see https://git.rwth-aachen.de/JOIN2-RWTHp/Leitfaden/-/wikis/RWTH-Publications/3.-Anwendung-und-Benutzung#31-login
Please contact the IT ServiceDesk if you have forgotten your identifier and/or password. Employees of the University Hospital Aachen (UKA) and FB 10 (Faculty 10) can apply for their coupon on the UKA intranet and then redeem it via ConnectMe.
---
**I’m having problems with my login. Who can help me?**
see https://git.rwth-aachen.de/JOIN2-RWTHp/Leitfaden/-/wikis/RWTH-Publications/3.-Anwendung-und-Benutzung#31-login
---
**Can I make entries outside of CAMPUS?**
see https://git.rwth-aachen.de/JOIN2-RWTHp/Leitfaden/-/wikis/RWTH-Publications/3.-Anwendung-und-Benutzung#31-login
---
<h1>Entering publications</h1>
**Am I obliged to report my publications?**
see https://git.rwth-aachen.de/JOIN2-RWTHp/Leitfaden/-/wikis/RWTH-Publications/1.-Rahmenbedingungen#kooperative-datenbank
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**Are there 'deadlines' set by the editorial office or is there an annual editorial deadline?**
see https://git.rwth-aachen.de/JOIN2-RWTHp/Leitfaden/-/wikis/RWTH-Publications/2.-Nutzungsszenarien#23-dokumentieren-von-publikationen-und-unver%C3%B6ffentlichten-dokumenten
---
**What is a 'publication' in the sense of RWTH Publications?**
see https://git.rwth-aachen.de/JOIN2-RWTHp/Leitfaden/-/wikis/RWTH-Publications/1.-Rahmenbedingungen#1221-wissenschaftliche-werke-in-schrift-ton-und-bild
---
**Can I also report scientific publications from previous or private activities?**
see https://git.rwth-aachen.de/JOIN2-RWTHp/Leitfaden/-/wikis/RWTH-Publications/2.-Nutzungsszenarien#2321-externe-publikationen-f%C3%BCr-eine-pers%C3%B6nliche-publikationsliste
---
**What formats can I import my data from?**
see https://git.rwth-aachen.de/JOIN2-RWTHp/Leitfaden/-/wikis/RWTH-Publications/3.-Anwendung-und-Benutzung#import-von-bibtex-daten
---
**How can I check which entries are already included?**
see https://git.rwth-aachen.de/JOIN2-RWTHp/Leitfaden/-/wikis/RWTH-Publications/3.-Anwendung-und-Benutzung#32-suchen
and https://git.rwth-aachen.de/JOIN2-RWTHp/Leitfaden/-/wikis/RWTH-Publications/3.-Anwendung-und-Benutzung#import-data-identifier-f%C3%BCr-den-import
A duplicate check based on the identifiers entered is carried out automatically when the publication is entered.
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**Are my entries directly visible to the public?**
see https://git.rwth-aachen.de/JOIN2-RWTHp/Leitfaden/-/wikis/RWTH-Publications/1.-Rahmenbedingungen#122-dokumentieren
---
**Does the editorial office also accept new entries?**
see https://git.rwth-aachen.de/JOIN2-RWTHp/Leitfaden/-/wikis/RWTH-Publications/1.-Rahmenbedingungen#kooperative-datenbank
---
**What information is required for an entry?**
see https://git.rwth-aachen.de/JOIN2-RWTHp/Leitfaden/-/wikis/RWTH-Publications/3.-Anwendung-und-Benutzung#332-formular
---
**Can I cancel an entry I have started?**
see https://git.rwth-aachen.de/JOIN2-RWTHp/Leitfaden/-/wikis/RWTH-Publications/3.-Anwendung-und-Benutzung#erfassung-abbrechen
---
**Is it possible to make comments on an entry for the editorial office?**
see https://git.rwth-aachen.de/JOIN2-RWTHp/Leitfaden/-/wikis/RWTH-Publications/3.-Anwendung-und-Benutzung#internal-note-to-library-staff-hinweise-f%C3%BCr-die-redaktion
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**Can publications on USB sticks also be entered?**
Yes, if it is really a question of a publication, i.e. if the document on the USB stick is available to everyone - even if this is against payment.
