Guide for registering your publications and making them openly available

As of now, the library will import newly added publications affiliated with SLU from the database Web of Science Core Collection into SLUpub. Hence, as a scholar you do not need to register these publications yourself.

Once your imported publication has been registered in SLUpub, however, you will get a message and the possibility to add research topics, program affiliation, Sustainable Development Goal and a file to make the full text openly available. 

Publications not found in Web of Science Core Collection must be registered manually in the publication database by the author.

1. First, check if your publication is already registered by looking under Publications in the left menu.
2. Click on Add new content in the top right corner.
3. Click on Publication.
4. Choose your publication type.
5. Fill in all mandatory fields (marked by an asterisk) in the tab Publication info.
6. It is very important that you reference your publication, either via DOI, URL or by uploading a copy of the publication. This is necessary for the library to find, check and complete the publication information for validation.
7. Under Upload a file you may choose to upload a copy of your publication to make the full text openly available. Publications from previous/other employments are not to be published in full text.
8. Under Creator of record is your name visible and you do not need to add additional authors. The library will complement with all the authors in the correct order.
9. In the tab Publication tags you can relate your publication to research topics, research program and the Sustainable Development Goals (SDG).
10. Under Research topics you pick a research topic. The recommendation is to pick only one, but you may add up to three if they are of equal importance. Please note that it is the publication as a whole that should be classified here.
11. Under Associated programs and other stakeholders, please state if the publication is part of a research program.
12. Under Suggested Sustainable Development Goals (SDG) you can relate your publication to Sustainable Development Goals.
13. Once all mandatory information has been provided, please click Save and send at the bottom of the page.
14. Choose For validation by library and click Save.

If you want to register older publications, or publications published with another affiliation than SLU, and if they are available in Web of Science Core Collection, you can import them to SLUpub. Importing means you do not have to fill in fields manually and also lets you add several publications at a time. 

1. Click on Add new in the top right corner.
2. Click on Publication.
3. Choose Import from external sources instead of Create manually.
4. Choose the business card/affiliation you want to connect to the publications, by clicking the plus sign.
5. Fill in your search parameters under Search publications for. If you wish to save your search to be able to easily repeat it later, choose save under select saved search.
6. Click on Search.
7. A results list from Web of Science Core Collection will be shown. Looking under Action in the list you will see the alternatives for each publication.
8. Once you are done marking one or several publications click on Import.
9. In the next step, continue the import by clicking Import & send to library.
10. Click on Done.
11. The publication/publications are now sent directly to the library for review and validation. When they are validated you will receive an email and the possibility to complete the publications by adding research topics, program affiliation, Sustainable Development Goals and upload a file for transfer to make the full text openly available. Publications from previous/other employments are not to be published in full text.

It is now possible to import publications from Scopus. It works in much the same way as importing from Web of Science Core Collection.

1. Click on Add new in the top right corner.
2. Click on Publication.
3. Choose Import from external sources instead of Create manually.
4. Choose the business card/affiliation you want to connect to the publications, by clicking the plus sign.
5. Check the box where it says Scopus. If you only want to search in Scopus, you can uncheck the box for Web of Science, but you can also search both at the same time.
6. Fill in your search parameters under Search publications for. If you wish to save your search to be able to easily repeat it later, choose Save under Select saved search.
7. Click on Search.
8. A results list from Scopus will be shown. Looking under Action in the list you will see the alternatives for each publication.
   • Import and relate to you means that the publication is not yet in SLUpub. Check Import if it is your publication.
   • Already your publication means that the publication is already in SLUpub and that you have been linked to it as an author.
9. Once you are done marking one or several publications click on Import.
10. In the next step, continue the import by clicking Import & send to library.
11. Click on Done.
12. The publication/publications are now sent directly to the library for review and validation. When they are validated you will receive an email and the possibility to complete the publications by adding research topics, program affiliation, Sustainable Development Goals and upload a file for transfer to make the full text openly available. Publications from previous/other employments are not to be published in full text.

Instead of registering your publications manually you can also import them from a file (BibTex or EndNote XML).

1. Click on Add new in the top right corner.
2. Click on Publication.
3. Choose Import from file instead of Create manually.
4. Choose the business card/affiliation you want to connect to the publications, by clicking the plus sign.
5. Click on the file symbol under Select file.
6. Upload the file you want to import from (BibTex or EndNote XML).
7. Click on Import publications.
8. Click on Done.
9. Under Things to do on your start page you will now find your imported publications under the heading Publications to edit and send to library (publications with status Not submitted).
10. Click the newly imported publications in turn. Make sure the Output Type is correct (change if necessary) and select Content Type. Provide either a DOI, a URL or upload your publication because the library needs access to your publication in order to validate it. Complete the posts by adding research topic, any programs and upload a file to make the full text openly available. Publications from previous/ other employments are not to be published in full text.
11. Click on Save & send.
12. Choose For validation by library and click Send. 

