Validation publications

You are here

Publications play an important role in the distribution of the resources that the government provides for the stimulation of academic scientific research in Flanders. Calculating the bibliometric parameters for these allocation keys is one of the tasks of ECOOM. ECOOM, the Centre for Research & Development Monitoring, is an interuniversity consortium of the Flemish Community in which all Flemish universities (KU Leuven, UGent, VUB, UAntwerp and UHasselt) participate. Every year, ECOOM validates the publications of the Flemish universities that meet the criteria for inclusion in the allocation keys for government funding. Only publications that can be awarded to a Flemish university and that are included in certain indexes of the Web of Science Core Collection and/or the VABB-SHW are eligible for validation.

The exact conditions for validation by ECOOM are explained below.

  1. How do I ensure that my publication ends up in Web of Science and is validated by ECOOM?
  2. As a researcher in the social and human sciences, how do I ensure that my publication qualifies for inclusion in the VABB-SHW and thus for validation by ECOOM?

How do I ensure that my publication ends up in Web of Science and is validated by ECOOM?

Affiliation

First and foremost, make sure that you state your UHasselt affiliation (correctly) on the publication. Only publications with UHasselt affiliation are eligible for validation. More information on how to properly state your UHasselt affiliation on a publication or dataset can be found on the library website.

Publication types

Only certain publication types in the Web Of Science Core Collection are eligible for validation, viz.

  • Journal contributions with subtype Letter / Article / Note / Review, and included in the Science Citation Index Expanded (SCIE) and/or Social Science Citation Index (SSCI) and/or Arts & Humanities Citation Index (AHCI) (UHasselt publication category A1)
  • Proceedings papers included in the Conference Proceedings Citation Index-Science (CPCI-S) and/or the Conference Proceedings Citation Index-Social Sciences & Humanities (CPCI-SSH), (UHasselt publication category C1)

Instructions

To ensure that your Web of Science publication is validated by ECOOM, proceed as follows:

If you are going to publish in a journal:

Check whether the journal appears in the Science Citation Index Expanded (SCIE) and/or Social Science Citation Index (SSCI) and/or Arts & Humanities Citation Index (AHCI) via the Master Journal List. Every journal included in this list has a profile page with a section “Web of Science Coverage”, where you can see whether and in which Web of Science index(es) the journal is included. To use this tool, you must first register with your UHasselt email address.

If you have not yet chosen a journal for your publication, follow the next steps:

1. Go to the Master Journal List, leave the search bar empty and click on “Search Journals”:

2. Select the desired index via the filter Web of Science Coverage. You will get an overview of all the journals that appear in the relevant index and you can further filter on, for example, Category to find a journal in the desired discipline.

If you are going to publish a proceedings paper:

For proceedings papers, the procedure is a bit more complex, because you depend on how the conference proceedings will be published, either as a book or in a journal.

Conference proceedings published as a book

As stated above, ECOOM only validates the proceedings papers included in the Conference Proceedings Citation Index-Science (CPCI-S) and/or the Conference Proceedings Citation Index-Social Sciences & Humanities (CPCI-SSH) (UHasselt publication category C1) . The procedure for inclusion is as follows: the publisher submits the full proceedings book to Clarivate Analytics for evaluation. Only after a positive answer will the proceedings contributions be included in Web of Science and thus be validated by ECOOM.

Conference proceedings published in a journal

Some proceedings contributions are included in a journal. In order for your proceedings paper to be validated by ECOOM, the relevant journal must appear in the Science Citation Index Expanded (SCIE) and/or Social Science Citation Index (SSCI) and/or Arts & Humanities Citation Index (AHCI). More information on how to check this can be found via this link.

 

As a researcher in the social and human sciences, how do I ensure that my publication qualifies for inclusion in the VABB-SHW and thus for validation by ECOOM?

The Flemish Academic Bibliographic Database for the Social Sciences and Humanities (VABB-SHW) is a database that collects the publications from the researchers in the Social Sciences and Humanities from the Flemish universities. Thanks to the VABB-SHW, the specific research output of the Social Sciences and Humanities is recognized, valorized and can contribute to a well-founded distribution of research resources between the Flemish universities.

Affiliation

First and foremost, make sure that you state your UHasselt affiliation (correctly) on the publication. Only publications with UHasselt affiliation are eligible for validation. More information on how to properly state your UHasselt affiliation on a publication or dataset can be found on the library website.

In addition, the VABB-SHW only includes publications by researchers who belong to an organization recognized by the VABB-SHW as an entity in the social and human sciences. More information about which organizations these are, can be obtained from Eline Schoeters or Hilde Cleeren of the University Library.

Publication types

Only the following UHasselt publication types are eligible for validation:

  • Contributions in journals included in the VABB-SHW journal list that meet the VABB-SHW criteria (see below) with subtype in the Document Server: Article, Note, Review and Letter (UHasselt publication category A1)
  • Books with ISBN or ISSN (Role: author or editor) (UHasselt publication category B1)
  • Book chapters with ISBN or ISSN (Role: author or editor) (UHasselt publication category B2)
  • Proceedings Papers with ISBN or ISSN (UHasselt publication category C1)
  • Research Reports and Working Papers with ISBN or ISSN (UHasselt publication category R1)

The Authoritative Panel (GP) from the VABB-SHW assesses which publications are validated and thus included in the VABB-SHW, on the basis of the following criteria from the BOF regulations:

  1. they are publically available, 
  2. they are unambiguously identifiable through an ISSN or ISBN,
  3. they offer a contribution to the development of new insights or the application thereof,
  4. they are judged before publication in a demonstrable process of peer review* performed by scientists considered to be experts in their field,
  5. they are at least four pages long.

