2.1 Publishing
2.1.1 Open Access at RWTH Aachen University
RWTH Aachen University encourages its scientists to publish their research results in line with the spirit of the Open Access movement and also supports the implementation of the Open Access model in accordance with the "Berliner Erklärung" on Open Access to Knowledge in the Sciences and Humanities of 22 October 2003. Open Access publishing makes the research results of RWTH Aachen University visible worldwide, more easily findable and thus more citable. Publication in reviewed Open Access journals and timely secondary publication of all publications where possible on the RWTH Publications repository is therefore recommended. (s. "Open-Access-Policy")
The institutional repository RWTH Publications provides free and professional online publishing in accordance with the Open Access model. Each publication is assigned a stable address (DOI), is visible worldwide and can be reliably cited.
2.1.1.1 First publication
In the case of a first publication, your documents are assigned a DOI (Digital Object Identifier) and published directly under Open Access. This approach is suitable for the following documents:- Examination theses
- Reports
- Proceedings from symposia
- Presentations
- Research data
2.1.1.2 Self archiving
a. Classic self-publication
In the case of a Second publication (Self Archiving) authors of scientific articles in collective works (periodicals and collections published at least twice a year) have had a non-exclusive right of use since 1 January 2014 to publish their articles on the internet (cf. Section 38 (4) UrhG (Act on Copyright and Related Rights)). However, at least half of the scientific publications must consist of research activities where the funding has come from public sources (DFG, BMBF, EU, other third-party funding or research institutions external to the university).
- Requirements:
- If the publisher so permits, the PDF can be published in the publisher's layout. Otherwise the PDF can be in an accepted manuscript version.
- Co-authorship: As with all other types of use, an author must obtain the consent of the co-authors involved if the right to a second publication is to be exercised.
- Indication of source: The original publication must be named in the manuscript version. Some publishers have specific wording for this.
- Check your publishing contract for the exact wording. This can, for example, be "no geographical restrictions", "solely" or "exclusively". It is also worth looking at Sherpa Romeo. The most common conditions for second publications from numerous publishers can be found there.
b. Journal articles from Open Access journals
Journal articles from Open Access journals are made available in parallel at RWTH Publications.
Open Access articles with an Open Content license are made available directly at RWTH Publications along with an indication of the relevant license. The full texts are hosted on the RWTH server and a specifically generated DOI guarantees permanent and stable addressing of the article at RWTH Publications.
(s. 2.4 Standardized Open Content Licenses)
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2.1.2 Two ways of making a full text available
2.1.2.1 Publications which have not yet been entered
- Select the menu item "Submit“ and then a document type which corresponds to your document.
- Complete the form provided as described in Point 3.3 Application and usage: Submit .
- Upload your document (in PDF format if it is a text publication) or research data by using the upload function (“Please upload your full text”) which can also be found at the end of the form.
- Click on the Author's Agreement and the Declaration on the Granting of Rights at the end of the form. The UB accepts Author's Agreements in written form (printed and signed in the original) or in electronic form. Author's Agreements in electronic form must be signed either with a qualified electronic signature or with an advanced electronic signature created with a certificate of the DFN-PKI (see Instruction). Please note that for legal reasons we are not allowed to accept Author's Agreements that are only signed with a simple electronic signature or a scanned signature.
- Autorenvertrag / Author's Agreement: Universitätsbibliothek, Abteilung Services zum wissenschaftlichen Publizieren
- Erklärung zur Rechteeinräumung / Entitlement: Universitätsbibliothek, Abteilung Forschungsdaten
2.1.2.2 Publications which have already been entered
- Search for the data set in RWTH Publications and open this in the detailed view.
- Click on the link “Submit fulltext” on the lower right.
- An e-mail program will open. Please attach the files (in PDF format if it is a text publication) to the e-mail and send the e-mail to the address which has already been entered. You can also send any agreements which you have made with publishers as well as any relevant correspondence with them.
- We need an Author's Agreement for every full text which is to be published. In the case of research data, we require the Entitlement. The UB accepts Author's Agreements in written form (printed and signed in the original) or in electronic form. Author's Agreements in electronic form must be signed either with a qualified electronic signature or with an advanced electronic signature created with a certificate of the DFN-PKI (see Instruction). Please note that for legal reasons we are not allowed to accept Author's Agreements that are only signed with a simple electronic signature or a scanned signature.
