Managing (your) publications in Lirias

Contents • •

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1. What and Why of Lirias 2. Organisation of Lirias – The homepage – Its structure 3. Searching Lirias – Basic Guidelines – Search or Browse? – Browse – Search 4. “My Lirias” – Starting page – Submitting a new item – Adapting an item

1. The What and Why of Lirias

What is Lirias ? • The repository for research output of the KU Leuven Association: • Publications: metadata and full texts • Other relevant documents http://lirias.kuleuven.be

Why submit in Lirias? • FOR YOU – stable repository with persistent url’s – basis for the management of your CV (cf. publication list in “Who-is-Who”) – source of bibliometric analysis for all applications that pass through the Research Coordination Office – Promotion, BOFZAP – GOA, OT – …

– visibility of your research • Lirias = ranked 37th institutional repository worldwide – = records in Lirias easily found through search engines such as Google

• submit as Open Access!! – easy access to publications of colleagues

Why submit in Lirias? • FOR YOUR RESEARCH UNIT – Visibility • Open Access!!

– Lirias is the basis for the VABB-database • Social Sciences & Humanities • Not in Lirias => not in VABB => no chance to be taken into account for the BOF-calculation of research money

– Lirias is in many faculties used as a KPI in the allocation model • Not in Lirias => not accounted for in the allocation of money

2. Organisation of Lirias

2. Organisation of Lirias: the home page

login

2. Organisation of Lirias: the home page

browse search

2. Organisation of Lirias: the home page

publication lists stats & graphs publication list in who-is-who export items

2. Organisation of Lirias: the home page

submit & edit items

2. Organisation of Lirias: the home page

more info questions

2. Organisation of Lirias: structure • Hierarchic structure, based on institutional organigram

collections

3. Searching in Lirias

3. Searching in Lirias: Basic guidelines • Search terms are implicitly combined with the Boolean “OR” operator e.g. elections Belgium will find all items that contain at least one of these terms (= elections OR Belgium) • Use quotes to search for phrases e.g. “elections in Belgium” will find all items that contain this exact phrase (except stop words)

• To search for authors: use the format: “Last name, first name” e.g. “Magnus, Ilse”

3. Searching in Lirias: search or browse?

3. Searching in Lirias: search or browse?

3. Searching in Lirias: search or browse?

3. Searching in Lirias: search or browse? • Tip: use “simple search” – “ “ for exact matches – Boolean operators Zoekterm

Resultaat

elections Belgium

Items that contain at least one of the search terms

elections AND Belgium

items that contain all the search terms

“elections Belgium”

Items that contain this phrase (except stop words)

elections NOT Belgium

Items that contain “elections” but not “Belgium”

(Flanders OR Belgium) AND (elections OR voting)

Items that contain the terms “Flanders” or“Belgium”, combined with “elections” or “voting”.

3. Searching in Lirias: search or browse? • Tip: use “simple search” – “ “ for exact matches – Boolean operators – Items with your name but not your u-number? Search index

Examples

author

author:Bouillon author:“Bouillon, Roger” author:U0010150 Author:(”Bouillon, Roger” NOT U0010150) Author:(“Boullon, R” NOT U0010150)

4. “My Lirias”

4. “My Lirias”

login

4. “My Lirias”

Import several items from external database

Submission of new items

All your items (if submitted with your publication name)

Items that were submitted with your login

4. “My Lirias”

Submitted by you or by your delegate

4. “My Lirias” • Delegating in Lirias – activated through KU Loket of the researcher who wants to delegate

• If you are a delegate, you see this:

Login as researcher Submission of items in the researchers collection(s)

Your own publications

4. “My Lirias”: submitting a paper

4. “My Lirias”: submitting in 7 steps

4. “My Lirias”: submitting – step 1 • Check whether the paper is in Lirias already! • Use “simple search” on title – If the paper is not in Lirias: continue – If the paper is already in Lirias but contains mistakes or does not appear on your publication list: contact the Helpdesk

4. “My Lirias”: submitting – step 2

• Collection in the KU Leuven Association: •

based on your organisational affiliation

• Non-KU Leuven Association collection: • •

output before you were working at KU Leuven included in your publication list & in personal evaluation files

4. “My Lirias”: submitting – step 3 • Import or manual submission? • Import: PubMed & Web of Science • WoS: indicate index (articles or proceedings); citations are also imported • IF is retrieved from our journal database

4. “My Lirias”: submitting – step 3 • Import: PubMed & Web of Science • Mass import

• Greyed out publications? • = already in Lirias!

