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Questions regarding data migrated from ETH E-Collection and ETH E-Citations

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titleWhat happened to the abstracts recorded in E-Citations?

In the run-up to the launch of the Research Collection, ETH Library conducted an analysis of the copyright situation for the abstracts recorded in ETH E-Citations, the majority of which had previously been copied directly into the bibliography from the publisher’s website. Unfortunately, we discovered that the previous practice of adopting abstracts in the institutional bibliography unchecked is not permitted by Swiss copyright law. The publishers usually have the authors transfer the exclusive usage right for these abstracts (and the full texts).   

Consequently, we were forced to seize the change of system as an opportunity to make adjustments for these abstracts, the majority of which had unfortunately been published illegitimately. Therefore, we have not migrated any abstracts from ETH E-Citations to the Research Collection for the publication types journal contributions, conference contributions and books (the types of publication where, according to our analysis, the publishers hold the copyright in the vast majority of cases).  

With the launch of the Research Collection, ETH Library will start publishing abstracts and full texts for articles published under a Creative Commons licence and add abstracts and full texts for these references retrospectively. For publications where the publisher holds the copyright, the permissibility of publishing full texts and/or abstracts must be clarified by the author or ETH Library using the Sherpa/Romeo database for each individual case.

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titleDid you deduplicate the data?

Yes, based on the E-Collection DOI, all items that existed in E-Collection as well as in E-Citations have been merged into one Research Collection item.

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titleI detected some discrepancies in the migrated data. What should I do?

If the problem refers only to a particular item, please report the necessary corrections as described on the page Suggest edits.

If you detected a problem related to several items, please report it via the contact form.

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titleHave my download statistics from the E-Collection been migrated?

We are currently importing the access logs into the Research Collection, in order to add them to the statistics displayed below each item. Due to the large volume of data the process will take some more weeks to finish.

General questions

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titleDo I have to register in order to be able to use the Research Collection?

Usually not. The Research Collection is freely accessible online. A valid nethz login is required for adding new publications as well as for editing existing publications. Furthermore, all items that display an "ETHZ users" availability tag can only be accessed by ETH members after they have signed in with their nethz accountlogin.

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titleWhom can I contact if I have questions?

Please use the contact form or contact the E-Publishing Office at the ETH Library via telephone: +41 44 632 72 22.

Publishing

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titleWho is allowed to submit publications to the Research Collection?

All staff and doctoral students of ETH Zurich are entitled to submit their own publications and research datat data relevant to research and teaching to the Research Collection.

The publication of a Master's thesis, Bachelor's thesis or a student paper in the Reseach Collection requires a declaration of consentfrom the professor or lead researcher.

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titleWhich publication types are recorded and published in the Research Collection?

See Publication Types.

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titleWhich file formats are suitable for submission?

See File formats for archiving.

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titleHow can I submit a publication?

See Publication process.

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titleCan I submit several files with one publication?

Yes, that is possible. You can upload as many files as you want with one publication.

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titleHow can I obtain an ISBN number for my publication?

The ETH Library allocates ISBN numbers for individual publications by members of ETH Zurich upon request. Please request the ISBN before you submit your publication to the Research Collection, so you can integrate it into your PDF. You can find out how to proceed to obtain an ISBN on the ISBN Allocation page.

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titleHow can I obtain a DOI (Digital Object Identifier) for my publication?

Each item in the Research Collection receives a DOI automatically of if the following conditions are met:

  • You have uploaded a full text or other digital object.
  • You have selected either Open access, Embargoed access, ETHZ users or Selected users when defining the Access rights.

The DOI is published and registered once the internal review process for your item is completed.

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titleCan I obtain the DOI for my publication in advance to integrate it in the document?

 Yes, that is possible. See Reserving a DOI for instructions on how to proceed.

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titleI have written a document at ETH Zurich but am no longer a member of ETH Zurich. Can the document still be accepted in Research Collection?

Yes, that is possible. Please contact us in order to receive a guest account that will enable you to upload the file.

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titleI would like to publish a document as co-author (co-authorship). Is that possible?

Yes, in principle, provided that you have the co-authors' consent.

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titleIs it possible to submit publications that I have written before my affiliation with ETH Zurich?

Yes, that is possible. Please flag these publications in the Describe step of the submission process by choosing "No" when asked if your work is an ETH Publication.

It is not possible to publish examination papers (theses) from universities other than ETH Zurich via the Research Collection. However, you can submit theses written at other universities as "metadata only" records, provided the thesis is published on an external repository.

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titleCan I submit several publications at once, e.g. by uploading a publication list generated in EndNote, Mendele or Zotero?

Yes, that is possible, provided that you only want to upload bibliographic data. You can upload lists in BibTex or RIS format containing up to 100 publications. Batch import of full texts or other digital objects is not possible due to copyright reasons. See also Batch import metadata.

