Help page Document Server@UHasselt

You are here

  1. How to submit your publications? 
    1.1. UHasselt publications
    1.1.1. Three options
    1.1.2. Extra information for each document type
    1.2. External publications
  2. More information
  3. Contact information

1. How to submit your publications?

In order to submit a publication in the Document Server@UHasselt, you have to log in using your UHasselt staff credentials. The following video shows you how: https://youtu.be/2npiDABVpzM.

Watch out for duplicates!
To avoid submitting a publication twice, check your publication list in your Who-is-Who page. Publications with more than one UHasselt-author should only be submitted once. After the approval of the University Library, the publication appears automatically in the publication list of all UHasselt authors.
If the publication you want to submit already exists in the system or has already been submitted by someone else, or if the system contains another publication with very similar metadata, you will receive a notification that one or more potential duplicates have been identified. In that case, you can choose to discard the submission or you can indicate whether the duplicates found are indeed duplicates or not. If desired, you can leave a message for the library when confirming your choice.

1.1. UHasselt publications

1.1.1. Three options

There are different possibilities to upload a publication in the Document Server@UHasselt, which can be combined. They are explained below. After depositing your publication, the library will check your submission before making it publicly available.

Important! Always make sure that all the necessary metadata fields are filled in. You can check this using the “checklist for new submissions in the Document Server” (xls).

A. Uploading a pdf

You can submit a publication by uploading the pdf. After the upload, (most of) the metadata will automatically be extracted. However, you will still have to review some metadata fields. 

More info about how to submit using this option can be found in the following video: https://youtu.be/mfq1INiLdBY.

B. Submission using an identifier (DOI / PubMed ID / WOS ID)

You can submit a publication by using an identifier like a DOI (= digital object identifier), a PubMed ID or a WOS ID (= a Web of Science number). After entering the identifier, (most of) the metadata will automatically be extracted. However, you will still have to review some metadata fields. 

More info about how to submit using this option can be found in the following video: https://youtu.be/PBh_yzsOyUc.

C. Manual input

You can submit your publication by entering the metadata manually. 

More info about how to submit using this option can be found in the following video: https://youtu.be/5-Zdbf8cPDI.

1.1.2. Extra information for each document type

A. Peer-reviewed journal contributions and proceedings papers

Every peer-reviewed journal contribution/proceedings paper falls under the UHasselt open access policy. This means that UHasselt authors are expected to not only upload the published version, but also the author’s version (preferably a post-reviewed preprint) of their peer-reviewed publications in the Document Server@UHasselt. The author’s version is defined as the latest version of the text after peer review, but before the final layout of the publisher has been applied. More information about the UHasselt open access policy can be found on the library website.

Below, you can find some practical guidelines about how to submit your peer-reviewed journal contributions and proceedings papers complying to the UHasselt open access policy:

Open access publications

If your publication is open access, check whether you (already) have the published version. If yes, upload the pdf. If no, check whether you have an identifier like a DOI (= digital object identifier), a PubMed ID or a WOS ID (= a Web of Science number). If yes, enter the identifier. If no, enter the metadata manually.

Non-open access publications

If your publication is not open access, check whether you (already) have the published version and the author’s version. 

  • If you have both the published version and the author’s version, upload the two pdf’s. 
  • If you only have the published version, upload the pdf and write in the “Comments” field that you cannot (yet) deliver the author’s version. 
  • If you only have the author’s version, upload the pdf and write in the “Comments” field that you cannot (yet) deliver the published version. Check whether you can add an identifier like a DOI (= digital object identifier), a PubMed ID or a WOS ID (= a Web of Science number). If yes, enter the identifier. If no, enter the metadata manually.
  • If you do not have the published version nor the author’s version, write in the “Comments” field that you cannot (yet) deliver the published version and the author’s version. Check whether you can add an identifier like a DOI (= digital object identifier), a PubMed ID or a WOS ID (= a Web of Science number). If yes, enter the identifier. If no, enter the metadata manually.

After depositing your publication, the library will check your submission before making it publicly available.

B. Conference material and PhD theses

Always begin with uploading the full text of your conference material or PhD thesis. If the document is a pdf, (some of) the metadata will automatically be extracted. However, you will still have to review these metadata. After depositing your publication, the library will check your submission before making it publicly available.
More info about how to submit your publication by uploading the full text can be found in the following video: https://youtu.be/mfq1INiLdBY.

C. Other publications

If you want to submit a different publication than the types above, first check whether you can import a pdf or fill in an identifier like a DOI (= digital object identifier), a PubMed ID or a WOS ID (= a Web of Science number). After adding the pdf or the identifier, (most of) the metadata will automatically be extracted and therefore do not have to be filled in manually anymore. You will, however, still have to review some metadata fields. If you cannot add a pdf or an identifier, you can manually enter the metadata. After depositing your publication, the library will check your submission before making it publicly available.

1.2. External publications

There are different possibilities to upload an external publication in the Document Server@UHasselt, which can be combined. They are explained in 1.1.1. Three options.

1.3. Artistic/designerly creations

Under construction.
 

2. 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 in the social Sciences and humanities is eligible for the distribution of research resources between the Flemish universities (VABB-SHW).
 

3. Contact information

For urgent support contact:

Top