- Autorenvertrag / Author's Agreement: Universitätsbibliothek, Abteilung Services zum wissenschaftlichen Publizieren
- Erklärung zur Rechteeinräumung / Entitlement: Universitätsbibliothek, Abteilung Forschungsdaten
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2.1.3 Communicated-by regulation
In order to maintain quality, the consent of the head of the institute is required when examination theses are being published (exceptions here are dissertations and habilitation theses as well as documents where the director of the institute is named as the author). Please insert the following wording on the first page here: “Communicated by [name of institute director]"
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2.1.4 Standardized Open Content Licenses
We recommend that you use standardized Open Content licenses to individually define the rights of use relating to your publication. The CC-Lizenz (Creative Commons) has become established in the scientific field. As a non-profit organization, Creative Commons (CC) offers ready-made license agreements which can be used as an aid for authors who are releasing legally protected content. The authors can adopt the CC license agreements and then, for example, define in the text themselves what may and may not be done with the content in question. In the case of CC licenses, the holders of copyrights and ancillary copyrights grant users more freedom than is already permitted by copyright law. The current version is 4.0. Users can choose between six different standard license agreements.
The license CC0 1.0 Universell (CC0 1.0) Public Domain Dedicationis often used in the area of research data. A person who has linked a work to this license has made this work available in the public domain. In this case, all copyrights and related protective rights are waived worldwide provided no legal conflict exists.
A further Open Content license in the scientific field is the DPPL (Digital Peer Publishing Lizenz)
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2.2 Publication lists
2.2.1 Integration of publication records into the university's central content management systems
The publication records of RWTH Publications can be integrated into the central content management systems of RWTH. Thus, publication lists of university departments or individual scientists can be homogeneously integrated into the web presence of the respective departments/person. The source data for the publication lists are provided by the University Library on a daily basis and prepared by the Central University Administration, Department 5.1, Web Team, according to the wishes of the customer. Please contact helpdesk@zhv.rwth-aachen.de if you are interested.
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2.2.2 Search Generator
The Search Generator enables the creation of search profiles in the form of URLs, which can be integrated into a web presence, for example, in order to perform a specific search at any time without having to fill out a search mask each time. A search via the Search Generator allows significantly larger hit lists than a search via the search mask. To create a publication list for an institution, it is important to select all name forms of the respective institution in the corresponding search field of the Search Generator.
Detailed instructions on how to use the Search Generator can be found at: 3. Application and Use.
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2.2.3 Publication Analysis
Publication Analysis is offered for the authority records on persons and institutions. In the form of a table, the number of publications belonging to a specific document type is displayed, split by peer reviewed, WOS referenced, open access, belonging to a project. The respective hit counts are directly linked to the corresponding result lists.
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2.3 Documenting publications and unpublished documents
2.3.1 Relevant for RWTH reporting = yes
At the request of the Rectorate, publications and related research data of RWTH institutions and their members are to be documented in RWTH Publications in a timely manner. Entries are made by university staff using an online form. Publication data from the medical information system "EVALuna Biblio Aachen" and from the publication database of the Faculty of Economics "Alexandria" as well as from the "Web of Science" are entered by the university library. There is no annual editorial deadline. Older publications can also be entered at any time. It is important that the publications are scientific publications whose underlying research work originated at RWTH Aachen University or one of the JARA institutes.
2.3.2 Relevant for RWTH reporting = no
2.3.2.1 External publications for a personal publication list
Select the "Relevant for RWTH reporting = no" and then as Special Collection "Publication list / Vita" to document your publication activity, for example from previous employment, to fully manage and export your own publication list. Your entry is publicly visible worldwide.
2.3.2.2 External publications for a project coordinated at RWTH
Select Relevant for RWTH reporting = no and then Special Collection "Coordinated Projects" to enter publications for your coordinated project / grant. These are e.g. external contributions to a conference volume edited and published by RWTH. This allows you to fully manage and export the publications associated with the project. Your entry is publicly visible worldwide.
2.3.2.3 Public Reference
By selecting Relevant for RWTH reporting = no and the Special Collection "Public Reference", you can enter metadata for unpublished conference presentations, exam papers and the like.
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2.3.3 About RWTH
Publications about RWTH can be entered, even if they don't originate from RWTH members. This can be used, for example, to create a press review about specific RWTH institutions.
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2.4 Indexing non-public holdings of institute libraries
Non-public holdings of institute libraries, e.g. Bachelor's and Master's theses, can be entered into RWTH Publications. In this case, the data is written to the so-called "Private Institutscollection" so that it can only be viewed by the staff of the respective institute.
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2.5 Research data
Research data is the subject or result of the research process. They substantiate the basis and statement of scientific text publications. You can either publish or archive the research data for your publication. Published research data is entered as datasets in RWTH Publications and linked to the record of the text publication. The publication and the related data can then be accessed in ONE place. Please either write a message in the field "Internal Note to Library Staff" when creating the dataset or use the “Request Correction” function to trigger the linking. You can link archived data to publications yourself using the "Add reference to archived data" function in RWTH Publications.
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