Swansea University's Open Access Research Repository

About Cronfa: the publicly accessible face of RIS is called Cronfa. Cronfa, which means reservoir in Welsh, will make information available online (e.g. title, author, journal of publication, etc) for each research publication. Where possible, the full text of research publications will be provided, but this is not always possible for copyright or other reasons. 

Repository Use Policy: if you use research from this repository, please remember to cite the author, the publication and wherever possible, provide a link back to the repository record. Copies of full text items may be used or reproduced in any format or medium, without prior permission for personal research or study, educational or non-commercial purposes only. The copyright of any work remains with the original author unless otherwise specified. The full-text must not be sold in any format or medium without the formal permission of the copyright holder. Permission for multiple reproductions should be obtained from the original author.

Set Your Research Free

The benefits of depositing in Cronfa

Staff are strongly encouraged to deposit material in Cronfa, the institution’s open access repository.  

  • Research outputs disseminated via Cronfa are easily searchable, free to the user and are immediately available subject to publisher copyright restrictions
  • Cronfa gives researchers the opportunity to promote their research across a global platform
  • The University benefits from having a shop window of accessible research which helps to draw in potential students, staff, investors or collaborators
  • Each item deposited in the institutional repository has a permanent URL associated with it
  • The content of this repository is indexed in Google Scholar and other online services

Download a guide to depositing in Cronfa.

Quick guide to putting full text in RIS / Cronfa


Depositing your work in Cronfa

  1. Accredited members of the institution are permitted to self-deposit items in Cronfa. PDF upload is now available. Please contact us if you require assistance with other file types, for example, datasets.
  2. By ticking the “publish to Cronfa” button in RIS you are authorising Swansea University to publish the item in the open access repository, Cronfa.
  3. The validity and authenticity of the content is the sole responsibility of the depositor. It is your personal responsibility to ensure that by uploading the full text of your publication you do not infringe copyright. You are required to confirm your acceptance of copyright responsibility in order to deposit.
  4. The preferred date of deposit for published articles is the date of acceptance for publication. Where agreements with publishers do not permit deposit in an institutional repository, a metadata record will be provided. Items must not be made publicly visible until the publisher or funder’s embargo has expired.
  5. You must also ensure that any deposit does not infringe the rights of any other person or organisation or include any defamatory or sensitive information. Care must be taken to ensure that there is no risk of data protection infringement with any data content.

Most academic journals permit self-archiving of published material after an embargo period. In circumstances where this is not the case, copyright permission must be obtained from all relevant copyright holders.

Understanding the type of record and item version is important:

  1. Metadata only version: effectively a bibliographic catalogue record. No full-text is available and the record usually includes a link to the published pay-wall version.  
  2. Pre-print version: normally the author’s pre-review draft, accepted for publication but no peer review will have taken place. Most publishers allow archiving of pre-prints without restriction. 
  3. Author accepted manuscript (post-print) version: normally the final peer-reviewed article that has been accepted for publication but has not been formatted with the publisher’s final layout. Copyright and/or other publication rights are normally transferred to the publisher via a publishing agreement so you should check if you are permitted to archive this version. Self-archiving embargo periods may apply.
  4. Published version (version of record) PDF incorporating the layout and typographical arrangement of the publisher and usually providing a link to the published pay-wall version. You cannot normally upload the publisher-created pdf version to Cronfa for archiving unless you have the publisher’s permission. You can deposit the published version if you have paid an article processing charge fee to the journal for gold open access.

Managing your own copyright

Author agreements with publishers

Authors are strongly encouraged to retain the specific rights to self-archive published works. As the creator of a work, copyright is normally your own property unless you transfer it to another party or it is owned by your employer. However, despite the fact that you are not obliged to transfer your copyright, most academic publishers of traditional subscription journals expect you to do so as a condition of publication. It is accepted that normally you will own the copyright in the first draft and upon acceptance for publication you will be required to assign copyright in subsequent versions to the publisher by signing a copyright transfer agreement.  Public research funders increasingly require grant outputs to be available in an open access repository so it is recommended that you consider the rights that you wish to retain before you sign any agreement. You can negotiate with your publisher to retain all the rights needed for optimal self-archiving.

The SHERPA/RoMEO database provides clear summaries of standard copyright agreements for publishers and links to detailed policies on publisher websites.

Use a Scholar's Addendum
The Swansea University amendment to publication agreement allows you to retain digital usage and access when transferring copyright to the publisher. Download and print the addendum, complete and sign.  Send a copy to your publisher with a request that they sign it and append it to the copyright transfer agreement. You should keep signed copies of any agreement or licence that you make with your publisher.

The CC Scholars copyright addendum offers another sample modified licence to help you achieve a balanced agreement should you choose to do so.  In addition, SPARC also provides advice for the benefit of researchers contributing to scholarly communications. 

