Submit resource - instructions for contributors

Important note: Always search first to see if we already have the item. If we don't  these instructions describe the process to follow to add new material to APO.

 

Getting started

1. Log in (top right hand side of site)

2. Once on the dashboard go to the Menu bar at the top of the screen, select Contribute, then select Add a resource from the pull-down menu. This will open the Add resources page.

3. On the Add resources page go to Step 2 and click the SUBMIT RESOURCE FORM link to open the Create Resource form.

 

Read this important information before you go any further:

Hover your mouse over the red question marks throughout the form for helpful popup tips.

Upload and publish policy and research publications, data, audio, video, web listings and other resources to APO using the fields below.

NOTE: Please check that your resource does not already exist on APO before adding it here.

Resources added to APO are moderated - see the Moderation Guidelines for more information. If you require further assistance or have specific queries email admin@apo.org.au.

 

STEP 1: Add resource details *

* The asterisk means that filling in this field is required. However, we recommend you fill in all fields.

 

Title field. Enter the title using sentence case (i.e. lower case except proper nouns) with no spaces before or after the title. Use the title that is on the resource, not the title in a press release or other publicity.

 

Subtitle/Alternative title field. Use the subtitle field only in these circumstances:

a) If a report becomes known by the author’s name, i.e. ‘The Henry Tax Report’ or ‘The Gonski Report’

b) If the title is extremely long and needs to be continued in another field.

 

Creator (Person or Organisation Author) field. A Creator can be a person (such as an author or editor of the research, or the presenter of a program) or an organisation (e.g. Swinburne University, Australian Institute of Health and Welfare).

+ [INSERT SYMBOL] The small cross on the left of the input field can be used to change the order of Creators. Click on it and drag the line to the place you want.

Type the name slowly and names may be automatically suggested. If the name you want is suggested click on it.

If your creator is not in our system already, type the full name without honorifics, i.e. Jane Smith, not Dr Jane Smith into the field. If the author has a middle initial please use a full stop, i.e. Jane P. Smith

The author will be generated as soon as you move to the next field (and so will mistakes so please be careful!)

Add only one Creator name to a field. To add another Creator name, click Add another item and add the next name. You can repeat this step as many times as needed.

 

Source (Publisher) field. Add the name of the publisher. Type the name slowly and names may be automatically suggested. If the name you want is suggested click on it. If not a message will come up saying “The term '...' is new. Click here and it will be added to the source database."  Please note, you need to click on that message to actually add it.

If there is more than one Source, list each one separately in this same field so that each one appears in its own little box.

NB. The name of the Source of a resource may be the same as the Creator.

 

Date Published field. Add the publication date of the resource in the format 14 Dec 2015. If you don’t know the exact day of publication, default to the last day of the month (e.g. 31 Dec 2015). Note that this field is automatically populated with the date on which you are adding the resource so you need to change it to the correct date that the resource was published.

 

STEP 2: Describe your resource *

Description. Add a brief description (100-500 words) in the box. Your description should include the abstract, executive summary, key findings, or a summary of them. If you prefer, you can switch to a plain text editor.

 

Add a one-sentence summary (approximately 30 words) in the box that appears when you click on (Edit Summary) at the top of the Description box.

 

Subject area. Tick one or more broad subject areas that describe your resource.

 

Topics (main classification system). Input 1-3 terms that describe what the resource is about. Type slowly and a list of options will automatically appear. You can only use these options in the Topics field. Add other terms that do not appear in the list of topics in the next step (the Tags field).

 

Tags (Optional) field. If you can’t find terms you like in the Topics field, add any other subject terms you want that describe the item here. Add as many as you think appropriate, separating the terms with a comma followed by a space.

 

Geographic topic (Coverage) field. Use this field to input the geographic areas that are covered in the resource (e.g. Europe, New South Wales, Hong Kong). Type slowly and a list of options will automatically appear. Add as many as you think appropriate, separating the terms with a comma followed by a space. If the resource is not about a particular place use 'Worldwide'.

 

Resource Type field. Select the resource type that describes your resource by ticking the box. Tip: databases and websites are in Interactive Resources. Clicking on the + sign opens a list of resource types in each category.

 

Format field. Tick one or more formats that describe your resource.

 

STEP 3: Upload (or link) to resource

Check the resource carefully to see if it has any statement about copyright or license type (e.g. a CC license means you can upload the material).

 

Upload documents. Upload the resource if any of these apply:

a) It is an Australian government document

b) It has a CC (Creative Commons) license)

c) You own the copyright.

 

Add a new file field. Click Choose Files then select the file you want to upload. When you have selected a file, click Upload. Note that files must be less than 50 MB and must be one of the allowed file types: txt, doc, docx, pdf, rtf, xls, xlsx, ppt, pptx, htm, html.

 

Link to Resource field. If you can’t upload the full text in the previous step, add a link (the URL) to the resource using this field.

 

Add only one link (URL) to a field. To add another link, click Add another item and add the next link. You can repeat this step as many times as needed.

 

Wayback machine field. If you have added material in the Link to Resource field, please also archive the URL on the Wayback Machine so it is accessible to users in the future. Press the Archive here button and follow the instructions that appear on screen:

1. Paste original url into above box and click "save"

2. Wait for the Wayback Machine to generate an archive url.

3. Copy this url and paste it into the Wayback field back on the form. (The new URL will begin with http://web.archive.org/web/…)

To repeat this step, click Add another item and repeat the process.

 

Copyright field. Add the details of who owns the copyright to the resource, in the form Swinburne University of Technology 2015. Tip: copyright information can often be found in the front few pages of a resource, or at the very end.

 

License type (if applicable) field. If you have located a CC license on your resource, tick the applicable box. Copyright information can often be found in the front few pages of a resource, or at the very end. It may also be specified on the source/publisher website in the copyright section.

 

Does the resource have restricted access? Use the arrows on the right of the box to select the relevant response. Hovering your mouse over the red question mark will display a definition of each choice.

 

Peer reviewed (if applicable) field. IF the resource has been peer reviewed, use the arrows on the right of the box to change the response to Yes.

 

Identifiers field. If the resource has an ISSN, ISBN, DOI, Handle, E-ISSN, or PURL:

a) Select the appropriate choice from the list in the first box, using the arrows on the right of the box to select the relevant response

b) Enter the value into the second box.

c) Repeat this step as many times as needed by clicking Add another item.

Tip: identifiers can often be found in the first few pages of a resource.

 

If you are adding a journal article, click on Volume and issue details for journal articles and enter the details in the Volume, Issue and Pagination boxes.

 

Add an image or embed a video field. If these are relevant for your resource click on the banner and follow the instructions.

 

Carefully review the details you have entered. You can do this by clicking the Preview button. Check that the link(s) you provided work.

 

When you are satisfied that all the information you have added is correct, press Save.

 

An Editor will review your entry then upload it to the web site.

THANK YOU. That’s all. You have added one more valuable entry to the database of policy research.