*Peer review must be conducted by an editorial board, by a permanent reading committee, by external referees or by a combination of those types. There must be at least an input that is external to the research group and that is independent of the author(s). The peer review is not organized by the author.

Instructions

In order for your publication to be included in the VABB-SHW, your publication must meet all five of the above criteria. To fulfil the criterion under point 4, proceed as follows:

  • If you are going to publish in a journal:
    Check whether the journal is included in the List of all journals in VABB-SHW version X (2009-2018), accessible via the website of the VABB-SHW. If this is the case and your journal publication is at least 4 pages long, your publication will be included in the VABB-SHW. If this is not the case and you wish your publication to still be eligible for inclusion in the VABB-SHW, you must provide a proof of peer review for the relevant journal and upload this proof together with the journal publication in the Document Server. This proof must always contain a publicly visible statement of peer review (for example on the website of the journal), i.e. a general editorial policy document explaining the policy/ procedure of peer review for the journal. During the month of October, the University Library sends this proof to the Authoritative Panel of the VABB-SHW, who then decides whether or not the journal will be included in the next version of the VABB-SHW published in June.
  • If you are going to publish (in) a (proceedings) book:
    Check whether the publisher and the specific ISBN-prefix from this publisher is included in the List of publishers in VABB-SHW version X (2009-2018), accessible via the website of the VABB-SHW. If this is the case and your book publication is at least 4 pages long, your publication will be included in the VABB-SHW. If this is not the case and you wish your book publication to still be eligible for inclusion in the VABB-SHW, you must either provide one or more review reports for the relevant publication, or proof that a (successful) procedure has been completed at the University Foundation, and you have to upload these documents at the import of the book publication in the Document Server. For the sake of clarity: mere affirmation of the application of peer review by the editor or publisher is not sufficient. It is always necessary to provide specific and complete review reports. A synthesis of the most important comments of the reviewers is not sufficient! The University Library puts the review reports or the proof from the University Foundation under a full and permanent embargo and delivers the documents during the month of October to the Authoritative Panel of the VABB-SHW, who decides on the basis of the documentation supplied whether or not the book publication will be included in the next version of the VABB-SHW published in June. Of course, the documents are treated confidentially.

    Attention: 

    • In principle, you do not have to provide review reports for (chapters in) (proceedings) books with GPRC label, as the Authoritative Panel of the VABB-SHW normally receives these reports from the publisher. In exceptional cases, however, this does not happen, whereby the University Library still has to ask the researcher(s) in question to request the review reports from the publisher, so that these documents can be delivered to the Authoritative Panel.
    • For a book from which you are the author, you must provide one or more review reports for the complete book, or proof that a (successful) procedure has been completed at the University Foundation.
    • For a book from which you are the editor, you must provide one or more review reports for every book chapter, or proof that a (successful) procedure has been completed at the University Foundation.
  • If you are going to publish in a book series:
    Check whether the book series is included in the List of peer reviewed book series, accessible via the website of the VABB-SHW. If this is the case and your book publication is at least 4 pages long, your publication will be included in the VABB-SHW. If this is not the case and you wish your book publication to still be eligible for inclusion in the VABB-SHW, you must either provide one or more review reports for the relevant publication, or proof that a (successful) procedure has been completed at the University Foundation, and you have to upload these documents at the import of the book publication in the Document Server. For the sake of clarity: mere affirmation of the application of peer review by the editor or publisher is not sufficient. It is always necessary to provide specific and complete review reports. A synthesis of the most important comments of the reviewers is not sufficient! The University Library puts the review reports or the proof from the University Foundation under a full and permanent embargo and delivers the documents during the month of October to the Authoritative Panel of the VABB-SHW, who decides on the basis of the documentation supplied whether or not the book publication will be included in the next version of the VABB-SHW published in June. Of course, the documents are treated confidentially.

    Attention: 

    • ​​​​In principle, you do not have to provide review reports for (chapters in) (proceedings) books with GPRC label, as the Authoritative Panel of the VABB-SHW normally receives these reports from the publisher. In exceptional cases, however, this does not happen, whereby the University Library still has to ask the researcher(s) in question to request the review reports from the publisher, so that these documents can be delivered to the Authoritative Panel.
    • For a book from which you are the author, you must provide one or more review reports for the complete book, or proof that a (successful) procedure has been completed at the University Foundation.
    • For a book from which you are the editor, you must provide one or more review reports for every book chapter, or proof that a (successful) procedure has been completed at the University Foundation.

More information can be found on the website of the VABB-SHW.
If you still have specific questions, do not hesitate to contact us, either by e-mail (eline.schoeters@uhasselt.be or hilde.cleeren@uhasselt.be)  or by phone (011/26.81.22 or 011/26/90/77). We are happy to help you!

Top