Practical Guide to Managing your publications in Lirias - KU Leuven
Practical Guide to Managing your publications in Lirias - KU Leuven
Practical Guide to Managing your publications in Lirias - KU Leuven
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<strong>Manag<strong>in</strong>g</strong> (<strong>your</strong>)<br />
<strong>publications</strong> <strong>in</strong> <strong>Lirias</strong>
Contents<br />
• 1. What and Why of <strong>Lirias</strong><br />
• 2. Organisation of <strong>Lirias</strong><br />
– The homepage<br />
– Its structure<br />
• 3. Search<strong>in</strong>g <strong>Lirias</strong><br />
– Basic <strong>Guide</strong>l<strong>in</strong>es<br />
– Search or Browse?<br />
– Browse<br />
– Search<br />
• 4. “My <strong>Lirias</strong>”<br />
– Start<strong>in</strong>g page<br />
– Submitt<strong>in</strong>g a new item<br />
– Adapt<strong>in</strong>g an item
1. The What and Why of <strong>Lirias</strong>
What is <strong>Lirias</strong> ?<br />
• The reposi<strong>to</strong>ry for research output of the<br />
<strong>KU</strong> <strong>Leuven</strong> Association:<br />
• Publications: metadata and full texts<br />
• Other relevant documents<br />
http://lirias.kuleuven.be
Why submit <strong>in</strong> <strong>Lirias</strong>?<br />
• FOR YOU<br />
– stable reposi<strong>to</strong>ry with persistent url’s<br />
– basis for the management of <strong>your</strong> CV (cf. publication list <strong>in</strong><br />
“Who-is-Who”)<br />
– source of bibliometric analysis for all applications that pass<br />
through the Research Coord<strong>in</strong>ation Office<br />
– Promotion, BOFZAP<br />
– GOA, OT<br />
– …<br />
– visibility of <strong>your</strong> research<br />
• <strong>Lirias</strong> = ranked 37th <strong>in</strong>stitutional reposi<strong>to</strong>ry worldwide<br />
– = records <strong>in</strong> <strong>Lirias</strong> easily found through search eng<strong>in</strong>es such as<br />
Google<br />
• submit as Open Access!!<br />
– easy access <strong>to</strong> <strong>publications</strong> of colleagues
Why submit <strong>in</strong> <strong>Lirias</strong>?<br />
• FOR YOUR RESEARCH UNIT<br />
– Visibility<br />
• Open Access!!<br />
– <strong>Lirias</strong> is the basis for the VABB-database<br />
• Social Sciences & Humanities<br />
• Not <strong>in</strong> <strong>Lirias</strong> => not <strong>in</strong> VABB => no chance <strong>to</strong> be taken <strong>in</strong><strong>to</strong> account for the<br />
BOF-calculation of research money<br />
– <strong>Lirias</strong> is <strong>in</strong> many faculties used as a KPI <strong>in</strong> the allocation model<br />
• Not <strong>in</strong> <strong>Lirias</strong> => not accounted for <strong>in</strong> the allocation of money
2. Organisation of <strong>Lirias</strong>
2. Organisation of <strong>Lirias</strong>: the home page<br />
log<strong>in</strong>
2. Organisation of <strong>Lirias</strong>: the home page<br />
browse<br />
search
2. Organisation of <strong>Lirias</strong>: the home page<br />
publication lists<br />
stats & graphs<br />
publication list<br />
<strong>in</strong> who-is-who<br />
export items
2. Organisation of <strong>Lirias</strong>: the home page<br />
submit &<br />
edit items
2. Organisation of <strong>Lirias</strong>: the home page<br />
more <strong>in</strong>fo<br />
questions
2. Organisation of <strong>Lirias</strong>: structure<br />
• Hierarchic structure, based on <strong>in</strong>stitutional organigram<br />
collections
3. Search<strong>in</strong>g <strong>in</strong> <strong>Lirias</strong>
3. Search<strong>in</strong>g <strong>in</strong> <strong>Lirias</strong>: Basic guidel<strong>in</strong>es<br />
• Search terms are implicitly comb<strong>in</strong>ed with the Boolean “OR”<br />
opera<strong>to</strong>r<br />
e.g. elections Belgium will f<strong>in</strong>d all items that conta<strong>in</strong> at<br />
least one of these terms (= elections OR Belgium)<br />
• Use quotes <strong>to</strong> search for phrases<br />
e.g. “elections <strong>in</strong> Belgium” will f<strong>in</strong>d all items that conta<strong>in</strong><br />
this exact phrase (except s<strong>to</strong>p words)<br />
• To search for authors: use the format: “Last name, first<br />
name”<br />
e.g. “Magnus, Ilse”