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**Is it possible to get an overview of all the entries I have made?**
This option does not exist at present. We are, however, working on it. Our tip: You will receive a confirmation e-mail after each new entry. Collect these messages in a separate folder instead of a list.
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**Can I make corrections or additions to my entries later?**
To do this, call up the relevant data set, e.g. via the link in your e-mail. At the bottom right you will see the option "Request correction". Simply click on it, fill it in and send it off. We will deal with the rest.
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**Can I delete an existing entry?**
No, only the editorial office can do this following a request for correction (Request correction).
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**What is the meaning of the ID numbers added by the editorial office?**
These external ID numbers give an overview of the citation and subject databases in which your publication is listed.
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**I have made an entry that is no longer displayed. How is that possible?**
If you specified an entry as 'Relevant for RWTH Publications', your data set is initially blocked after entry. Unblocking is carried out by the editorial office. Usually this happens within a few days. If the entry is not visible after more than a week, please check your incoming e-mails. The entry may have been deleted due to the editorial review (e.g. duplicate) or may still be blocked (missing information, not yet published).
We will write to you in such cases. In case of doubt, please contact us by phone or e-mail.
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**Are there any help texts?**
see https://git.rwth-aachen.de/JOIN2-RWTHp/Leitfaden/-/wikis/RWTH-Publications/3.-Anwendung-und-Benutzung#332-formular
---
**I am missing some information. What should I do?**
see https://git.rwth-aachen.de/JOIN2-RWTHp/Leitfaden/-/wikis/RWTH-Publications/3.-Anwendung-und-Benutzung#332-formular
---
**Why is [External] suggested to some persons when they are entering publications even though they are employed at the RWTH?**
The autosuggest feature suggests persons who have a personal identity record in RWTH Publications.
These persons should be selected if it is certain that they were involved in the publication in question. If this is not certain, the [External] option should be selected, even if it is a question of an RWTH member. "External" in this case does not mean that the person is from another institution, but that this person does not yet have a personal identity record in RWTH Publications.
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**What does peer review mean?**
see https://git.rwth-aachen.de/JOIN2-RWTHp/Leitfaden/-/wikis/RWTH-Publications/3.-Anwendung-und-Benutzung#peer-review-peer-review
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**What does "About RWTH / Über die RWTH" mean?**
see https://git.rwth-aachen.de/JOIN2-RWTHp/Leitfaden/-/wikis/RWTH-Publications/3.-Anwendung-und-Benutzung#about-rwth-%C3%BCber-die-rwth
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**Can I specify several institutions for one entry?**
see https://git.rwth-aachen.de/JOIN2-RWTHp/Leitfaden/-/wikis/RWTH-Publications/3.-Anwendung-und-Benutzung#departments-profile-areas-einrichtungen-profilbereiche
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**Kann ich die DDC-Notation, genormte Schlagwörter, Fachklassifikation und Sachgruppe in der Fachklassifikation nicht mehr eingeben?**
see https://git.rwth-aachen.de/JOIN2-RWTHp/Leitfaden/-/wikis/RWTH-Publications/3.-Anwendung-und-Benutzung#subject-headings-freie-schlagworte
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**In which language should I enter the free keywords?**
see https://git.rwth-aachen.de/JOIN2-RWTHp/Leitfaden/-/wikis/RWTH-Publications/3.-Anwendung-und-Benutzung#subject-headings-freie-schlagworte
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<h1>Editorial office</h1>
**Why have my details been changed?**
see https://git.rwth-aachen.de/JOIN2-RWTHp/Leitfaden/-/wikis/RWTH-Publications/3.-Anwendung-und-Benutzung#332-formular
---
**Why is my publication not classified as an RWTH publication even though I am employed at the RWTH?**
A publication is identified as "Relevant for RWTH reporting = yes" on the basis of the institution where the research work on which the publication is based was performed. This is not the RWTH in the case of you and your co-authors. The entry must therefore be indicated as "Relevant for RWTH reporting = no" even though you are now employed at the RWTH.
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**Why is my conference presentation not counted as a publication?**
Conference presentations or posters are NOT publications per se (see guidelines at https://git.rwth-aachen.de/JOIN2-RWTHp/Leitfaden/-/wikis/RWTH-Publications/2.-Nutzungsszenarien, chapter 2.3.2.3). They are only considered to be publications if they have appeared online, in conference proceedings or in a journal. By "place of first publication" we do NOT mean the place where the conference took place, but the organ (conference proceedings, journal, online portal) through which a publication was made. Since we could not find any organ of this kind, we have set the entry / entries to "Public Reference". They can be found via the RWTH Publications homepage and can also be displayed in lists. They are simply not considered to be publications and are therefore not counted in assessments.
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<h1>Search and results display</h1>
**How can I sort or refine a results list?**
Your results list can be sorted or refined according to different criteria: by date of entry ("latest entries first"), by title, report number (RWTH-2022-xxxxxx), by year of publication or reporting, by journal title or type of document. Sorting can be numerical or alphabetical in ascending or descending order or according to word similarity. The results can be grouped and differentiated into collections in lists of 10 to 100 data sets. You can also select the display format of your results list from a list of options.
**What is the meaning of the asterisk for some persons in the detailed display?**
The asterisk indicates persons whose affiliation shows them to have been involved in a publication on behalf of a regular RWTH institution (not an affiliated institute). This marking has not yet been done comprehensively. Persons with an asterisk are RWTH members. Persons without an asterisk are either not RWTH members or are RWTH members whose data has not yet been reworked.
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**Do the search profiles I have created up to now still function?**
see https://git.rwth-aachen.de/JOIN2-RWTHp/Leitfaden/-/wikis/RWTH-Publications/2.-Nutzungsszenarien#222-search-generator
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**How can I create a search profile?**
see https://git.rwth-aachen.de/JOIN2-RWTHp/Leitfaden/-/wikis/RWTH-Publications/2.-Nutzungsszenarien#222-search-generator
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**Where can I find the function "Publikationslisten für Ihre Homepage" ("Publication lists for your homepage")?**
see https://git.rwth-aachen.de/JOIN2-RWTHp/Leitfaden/-/wikis/RWTH-Publications/2.-Nutzungsszenarien#222-search-generator
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**Will the pre-formatted publication lists for my homepage continue to be updated?**
see https://git.rwth-aachen.de/JOIN2-RWTHp/Leitfaden/-/wikis/RWTH-Publications/2.-Nutzungsszenarien#221-einbindung-der-publikationsnachweise-in-die-zentralen-content-management-systeme-der-universit%C3%A4t
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<h1>Personal profile</h1>
**I have created a personal identity record but there are still publications that are not linked to it so my personal publication list is incomplete.**
After you created your personal identity record, it was subjected to what is known as a claiming procedure. During this process, you should have received an e-mail from the University Library indicating the automatically relinked entries. You were asked for help in assigning the publications that cannot be clearly attributed to you. Please read this e-mail carefully and follow the procedure described in it. If you no longer have the e-mail, please contact the "Nachweis" ("Proof") department of the University Library, pub.nachweis@ub.rwth-aachen.de.
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**The wrong institution is entered in my profile. How can I change it?**
The assignment to institutions is stored in the university’s Identity Management System. Personal identity records are imported into RWTH Publications from there. The University Library has no influence on assignment to an institution. Please contact the Human Resources Department to check your institution assignment in the SAP system or in IDM (Identity Management) and correct it if necessary. A correction will then automatically follow in our system.