4. “My Lirias”: submitting – step 3 • Import: PubMed & Web of Science

If you cannot click to select it means the publication has been found in Lirias

4. “My Lirias”: submitting – step 3 • Import: PubMed & Web of Science

4. “My Lirias”: submitting – step 3 • Import: PubMed & Web of Science

Please note that these items are not visible in Lirias as long as the submission is not complete, nor can other users import them from this source.

4. “My Lirias”: submitting – step 3 • Import: PubMed & Web of Science

Same workflow as when importing one item/manual import

4. “My Lirias”: submitting – step 3 • Import or manual submission? • Manual: insert item from template • Select the correct template

4. “My Lirias”: submitting – step 3 • Manual: insert item from template • Select the correct template journal article or preprint

book

as author

book chapter

as editor

conference paper or abstract

fully published

review

doctoral thesis

other item

TH

ER

abstract/le cture/post er

internat.

IT

IBa

IBe

IHb

IC

IMa

other

AT

ABa

ABe

AHb

AC

AMa

DI

RE

IR DI

internat.

IT-p

IBa-p

IBe-p

IHb-p

IC-p

IMa-p

VE

other

AT-p

ABa-p

ABe-p

AHb-p

AC-p

AMa-p

WP

WP

4. “My Lirias”: submitting – step 4 • Describe your item

– Authors’ names • If Association KU Leuven => use LOOK UP – Uniform name spelling – U-number linking – Linking to collections

4. “My Lirias”: submitting – step 4 • Describe your item – Authors’ names • If Association KU Leuven => use LOOK UP – Uniform name spelling – U-number linking – Linking to collections

Antedate for colleagues who have left KU Leuven

4. “My Lirias”: submitting – step 4 • Describe your item – Authors’ names • If Association KU Leuven => use LOOK UP – Uniform name spelling – U-number linking – Linking to collections

– Name = name as in SAP; do not manually override!

4. “My Lirias”: submitting – step 4 • Describe your item – Authors’ names – Name = name as in SAP; do not manually override! – Want to change: KU Loket Roepnaam: fill in if your first name, used in your publications, is different from your official first name. This name is also visible on the who-is-who pages of the university. Initialen in bibliografie/publicaties: Fill in if you also use middle initials on your publications (only initials, no blanks or dots). (Only used during import of publications from ISI or PubMed) Publicatienaam: fill in if your last name, used in your publications, is different from your official last name.

4. “My Lirias”: submitting – step 4 • Describe your item – Authors’ names: • When making a publication list • your publication name from SAP will be used as family name. • the content from “Roepnaam” will be used as first name • you can choose between a display with initials or with your complete first name. • When a record is imported from an external database: the system recognizes your alternative publication name and links it with your Unumber. • We advise not to change your author name manually in Lirias; otherwise: • your items will not be shown in « My Items » • different entries in the author index are created

All your items (if submitted with your publication name)

4. “My Lirias”: submitting – step 4

“U-number”

4. “My Lirias”: submitting – step 4

Corresponding author

(Joint) first author

(Joint) last author

4. “My Lirias”: submitting – step 4 • Describe your item

– – – –

Authors’ names: at least 1 u-number Title Date of publication Journal name: through Look Up • Journal not found? Contact the Helpdesk

– Publication status – Doctype: http://www.kuleuven.be/onderzoek/bibliometrie/indeling.html

– Contains: full text/ppt/just metadata – Published? • => pages, article number • => conference name, date & location • => book ISBN

4. “My Lirias”: submitting – step 4 Titles: no period at the end of the sentence

In template Journal article or preprint, the title, ISSN, publisher, DOC-type is taken from the Lirias journal database, via matching on ISSN -> greyed out.

If preprint: “Epub ahead of print”, “Accepted”, or “In press” in Issue field.