3. Search<strong>in</strong>g <strong>in</strong> <strong>Lirias</strong>: search or browse?
3. Search<strong>in</strong>g <strong>in</strong> <strong>Lirias</strong>: search or browse?
3. Search<strong>in</strong>g <strong>in</strong> <strong>Lirias</strong>: search or browse?
3. Search<strong>in</strong>g <strong>in</strong> <strong>Lirias</strong>: search or browse?<br />
• Tip: use “simple search”<br />
– “ “ for exact matches<br />
– Boolean opera<strong>to</strong>rs<br />
Zoekterm<br />
elections Belgium<br />
elections AND Belgium<br />
“elections Belgium”<br />
elections NOT Belgium<br />
(Flanders OR Belgium)<br />
AND (elections OR<br />
vot<strong>in</strong>g)<br />
Resultaat<br />
Items that conta<strong>in</strong> at least one of the search<br />
terms<br />
items that conta<strong>in</strong> all the search terms<br />
Items that conta<strong>in</strong> this phrase (except s<strong>to</strong>p<br />
words)<br />
Items that conta<strong>in</strong> “elections” but not<br />
“Belgium”<br />
Items that conta<strong>in</strong> the terms “Flanders”<br />
or“Belgium”, comb<strong>in</strong>ed with “elections” or<br />
“vot<strong>in</strong>g”.
3. Search<strong>in</strong>g <strong>in</strong> <strong>Lirias</strong>: search or browse?<br />
• Tip: use “simple search”<br />
– “ “ for exact matches<br />
– Boolean opera<strong>to</strong>rs<br />
– Items with <strong>your</strong> name but not <strong>your</strong> u-number?<br />
Search <strong>in</strong>dex<br />
author<br />
Examples<br />
author:Bouillon<br />
author:“Bouillon, Roger”<br />
author:U0010150<br />
Author:(”Bouillon, Roger” NOT U0010150)<br />
Author:(“Boullon, R” NOT U0010150)
4. “My <strong>Lirias</strong>”
4. “My <strong>Lirias</strong>”<br />
log<strong>in</strong>
4. “My <strong>Lirias</strong>”<br />
Import several items from<br />
external database<br />
Submission of new items<br />
All <strong>your</strong> items (if<br />
submitted with <strong>your</strong><br />
publication name)<br />
Items that were submitted<br />
with <strong>your</strong> log<strong>in</strong>
4. “My <strong>Lirias</strong>”<br />
Submitted by you<br />
or by <strong>your</strong> delegate
4. “My <strong>Lirias</strong>”<br />
• Delegat<strong>in</strong>g <strong>in</strong> <strong>Lirias</strong><br />
– activated through <strong>KU</strong> Loket of the researcher who wants <strong>to</strong><br />
delegate<br />
• If you are a delegate, you see this:<br />
Submission of items <strong>in</strong> the<br />
researchers collection(s)<br />
Log<strong>in</strong> as researcher<br />
Your own<br />
<strong>publications</strong>
4. “My <strong>Lirias</strong>”: submitt<strong>in</strong>g a paper
4. “My <strong>Lirias</strong>”: submitt<strong>in</strong>g <strong>in</strong> 7 steps
4. “My <strong>Lirias</strong>”: submitt<strong>in</strong>g – step 1<br />
• Check whether the paper is <strong>in</strong> <strong>Lirias</strong> already!<br />
• Use “simple search” on title<br />
– If the paper is not <strong>in</strong> <strong>Lirias</strong>: cont<strong>in</strong>ue<br />
– If the paper is already <strong>in</strong> <strong>Lirias</strong> but conta<strong>in</strong>s mistakes or does<br />
not appear on <strong>your</strong> publication list: contact the Helpdesk
4. “My <strong>Lirias</strong>”: submitt<strong>in</strong>g – step 2<br />
• Collection <strong>in</strong> the <strong>KU</strong> <strong>Leuven</strong> Association:<br />
• based on <strong>your</strong> organisational affiliation<br />
• Non-<strong>KU</strong> <strong>Leuven</strong> Association collection:<br />
• output before you were work<strong>in</strong>g at <strong>KU</strong> <strong>Leuven</strong><br />
• <strong>in</strong>cluded <strong>in</strong> <strong>your</strong> publication list & <strong>in</strong> personal evaluation files
4. “My <strong>Lirias</strong>”: submitt<strong>in</strong>g – step 3<br />
• Import or manual submission?<br />
• Import: PubMed & Web of Science<br />
• WoS: <strong>in</strong>dicate <strong>in</strong>dex (articles or proceed<strong>in</strong>gs); citations are also<br />
imported<br />
• IF is retrieved from our journal database
4. “My <strong>Lirias</strong>”: submitt<strong>in</strong>g – step 3<br />
• Import: PubMed & Web of Science<br />
• Mass import<br />
• Greyed out <strong>publications</strong>?<br />
• = already <strong>in</strong> <strong>Lirias</strong>!
