As a researcher at Aalborg University, you are required to register your publications in the research registration system Pure. All publications registered in Pure are displayed via the VBN Research Portal.
Publication registration is included in the annual harvest of BFI-points. Here, you can read the guidelines for when a publication is considered to be a research publication, according to the Bibliometric Research Indicator, and which publication types that trigger PFI points.
Types of publications
You can register a number of different publication types:
In Pure, you can register publications in the following categories:
- Teaching activities
If your publication falls into the category research or advice, you must specify whether it is peer-reviewed. According to the Bibliometric Research Indicator, the requirements for peer-reviewing are as follows:
- Preparation of a written assessment that establishes the scientific quality of the publication and the original research contributions.
- Peer reviewing must take place prior to publishing.
- At least one assessor must be external to the publishing house.
- The assessors must have research competencies equivalent to PhD level at minimum, and be experts in the field.
- The assessment must relate to the scientific quality of the work, and how it contributes to new knowledge and understanding.
You can register your publication as soon as it has been submitted. In Pure, it is possible to register the different versions (status) of a publication before the final publication. A publication cannot trigger BFI-points until the release of the final publication. In principle, a journal article is not published until it has been assigned a volume and issue number.
Submission year is used only in relation to the BFI-harvest. The reporting year is usually the same as the release year.
Authors must be specified in the order they appear in the publication, as well as with the relevant affiliation stated in the publication. Authors must be affiliated with Aalborg University if the publication is to trigger BFI-points. Read more about internal/external authors.
In connection with dissemination of publications, it is important to have some sort of link or other documentation that may help display and optimize retrieval of the original research.
Recommendations regarding documentation may vary depending on publication type.
- Contributions to a journal:
DOI, link or full-text document. We always recommend that a full-text document is uploaded, if possible, so that it will be accessible to others and possibly count in the Open Access indicator. Advice regarding how to register Open Access publications in Pure.
If possible, upload the full-text document (e.g. Open Access book). Otherwise, DOI or link to the publisher's website with a description of the work.
- Contribution to book/anthology/report/conference proceeding:
If possible, upload the full-text document (e.g. Open Access book). Otherwise, DOI or link to the publisher's/conference home page with table of contents, or table of contents/upload of the conference programme. Contributions to conference proceedings: Always remember to assign the event to the publication record.
- Conference contributions without publisher/journal, conference abstracts and posters:
If possible, upload the full-text document (e.g. Open Access book). Otherwise, link to - or upload - the conference programme. Always remember to assign the event to the publication record.
Electronic version of the publication
The full-text document must ALWAYS be uploaded under the heading "Electronic version of this work". Otherwise, it will not count in the Open Access Indicator, and subsequently not count in the download statistics.
There may be both DOI, link and an uploaded text - it depends on the version of the publication.
Furthermore, it may differ whether a full-text file may be publicly available or not. The file is set for "Unknown" as default. In practice, there is a distinction between "Open", "Closed" or possibly "Embargoed”. "Limited" and "Unknown" is the same as "Closed".
Access to the file
"Open" means that there is free access to the publication, and is also used to specify whether it is an Open Access publication. An Open Access logo will appear in the VBN portal. It is important to notice that even though you have access to the publication from the University, it does not necessarily mean that others have access too. It must be stated explicitly that the publication is freely accessible (Open Access) and not simply available because the University has a license or subscription. Document version must be specified upon upload of a full-text document. Advice regarding how to register Open Access publications in Pure.
"Embargoed" is used in connection with documents that are released as Open Access after a given period of time. This is typically used in connection with Green Open Access. Once you select "Embargoed", you will get the option to fill in the start and end dates of the embargo. When the embargo expires, the system "releases" the document automatically.
"Closed" is used if, for example, a DOI or link leads to a publication that requires licensed access or is otherwise inaccessible to all. However, the DOI and link will appear in the portal to lead users directly to the journal/publishing house.
"Closed" is also used upon upload of files where access is limited to persons such as reporting officers and the VBN team, who must be able to access the record and view the file. If the file is stated as “Closed”, it will not be displayed through the portal
"Unknown" is used, if it is unclear which type of access should be used. A full-text file will NOT be displayed in the portal if you select “Unknown. In connection with the validation check, the VBN Team will check which type of access there should be to the file.
Links to anything other than the full-text document - e.g. links to the publisher's website or a conference homepage - must be placed under "Other links". It is recommended that you add a description to the link, as it will appear in the portal. For example, “Link to publisher".
Files other than the full-text document - e.g. a table of contents or a conference programme - must be placed under the heading "Other files". It is recommended that you add a description to the file, as it will appear in the portal. For example, simply write "Table of Contents".
When searching for a Journal, Publisher or Book Series, it is important to choose from the Central Database, which is the database that BFI uses as its point of departure. If you select a journal or publisher from a local database, there is a risk that possible BFI-points will not be triggered. It is recommended that you use ISSN number when searching for journal and book series. You can check the BFI authority lists to see if a Journal/Book Series/Publisher trigger BFI-points.BFI Conference Series
If the publication is released in connection with a conference that has a conference series on the BFI authority lists, you must state the conference series under the heading “Event”.
It is important to relate the registered publication to other content in Pure, as it is displayed in the VBN Research Portal. For example, the research project from which the publication originates. If the publication is mentioned in the press. If you have given a presentation based on the publication etc.
Visibility/Confidentiality of the publication record
If you do not want a publication record (all meta data) to be displayed in the VBN Research Portal, it should be stated under the heading "Visibility" at the bottom of the publication record.
All publication entries are per default set to be freely available and thereby visible in the portal.
- "Campus – restricted to specific IP range" is not turned on. Should you select this by accident, the publication record will only be accessible "Backend" and will not be displayed in the portal.
- "Backend – restricted to Pure users" means that it is only persons related to the contents - e.g. affiliated writers, editors, (reporting officers), as well as the VBN Team, who can access the publication record and edit its content. However, you should be aware that metadata can be viewed by all Pure users. If you choose "Backend - available to Pure users", the record will not be visible in the portal and the publications will not be included in the BFI harvest.
- "Confidential – restricted to associated users and editors" means that it is only persons related to the contents - e.g. affiliated writers, editors, (reporting officers), as well as the VBN Team - who can access the publication record and edit its content. The publication record will not be included in BFI harvest.
Research registration at Aalborg University is handled in the research registration system Pure, whereupon the registered data is displayed in the research portal VBN.
In the following, you will find pieces of good advice on registration of publications within the different publication categories in Pure, requirements regarding documentation that in some cases are included in the registration - e.g. in connection with Open Access - as well as guidelines for peer review etc.
The VBN Team: firstname.lastname@example.org