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<h1>Baskets</h1>
**What is a basket?**
A basket is a logical collection of entries from RWTH Publications. You can create baskets and put data sets into them as you please. When you create a data set…..
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**How can I create a basket?**
If you have not yet created a basket, you must first perform a search, mark some data sets and click on "Zum Korb hinzufügen" ("Add to basket"). Then confirm the "Erstellen Sie einen Neuen" ("Create a new one") button and create the first basket. Then perform the search again. You can now add the corresponding entries to the new basket.
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<h1>Publishing</h1>
**Where can I find the pre-filled author's agreement for my publication?**
If you have entered your publication in RWTH Publications and would like to make the full text available as Open Access for worldwide visibility, you can download a pre-filled author's agreement and send it to us.
To do this, go to the data set.
You will find the button "Select form" in the bottom right corner.
**You have finished your dissertation and would like to enter your publication data in RWTH Publications, but have received a message denying you access?**
Falls Sie bereits exmatrikuliert sind oder nicht als Student an der RWTH eingeschrieben waren, erbitten Sie einen Coupon bei der Abteilung Services zum wissenschaftlichen Publizieren (pub.services@ub.rwth-aachen.de) und erhalten einen temporären Zugang zu RWTH Publications.
((see also FAQ: What does the message "Authorization failure. You are not authorized to perform this action ..." mean))
<h1>Rights management</h1>
**What does "Relevant for RWTH reporting" YES or NO mean?**
Publication and project data that did not originate at the RWTH but relate to people at the RWTH can be entered into RWTH Publications. These data are not considered "relevant for RWTH reporting"; they are not affiliated with RWTH Aachen University and are therefore not considered as RWTH output in the university’s assessments of publications.
- For example, you can enter your own publications from previous employment into the database in order to display a complete list of your publications on your web pages. These data will be placed in the "Publication List / Vita" collection.
- You are responsible for a research project as an RWTH member and would like to display the project-related publications as a complete list on the project web pages? These data will be placed in the "Coordinated Project" collection.
- You have given a presentation that has not been published in conference proceedings, but would like to display your presentation work on the web pages as a list of presentations comparable to a list of publications? These data from unpublished contributions will be placed in the "Public Reference" collection as publicly visible metadata.
- None of these characteristics apply, but you would like to enter a contribution for internal visibility in your institute only? In this case please do not select any of the Special Collections suggested on the form. The data will then be stored in your internal institute collection. Please ensure that the corresponding institute identification number (IKZ) is also entered in the "Department" field. Access to these data is only possible for persons who are personally registered with RWTH Publications and who are linked to your institute identification number (IKZ) in the university's Identity Management System.
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**What is an institute collection?**
Each institute / each institute identification number has an internal collection assigned to it. Data recorded in this collection are not displayed worldwide. Access to this publication data is only available to persons who have registered personally with RWTH Publications and are linked to the relevant institute identification number (IKZ) in the university's Identity Management System. Please ensure that the relevant institute identification number (IKZ) is also entered in the "Department" field.
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**How are authorizations for RWTH Publications set?**
The rights management of the RWTH Publications application is based on the parameters for a person stored in the university's Identity Management System. As a university employee, you have "member" status and can use RWTH Publications to its full extent (see also FAQ: What does the message "Authorization failure. You are not authorized to perform this action. …" mean). Likewise, you are assigned to an institute identification number (IKZ). The interaction of your "member" status and the institute identification number (IKZ) gives you access to internal documents of your institute collection. This allows you, for example, to access files that are marked as "restricted" in RWTH Publications, provided that your institute identification number (IKZ) is recorded in the data set as a participating institution.
