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Here you can find answers to the most important questions as to the publication server. If you have more questions or suggestions or if you need any help, please contact us, we are glad to assist you!

Publication Server – why?

The University of Regensburg Publication Server aims at documenting publications and research data of UR and, if possible, at making them available open access. It is possible and desired to include older publications as well.

The publication server went live on June 1, 2006. New functions will be included continuously, and we set a high value on usability and on avoiding redundant work at entering data.

Members of the university can benefit from reusing the data, e.g. by exporting bibliographic data for reference management software, automatic use of the data for research reports, and embedding publication lists in their web pages.

How to find a publication?

Advanced Search

The link Search in the navigation menu leads you to the advanced search.

Here you can perform a specific search in any field. You may enter several words in each field, and you may choose between matching all of the words or any of it. You can also connect the different fields.

Saved Searches

After performing a search, you can reorder the search results, refine, or save your search in an area on top of the search results. You can perform saved searches again without having to enter all the search criteria again—just choose the search from the list at the Saved searches menu entry. You can also get periodic email alerts with the newest search results.

Browse

If you want to look through the publication server without performing a search, take a look at the navigatin menu on the left.

You can browse by several categories. Browse by Institution opens a tree diagram of the University's institutions where you can display all the publications of a certain facility or a certain professorship. Browse by Project shows all the publications of a certain research project, and Browse by Person gives you the publication list of a single member of the university. Browse by Series shows the publications released in a publication series of the University, and Browse by Year displays all the publications of the University that have been published in a specific year.

Publication found – now what?

Description of the landing page

Click on the different areas to get to the respective description.


Landing page data full text abstract link export social networks more altmetric download statistics

1Bibliographical data

The bibliographical data of the entry.

2Full text

Here you can find the full text of the entry, if available on the publication server, and links to the full text on the publisher's website or from other sources, if applicable.

3Abstract

The abstract of the publication or a short description of the entry, if available. Longer abstracts are shortened, you can view the full abstract by pressing the + sign.

4Linked items

This section shows the datasets linked to the publication, e.g., research data an article is based on.

5Export bibliographical data

If you want to add an interesting publication to your literature collection, you can export the data into different formats, including the formats of some popular reference management applications, like Reference Manager, EndNote, or BibTex.

6Recommend in social networks

You can recommend an entry on facebook, Twitter, or Google+. Just activate the favoured network button and then click on it (all the buttons are deactivated to prevent involuntary data transmission).

7More information

This section shows other information related to the entry, e.g., the document type, the publication date, the related institions or projects, identifiers as DOI, URN, PubMedID, ArXivID, etc, the publication status, if the work was created at the University of Regensburg, and more.

8Altmetric

Here you see an altmetrics factor given by recommendations of the article in different social networks.

9Download statistics

This graph shows the number of full text downloads over the past twelve months.

How to register on the publication server

Before you log in for the first time, you have to register on the system. All members of the university are allowed to register. You only need to enter your computer center account (e.g. vip12345) for registration. You can navigate to the registration page by the menu on the left.

How to log in to the publication server

If you are registered once, you can log in using your computer center (CC) account (e.g. vip12345) and your CC password.

How to submit own publications on the server

Only registered users can submit publications.

As a registered user, you can create new documents and manage your deposits. Follow the link "Manage deposits" in the navigation menu.

Here you can create new items, import metadata, and edit your own items.

Create a new item by pressing the "New Item" button. Then you can enter all the metadata for your publication in a few steps. Here you can find a list of special characters for copying.

You can also import metadata for your publication: choose a format from the drop-down menu and press "Import". At present you can import metada from different XML formats, BibTeX, MS Word (docx format), and from the arXiv and PubMed repositories. For XML or BibTeX formats, you can just enter the source code into the input field, or you can upload a file. You can import the bibliography, embedded media, or metadata from docx files. And for importing publications from PubMed or arXiv, just enter one or more PubMed ID or arXiV ID into the input field (one ID per line), or upload a file containing the IDs. You can test the import function first, before you import the data to the publication server.

"Manage deposits" shows you a list of all your publications you deposited on the server. Every item on the publication server is located in a certain area. In the User Workarea, only the respective user is allowed to edit the items. Your item cannot be seen by others as long as it is in your User Workarea. In order to publish the item, move it to Review. The item is then reviewed by a librarian and then published to the Live Archive. As long as the item is in the Under Review area, it cannot be edited by its owner. In order to edit it anyhow, move the item back to the User Workarea (this can be done at the Actions tab of the respective item). If the item is in the Live Archive, it is visible on the Internet. As the owner of the item, you still can make changes, but this should be an exception, e.g. if the Publication status changes.