4. “My Lirias”: submitting – step 4 Journal lookup

Tip: search on ISSN

4. “My Lirias”: submitting – step 5

• Why would you upload a file? – staff can consult your paper – anyone in the world can read and cite your paper: Open Access

• Open Access: aims to provide research output freely – researchers can • pay to provide a paper as OA in a journal – beware: common fees for high impact journals range between 30005000 dollars per paper • can archive their papers for free in a repository, checking copyright regulations

• Paying for OA in – – – – – – – – –

Lancet: 3000 dollar Nature Communications: 5000 dollar Cell: 5000 dollar Sedimentary Geology: 3000 dollar Physical Review Letters: 2700 dollar BMC Veterinary Research: 2000 dollar Journal of Economic Geography: 3000 dollar Language Learning: 3000 dollar American Sociological Review: 3000 dollar

• Most high impact journals have an OA policy – Nature: post-review version 6 months after publication (published source to acknowledge & DOI cited, link to publisher’s version)

– Cell: post-review version (linking to journal homepage, published source to acknowledge)

– Science: post-review version only after publication (link to publisher’s version, published source to acknowledge – in some cases 6 months embargo) – = for free

4. “My Lirias”: submitting – step 5

for articles in international peer reviewed journals (IT) link to publisher’s website link to SHERPA/RoMEO

Open Access – What does your publisher allow? • SHERPA/RoMEO

Open Access – What does your publisher allow? • Check SHERPA/RoMEO http://www.sherpa.ac.uk/romeo/ – Overview of copyright policies and self-archiving permissions – Colour-coded

– Pre-print = version before peer review – Post-print = version after peer review = content-wise the final author’s version – Publisher’s version = version with publisher’s layout; however, most publishers do not allow the posting of this version!

Open Access – What does your publisher allow? • Check SHERPA/RoMEO http://www.sherpa.ac.uk/romeo/ – Overview of copyright policies and self-archiving permissions – Colour-coded

More than 60% publishers allow last author version of article in OA

– What does your publisher allow? • SHERPA/RoMEO

4. “My Lirias”: submitting – step 5

determines who can download your article

4. “My Lirias”: submitting – step 5

•

Accessibility options: •

Public: everybody can see and download the files

•

Intranet : only students & staff from the Association have access

•

Embargo: Intranet untill a chosen date, then Public

•

Private: only the authors and the administrators have access

4. “My Lirias”: submitting – step 6

Potential duplicate found -> check and cancel submission if needed !

4. “My Lirias”: submitting – step 6

4. “My Lirias”: submitting – step 6

4. “My Lirias”: submitting – step 7

4. “My Lirias”: submitting – step 7

directly in Lirias: url

to quality control

the name of the quality administrator is mentioned on the home page of the collection

4. “My Lirias”: submitting – take care • Always use Lookup for input of KU Leuven Association authors • For publications with publication type IT/IT-p or AT/AT-p: use lookup to select a journal from the journal database. • For publications with publication type IC/IC-p: hostdoc title and page numbers are mandatory. • When using templates “Other” and “Conference paper or abstract” : you can type in the journal title yourself (only for publication types: IC/IC-p, AC/AC-p, IMa/Ima-p, VE, WP, DI). • In case of doubt about the publication types: consult http://www.kuleuven.be/onderzoek/bibliometrie/indeling.htm

4. “My Lirias”: adapting your submssion • Authors cannot adapt most fields • Local administrators (if any) can do more • Helpdesk can do everything

4. “My Lirias”: adapting your submssion

4. “My Lirias”: adapting your submssion • Data that can be edited by authors/submitters: • Joint First Author, Joint Last Author, Corresponding Author • Title, date, volume, issue, page’s, conference, identifiers, language, contains, keywords, abstract, affiliation/sponsors, description • Publication status • Full text can be added / removed • Authors are responsible to update the status of their publications (‘accepted’ => ‘published’) • PubMed articles are updated automatically 4 times a year

4. “My Lirias”: adapting your submssion • Data that can be edited by authors/submitters: • Joint First Author, Joint Last Author, Corresponding Author • Title, date, volume, issue, page’s, conference, identifiers, language, contains, keywords, abstract, affiliation/sponsors, description • Publication status • Full text can be added / removed

• Local administrators – Check for duplicates – Add authors & u-numbers – Change publication type within a template • IC => Ima

• Helpdesk – All other questions • add a new journal • remove an item