To check whether it will be possible to add your journal paper to Cronfa:

  • Please ensure that only the version authorised by the publisher is added to Cronfa. It may be helpful to read the copyright agreement you signed when you published your paper. If you do not have a copy of the agreement, or if the agreement does not address the question of self-archiving, you may find it helpful to check SHERPA RoMEO.
  • The publisher's own web site may give information on self-archiving permissions for authors.
  • Include a full reference and if possible a doi (digital object identifier) which will link to the published article. Adding useful keywords to the RIS record will make your content more discoverable in Cronfa.
  • If you are unsure of the copyright position it will be necessary to seek archiving permission directly from the publisher concerned.

To check whether it will be possible to add your book chapter to Cronfa:

  • If you have retained copyright, you should be able to deposit your own post-print version of the work, although it is worth checking the terms and conditions of your publishing agreement. The most simple approach is to send a standard permission email to your original contact, book publisher permissions department, or customer services.  Include full bibliographic details of the work and include a link to the Swansea University institutional repository. Retain a record of your correspondence.

Using published abstracts: copyright is normally applicable to published abstracts. However, it is permitted for scientific and technical abstracts to be copied under section 60 of the Copyright, Designs and Patents Act 1988. 

Section 60.     Abstracts of scientific or technical articles
(1)Where an article on a scientific or technical subject is published in a periodical accompanied by an abstract indicating the contents of the article, it is not  an infringement of copyright in the abstract, or in the article, to copy the abstract or issue copies of it to the public.
(2)This section does not apply if or to the extent that there is a licensing scheme certified for the purposes of this section under section 143 providing for the grant of licences.

You will need to obtain permission from the publisher to re-use published abstracts for the Arts & Humanities. Alternatively, create your own abstract for the repository.


  • Where no publisher agreement has been signed for an unpublished conference paper you would hold the copyright and may self-archive. Please ensure that you have not included any third party content without permission.  If you intend to publish in a journal, ensure that self-deposit in a repository is not regarded as prior publication with any prospective publisher.
  • Reports written for a third party organisation may have very specific author re-use rights assigned to the project. Where permission is required, contact the commissioning organisation.
  • Swansea University Intellectual Property Policy
v.2 2015

Copyright & Funding Policies

Toolkits for copyright and research funder policies

SHERPA/JULIET  Research Funders’ Open Access Policies

This toolkit shows the publication policies required by research funders as part of their grant awards. Information includes requirements for open access archiving, open access publishing and data archiving. In addition, the general conditions section gives more specific information and links to an authors’ FAQ section and a CC-BY FAQ.

SHERPA/FACT  The Funders & Authors Compliance Tool

SHERPA/FACT is a tool to help researchers check if the journals in which they wish to publish their results comply with their funder's requirements for open access to research. Using this tool you can select your funder, preferred journal title and the publication status to display the applicable policy.

SHERPA RoMEO Publisher Copyright Policies & Self Archiving

You can use Sherpa RoMEO to check the copyright policy of any journal title or ISSN. You may search by publisher name to access summary information of normal publisher copyright transfer agreements. This resource also lists the publishers who allow use of their PDFs in repositories.

Other useful resources

DOAJ Directory of Open Access Journals

Creative Commons

JISC OAPEN-UK - Scholarly monograph publishing in the humanities and social sciences

JISC OAPEN- UK Guide to Creative Commons

JISC CORE COnnecting REpositories - access to millions of scholarly articles aggregated from many Open Access repositories

Notice & Takedown Policy

Takedown Policy

Swansea University reserves the right to remove items at their discretion for any professional, administrative or legal reason.

Copyright infringements are the responsibility of the author.

To request the removal of items from the repository, please contact the repository administrator by e-mailing: library@swansea.ac.uk

Please supply the following information:
•    your name, address and contact details
•    the full bibliographic details of the material
•    the nature of the complaint
•    a statement that you are the rights owner or are authorised to act for the rights owner
If the administrator is notified of a potential breach of copyright, or receives a complaint indicating a violation of publisher's rules or other relevant concern, the item(s) involved will be taken offline pending further investigation.

The administrator will acknowledge receipt of your complaint by email or letter and will make an initial assessment of the validity of the complaint. The material will be removed pending an agreed solution. The administrator will contact the contributor who deposited the material and inform them that the material is subject to a complaint.

The complainant and the contributor will be encouraged to resolve the issue swiftly, amicably and to the satisfaction of both parties, with the following possible outcomes:
•    (i) the material is replaced on the repository website unchanged
•    (ii) the material is replaced on the repository website with changes
•    (iii) the material is permanently removed from the repository website
Swansea University reserves the right to change or otherwise modify this policy at any time.

Help and Support

For technical support with RIS      

Contact: itsupport@swansea.ac.uk

Tel. +44 (0)1792 295060

For all other enquiries relating to Cronfa:  

Contact: iss-research@swansea.ac.uk

Tel. +44 (0)1792 295697