Practical Guide to Managing your publications in Lirias - KU Leuven

Managing (your) 

publications in Lirias

Contents 

• 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


browse 

search


publication lists 

stats & graphs 

publication list 

in who-is-who 

export items


submit & 

edit items


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? 

• Tip: use “simple search” 

– “ “ for exact matches 

– Boolean operators 

Zoekterm 

elections Belgium 

elections AND Belgium 

“elections Belgium” 

elections NOT Belgium 

(Flanders OR Belgium) 

AND (elections OR 

voting) 

Resultaat 

Items that contain at least one of the search 

terms 

items that contain all the search terms 

Items that contain this phrase (except stop 

words) 

Items that contain “elections” but not 

“Belgium” 

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 

author 

Examples 

author:Bouillon 

author:“Bouillon, Roger” 

author:U0010150 

Author:(”Bouillon, Roger” NOT U0010150) 

Author:(“Boullon, R” NOT U0010150)

4. “My Lirias”

4. “My Lirias” 

login


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


Submitted by you 

or by your delegate


• Delegating in Lirias 

– activated through KU Loket of the researcher who wants to 

delegate 

• If you are a delegate, you see this: 

Submission of items in the 

researchers collection(s) 

Login as researcher 

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


• 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


• 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



• Mass import 

• Greyed out publications? 

• = already in Lirias!



If you cannot click 

to select it means 

the publication 

has been found in 

Lirias


• 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.



Same workflow as when 

importing one item/manual 

import


• Import or manual submission? 

• Manual: insert item from template 

• Select the correct template


• Manual: insert item from template 

• Select the correct template 

journal 

article or 

preprint 

book 

book 

chapter 

conference paper or 

abstract 

review 

doctoral 

thesis 

other item 

as 

author 

as 

editor 

fully 

published 

abstract/le 

cture/post 

er 

internat. IT IBa IBe IHb IC IMa RE TH ER 

other AT ABa ABe AHb AC AMa IR 

DI 

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


• Describe your item 

– Authors’ names 

• If Association KU Leuven => use LOOK UP 

– Uniform name spelling 

– U-number linking 

– Linking to collections







– Linking to collections 

Antedate for colleagues 

who have left KU Leuven







– Linking to collections 

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




– 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.



– 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 U- 

number. 

• 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)


“U-number”


Corresponding 

author 

(Joint) first author 

(Joint) last author



– 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


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.


Journal lookup 

Tip: search on ISSN


• 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 3000- 

5000 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


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 


• 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 


• 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


• SHERPA/RoMEO


determines who can download your article


• 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


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

4. “My Lirias”: submitting – step 6




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


• 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


• 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

Practical Guide to Managing your publications in Lirias - KU Leuven

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