**What does the message "Authorization failure. You are not authorized to perform this action. ..." mean?**
There are possible different reasons for the message regarding access denial:
- Perhaps the monthly update of the database is in progress? The update is announced well in advance on the RWTH Publications homepage. Access to the database is blocked during the update, which usually takes no more than one hour.
- Are you an RWTH doctoral candidate and would like to enter the metadata of your dissertation in RWTH Publications, but are already exmatriculated? In this case, please contact Scientific Publishing Services (pub.services@ub.rwth-aachen.de) and request a coupon to get temporary access to the application.
- Are you a professor emeritus or a retired professor? When you were given emeritus status, you received a message from the ZHV (Central University Administration) with a coupon. Please redeem this coupon so that your status in the university's Identity Management System can be adjusted accordingly.
- Do you work at University Hospital Aachen (UKA)? Please use the special procedure "Coupons im Kontext der Uniklinik (UKA)" ("Coupons in the context of the University Hospital (UKA) ") to adjust your status in the university’s Identity Management System. Instructions can be found on the web pages of the IT Center: https://help.itc.rwth-aachen.de/service/rhb2fhkpjhb7/article/3eaf47b133764f1194cc76efd27d8891/ (see also FAQ "Procedure for UKA").
- If you think you should be authorized to access the database, please check your status. Please use the following settings for the RWTH Aachen Single Sign-On:
This will give you an overview of the personal data to be submitted. Access is ensured if the status registered there is "member@rwth-aachen.de". Please contact the person at your institution responsible for Identity Management if this is not the registered status.
<h1>Procedure for University Hospital Aachen (UKA)</h1>
**You are working at the UKA and would like to enter your publication data in RWTH Publications, but have received a message denying you access (see also FAQ: What does the message "Authorization failure. You are not authorized to perform this action. ..." mean)?**
Employees at the University Hospital Aachen (UKA) are not as a rule registered in the RWTH’s Identity Management System. Please use the special procedure "Coupons im Kontext der Uniklinik (UKA)" ("Coupons in the context of the University Hospital (UKA)") to adjust your status. Instructions can be found on the web pages of the IT Center: https://help.itc.rwth-aachen.de/service/rhb2fhkpjhb7/article/3eaf47b133764f1194cc76efd27d8891
<h1>Questions on data transfer from RWTHp to the web pages of persons or institutes; reasons why some publications are not displayed</h1>
**You are using the default setting of the RWTH web pages for displaying your publication lists and you see discrepancies? Publications are missing or too many are shown in the display?**
During the nightly system run, the publication data are delivered automatically from RWTH Publications to the web pages in the university's content management system. These data can be displayed as publication lists on the institute pages or on a scientist’s personal pages. In the case of institute pages, the default settings for the publication data are based on the institute identification number (IKZ). In the case of personal pages, the display is usually based on the sequence of letters in the name in question.
Bei beiden genannten Zuordnungen können Unstimmigkeiten in den Ausgangsdaten vorliegen:
There may be inconsistencies in the data displayed in both these assignment procedures:
- Two display options exist where the institute identification number (IKZ) of your university chair has changed: Either both the institute identification number (IKZ) of the predecessor and that of the successor institute are displayed, or publications of one or the other identification number only are displayed. You can coordinate this setting with the web team of the ZHV (Central University Administration) (helpdesk@zhv.rwth-aachen.de, subject: CMS Publications).
- Not all publication data will normally be displayed if you created a personalized identity record in RWTH Publications (IdM identity record) and the form of your name differs from the letter sequence with which the web page is programmed. Please check whether all publications are correctly linked to your IdM identity record and coordinate the setting for the web pages with the web team of the ZHV (Central University Administration)(helpdesk@zhv.rwth-aachen.de, subject: CMS Publications). We recommend always using the IdM identity record to assign publication data to an individual person. The name itself is not a clear indication where there is a similarity in names.
see also FAQ: I have created a personal identity record but there are still publications that are not linked to it so my personal publication list is incomplete.
