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
When your article is accepted for publication, the publisher usually
requires you to fill in a publication agreement or copyright release form.
According to university rules, a copy of this agreement must
be given to the department's archive. The administrator in charge is
Janete de Castro.
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
The IDA publication
register is a database containing (or intended to contain)
all scientific articles which have been accepted and published by
IDA researchers. The web page shows what articles are in the database,
including links to the abstract and full text of the article whenever
available.
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
If your article has been accepted for publication in a journal or
conference proceedings, then probably you want to make it available
over the Internet as well. The recommended place to put it is in
the individual publication archive (IPA) area that is defined for
every IDA account holder.
See more information here about
how this works.
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.
Whenever an article is stored in the IPA area, its
address there should also be stored in the publication register.
Plese send a message to Kit about it.
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
Another way of putting the article on the web is to publish it using
the [Linköping University Electronic
Press], and in particular in its series for
Electronic articles in
computer and information science.
Check the reference guide
for authors in order to see how to set up your article for
E-Press publication.
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
The following are the major
differences between publishing in the E-Press and putting the article
in your FTP area:
- 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
Until the end of 1996, IDA had a system of technical reports which
were issued in print, and during the last years in electronic
versions as well. The electronic case was an intermediary between the
FTP area usage and E-Press publication, since it provided a uniform
format but no guarantee for persistence: each author was technically
able to change his/her article retroactively at will. For authors
of earlier years' tech reports who haven't already put the report
on-line but who retain the file, it is still possible to put the
article in the tech report file area. Click for
index of IDA
departmental reports and for
instructions
for putting IDA technical reports online.
You may also want to see the
description of the IDA technical report project.
Copyright rules
Regardless of whether you post your article via the FTP area, the
E-Press, or (for older articles) in the IDA technical report area, you
are required to know about and to respect the copyright restrictions.
The publication agreement that you sign in order to get your article
published is not a vacuous formality; it is as serious as any other
contractual agreement that you sign.
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
An article may go through several steps of publication. Sometimes there
are several official versions of the article, published in different
places (conferences, and possibly also a journal). Likewise, if
the first version of an article is published by the E-Press, then
the same article or a revised version of the article may appear in a
journal.
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.
|