IDA Departmental Publication Resource

Advertising Your Article on the Internet

This web page is about what's involved if you (as a researcher at IDA) publish a research article in an international journal or conference, or if you have just written an article that you intend to publish in that way. For licentiate or doctorate theses, much depends on whether the thesis is a monograph or a set of previously published articles. If it consists of articles, please read the present page first, and then proceed to the page about putting your thesis on line. If it is a monograph, the present page does not apply much, and you can proceed directly to the page about putting your thesis on line.

Archive of publication agreements

We also strongly recommend that you keep a copy of that agreement for your own records. The copyright of an article is a valuable asset, which you are fully or partly signing over to the publisher in question. In the future, there may be times when it is very important for you to know what rights you have transferred and what rights you retain.

It is not always necessary to sign the contract as it is - you may wish to make additions to it, or to replace it by your own preferred contract. Check with Erik Sandewall for more details.

IDA Publication Register

Regardless of everything else, all accepted/published articles should be entered into the publication register, since that is the basis for the department's annual reports and for more specialized reports given by individual researchers, projects, and laboratories. The publication register and the archive of publication agreements are coordinated.

The administrator in charge of the Publication Register is Janete de Castro. In order to add or modify entries in the publication register, please send an E-mail message to her.

Individual publication archive areas

You can of course also put it in your own web-visible subdirectory (/home/.../www-pub/), but we recommend to use the IPA area for the following reasons:

• Then it will stay on without problems on the day you leave IDA.
• In this way it can also be accessed by ftp (not everyone has convenient access to www browsers).
• It doesn't count towards your filespace limit.

Important: Please remember that although the department strongly recommends authors to put their articles on-line, it is important to respect the copyright restrictions which may come with the place where the article is published. The university policy for web use states very clearly that posting of articles on the web in violation of publication agreements is not allowed on university computing equipment. (This is in fact a fairly obvious and natural rule). Be careful to check the publication agreement to see what it says.

In particular, the publication agreement may require you to state the journal/conference and the publisher where the article was published, possibly also with a link to their respective web pages. It is important to do that in a correct fashion.

Publication in the Linköping University Electronic Press

When the article is ready technically, you must have the approval of your lab leader (unless you are a lab leader yourself) that the article may be published by the E-Press. After that, talk to Erik Sandewall (area editor for Computer and Information Science) or Janete de Castro (administrator in charge) for obtaining a number and publication date for the article.

Differences between FTP area usage and E-Press publication

• E-Press published articles adhere to a standardized layout or "style file". There is no similar requirement of uniformity for the ftp areas. The uniform look of E-Press published articles is often an advantage.

• E-Press publication is irrevocable: once you have published an article there, it can not be removed or changed. In your ftp area you can change around things at will.

• E-Press publication is citable. The E-Press assigns a well defined URL to each article, and promises to keep the contents there for at least 25 years. Therefore it is meaningful for yourself and others to put a reference to the E-Press URL in the list of references of an article. A link to a point in your ftp area is not meaningful exactly because the contents may change.

• E-Press publication is meaningful as soon as the article has been completed, that is, before or at the same time as you send it to a conference or journal. It has the effect that you establish your priority to the result by the date of E-Press publication. On the other hand, is very unwise to post an article in your FTP area before it has been accepted for publication, since that more or less amounts to giving away the results to whoever wants to pick them up.

  In fact, E-Press publication gives you a certain security against the risk that a perfectly good article is rejected by the reviewers. (Those things do happen). If you have published your article in the E-Press before it was submitted, you can still claim priority to the result.

• You have to be careful about the possible conflict between the E-Press rules of publication and the journal/conference rules of publication. The risk is not very big, but you must be aware of it. It comes in several flavors, because every article usually has a first version which was submitted to the journal/conference, and a revised version that finally gets published there:
  • The danger that a publisher will refuse to receive your article because the preliminary version of the article has been published by the E-Press and can't be taken away: this danger appears to be very small, at least for computer science periodicals. For ACM, IEEE, AAAI, Elsevier, OUP, IOS Press, and Morgan-Kaufmann it is not a problem as we understand it today.

  • If you are using the E-Press for an article that you intend to submit to IEEE or ACM, you should use the special wording on the first page that states that the article will be submitted for publication elsewhere. See the E-Press author instructions for details.

  • For the final version that gets published in the periodical, you have to be more careful. Some publishers (e.g. IJCAI) allow the author to put the article on his/her own web structure, provided that proper reference is made to the publisher. Others (e.g. Elsevier) require that you do not put the final article on your web structure. (In such cases, the IDA publication register may contain a link to the electronic version of the article which is maintained by the publisher itself. This link can only be followed by users who subscribe to the journal).

  • If there is no difference between the preliminary version and the final version, then it's still not a problem for the publishers mentioned above as long as you don't state on the web page that the versions are identical.

The older system of IDA technical reports

Copyright rules

The Rector has issued a policy för elektronisk publicering av forskningsartiklar och institutionsrapporter which specifies the university's official policy in this respect.

The E-Press has compiled a Guide to Professional Organisations' Copyright Rules, which analyzes and compares the rules from ACM, IEEE, and AAAI. Note, however, that all of these rules are provisional, and that these organizations are presently discussing whether and how to change the rules. (It seems likely that the change will go in the direction of allowing the authors more rights to his/her own articles).

Keeping the publication register up to date

In all of these cases, it is important that the publication register and your FTP area copy of the article shall contain correct indications of where and how the article has been published. Please be careful to update your FTP area contents appropriately, and to inform Janete de Castro so that the publication register is also up to date.

Maintenance information:

Latest update 13.5.1999 by EMTEK group. Edit mode html, position code C.ida.author-inf.intro.