Upon registration in the SLU publication database you may also chose to make the full text openly available. Below you'll find information regarding this topic. For information on how you technically do this in the registration form see Register publications manually. Please, contact us if you need any assistance regarding making full text openly available in the database.

To make already published material openly available

You may want to make already published material openly available in the database. There are multiple reasons for doing so – whether you want make an article published behind a journal paywall openly available for everyone, or if you want to enhance the circulation and give persistent links and metadata to already available publications.

Journal publications (research articles etc.)

• According to SLU's Policy for scientific publishing, it is mandatory to publish peer-reviewed articles open access. This can be achieved either by publishing articles open access in journals or by self-archiving in the SLU publication database.
• The library will check if you may make the fulltext openly available, and if so, which version of the article. The library will also keep track of any publisher embargos.
• Articles published with a cc-license will automatically be made openly available in the database by the library.
• Journals that do not allow that the published version of an article is made openly available usually allows you to make the accepted version openly available. The accepted version is the version which have gone through peer review and been accepted for publication, but that does not contain the journal's final editing (logotype etc.). Usually this requires an embargo (6-24 months normally).

Other publications

You may also make other kind of publications openly available, such as books, book chapters, reports, conference publications et cetera. In these cases, you are responsible for checking that you have the copyright owners', normally the publisher's, permission to make the publication openly available. The library will not perform any additional control regarding copyright and permissions.

Publishing SLU's publications online in the database

The SLU publication database also serves as a platform for online publishing of SLU's publication output, see Guidelines for publications published by SLU.

• All publications published by SLU must be made openly available in full text via SLU's publication database, SLUpub.
• Please, consider the requirements and recommendations (see below). Pay special attention to that the document needs a publisher or an organization behind the publication - normally this will be your department (or equivalent). It's your responsibility to ensure that your department (or equivalent) supports the publication.

Requirements and recommendations regarding publishing full texts

• The standard file format in the database is pdf, but other formats may be used. The file should be machine readable.
• Required metadata: author(s) including affiliation, publication year, title, publisher or organization behind the publication.
  • Documents that do not contain required metadata should be edited before they are published, but they may also be provided with a cover sheet with required metadata. Please contact the library if you want help creating a cover sheet.
• Please, make use of the Document templates for SLU publications.
• Please make sure to get an ISBN and DOI number in good time before publishing. This is required for dissertations and recommended for books and reports.

Publishing research data

Research data itself is not published in SLUpub. Published datasets, however, may be registered in the database. See Share and publish data.

Change or retract fulltexts

• Minor changes of the content in the published document should be made using errata.
• Bigger changes of the published document may require a revision of the document. In these cases the new version should contain a clear statement that it is a revised version.
• Retraction of fulltexts will be made upon requests from the author(s), the copyright owners or head of the responsible department (or equivalent).
• Retraction of the fulltext is not normally done if the fulltext is a SLU dissertation, SLU report series report SLU factsheet series factsheet.
• Retraction means that the fulltext is made unavailable, but a public record of the publication's metadata with a statement that the fulltext has been retracted is kept.

You can delegate your user rights so that a colleague can register your publications.

1. Go to My settings which can be found in the menu under your name in the right hand top corner.
2. Click on New delegation under User delegation.
3. Perform a Search for the person (last name) you wish to delegate your user rights to.
4. Click on the plus sign in front of that person's name.
5. Click on Delegate.
6. From now on, both you and your colleague can access your user and register publications.
7. You colleague will find your user under Switch Role which is also found in the menu under their name in the top right corner.

Connect your ORCID to the publication database

1. Go to My settings which can be found in the menu under your name in the right hand top corner.
2. Go to ORCID Settings and click on Connect to your ORCID account.
3. Here you can choose to either connect an existing ORCID to the publication database or create an ORCID and then connect it to the publication database.
4. When you have connected your ORCID to the publication database, your ORCID publication list will automatically be updated when your publications are validated in the publication database.

Register your ORCID without connection

If you only want to register your ORCID in the publication database without connecting the accounts, do as follows:

1. Click on the pen next to your name on the start page.
2. Enter your ORCID in the ORCID-box.

Inclusion criteria SLU publication database

• Publications must be published in printed and/or electronic form.
  • Publications originating from SLU (or a faculty, department or other organisational unit within SLU) normally become published when registered and made openly available in the publication database.
• The publication must be connected to SLU in either of the following ways:
  • At least one of the authors was employed at SLU when the publication was written.
  • At least one of the authors is currently employed at SLU, registering his/her own publications written during previous employments at other universities.
  • The publication is published by SLU (or a faculty, department or other organisational unit within SLU).
• The content of the publication should be aimed at the scholarly community and/or the general public, and should be a result of the author’s employment/scholarly work.
  • The affiliation in the publication should reflect the author’s employment when the publication was written. Read about writing a correct affiliation here.
• Evidence of the publication must be available in some form (DOI, URL or attached file).
• The publication must include information on title, publication year, author and publisher (or the organisation behind the publication).
  