How to identify yourself uniquely as the author

When generating publication lists (e.g., for a website), a unique author identification is needed to resolve any homonymy.

Internal author identification

Authors of the University of Regensburg can enter their computer center user name (e.g. vip12345) additional to their full name when filling in the details of their publication. Thus, publications can be assigned uniquely to the scientists. By searching for the computer center account name, you can generate personal publication lists.

ORCID

ORCID is an international service assigning persistent IDs to researchers. If you already have an ORCID, please contact us.

How to initialize institutions and subjects with default values

Most of your entries on the publication server probably will have the same institutions and the same subjects. In order to minimize your effort, you can enter your institutions and your subject areas to your profile. When creating a new entry, these fields then will be initialized automatically with your default values. Independent of your profile settings, you can change institution and subject for each entry at any time.

How to enter your instition and your subject areas to your profile

At first, go to your profile by following the link "Profile" in the navigation menu. Here you can view and change your personal settings.

When going to "Institution – Edit", you can select your institution or your work group from a tree structure. This will be the default value for all your new entries, but you can change the value for the individual entry at any time.

Press "Next" to initialize your default subject value. Select up to three subjects you'd like to have as default values in all your new entries. If an entry belongs to a different subject area, you can change the subject in the specific entry at any time.

How to enter special characters to the title and abstract fields

You can enter special characters or other scripts on the publication server using Unicode with UTF-8 encoding. This page shows some special latin characters, symbols, and other scripts. You can just copy them to the text fields.

How to publish a thesis on the publication server

To publish a dissertation electronically is possible at the University of Regensburg at all faculties with the exception of the Faculty of Medicine (see the relevant regulations for doctoral candidates). For the faculties I-IV in the natural sciences, the regulations for doctoral candidates require the written consent of the thesis supervisor to this publication form. In all other faculties please consult with the relevant examination office before uploading the material to the publication server.

Before publishing in electronic form please clarify the copyright and license matters, so that no conflicts arise with third parties: If you wish to additionally publish the work with a publisher, then the latter must already have given consent to the University Library publishing it in electronic form!

It is not possible to change the documents after publication!

If you don't have an RZ account, you can get access as a guest user. Please contact Dr. Gernot Deinzer, Tel. +49 941 943-2759, E-mail gernot.deinzer@bibliothek.uni-regensburg.de.

What do you have to hand in to the University Library of Regensburg?

1. Printed copies

Five printed copies for the library (depending on the relevant regulations for doctoral candidates, further copies may have to be submitted to the faculty). If the dissertation is published within a university series or if the dissertation already has a university library ISBN (3-88246-XXX-X), the library requires six printed copies.

IMPORTANT: Printing out the PDF file guarantees that the formatting is the same for the printed and electronic versions (citability)!

Hand them in at the departmental libraries or at the dissertation office in the central library (Ms. Huber, Room 607, Tel. 0941 943-3926, Mon.– Fri. 1.00 p.m.–3.00 p.m. Please arrange for an appointment).

2. Electronic version

Publication format for your electronic dissertation is PDF (Portable Document Format) from Adobe. Due to long term preservation protected documents are not allowed.

For archival purposes, the original format of the dissertation must be added to the PDF file (Microsoft Word, WordPerfect, OpenOffice, TeX, etc.). Should the original document exist as several single documents, please pack them into a single ZIP file!

The PDF and the original file are uploaded at first to the publication server buffer which is not publicly accessible. The work is reviewed by the library employees and then made publicly accessible. Changes are no longer possible. (Special provisions with temporary postponement of the publication on the Internet by up to a year in the Faculties of Natural Sciences I-IV.)

Inserting the documents:

  • To insert a publication you have to be logged in.
  • Follow the "Manage deposits" link to create a new item.
  • Choose "Thesis of the University of Regensburg" as item type.
  • The necessary specifications for the content description serve for tracing your dissertation within the publication server and by search engines on the Internet. Particularly important are the specification of subject headings and abstracts (max. 5000 characters) in German and English.
  • After specifying the metadata you can transfer your electronic document automatically into the publication server buffer.

