Help page Document Server@UHasselt

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How to submit your UHasselt publications, datasets and artistic/designerly creations?

In order to submit your scientific output in the Document Server, you have to sign in using your UHasselt staff credentials and click on “new submission”.

Check your publication list on your Who-is-Who page to avoid submitting an item twice. Creations with more than one UHasselt-author should only be submitted once. 

Research publications

Follow the steps explained in the following video.

  1. The collection “Research publications” is already selected by default.
  2. Upload your file(s) if you have it/them available. Some metadata will be extracted automatically from the file(s) and uploaded in the record.
    For every peer-reviewed journal contribution/proceedings paper UHasselt authors are expected to upload both the published version and the author's version.
  3. Fill in an identifier like a DOI (= digital object identifier), a PubMed ID or a WOS ID (= a Web of Science number) if there is one available. Most of the metadata fields will now be completed automatically.
  4. Review the metadata fields and/or fill in the (missing) metadata fields manually.

Some points of attention:

  • Only submit UHasselt publications in the Document Server. You can add your external publications to your ORCID profile. More information about how you can do this, can be found on the following page.
  • Open Acces policy @UHasselt University
    Every peer-reviewed journal contribution/proceedings paper falls under the UHasselt open access policy.  As a result, UHasselt authors are expected to not only upload the published version, but also the author's version of their peer-reviewed publications in the Document Server. The University Library checks the publisher's open access policy for each uploaded author's version and adjusts access in the Document Server accordingly.

    If you cannot upload the author’s version, please mention this in the “Comments” field.

  • An embargo on your uploaded full text?
    You do not have to set up an embargo on published material and author versions, since the University Library always checks the copyright regulations of the publisher. 
    To safeguard further publication purposes, the University Library puts every PhD thesis under an embargo of 5 years, after which the text automatically becomes open access. However, the PhD student and the supervisor can jointly decide to change or not apply the term.
    For other publications, you can choose to set up an embargo following the instructions in the following video.

Datasets

Follow the steps explained in the following video.

  1. At the top of the page, change the collection “Research publications” to the collection “Datasets”.
  2. Fill in a persistent identifier (e.g. DOI) if there is one available. Most of the metadata fields will now be completed automatically.
  3. Review the metadata fields and/or fill in the (missing) metadata fields manually.

Some points of attention: 

  • The dataset itself cannot be uploaded and should therefore be archived in an external data repository.
  • Only submit UHasselt datasets in the Document Server. You can add your own external datasets to your ORCID profile. More information about how you can do this, can be found on the following page.
  • Open access policy for datasets:
    Because the metadata are generic and do not contain any sensitive information, they can always be made publicly available, even if the dataset cannot. More information on the metadata repository and UHasselt policy can be found here.

Artistic/designerly creations

Follow the steps explained in the following video.

  1. At the top of the page, change the collection “Research publications” to the collection “Artistic/designerly creations”.
  2. Enter the metadata of your item manually. If desired, you can upload a document and put it under an embargo following the instructions in this video.
     

How to import your publications and datasets from the Document Server into your ORCID profile?

You can import your publications and datasets from the Document Server into your ORCID profile following some simple steps described in the following manual. 
 

More information

The library web page UH Guidelines contains instructions about how to correctly cite your UHasselt affiliation. In addition, it also gives information about the UHasselt publication categories, about researcher identifiers and about how to ensure that your research output is validated by ECOOM.
 

Contact information

Research publications & artistic/designerly creations:

Datasets:

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