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Upload your data via Symplectic Elements 

Below are step-by-step instructions on how to deposit your dataset. We strongly recommend that you consult the Depositor's Checklist, both before you deposit your dataset and as you complete the dataset form and upload your files. 


A quick step-by-step guide:

  1. Log into Symplectic Elements (this is the interface used to deposit research outputs, where these outputs are then published in Apollo, the University of Cambridge institutional repository).
  2. From your Home Page, click on the 'ADD NEW' button in the ‘Publications’ box at bottom left.
  3. Select ‘Dataset’ from the grid in the dialogue box.
  4. If you're creating a new dataset record then press 'Skip' when prompted to enter a title. If you think a colleague (or one of your dataset co-authors) may have already created a dataset record then you can search for it in the 'Title' search box.
  5. Next you will reach the dataset form – make sure you read the information provided in the form's blue box: ‘What do I need to do?’.
  6. Fill in the form to provide information (metadata) about your dataset.
  7. You need to decide if your dataset is in draft form or if it is ready for publication. If you wish to submit a dataset in draft form to be finalised later (e.g. after peer review) then choose to submit your dataset as a placeholder record. If you are ready for the dataset to be published in Apollo and have all the final versions of the data files to upload then choose to submit your dataset as a final record.
  8. Once you have filled in the form, click 'Save'.
  9. Next, you will reach the 'Link to Funding' page. Grants already linked to you will appear or you can search for them by title. If there is no grant to link to then click 'Grant not listed'.
  10. Next, click on 'Deposit to  Apollo'. If your dataset is a placeholder record and you want a placeholder DOI for your dataset to cite in your publication, select 'Deposit without files' – you can finalise your dataset at a later date but it must be finalised before or at the same time as the publication of your article by the journal. If your dataset is the final record, upload the final versions of your data files; in other words, deposit only those files that are ready for publication in the repository. You will not be able to delete files after uploading them. Datasets cannot be changed (e.g. files added, removed or amended) after they have been after they have been published in Apollo. Only datasets marked as final records will be processed into the repository.
  11. Complete the deposit by clicking the blue 'Deposit' button. You will automatically receive a DOI for your dataset after you have done this. You can cite this DOI in your publication.

The Research Data team will contact you about your dataset submission within three working days.


Additional guidance on depositing datasets for publication in Apollo

Receiving the DOI for your dataset

A DOI (Digital Object Identifier) is a persistent identfier and will ensure that your dataset is easy to cite and find. The dataset DOI will be emailed to you once you have completed the deposit process. The DOI is also visible in the dataset's Elements record: located under the 'DOI' field within the 'Apollo' section of the 'Data sources' box. When depositing your dataset you are agreeing to the Apollo Deposit Licence Agreement. For more information, consult the Repository Terms of Use and DOI policy.

Citing your dataset

If your dataset is associated with a publication (or publications) then you should cite your dataset DOI in the publication's data access statement. See our guidance on data access statements, which includes example statements for different scenarios. You should also provide the full dataset citation in the publication's reference list: to give, at a minimum, author(s), year of publication in Apollo, title of dataset, dataset DOI.

Having problems getting access or no longer at the University of Cambridge?

Please see Research Information's 'Signing in to Elements' page for help with accessing Elements. Contact us if you do not have a Raven account but do have an affiliation with the University of Cambridge and would like to submit your data to the University of Cambridge data repository.