Institutional COllection of KNowledge (ICON)

ORCID Integration:
All researchers are strongly encouraged to link your profile in ICON to an ORCID ID. 

• Once you have an ORCID, click on "Connect to ORCID"
• At the Integration > Connections page, select Connect to ORCID again.

• • Follow the instructions to login to your ORCID account. Please configure the permissible data exchange and click save changes.
  • Push data to my ORCID – Recommended to switch on. This option automatically records what you publish in ICON to your ORCID. This feature will only kick in for items created after the integration has been performed.
  • Pull data from my ORCID to my account – Optional. This option imports all past and on-going works from your ORCID to the publication area of your ICON profile.
  • Create draft records from my ORCID data - Recommended to switch on. After integration, any new entries added to the Works section of your ORCID account will automatically generate a draft metadata record in your My Data area on ICON
• First Name and Last Name: These mandatory fields will be pre-filled based on your SUSS credentials.
• Profile Picture: Upload a photo of yourself.
• Job Title: Enter your current role or academic title.
• Field(s) of Interest: Select relevant fields from the dropdown menu. Multiple entries can be selected.
• Social Media Links: Add links to professional or academic social media profiles such as Facebook, X (Twitter), and LinkedIn, if you wish to share them.
• Biographical Information: Include a summary of your background, research areas, and academic work.
• Publications: You may leave this blank and configure your ORCID account to automatically sync your publication data to your ICON Profile (by turning on the ‘Pull data from my ORCID to my account’ in ORCID configuration.

Upon completion, click the Save changes at the bottom of the page. Then, select View your public profile to preview how your information will be displayed.

Journal articles

To find out whether you can upload and save your published work as Open Access into ICON, you can consult the publisher’s website on their licence and copyright policies and guidelines, or verify the information  using the JISC Open Policy Finder (formerly Sherpa) to ensure that the version uploaded aligns with the publisher’s guidelines. You can also check the publishers website for the information.

Books and book chapters

You can also check with the publishers directly on the version that you can deposit into our repository.

Working papers published by SUSS

You may deposit the final version of the papers into the depository

Postgraduate Dissertations

Final approved versions

Create & upload a new item

1. On My data tab, click on Create a new item

 2. There are 3 options to create a record in the repository. Determine if the files can be uploaded and select the appropriate radio button. 

(i) Select Add files or folders if you wish to upload a file or folders

• Select Browse files or Browse for folders or drag and drop files.
• Each file(s) should not exceed 5GB.
• Please note that uploaded files can also be masked from public viewing using Embargo & restricted access feature.

(ii) Select Link to external files to link to an external site where the full text of the item (work) has been published online.

• Enter the link address.
• Use persistent identifier where possible, e.g. Digital Object Identifier (DOI) provided by the publisher of that item.

Once published, this is what the public will see, with the link:

(iii) Select Set as metadata record to create a metadata record which describes your data but does not require you to upload the associated files.

• Enter the reason [File(s) not publicly available] and preferably the contact details, e.g. For more information, please contact [Name] [Email address].
• If this option is chosen, it is advisable to include a DOI using Manage Identifiers to indicate the publisher’s DOI or create a link to the data via the Related Materials field.

Once published, this is what the public will see with the reason stated.

Item Title*: Provide a descriptive research title so that it is discoverable via search engine e.g. google.

School/Display Group*: Select the appropriate school/display group. For cross disciplinary research, more than one school/display group might be chosen.

Group and Item Type*: Click on the Change Group and select the appropriate content group. Selecting different Content Group will result in different Item Types and their corresponding metadata fields.

Once the content group is chosen, select the appropriate item types. Click on small 'i' icon for a brief description to help you decide on the suitable item type.

Author*: If you are uploading on behalf of someone, remove your name and search for the author(s). If you wish to add a non-SUSS authors, select “Add author details.” Please note: Double-check that the email address is correct. After saving you will not be able to edit the details of this author.[MT1] [HO2] 

Categories*: Select one or more from the drop-down menu based on the vendor’s standard classification scheme *for your subject area. If there is no suitable subject area, we recommend finding the closest option and providing specific keywords in the Keywords section.

*Source: The Australian and New Zealand Standard Research Classification (ANZSRC) Fields of Research

Keywords*: Add as many specific and relevant keywords as you want to make your research discoverable by others. Please hit enter after each keyword. 

Description*: Provide clear, relevant and contextual information on the research, e.g. methodology, research objective, techniques used, etc. Be as descriptive as possible. The description must contain a minimum of four characters.

License*:  Select the appropriate licence from the list. The license will determine how others can reuse your content. Click on small 'i' icon and click on the “View License Deed” link for more description on the licence.

We recommend selecting a Creative Commons or other open licence that supports broad reuse. Please refer to Licence section below to guide you on choosing an appropriate licence. 

If your submission is subjected to a publisher’s copyright policy or you prefer not to apply an open licence, choose In Copyright from the drop-down menu. You can refer to the Copyrighted materials section for more information.

Publication Date / Year awarded (applicable to theses only) *: Enter the date of publication, date of document, date of public distribution or year the degree was award.

Related Materials (Optional): Use this field to link the deposited item to the related information, link to any papers, publications, or other outputs that the item informs, is informed by or is related to. Enter the identifier, select the appropriate identifier type, and choose the Relation Type.  

Funding (Optional): Indicate the funding code.

Please note that the National Research Foundation, Singapore (NRF) requires all publications resulting from its funded research to be publicly accessible no later than 12 months after the official date of publication.

Using embargo & restricted access to set different publishing and access options

The repository allows you to select an embargo duration and the embargo type on the files uploaded so that you can control when and what the files/records can be made publicly available.

You can either set the embargo time duration (e.g. 1 month, 3 months, 2 years, permanent) or enter a fixed date.

The two embargo types are:

• On files only: if this is selected, only the metadata will be visible. File(s) will not be dsplayed.
• On the entire content: both the content files and the metadata will not be visible.

If a Permanent Embargo is selected, only the metadata record will be visible to the public.

If possible, enter the embargo title and indicate the embargo reason such as publisher’s policy and copyrighted content, etc.

As an extension of the embargo, you can also determine who can access the embargoed content. There are two options available:

• Nobody: Nobody will have access to your files or metadata record until the embargo period expires. During the embargo period, only you will be able to view.
• Custom: This option allows you to customise the user groups who can access the content.
  • SUSS community who have logged in; or
  • Selected group(s) of SUSS who have logged in e.g. School of Business.