Help and FAQ

What is the Warburg Library Commons?

The Warburg Library Commons is part of the library collections, hosting digital articles, book chapters and other project outputs as deposits, or submissions, to an open access repository. 

If you have written an article, chapter or project related to the Institute’s collections, we encourage you to submit it to us.

What should I do before I deposit my publications?

Check Sherpa Romeo, a service that allows you to search for the copyright agreements relating to the publisher of your work. You also need to check your copyright agreements with the publisher of your work.

Your deposit will often be the author's accepted, or final pre-publication text version, of your publication.

If you need to set an embargo, please email us at OR if you need advice on an embargo, please email us at Warburg.repository [at]

We do not host MA theses on the site. Doctoral theses may be submitted.

Authors must agree, by ticking that they have read and agreed with the deposit agreement, that they are not contravening copyright when they submit to the site.

How can I deposit my publications?

Click on ‘Request your account’ and enter your details. Your details will be processed by library staff and an email allowing you to set up an account will be sent to your inbox. Please see our privacy notice.

When you log in, please ensure that you set a strong password (see advice on this here).

This will create your profile. It is only visible to you. When you enter further information or add your name, it will be visible to others.

To share a publication: go to ‘Share your work’ and choose the closest description of what your work is: a journal article, book chapter or other publication (this can include monographs), or a conference item. Please make sure that you’ve chosen the right description for your work. If none of these fit, please choose book chapter.

Upload your deposit to the first 'Files' tab. You can deposit files using PDF format only. If your files are in a different format, please contact us and we can convert them for you.

You can drag and drop your files to upload them.

In the Descriptions tab, fill out the fields requesting the author, title, and copyright details. All deposits are assumed to be in copyright unless you choose a Creative Commons License.

Choose the visibility level for your deposit:

Public: it will be made public as soon as library staff have approved it. If it is public, it may be regarded as published.

Embargo: you can choose dates for the embargo to begin and end. This is recommended if your publisher or funder requires it, or there is any potential issue with making your publication available at this time, but if you plan to do so in the future. You can nominate a date range for this.

University of London: you have decided to restrict access only to users of University of London's network.

Private: your deposit will only be accessible to you and repository administrators.

Green ticks will appear on the right when each step has been completed. When fully complete, read the deposit agreement and check the box to approve it. Finally, click to deposit the files Click to deposit the files.

Your deposit is then held until library staff have checked it, added metadata and approved it to go live. This will happen during library office hours only.

See the Deposit Agreement and Terms of Use.

Do I need to use a Creative Commons License?

A creative commons license is available for items which are already published under a CC license, or for items to which a CC license can be optionally added. For most items, the author should choose the ‘in copyright’ option, unless they opt to waive their copyright. They are then advised to choose a CC license.

The details of the licenses are available on the Creative Commons site.

What version can I deposit?

This will depend on the policy of the publisher or journal, which can be checked by author or library staff on the Sherpa/Romeo database.

What happens when someone downloads my article?

The article will be prefaced by a coversheet with your rights as author and metadata about the item.

My publication includes images for which the rights have been cleared for publication. Can I use them in my deposit?

If your publication includes images, there may be additional restrictions on uploading them to an open access repository, even if you have licensed the image for publication.

The following options should be considered:

1: Does the rights owner allow the image to be reproduced online?

2: Is the image digitised under Creative Commons or other terms? Can this version can be inserted in place of your version?

3: Does the item exist under a stable URL elsewhere?

4: If your image is of a work in a museum or gallery, is the image copyright waived, licensed or in public domain and freely accessible on the web?

There may be other solutions. Consult us.

How to navigate the site

Language: the site’s main buttons can be translated into the following languages: German, French, Italian, Spanish, Portuguese, and Japanese.

On the home page, click the Browse the Commons button to see all items, or click on the front page icons for access to the individual areas of the classification: Word, Image, Orientation, Action.

You will see a list of facets down the side. You can browse through individual entries, or click on each one to see the titles underneath.

This includes classmarks used in the classification of the library at the Warburg Institute. You can navigate to a single classmark to view all items under that classmark.

The site buttons can be translated using the language option in the top right hand corner, beside the log in.

Takedown policy

The Warburg Library Commons may remove any item that cannot be deposited for copyright reasons. The library and the administrators may delete or reject the submission(s) and at its sole discretion may inform the author(s) or owner(s) of such deletion or rejection unless the submission(s) is already in the public domain.

Updated: 16-July-2019