Adding Publications to the Database. Instructions for HSE Staff Members
Before you start, please read a very short description of the most common mistakes. Paying close attention to these points will help to minimize the number of mistakes (and save you time and effort in correcting them).
Please note that if you make updates to a publication that has already been added, the changes won’t appear immediately on the website. The publication database is updated several times a day, so you must wait for a short period before the corrections appear on your personal page and in the publication database.
Before you enter a publication into the database, check that it isn’t already there. In particular, if you are entering a chapter of a book, check to ensure that the book itself isn’t already listed.
Enter the name of the publication in ‘search’ BUT: rather than putting in the whole title, if it is long, try to search for a particular word or words (try several combinations). Sometimes an accidental space in the title will not produce the book you are searching for.
For example: you enter the full title: VII annual international applied research conference “Language and communications in the cultural context” and you don’t find it in the database, because it has been entered as Language and communication in the cultural context: materials from the VII annual international applied research conference, 21-22 May 2012.
The book is one and the same, but as you didn’t find it, you enter it a second time without realizing you are wasting your time in duplicating an entry. If you just search for “Language and communication”, for example, then you will get a list of variants with those words in the title and you can see if one of them is your book. If it doesn’t come up, you can proceed confidently with entering a new publication.
IMPORTANT: enter the name of the book exactly as it is in the imprint; publication details are usually found on the 3rd or 5th and last pages of a book.
If you are certain that the title of the book has been entered into the database incorrectly and not as in the imprint, write to us at firstname.lastname@example.org. Please remember to show the incorrect title, the correct title and attach a scan of the imprint.
If you need to enter a project to the publication, which has already been added to the database, and for some reason you can’t do it, please don’t create a new publication (a double); instead, contact email@example.com for help.
You can’t find the name of a journal when entering an article
There are several possibilities here:
The journal simply doesn’t exist. You’ve mistaken a book for a journal. This is the most common error.
IMPORTANT: Please note that publications of collected conference papers and discussion papers are books and not journals (periodicals). This means that you won’t find the name of a journal in that list on the site. For that kind of publication, you need to fill in the BOOK + CHAPTER form.
You have entered the name of the journal incorrectly
For example, the journal is called, Psychology and Education but you have typed in Electronic journal “Psychology and Education”. Your search will not come up with what you are looking for.
Please note that not all existing journals have been added to our database. As we aren’t able to know all the titles, we are constantly updating our list. If you entered the journal title in the search, but the journal was not found, then you need to enter the title in the line below - ‘Other journal’.
Publications with this section completed are included in a special selection. Our editors browse these publications and verify whether it is an academic journal, book or media issue. If it is an academic journal, we add it to the general list, and you will receive a notification: ‘The *journal title* is transferred from ‘other journal’ to the general list. After that, when you enter a new article printed in this journal, you can already find the issue in the publication database’s list of journals.
Errors when entering information
DON’T: enter information in the field for the title of the journal with the following format: Russian History, No. 2, page 37-51. There are special fields for entering the issue and page numbers.
Not enough information to enter the publication
Please don’t forget to enter important information:
- For articles in journals (issue and page numbers, if it is not an online journal)
- For books (names of all the authors (not just your own), editors, where it was published and name of the publisher)
- For book chapters (all authors (not just yourself), page numbers)
IMPORTANT: Please note that for publications starting from 2012 YOU MUST fill in the fields “Annotation” and “Key words”. We would like to encourage you to fill in these fields for earlier publications too.
You can’t change the publication to status READY (activate the publication)
You have probably forgotten to fill in all the required fields. As soon as you have entered all the vital information (required fields are highlighted in red), you can activate the publication.
If you can’t activate the publication because of problems entering keywords, check to ensure that you have entered them correctly: Keywords are required to complete the process. Typing a keyword into the field is not enough, as this is just a way to search. You must press Enter and choose the right keyword in the window that appears. If the word is not there, you need to create a new one by clicking the corresponding button.
The entered publication hasn’t appeared on the staff member personal page or the publication database
There are several possibilities here:
1. The publication has been added with a note ‘on review’. Such works are not formally considered publications yet, so they are not displayed on the website (they remain in the personal account only).
2. When adding authors, you might have forgotten to add yourself. Check to ensure your name is on the publication form.
3. If you checked the box ‘Hide, but use in reports’, the publication won’t appear in the general database; it will only be visible on the personal page without an active link.
4. You might have forgotten to activate the publication, i.e., to change its status from ‘draft’ to ‘ready’.
Editorial Check of Publications Entered
The editor of the publications base will check publications that are added. If the publication has been entered incorrectly or not fully, the editor will write to the relevant member of staff with a request that the necessary changes be made. If that person does not respond, the website personnel reserve the right to correct the entry without their consent or if the required information is not available, to delete the entry altogether.
IMPORTANT: If the same user keeps filling in entries incorrectly and does not respond to letters with corrections from the editor, they will be blocked from adding further publications to the database independently (they will only be allowed to do so by sending a form to firstname.lastname@example.org).
If you plan to submit a publication to participate in academic campaigns, check the box at the top of the form. In this case, you will need to enter additional information in the ‘Identification’ section. This information will help our editors ensure that the work has already been published and check the bibliographic data. For more information about completing the form, please see the section ‘Verification of publications: frequently asked questions’.
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