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titleCan I import my BibTex file to the Research Collection?

Yes, that is possible. See Batch import metadata

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titleCan I import my RIS file to the Research Collection?

Yes, that is possible. See Batch import metadata.

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titleIs it possible to link a Research Collection item to a PDF document available on the web?

We link Research Collection items to external publications at publishers' or other websites exclusively via DOIs or other permanent links. Direct links to PDF documents are not recorded because they are usually unstable and not citable. This rule applies since the launch of the Research Collection and is currently applied retrospectively to PDF links imported from the legacy systems. You are welcome to upload PDFs that do not have a citable link at the publisher's website to the Research Collection, providing copyright has been clarified.

Copyright questions

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titleAm I allowed to submit already published articles or articles submitted for publication to the Research Collection?

It depends on the copyright regulations of the publishing houses in question, which you can garner from your publishing contract or the SHERPA/RoMEO-database. This will also tell you which article version (postprint, preprint or publisher's PDF) you are permitted to publish with the consent of the publishing house and which embargoes you may have to observe.

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titleCan articles that have already been published in the publisher's layout be submitted to the Research Collection?

Most publishing houses do not allow self-archiving of an article in the publisher’s layout. In many cases, however, the publication of preprints or postprints is permitted. Please check the regulations that apply to your publication in your publishing contract or the SHERPA/RoMEO-database.

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titleWhere can I read the publishing house's copyright conditions?

The SHERPA/RoMEO-database provides a comprehensive listing of publisher guidelines on self-archiving and secondary publication, where you can find out which article version (postprint, preprint or publisher PDF) you are allowed to publish with the consent of the publishing house and which embargoes you may have to observe.

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titleWhat is a preprint?

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Preprint
Preprint
The version of a paper prior to the peer review process is referred to as a preprint or non-peer-reviewed author's manuscript. 

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titleWhat is a postprint / Author's Accepted Manuscript?

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Postprint
Postprint
The post print postprint or Author's Accepted Manuscript (AAM) includes all changes and revisions that result from the peer review process. It is the final author's version of the manuscript accepted by the publishing house for publication. Content-wise, the postprint is identical to the publisher's PDF but does not include the publisher's layout or logo.

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titleIf ETH Zurich publishes my work in the Research Collection, do I relinquish my copyrights?

 No. In the event of publication via the Research Collection, the copyright remains with the author. This means that no legal obstacles stand in the way of a future publication of your research results elsewhere (such as with a commercial publisher).

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titleI have published a work via the Research Collection. Now a publisher has approached me and would also like to publish it. Is that possible?

Provided the rights of use have not been relinquished, there are no contractual agreements with ETH Zurich or a funding institution regarding usage, your document is not subject to an obligation of secrecy and the rights of third parties are not violated, you can agree to the publication. 

 In the case of co-authorships, the co-authors must consent to the publication. Moreover, it should be contractually secured that the work published via the repository can continue to be offeredremain accessible

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titleCan I publish a work via the Research Collection that contains figures I did not produce myself?

It depends on the nature of the figure:

Technical figures

Technical figures, i.e. tables, graphics or diagrams, which were clearly produced with a popular software programme (e.g. Excel, PowerPoint) without any great effort may be adopted from a template one to one provided that the source is correctly cited.

Artistic works

Figures by third parties that exhibit artistic value may not be integrated in publications automatically. In such cases it must be clarified beforehand, who holds the exploitation rights and the conditions under which the figures may be published must be clarified beforehand.

 

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titleI would like to make the abstract of my article available in the Research Collection? Is it possible?

If the work has already been published with a commercial publisher it is very common that the authors have transferred all exploitation rights to the publisher. Therefore it is usually not possible to publish abstracts extracted from publisher PDFs in the Research Collection. If the original work has been issued under a Creative Commons License (e.g. in an Open Access journal), it is possible to publish the abstract (and the full text) in the Research Collection.

Doctoral Theses

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titleWill I receive a confirmation that I have uploaded the electronic version of my thesis?

Once the file has been uploaded, an automatic confirmation is generated.

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titleWhat do I have to take to the Doctoral Administration as proof that I have submitted the electronic version of my thesis?

You only have to present the confirmation you receive automatically after the upload.

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titleHow long does it take for my thesis to be online?

The review and publication process for the full text takes a maximum of two working days. The metadata of your thesis will be visible immediately after upload.

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titleAm I allowed to include articles that have already been published in the publisher's layout in my doctoral or habilitation thesis?

The further distribution of articles in the publisher’s version is prohibited by most scientific publishing houses. We recommend using post-prints or pre-prints.

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titleDoes a CV have to be included in the electronic version of the thesis?