4. “My <strong>Lirias</strong>”: submitt<strong>in</strong>g – step 3<br />
• Import: PubMed & Web of Science<br />
If you cannot click<br />
<strong>to</strong> select it means<br />
the publication<br />
has been found <strong>in</strong><br />
<strong>Lirias</strong>
4. “My <strong>Lirias</strong>”: submitt<strong>in</strong>g – step 3<br />
• Import: PubMed & Web of Science
4. “My <strong>Lirias</strong>”: submitt<strong>in</strong>g – step 3<br />
• Import: PubMed & Web of Science<br />
Please note that these items are not visible <strong>in</strong> <strong>Lirias</strong> as long as<br />
the submission is not complete, nor can other users import<br />
them from this source.
4. “My <strong>Lirias</strong>”: submitt<strong>in</strong>g – step 3<br />
• Import: PubMed & Web of Science<br />
Same workflow as when<br />
import<strong>in</strong>g one item/manual<br />
import
4. “My <strong>Lirias</strong>”: submitt<strong>in</strong>g – step 3<br />
• Import or manual submission?<br />
• Manual: <strong>in</strong>sert item from template<br />
• Select the correct template
4. “My <strong>Lirias</strong>”: submitt<strong>in</strong>g – step 3<br />
• Manual: <strong>in</strong>sert item from template<br />
• Select the correct template<br />
journal<br />
article or<br />
prepr<strong>in</strong>t<br />
book<br />
book<br />
chapter<br />
conference paper or<br />
abstract<br />
review<br />
doc<strong>to</strong>ral<br />
thesis<br />
other item<br />
as<br />
author<br />
as<br />
edi<strong>to</strong>r<br />
fully<br />
published<br />
abstract/le<br />
cture/post<br />
er<br />
<strong>in</strong>ternat. IT IBa IBe IHb IC IMa RE TH ER<br />
other AT ABa ABe AHb AC AMa IR<br />
DI<br />
DI<br />
<strong>in</strong>ternat. IT-p IBa-p IBe-p IHb-p IC-p IMa-p VE<br />
other AT-p ABa-p ABe-p AHb-p AC-p AMa-p WP<br />
WP
4. “My <strong>Lirias</strong>”: submitt<strong>in</strong>g – step 4<br />
• Describe <strong>your</strong> item<br />
– Authors’ names<br />
• If Association <strong>KU</strong> <strong>Leuven</strong> => use LOOK UP<br />
– Uniform name spell<strong>in</strong>g<br />
– U-number l<strong>in</strong>k<strong>in</strong>g<br />
– L<strong>in</strong>k<strong>in</strong>g <strong>to</strong> collections
4. “My <strong>Lirias</strong>”: submitt<strong>in</strong>g – step 4<br />
• Describe <strong>your</strong> item<br />
– Authors’ names<br />
• If Association <strong>KU</strong> <strong>Leuven</strong> => use LOOK UP<br />
– Uniform name spell<strong>in</strong>g<br />
– U-number l<strong>in</strong>k<strong>in</strong>g<br />
– L<strong>in</strong>k<strong>in</strong>g <strong>to</strong> collections<br />
Antedate for colleagues<br />
who have left <strong>KU</strong> <strong>Leuven</strong>
4. “My <strong>Lirias</strong>”: submitt<strong>in</strong>g – step 4<br />
• Describe <strong>your</strong> item<br />
– Authors’ names<br />
• If Association <strong>KU</strong> <strong>Leuven</strong> => use LOOK UP<br />
– Uniform name spell<strong>in</strong>g<br />
– U-number l<strong>in</strong>k<strong>in</strong>g<br />
– L<strong>in</strong>k<strong>in</strong>g <strong>to</strong> collections<br />
– Name = name as <strong>in</strong> SAP; do not manually override!
4. “My <strong>Lirias</strong>”: submitt<strong>in</strong>g – step 4<br />
• Describe <strong>your</strong> item<br />
– Authors’ names<br />
– Name = name as <strong>in</strong> SAP; do not manually override!<br />
– Want <strong>to</strong> change: <strong>KU</strong> Loket<br />
Roepnaam: fill <strong>in</strong> if <strong>your</strong> first name, used <strong>in</strong><br />
<strong>your</strong> <strong>publications</strong>, is different from <strong>your</strong><br />
official first name.<br />
This name is also visible on the who-is-who<br />
pages of the university.<br />
Initialen <strong>in</strong> bibliografie/publicaties:<br />
Fill <strong>in</strong> if you also use middle <strong>in</strong>itials on <strong>your</strong><br />
<strong>publications</strong> (only <strong>in</strong>itials, no blanks or dots).<br />
(Only used dur<strong>in</strong>g import of <strong>publications</strong> from<br />
ISI or PubMed)<br />
Publicatienaam: fill <strong>in</strong> if <strong>your</strong> last name,<br />
used <strong>in</strong> <strong>your</strong> <strong>publications</strong>, is different<br />
from <strong>your</strong> official last name.
4. “My <strong>Lirias</strong>”: submitt<strong>in</strong>g – step 4<br />
• Describe <strong>your</strong> item<br />
– Authors’ names:<br />
• When mak<strong>in</strong>g a publication list<br />
• <strong>your</strong> publication name from SAP will be used as family name.<br />
• the content from “Roepnaam” will be used as first name<br />
• you can choose between a display with <strong>in</strong>itials or with <strong>your</strong> complete<br />
first name.<br />
• When a record is imported from an external database: the system<br />
recognizes <strong>your</strong> alternative publication name and l<strong>in</strong>ks it with <strong>your</strong> U-<br />
number.<br />
• We advise not <strong>to</strong> change <strong>your</strong> author name manually <strong>in</strong> <strong>Lirias</strong>; otherwise:<br />
• <strong>your</strong> items will not be shown <strong>in</strong> « My Items »<br />
• different entries <strong>in</strong> the author <strong>in</strong>dex are created
All <strong>your</strong> items (if<br />
submitted with <strong>your</strong><br />
publication name)
4. “My <strong>Lirias</strong>”: submitt<strong>in</strong>g – step 4<br />
“U-number”
4. “My <strong>Lirias</strong>”: submitt<strong>in</strong>g – step 4<br />
Correspond<strong>in</strong>g<br />
author<br />
(Jo<strong>in</strong>t) first author<br />
(Jo<strong>in</strong>t) last author
4. “My <strong>Lirias</strong>”: submitt<strong>in</strong>g – step 4<br />
• Describe <strong>your</strong> item<br />
– Authors’ names: at least 1 u-number<br />
– Title<br />
– Date of publication<br />
– Journal name: through Look Up<br />
• Journal not found? Contact the Helpdesk<br />
– Publication status<br />
– Doctype: http://www.kuleuven.be/onderzoek/bibliometrie/<strong>in</strong>del<strong>in</strong>g.html<br />
– Conta<strong>in</strong>s: full text/ppt/just metadata<br />
– Published?<br />
• => pages, article number<br />
• => conference name, date & location<br />
• => book ISBN
4. “My <strong>Lirias</strong>”: submitt<strong>in</strong>g – step 4<br />
Titles: no period at the end of the sentence<br />
In template Journal article<br />
or prepr<strong>in</strong>t, the title, ISSN,<br />
publisher, DOC-type is<br />
taken from the <strong>Lirias</strong><br />
journal database, via<br />
match<strong>in</strong>g on ISSN<br />
-> greyed out.<br />
If prepr<strong>in</strong>t: “Epub ahead of pr<strong>in</strong>t”, “Accepted”, or “In press” <strong>in</strong> Issue field.