  • Only persons named as authors in the publication can be registered as such in the publication database (registration is also possible if the person is named as part of a group authorship).

Rules for making a publication openly available through the publication database

• The above inclusion criteria must be fulfilled.
• The publication must be connected to SLU in either of the following ways:
  • The publication was written as part of at least one of the authors’ employment at SLU.
  • The publication is published by SLU (or a faculty, department or other organisational unit within SLU).
• The copyright holder allows making the publication openly available.

The SLU publication database lists and displays the university’s research, and all publications produced by SLU researchers must be registered in the database. Guidelines for a clear division of responsibility amongst employees who work in the database are essential to ensure the content is up to date and of high quality. 

• SLU staff are responsible for:
  • Ensuring that their publications from the previous year have been registered in SLUpub at the latest in January of the following year.
  • Providing a version of peer-reviewed articles that can be made open access via SLUpub, unless it already is published open access.
  • To register their ORCID in SLUpub.

• Each year, the head of department must verify and approve the list of publications that the library has recorded as affiliated with the department.  
• The library is responsible for the quality of the metadata stored in the publication database and provides supporting information for verifying publications and authors’ departmental affiliations. 

Definition of publication types

Journal publications

• Research article: Article reporting results or insights from original research in a scholarly format.
• Review article: Article summarising, surveying or reanalysing previously published studies on a research topic.
• Editorial: Introductory text in a journal or proceeding, written by the editor or publisher of the journal, or by an invited guest editor.
• Letter: Brief notation submitted to a journal concerning a specific finding or commenting on previously published item.
• Other publication in scientific journal: Publication in scientific journal that does not match any of the above categories.

Conference publications

• Conference paper: Published record of paper delivered at or issued on the occasion of a conference or symposium, or in a conference proceeding.
• Proceedings (editor): Personal editorship for an official conference proceeding or publication.
• Conference abstract: Short text describing the content of a conference talk or a conference poster, written in advance and available in print or in digital form.
• Conference poster: Poster presented at a conference. NB the poster must be available as a scanning of photograph.
• Other conference contribution: Conference contribution that does not match any of the above conference related publication types.

Books- and book chapters

• Book: Monographic publication including one or several parts, meant to form a finished whole. Also includes e-books.
• Book (editor): A publication where a number of separate stand-alone works have been published together. In this category, only the editor is named. Editorship of a book that is not an anthology is not registered in the publication database.
• Book chapter: Part of anthology or book where authorship is specified for the individual chapter.

Thesis

• Doctoral thesis: Approved doctoral thesis.
• Licentiate thesis: Approved licentiate thesis.

Other publications

• Magazine article: Article written for practitioners and/or the public community.
• Newspaper article: Article in a general-interest newspaper or news periodical.
• Report: Report from project, investigation or monitoring, published in a report series or by specified publisher.
• Report chapter: Part of report where authorship is specified for the individual chapters.
• Factsheet: Short presentation of facts or research results, often a stand-alone publication. Normally not refereed.
• Other publication: A publication where no other type is suitable.
• Preprint: Preprint published in a preprint repository.
• Patent

Definition of content types

• Peer-reviewed: Publications reviewed by independent researchers and considered to be of sufficiently high standard regarding scientific quality to be accepted for publication. The most common type is journal articles, but may also apply to other publication types.
• Other scientific: The content is of scientific nature and intended for the scholarly community, but has not been peer-reviewed.
• Popular science: The publication is intended to convey scientific information to the general public. Debate contributions are included in this category.

1. The publication post is then sent to the library queue for review and validation. You can no longer change the post information but can still see all your publications and their validation status under the heading Publications in the left hand menu.
2. Once your publication has been validated you will get a message and the possibility to add research topics, program affiliation, Sustainable Development Goal and a file to make the full text openly available.
3. Publications registered in the publication database with the full text attached will be openly available as soon as the SLU University Library has validated your post. If your publication is under a publisher embargo you can still deposit it right away. The library staff will set the correct date. Your text will not be made available online until the set time has elapsed. Publications from previous, other employments are not to be published in full text.
4. Once they are validated, the publications will become visible in the search interface (https://publications.slu.se/), in Search SLUpub (find it at the top of your SLUpub start page when logged in), in the dynamic publication lists on the SLU website and included in evaluations and the annual distribution of the performance based funding.
5. Publications in the SLU publication database are automatically transferred to the national database SwePub, which contains scholarly publishing from Swedish universities. SwePub is developed in cooperation with The Swedish Research Council and the National Library of Sweden and provides the basis for all national information on and analysis of scientific research. All publications that are made available in full text are delivered to the National Library for legal deposit, according to the Act (2012: 492) on legal deposit of electronic material.

Priority

All registered publication records are reviewed and validated by the library. Since the number of registered publications and the needs for data for analyses vary over the year, priorities are sometimes made regarding the type of publications that the library primarily validates. The library staff will validate all incoming publications as quickly as they can – but please contact us if publication is urgent.