The CV can be omitted in the electronic version of the doctoral thesis. However, it must be included in the print copies to be submitted.

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titleHaving uploaded the electronic version of my doctoral thesis and submitted the print copies, I would now like to make some changes to the electronic version. Can I upload the revised electronic version?

No, once the doctoral thesis has been approved by the Department Conference, it can no longer be changed. The printed version must match the electronic version.

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titleCan I have make a dissertation / Habilitation, that hadn't been published so far, posted laterhabilitation tagged with "Closed Access" (e.g. a non-published item) publicly accessible?

Yes, that is possible in most cases, if you are the author. Please contact us.

Research Data

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titleAs a member of ETH Zurich, do I have to submit my research data to the Research Collection?

No. Nevertheless, you are required to arrange the storage of certain research data in accordance with ETH Zurich's guidelines for good scientific practice.

Some funding agencies also have specifications for data storage. However, you usually decide yourself which data archive or service best meets your requirements. The index re3data reviews a wide range of data archives.

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titleThe SNSF requests that data are deposited in repositories that comply with the FAIR data principles. Does the Research Collection comply with the FAIR Data Princples?

Yes, the Research Collection complies with all standards and criteria for making data available according the FAIR Data Principles (Findable - Accessible - Interoperable - Reusable).

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titleWhat is the maximum file size that can be deposited in the Research Collection?

Large data sets can lead to difficulties uploading your data and also when data are downloaded. We have no influence on several factors that cause these difficulties (such as browser and internet connection). Uploading data packages up to 15 GB is possible, but downloading packages of this size with a browser is usually not feasible. Therefore, we recommend using files not exceeding a maximal size of 10 GB.

If your archival package exceeds this size, please split it into meaningful subunits and use one ZIP or tar container for each subunit. You will then be able to upload all your container files attached to one Research Collection item.

More information on this topic can be found on the page Preparing your files.

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titleWhich amount of data can be deposited free of charge?

The publication or archiving of data up to 1 TB per research group is offered by ETH Library as a free service. If the data volume exceeds 1 TB, your group will generally be charged for the additional storage space. If over 1 TB has to be uploaded, only the data volume that exceeds this limit will be charged.

In this case the fee schedule of ETH Zurich's IT services  applies, which depends on the type of storage media.

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titleI would like to deposit data from a nationa/international cooperation project in the Research Collection. Can I deposit all the data or only the part that was produced at ETH Zurich?

Research output from cooperation projects can be deposited in the Research Collection independent of where it was produced, as long as an ETH group or institute takes over the responsibility for obtaining the publication rights from the data producers and for covering the costs for data storage (if data volume exceeds 1 TB).

Please consider the following when uploading the data:

  • Field Organisational Unit: The organisational code is used for calculating the total deposited data volume. If the volume for a certain organisational unit exceeds 1 TB your group will be charged for the additional storage space.
  • Field ETH Publication: Data that was not produced at ETH Zurich must be marked with a "No".
  • Field Project/Grant: Please choose the ID/name of the cooperation project / grant, in order to prevent unnecessary enquiries from our staff about the origin of the data.
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titleI would like to publish a data paper in Nature Scientific Data. Is the Research Collection one of the approved data repositories?

Yes, the Research Collection has been checked by Scientific Data for compliance their policies. When submitting your paper simply choose "DataCite DOI" as the repository name.

Publications in the Annual Acadedemic Achievements

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titleCan I assign an (additional) organisational code to an existing publication?

Yes, that is possible. Please see Add organsational organisational codes for instructions on how to proceed.

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titleHow do I confirm organisational codes so the publications show up in my report?

Please see the instructions Confirm organisational codes.

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titleHow do I receive permission to confirm organisational codes for the academic report?

Each head of an organizational unit subject to report via Annual Academic Achievements has permission to confirm organizational units in the Research Collection. They can delegate this permission to other ETH members. The delegation has to be executed in ETHIS. For instructions on how to proceed see Delegieren einer Berechtigung in ETHIS (German only).

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titleWhy doesn't does my publication not appear in the annual report?

For publications to be accepted in the annual report, the publication year and a confirmed organisational code are required.  

 Instructions on confirming and allocating organisational codes.

Publications

 Further information is available on the page Academic Report.

Publication lists in the ETH Web

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titleHow can I generate publication lists on my website using the Research Collection?

Web editors using the content management system AEM can use the Publications component to generate publication lists for individual persons or organisational units. The functionality of the Publications component is described in the AEM Manual (nethz account required to access this page).

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titleWhy doesn't does my publication not appear on my website?

There might be various reasons. To help you find the problem please let us know how exactly your component is configured, e.g. which criteria (author, organisational codes,...) your are filtering for and which publication you miss.