Eight steps

  1. Select a collection from the drop-down list
  2. Initial questions
  3. Describe item
  4. Describe item (page two)
  5. Upload file
  6. Review submission
  7. Creative Commons license
  8. Distribution license

How to Submit Items to The Atrium

There are eight simple steps to submitting items to the Atrium. You must log in to the Atrium to begin the process. Read our Atrium FAQs prior to deposit for information on copyright.

  1. Select a collection from the drop-down list
    The drop-down list will include all collections to which you have the right to submit. If you want to submit to a collection that is not included on this list please contact us.
  2. Initial questions
    • Multiple titles
      This usually applies only if you have a submission with a title that has been translated into additional languages.
    • Published
      If your submission has been published elsewhere then check this box which will result in additional fields being provided to describe the previously published instance.

    Note: The buttons across the top of the form will help you to monitor your progress through the various submission steps.

    Note: The "Save & Exit" button will allow you to save your work at any time and resume at a later date.

  3. Describe item
    The initial description is made up of the following fields:
    • Authors:
      Enter one or more authors. Each time you click the "add" button you will have new fields to fill in for additional authors.
    • Title:
      This field is mandatory. If the item has no title per se, enter a brief descriptive phrase.
    • Date of issue:
      If you indicated "Published" in the initial questions then you should enter the date of publication here. Entering a year is sufficient if you don't know the exact date of publication.
    • Series/Report No:
      If the item is part of a series you can name the series and provide the number of the item in that series.
    • Identifiers:
      If your item has an identifying code or number it can be entered here. For published resources this will include an ISBN or ISSN number.
    • Type:
      Select the option from the drop-down list that best matches your submission.
    • Language:
      Select the relevant language from the drop-down list.
  4. Describe item (page two)
    The remaining description is made up of the following fields:
    • Subject keywords:
      Enter one or more subjects or keywords. Enter terms that will facilitate retreival of your item. Each time you click the "add" button you will have new fields to fill in for additional keywords.
    • Abstract:
      If you have a textual submission that includes an abstract you can cut and paste the abstract here.
    • Sponsors:
      If you received funding that you would like to acknowledge here you can do so.
    • Description:
      If there is any other information that you would like to include about your submission that can be entered in this general section.
  5. Upload file

    See Appendix A for details about file formats and naming.

    It is mandatory to include a file with your submission. Choose the file from your hard drive or device. Enter a brief description. This is primarily valuable if your submission includes multiple files. For example, you might have one file with a description "PDF document" with other files labeled "Raw data file" or "JPEG". You can include as many files as you want within the one submission.

  6. Review submission
    This page give you an opportunity to review everything you have entered so far. You can make any necessary corrections.
  7. Creative Commons license
    This section allows you the option of selecting one of a number of standard licenses from Creative Commons which set the conditions under which your item can be used by others.
  8. Distribution license
    This is a statement confirming that you are not knowingly violating any intellectual property rights and that you are granting non-exclusive rights to the University of Guelph. The submission will not be complete until you provide confirmation. You must select the applicable author licence and click on the ‘I grant the License’ in order to proceed.

Please note that, depending on the rules established for the collection, your submission may not be publicly viewable until it has been cleared by a reviewer.

Appendix A: File formats & File Naming Conventions

It is important that files loaded into the Atrium are saved in preservation-friendly formats and with standardized naming conventions.

File Formats

Whenever possible, files should be saved in a non-proprietary format or in a stable preservation format. Files should be unencrypted and uncompress. Standard acceptable formats include:

File type Preferred format Avoid format
Text PDF, PDF/A, TXT, RTF, XML, ODT DOC, DOCX
Images JPEG2000, TIFF, RAW GIF
Numerical CSV, ASCII XLS
Video MPEG4 AVI, Quicktime
Sound recordings MP3

File Naming Conventions

In order to ensure long term access to files, it is important to avoid unusual characters in the file names.

Avoid using spaces or unusual characters such as: ! - @ # $ % ^ & * ( ) + ? < >

In place of spaces between words use one of the following methods: