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Regular version of the site

Frequently Asked Questions

How can I send a publication for verification?

The publication will be processed and verified if the following conditions are met:

1. You have to check the box ‘Will this publication feature in academic campaigns (academic bonuses, publication activity assessment, etc.)?’ in the publication profile

2. The work mustn’t have the status ‘in press’, ‘on review’ or ‘draft’ (check the appropriate checkboxes). 

Please note that we cannot verify works that are ‘in press’ (as well as 'online first', 'early view', etc.), even if we receive them.

3. At least one field in the ‘Identification’ section must be filled in (see below).

How can I check if the publication has been verified?

You can always check the status of verification by clicking ‘My publications’ tab. If the publication status is ‘not verified’ or ‘verified with corrections’, we recommend that you go to the publication profile. In the lower part of the form you can find the comments of the bibliographer who verified the work. The fields that could not be verified will be marked in red.

Why is it necessary to fill in the fields in the ‘Identification’ section of the publication form?

The information entered in these fields will help the Verification Unit staff to ensure that the work has been published, as well as to check its bibliographic data.

In some cases, the data in this section may affect the verification score. For example, for chapters in collections of articles (including conference proceedings), the presence of verified indicators or WoS/Scopus  URL can lead to a higher assessment (please see the Regulations for more details).

What data should be provided as a priority so that the work is verified as soon as possible?

First, you need to indicate DOI (if any). You can also provide a link to a publication indexed in any of the known citation databases, especially Web of Science and Scopus. For Russian-language works you can refer to RSCI (elibrary.ru). If no such data exist, you should add a link to the work description on the official website of the journal or publisher in the ‘Other URL’ field (in this case, verification may take a little more time).

How long does it take to verify the work?

The verification process depends on many factors and should not exceed 30 days (20 days in case of reapplying). On average, verification takes between 5 and 10 days.

What is DOI?

Digital Object Identifier is a unique identifier of your publication. For more information about DOI, please see Wikipedia. DOI is usually assigned to a work when it’s published. It always starts with a digit 10 with a dot (10.) and may look like this: 10.1007 / b136753, or as a hyperlink: https://dx.doi.org/10.1007/b136753. You can enter it both ways. However, if the system does not recognize the DOI you entered and you are sure that it is valid, leave it as is or duplicate it in the Comment field.

How to enter a journal’s name correctly?

The names of all journals that can be counted towards publication activity are included on a list in the publication database (the ‘Journal’ field). A paper will be counted as part of publication activity evaluations only if its name is on the list. If you cannot find a journal’s name on the list, it has either been entered with errors, or papers from this journal are not counted towards publication activity evaluations. You may also want to check whether the journal name has been changed.

Please remember that if you enter the English title of a journal, which is a translated version of a Russian-language journal, you’ll see its Russian name in the editing mode, since both versions have been entered as a single journal. Please select the Russian name. The English name of the journal will appear in the paper’s description on the website if you choose English as its language.

How do I link to Scopus correctly?

You can enter either the Scopus EID in the ‘publication ID’ section or the URL of the Scopus publication description page (copy it from the address bar in the ‘publication URL’ field). 

How do I link to Web of Science correctly?
  1. Log into webofknowledge.com from your HSE work PC
  2. At the top of the screen, select a database screen-web of science core collection
  3. Use basic search and find the publication by title or DOI (entered without url prefixes)
  4. In the search results, click on the title of the publication, and the publication profile will open
  5. In the document information section, you need to find the Accession Number, for example, WOS: 000423862000009. If it is hidden, click ‘See more data fields’
  6. Copy the numbers (only numbers, without "WOS:") to the publication profile on the HSE website

We do not accept hyperlinks to Web of Science, as they are always dynamic, i.e., they are valid only for the user’s particular session. For the same reason, you should not use such URLs in the bibliographic description of the work.

What if I don’t have a DOI, ID or publication URL, but I'm certain that the work has been published?

In this case, you can check the box ‘Work is published, but does not have DOI, ID, URL’. This makes it possible to load the proofs of a work, i.e., the latest version of the publication layout, sent by the publisher to the author for the final approval before printing. In this case, verification may take longer.

What if none of these options work for me?

Please send us your suggestions using the ‘Comment’ section.

What should I do if the publication has not been verified and/or I don’t agree with the verification results?

If the publication has not been verified (the status is ‘not verified’), please note the fields highlighted in red – they could not be verified.

Additionally, at the bottom of the publishing profile there may be a message from the manager who reviewed the publication. If you make the necessary corrections and click the ‘Save’ button, the publication will be sent for re-verification. If you think that no corrections are required, indicate your reasons in the Comment field and click ‘Save’. In this case, the publication will also be re-verified.

Please note that this is the best way to report a problem, as the publication will be immediately available for the manager who has already reviewed it before. This will help in resolving the problem as quickly as possible.

When is a publication sent for a repeated verification?

Please remember that if you make changes to a verified publication, it shall be automatically sent for repeated consideration. Cases when publications are sent to repeated verification are listed below.

Books: changes in any field in the ‘Identification’ section; change of book type; adding/deleting an author; change of year; change of publisher (on your part on that of the website editor if you have entered the publisher’s name in the ‘other publisher’ field); change in the total number of pages.

Chapters: changes in any field in the ‘Identification’ section; adding/deleting an author; changes in the selection of pages.

Articles: changes in any field in the ‘Identification’ section; change of article type (article/review); change of journal name (on your part of that of the website editor if you have entered the publisher’s name in the ‘other journal’ field); adding/deleting an author; change of year; change in the selection of pages.

If you want to initiate a repeated verification of a publication (see previous paragraph), please provide your reason in the comment field and click ‘Save’.

What is affiliation and how do I enter it correctly?

Affiliation here refers to the author’s affiliation with HSE, specifically how it is indicated in the publication’s bibliographic description. First, make sure that the affiliation is indicated correctly in the description you are referring to. Second, make sure you enter your name (and the names of other HSE authors) in the ‘HSE Authors’ field – in this case the blue HSE logo appears to the left of the author's name. Only in this case can the affiliation be confirmed for each author of the publication.

Do I need to supply texts in digital form (either the original file or a scan of a paper or book)?

A digital version is only required if you are planning to apply for an academic bonus on the basis of publication (in such instance, please upload the file in the ‘Full text…’ field, but the verification unit would be very grateful if you also upload it in the ‘Identification’ section). In other situations, the digital version of the paper is not obligatory, but desirable. The full text may be published both in open access (an appropriate copyright contract will be signed), and in closed access (in the local university network, or only available for staff members who responsible for reports, grant applications, etc.). Texts with closed access will be utilized as part of HSE University’s Anti-Plagiarism system.

Do I need to supply book covers?

No, this is not required, but books with covers will obviously look better on the website.

Do I need to supply a summary and keywords?

Yes, we ask you to send us publications with summaries and keywords, since we believe the author(s) are best placed to do this. Furthermore, journal websites and e-catalogues do not always provide the summary and keywords.


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