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Submission Guidelines and FAQs

What type of content can be deposited?

For Students

  • The Student Research & Scholarship repository accepts capstone projects, final projects, and culminating projects. Collections of student work must be sponsored by an instructor or academic department.

For Faculty & Staff (individuals, research teams, staff groups, etc.)

  • Acceptable work includes research and scholarly works, such as open access or pre-print articles, dissertations, books/book chapters, presentation and conference materials (papers, posters, videos, slides, etc), white papers and technical papers. 
  • Creative works may also be submitted, e.g. artwork, photography, videos.
  • The work should be final and complete. Pre-published versions are accepted.
  • Course-related materials are not accepted (e.g. syllabi, class notes, lesson plans).

Who can submit work?

  1. Current Faculty & Staff
  2. Departments
  3. Students completing their capstone/final projects with instructor support

Who can access the repository?

All work in the Institutional Repository will be accessible to the public through the library website. There may be times when a pre-published version of an article is embargoed for a predetermined amount of time.

Formatting guidelines include:
  1. Student capstone projects will follow their assignment formatting requirements.
  2. Remove any confidential and sensitive information, such as student numbers, as submitted work will be visible to the public. This includes removing Personal Identifiable Information, Personal Health Information, and any other sensitive data. If any pieces of personal data are critical to the work, that data must be anonymized.
  3. Faculty and staff submissions can follow any formatting structure, provided it is a finished, professional product.

What information should be submitted along with the resource?

Title, Authors, Dates, Abstract, Course information (for student submissions). Funding source(s) (if applicable, e.g. Tri-agency). 

What are the standard format types?

Only digital files are accepted. Physical items must be digitized before submission. At least one file must be submitted. A link to a website is not accepted because the website contents may change without notice.

  • Text: PDF
  • Images: JPG, PNG
  • Video: MP4

How do I digitize submissions that are not originally in digital format?

Submitters should connect with library staff to determine how best to submit. For example, a final woodworking project may be photographed, and the photographs of the final project can be included in the repository.

Who is responsible for copyright vetting?

The submitter is responsible for vetting copyright. Review the Terms and Conditions and Copyright pages, or contact Copyright Support if you are unsure.

What is the procedure for withdrawing/removing a paper from the repository?

Removal requests can be sent to The request should be made by the author or copyright holder.

What happens when a submitter leaves Conestoga College?

The repository submissions will remain in the institutional repository.

Who manages the repository?

The Conestoga College Library & Learning Services manages the repository. Questions can be directed to

What will happen with my submission in the future?

The Library will keep your submission in the repository for preservation and access. The Library has the right to migrate the work to a different format should the common format change in the future. Currently, the institutional repository is on a library services platform called Alma Digital.