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The PolyU Institutional Research Archive (PIRA)

This guide introduces key features of the PolyU Institutional Research Archive.

How to Deposit Your Work in PIRA

Here are 3 channels to deposit your works in PIRA:

  1. Email your works to PIRA staff at
  2. Direct online submission to PIRA
  3. Contact your Faculty Librarian

Types of Works Accepted

Scholarly works of following categories in Research Output System (ROS) are included in PIRA:

  • Scholarly books, monographs and chapters
  • Journal publications
  • Conference papers
  • Creative and literary works

Metadata will be made public; full-text will be openly accessible in accordance with publishers' self-archiving policies.

How to Deposit Non-Traditional Research Outputs

PIRA welcomes requests to add non-traditional research output to showcase your research.

Here are the steps for your submission:

  1. Complete the Deposit Agreement Form.
  2. Save the Deposit Agreement Form together with the files to be uploaded to PIRA.
  3. Email all the files to PIRA staff or Upload to OneDrive and share with

For more details, please see FAQ.

Publisher Copyright Policies

Looking for publisher copyright policies on self-archiving?

Use SHERPA RoMEO to find a summary of permissions that are normally given as part of each publisher's copyright transfer agreement.


RGC's New Policy on Greater Access Permission Request to Publishers
(Suggested Template)

3 Tips When Sharing Your Works Online

There are many places where you can share your works, either through an institutional repository like PIRA, or a scholarly social media platform such as ResearchGate. Here are a few tips for you before you share your works online. 

1. Choose the right version of manuscript to share

Publishers usually make distinctions between three primary versions of a manuscript: the Pre-Print, the Post-Print and the Published version. Pre-Print is the original manuscript the authors submitted to the journal. Post-Print, or "final accepted manuscript", is the version that has gone through the peer review, accepted by the journal, but not yet copy-edited. Published version is the final formatted version that can be seen on publisher's site.

Different publishers may adopt different copyright and self-archiving policies. Many publishers allow authors to archive the Post-Print in an institutional repository, but may subject to an embargo period. Most publishers DO NOT allow sharing the published version online (except for those published in OA journals). As an author, you will benefit from sharing the appropriate version of your work. You do not need to worry about the citations – they are always attributed to the published version of your work.

2. Upload full-text in PIRA, instead of a commercial site

PIRA (PolyU Institutional Research Archive) is the institutional repository of PolyU. Upload your works into PIRA makes your research works permanently archived. Your publications will also become more visible and discoverable through Google and Google Scholar since everyone can view your work without subscription paywall.

PIRA accepts the deposit of Post-Print (or final accepted manuscript). To upload your works in PIRA, you can simply send your final accepted manuscripts to the Library by emailing The PIRA team will help you check and ensure that the appropriate version of the work is made available online at the right time in accordance to the publishers’ policy for self-archiving. 

3. Send manuscript as soon as it is accepted before you forget!

If you wish to share your works in PIRA, make sure to send over the manuscript as soon as the paper gets accepted. This is because many people will not be able to locate this version after the final published version is online.

Why Deposit Works in PIRA

For Researchers


For Departments

For the University

  • Showcase - A complete catalogue of your research and teaching activities in PolyU
  • Visibility - Discoverable by Google, Google Scholar, etc. thus increase the visibility of your works
  • Preservation - Works in PIRA are permanently archived for you
  • Networking - Let potential research collaborators locate you from PIRA profiles
  • Usage - Obtain number of views, cites and downloads for your works in PIRA
  • Impact - As an open access repository, showcasing your research works in PIRA can increase your chances of being discovered and then cited
  • A one-stop source to collect and showcase the department's researchers and research outputs
  • Department's research outputs and statistics can be obtained efficiently
  • Exposes and disseminates the University's research to the rest of the world
  • Maximizes the visibility and impact of PolyU's research
  • Showcases the University to industry, potential collaborators, prospective staff and students and other stakeholders
  • Encourages and facilitates interdisciplinary research