3. Form for publishing electronic dissertations

  • Form with POD (in German) | Form without POD (in German)
  • Hand the signed form in together with the printed copies.
  • Appears at the site of the upload process. (Please print out, fill in and sign)

With this form, you transfer to the University Library of Regensburg the right to store your document, to make it accessible publicly in data networks and, if necessary, to convert it into other data formats. This right also applies to the German National Library and, if required, to the special collections libraries. Furthermore, you affirm that questions of copyright and licencing rights has been checked by you and that the rights of third parties concerning the electronic publication do not conflict (i.e., if you want to additionally publish the work with a publisher, then the latter must have agreed to the electronic publication by the university library). In addition, you declare that the publication of the dissertation has been sanctioned by the doctoral regulations committee and that the electronic version and the sanctioned original version are identical in form and content.

Special provisions

Temporary postponement of the publication on the Internet by up to a year in justifiable isolated cases (for example, with a current patent application):

Create a new item and fill in the data of your dissertation as described above. However, do not append your work in the original format or in PDF format, but only one page (likewise as a Word file and as a PDF file) on which you have entered the title of the work with the desired publication date: Die Dissertation "...Titel...." soll frühestens am ....TTMMYYYY.... im Internet veröffentlicht werden. Ort, Datum, Name des Autors. (The Dissertation "...Title...." should be published on the Internet at the earliest on ....DDMMYYYY.... Place, Date, Authors name.)

Hand it in at the dissertation office in the central library (Ms. Huber , Room 607, Tel. 0941 943-3926. Mon.–Fri.: 1.00 p.m.–3.00 p.m. Please arrange for an appointment):

  • Your dissertation in PDF format and in the original format on CD-ROM (should the original document exist as several documents, please pack them into a single ZIP file!)
  • Five printed copies (depending on the relevant regulations for doctoral candidates, further copies may have to be submitted to the faculty)
  • the form of the university library confirming the transferral, publication and distribution rights
  • A form from your Faculty with the request for postponing the publication on the Internet (together with the earliest release date)

At the time given, the electronic version is taken from the CD-ROM and placed on the Internet, and the printed copies are passed on.

How to publish a paper in the "Regensburger Diskussionsbeiträge zur Wirtschaftswissenschaft"

Before publishing a paper in the series "Regensburger Diskussionsbeiträge zur Wirtschaftswissenschaft", please read the notes on the pages of the Faculty of Business, Economics and Management Information Systems (in German).

To publish a paper online in the series "Regensburger Diskussionsbeiträge" on the publication server, please log in and follow these steps:

  • Press the "New item" button in the "Manage deposits" section.
  • First, you have to define the type of the document: Choose "Monograph" as the item type.
  • In the second step, fill in the details of your paper.

    Note: By entering your "NDS Shortname" in the creators field, the entry will be assigned uniquely to you.

    As monograph type please choose "Working Paper". Enter "Regensburger Diskussionsbeiträge zur Wirtschaftswissenschaft" into the field "Series of the University of Regensburg", and the number of your paper into the "Volume" field. To increase the visisbility of your paper on the Internet, please enter an abstract and keywords.
  • In the next step, please enter your publication status. For papers in the "Regensburger Diskussionsbeiträge zur Wirtschaftswissenschaft", it is:
    • Status: Published
    • Refereed: No, this document will not be refereed
    • Created at the University of Regensburg: Yes
  • We then need to know the institution your paper was written at. Please select your working group from the tree structure at "Institutional Affiliation" under "Business, Economics and Information Systems".
  • The next step is a subject classification of your document. In this case, please select "330 Economics".
  • In the last step, you have to upload your paper to the publication server. Please upload papers only in PDF format. Click on "Show options" and select "Visible to Anyone". Thus, your paper will be published open access on the Internet.
  • Now you can deposit your entry. Press the button "Deposit Item Now" to submit your paper to the review workarea. After a short period of time it will be published.

How to publish research data

  1. Log in to the publication server and create a new item.
  2. Select as item type
    • Dataset for a collection of quantitative data (collected, measured, or simulated data or images).
    • Experiment for a description of an experiment (e.g., description of the experimental setup, sketches, lab books).
    • Image for one ore more image files.
    • Video for one ore more video files.
    • Software for scripts, source code and the like.
    • Other for something that is not covered by the other categories.
  3. In the "Details" section, enter the metadata for your entry. Mandatory fields are creators (authors), contact Email address, title, and date (at least the year).
    • As creators, list all those persons who were directly involved in generating the data.
    • At Superordinate Entry, you can link the current (research data) entry with a publication that is based on this data. Enter the item ID of the superordinate entry and press "Lookup". (You can find the item ID of an entry in the table at the landing page, or as part of the URL: http://epub.uni-regensburg.de/12345/.)
  4. The "Status" section should contain
    • Status: "Unpublished" if you didn't publish your data elsewhere, e.g., in another repository. Even if you have published an article with graphs visualizing your data, the raw data itself is still unpublished.
    • Refereed: "No, this document will not be refereed" should be the standard value for research data, since the data itself usually is not refereed during the peer review process of a publication.
  5. Select your institutional affiliation (e.g, your working group) and your subject area (up to three).
  6. In the "Upload" section you can upload one or more files. Either select a file from your computer, or enter a URL to the file. Please note the section about reasonable file formats!
    If your dataset contains many files, you may combine them into a ZIP archive.
  7. You can enter individual metadata for each file by pressing "Show options" at the respective files. This is particularly helpful if your entry contains several separate files. In these options, you can
    • enter a short description that will be shown next to the file,
    • determine who is allowed to download the file ("Visible to"). See below for more information.
  8. In the "Deposit" section, press "Deposit Item Now". Your entry then is moved to the review workarea of the publication server, will be reviewed by formal criteria by a library employee and then published to the live archive.

You can find further information on research data, data formats, and citation of research data on the Research Data page.


Contact person research data

Dörte Bange
Research data management
University Library of Regensburg
Universitätsstr. 31
93053 Regensburg
Building: Central library, room 453
Tel: +49 (0)941 943-1645
E-mail: doerte.bange@bibliothek.uni-regensburg.de

How to submit a new version of an item

To submit a new version of an existing entry (e.g., a new edition of a book) to the publication server, go to "Manage deposits" and look for the existing item in the table. If the item is already published, please note that you have to select the Live Archive checkbox to view the published items.

Now open the item you have a new version of by clicking on the icon "View Item". You get to the details page of the item where you can perform different actions by choosing the "Actions" tab.

Unter diesem Reiter finden Sie den Knopf "Neue Version". Here you find the button "New Version". It will create a copy of the item and you are working with this new version from then on.

As soon as this version gets published, it will be linked to the older version of the item. Please note that the system may generate links to non existing entries if the older version is not publised to the live archive.

How to use an item as a template

You can create a new item using one of your existing items as a template. Id doesn't matter if the existing item is in your user workarea, the review workarea, or in the live archive.

To do this, go to "Manage deposits" and open the item you want to use as a template by clicking on the icon "View Item". You get to the details page of the item where you can select the "Actions" tab.

Here you find the button "Use as Template".

Pushing the button will create a new item. This is a copy of the existing item, thus, all the metadata is already filled in and can be edited now. There is no link between both items, they are completely independent from each other.

Tip: You can create an item in your user workarea where you fill in the fields where you often need the same values, and use this as a template for other items.

I have a list on a web page and I want to import these publications – what should I do?

We are happy to assist you with this. Please contact us to talk about the procedure.

How to embed a publication list in my web page

Create a query for your list

You have to create a search for your list first. The advanced search gives you various options to create a query. For example, you can search for the publications of a specific faculty, a chair, etc. If you want to create a publication list for a single person, you can search for his NDS shortname. Also, you can combine the search fields and create querys like "All the articles of project xyz which are refereed".

Once you have defined your query, perform the search. Above the search results, you can export the list of results. Select "XML" from the dropdown menu (see figure) and push the "Export" button.

Now you see a page with your search results in XML format. Please copy the URL of this page.

Define the citation style

For the representation of the XML list on a web page, you still need another XML file, in XLST format, containing the desired citation style. As a start, you are welcome to use the citation file below:

Of course, you can create your own citation style. We are happy to assist you with this.

Embed with php

You can embed a publication list to your own web page using the following php script:

Contact information

Contact person publication server

Dr. Gernot Deinzer
Open Access Representative
University Library of Regensburg
Universitätsstr. 31
93053 Regensburg
Building: Mathematik, room M 202
Tel: +49 (0)941 943-2759
E-mail: gernot.deinzer@bibliothek.uni-regensburg.de

Contact person research data

Dörte Bange
Research data management
University Library of Regensburg
Universitätsstr. 31
93053 Regensburg
Building: Central library, room 453
Tel: +49 (0)941 943-1645
E-mail: doerte.bange@bibliothek.uni-regensburg.de

  1. Homepage UR

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Publication Server

Contact person
Gernot Deinzer

Phone +49 941 943-2759
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