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Here you will find a collection of the most frequently asked questions about the Research Collection. Click on the question relevant to you to open the accordion and make the answer visible.

General questions

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 ETH Zurich user account 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 user account.

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.


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 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.

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

See Publication types.

titleWhich file formats are suitable for submission?

See File formats for archiving research data.

titleHow can I submit a publication?

See How to publish.

titleCan I submit several files with one publication?

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

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.

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

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

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

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

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.

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.

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.

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.

titleCan I submit several publications at once, e.g. by uploading a publication list generated in EndNote, Mendeley 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.

titleCan I import my BibTex file to the Research Collection?

Yes, that is possible. See Batch import metadata

titleCan I import my RIS file to the Research Collection?

Yes, that is possible. See Batch import metadata.

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

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.

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.

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.

titleWhat is a 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. 

titleWhat is a postprint / Author's Accepted Manuscript?

The 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.

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).

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 remain accessible. 

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.

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

Yes, based on the Copyright Act revised in April 2020, libraries can display copyrighted abstracts in their directories, i.e. also those whose rights are held by a publisher.

Doctoral Theses

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.

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.

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.

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.

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.

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.

titleCan I make a dissertation / habilitation 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

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

No. However, according to the Guidelines for Research Data Management at ETH Zurich, you are obliged to publish any data considered relevant for your publications in a FAIR repository. 

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.

titleDoes 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).

titleDoes the Research Collection meet the SNSF's criteria for Open Research Data?

Yes. The Research Collection is included in the list of repositories that meet the criteria of the SNSF policy on Open Research Data.

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. However, each entry should not exceed a total size of 50 GB. 

The libdrive service is available for publishing data volumes over 50 GB. 

More information on this topic can be found on the page Research data.

titleWhich amount of data can be deposited free of charge?

The publication or archiving of data is offered by ETH Library as a free service.

titleI would like to deposit data from a national/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.

Please consider the following when uploading the data:

  • Field Organisational Unit: Data that was not produced at ETH must use the organisational unit of the ETH group or institute that was part of the cooperation.
  • 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.

titleHow do you manage access requests for data with restricted access rights once the data producer has left ETH Zurich?
  • The ETH Library forwards access request to the rights holder of a dataset - even if he/she is no longer affiliated with ETH Zurich - under the condition that the rights holder has an up-to-date ORCID record and his/her ORCID iD has been assigned to the corresponding author record in the Research Collection.
  • According to the Guidelines for Research Data Management at ETH Zurich, Research Group Leaders are responsible for "taking decisions about access rights for unpublished data as well as for group members leaving ETH Zurich". ETH Library therefore forwards access request to datasets where the rights holder does not have an up-to-date ORCID record and/or does respond to requests to their former Research Group Leader.
  • In addition, you might want to consider assigning the task of a “data steward” to someone in your group. This person can approve access requests for data (even if the data producer has already left the group) and edit data that has not yet been published. If you would like to determine a data steward for your group, please contact

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

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

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

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

Please see the instructions Confirm organisational codes.

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).

titleWhy 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. Further information is available on the page Academic report.

Publication lists in the ETH Web

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 (ETH user account required to access this page).

titleWhy 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.