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

 What 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.

 Did 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.

 I 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.

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

Yes, we migrated the E-Collection access logs to the Research Collection. Due to the fact that the underlying software records the download counts in a different way, the exact numbers might differ tough.

General questions

 Do 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 account.

 Whom 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.


 Who 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 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 consent from the professor or lead researcher.

 Which publication types are recorded and published in the Research Collection?
 Which file formats are suitable for submission?
 How can I submit a publication?
 Can I submit several files with one publication?

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

 How 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.

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

Each item in the Research Collection receives a DOI automatically of 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.

 Can 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.

 I 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.

 I 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.

 Is 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.

 Can 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.

 Can I import my BibTex file to the Research Collection?

Yes, that is possible. See Batch import metadata

 Can I import my RIS file to the Research Collection?

Yes, that is possible. See Batch import metadata.

Copyright questions

 Am 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.

 Can 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.

 Where 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.

 What 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. 

 What is a postprint / Author's Accepted Manuscript?

The post print 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.

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

 No. In the event of publication via the Research Collection, the copyright remains with the author.

 I 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 offered. 

 Can 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, who holds the exploitation rights and the conditions under which the figures may be published must be clarified beforehand.


 I 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

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

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

 What 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.

 How 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.

 Am I allowed to include articles that have already been published in the publisher's layout in my doctoral 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.

 Does 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.

 Having 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.

 Can I have a dissertation / Habilitation, that hadn't been published so far, posted later?

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

Research Data

 As 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.


Publications in the Annual Acadedemic Achievements

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

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

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

Please see the instructions Confirm organisational codes.

 How 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.

 Why doesn't my publication 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 in the ETH Web

 How 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).

 Why doesn't my publication 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.



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