4. “My <strong>Lirias</strong>”: submitt<strong>in</strong>g – step 4<br />
Journal lookup<br />
Tip: search on ISSN
4. “My <strong>Lirias</strong>”: submitt<strong>in</strong>g – step 5<br />
• Why would you upload a file?<br />
– staff can consult <strong>your</strong> paper<br />
– anyone <strong>in</strong> the world can read and cite <strong>your</strong> paper: Open Access<br />
• Open Access: aims <strong>to</strong> provide research output freely<br />
– researchers can<br />
• pay <strong>to</strong> provide a paper as OA <strong>in</strong> a journal<br />
– beware: common fees for high impact journals range between 3000-<br />
5000 dollars per paper<br />
• can archive their papers for free <strong>in</strong> a reposi<strong>to</strong>ry, check<strong>in</strong>g copyright<br />
regulations
• Pay<strong>in</strong>g for OA <strong>in</strong><br />
– Lancet: 3000 dollar<br />
– Nature Communications: 5000 dollar<br />
– Cell: 5000 dollar<br />
– Sedimentary Geology: 3000 dollar<br />
– Physical Review Letters: 2700 dollar<br />
– BMC Veter<strong>in</strong>ary Research: 2000 dollar<br />
– Journal of Economic Geography: 3000 dollar<br />
– Language Learn<strong>in</strong>g: 3000 dollar<br />
– American Sociological Review: 3000 dollar
• Most high impact journals have an OA policy<br />
– Nature: post-review version 6 months after publication (published<br />
source <strong>to</strong> acknowledge & DOI cited, l<strong>in</strong>k <strong>to</strong> publisher’s version)<br />
– Cell: post-review version (l<strong>in</strong>k<strong>in</strong>g <strong>to</strong> journal homepage, published source<br />
<strong>to</strong> acknowledge)<br />
– Science: post-review version only after publication (l<strong>in</strong>k <strong>to</strong><br />
publisher’s version, published source <strong>to</strong> acknowledge – <strong>in</strong> some cases 6<br />
months embargo)<br />
– = for free
4. “My <strong>Lirias</strong>”: submitt<strong>in</strong>g – step 5<br />
for articles <strong>in</strong> <strong>in</strong>ternational peer reviewed journals (IT)<br />
l<strong>in</strong>k <strong>to</strong> publisher’s website<br />
l<strong>in</strong>k <strong>to</strong> SHERPA/RoMEO
Open Access<br />
– What does <strong>your</strong> publisher allow?<br />
• SHERPA/RoMEO
Open Access<br />
– What does <strong>your</strong> publisher allow?<br />
• Check SHERPA/RoMEO http://www.sherpa.ac.uk/romeo/<br />
– Overview of copyright policies and self-archiv<strong>in</strong>g permissions<br />
– Colour-coded<br />
– Pre-pr<strong>in</strong>t = version before peer review<br />
– Post-pr<strong>in</strong>t = version after peer review = content-wise the f<strong>in</strong>al author’s<br />
version<br />
– Publisher’s version = version with publisher’s layout; however, most<br />
publishers do not allow the post<strong>in</strong>g of this version!
Open Access<br />
– What does <strong>your</strong> publisher allow?<br />
• Check SHERPA/RoMEO http://www.sherpa.ac.uk/romeo/<br />
– Overview of copyright policies and self-archiv<strong>in</strong>g permissions<br />
– Colour-coded<br />
More than 60% publishers<br />
allow last author version of<br />
article <strong>in</strong> OA
– What does <strong>your</strong> publisher allow?<br />
• SHERPA/RoMEO
4. “My <strong>Lirias</strong>”: submitt<strong>in</strong>g – step 5<br />
determ<strong>in</strong>es who can download <strong>your</strong> article
4. “My <strong>Lirias</strong>”: submitt<strong>in</strong>g – step 5<br />
• Accessibility options:<br />
• Public: everybody can see and download the files<br />
• Intranet : only students & staff from the Association have access<br />
• Embargo: Intranet untill a chosen date, then Public<br />
• Private: only the authors and the adm<strong>in</strong>istra<strong>to</strong>rs have access
4. “My <strong>Lirias</strong>”: submitt<strong>in</strong>g – step 6<br />
Potential duplicate found -> check and cancel submission if needed !
