

In addition to having your works posted to ScholarlyCommons, you may use the results from this permissions process to populate your profile on social media sites like, ResearchGate, Twitter, Facebook, and other online platforms, as well as your departmental website. We strongly recommend linking to your works on ScholarlyCommons, as opposed to uploading duplicate copies (ScholarlyCommons URLs are permanent and will never change). As a result of having your works deposited in ScholarlyCommons, you will also receive access to an author dashboard which will provide analytics information for all of your works, as well as a monthly download report delivered directly to your inbox. By driving traffic to a single source, you can keep better tabs on your readership. ScholarlyCommons also offers its own researcher profile service called SelectedWorks. Researchers who have participated in the FAS process can use the results to import their works from ScholarlyCommons into their SelectedWorks page. To get started in SelectedWorks, visit and login using your ScholarlyCommons account.

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Submit to ScholarlyCommons

Make your works discoverable through ScholarlyCommons, Penn's openly accessible institutional repository. Take advantage of Faculty Assisted Submission by sending us your CV or list of publications (faculty only), submit materials yourself, or set up a consultation to discuss your digital project. 

Please note that Faculty Assisted Submissions are currently on hold due to pandemic staffing issues. 

Image courtesy Niklas Wikström via CC BY-NC 2.0 license.

Please note that staff will be on special winter break from December 24, 2020 - January 5, 2021