4. “My <strong>Lirias</strong>”: submitt<strong>in</strong>g – step 6
4. “My <strong>Lirias</strong>”: submitt<strong>in</strong>g – step 6
4. “My <strong>Lirias</strong>”: submitt<strong>in</strong>g – step 7
4. “My <strong>Lirias</strong>”: submitt<strong>in</strong>g – step 7<br />
directly <strong>in</strong> <strong>Lirias</strong>: url<br />
<strong>to</strong> quality control
the name of the<br />
quality<br />
adm<strong>in</strong>istra<strong>to</strong>r is<br />
mentioned on the<br />
home page of the<br />
collection
4. “My <strong>Lirias</strong>”: submitt<strong>in</strong>g – take care<br />
• Always use Lookup for <strong>in</strong>put of <strong>KU</strong> <strong>Leuven</strong> Association<br />
authors<br />
• For <strong>publications</strong> with publication type IT/IT-p or AT/AT-p: use<br />
lookup <strong>to</strong> select a journal from the journal database.<br />
• For <strong>publications</strong> with publication type IC/IC-p: hostdoc title<br />
and page numbers are manda<strong>to</strong>ry.<br />
• When us<strong>in</strong>g templates “Other” and “Conference paper or<br />
abstract” : you can type <strong>in</strong> the journal title <strong>your</strong>self (only for<br />
publication types: IC/IC-p, AC/AC-p, IMa/Ima-p, VE, WP, DI).<br />
• In case of doubt about the publication types: consult<br />
http://www.kuleuven.be/onderzoek/bibliometrie/<strong>in</strong>del<strong>in</strong>g.htm
4. “My <strong>Lirias</strong>”: adapt<strong>in</strong>g <strong>your</strong> submssion<br />
• Authors cannot adapt most fields<br />
• Local adm<strong>in</strong>istra<strong>to</strong>rs (if any) can do more<br />
• Helpdesk can do everyth<strong>in</strong>g
4. “My <strong>Lirias</strong>”: adapt<strong>in</strong>g <strong>your</strong> submssion
4. “My <strong>Lirias</strong>”: adapt<strong>in</strong>g <strong>your</strong> submssion<br />
• Data that can be edited by authors/submitters:<br />
• Jo<strong>in</strong>t First Author, Jo<strong>in</strong>t Last Author, Correspond<strong>in</strong>g Author<br />
• Title, date, volume, issue, page’s, conference, identifiers,<br />
language, conta<strong>in</strong>s, keywords, abstract, affiliation/sponsors,<br />
description<br />
• Publication status<br />
• Full text can be added / removed<br />
• Authors are responsible <strong>to</strong> update the status of their<br />
<strong>publications</strong> (‘accepted’ => ‘published’)<br />
• PubMed articles are updated au<strong>to</strong>matically 4 times a year
4. “My <strong>Lirias</strong>”: adapt<strong>in</strong>g <strong>your</strong> submssion<br />
• Data that can be edited by authors/submitters:<br />
• Jo<strong>in</strong>t First Author, Jo<strong>in</strong>t Last Author, Correspond<strong>in</strong>g Author<br />
• Title, date, volume, issue, page’s, conference, identifiers,<br />
language, conta<strong>in</strong>s, keywords, abstract, affiliation/sponsors,<br />
description<br />
• Publication status<br />
• Full text can be added / removed<br />
• Local adm<strong>in</strong>istra<strong>to</strong>rs<br />
– Check for duplicates<br />
– Add authors & u-numbers<br />
– Change publication type with<strong>in</strong> a template<br />
• IC => Ima<br />
• Helpdesk<br />
– All other questions<br />
• add a new journal<br />
• remove an item