UTUCRIS

Publications from the current and previous year are reported to the Ministry of Education and Culture's publication data collection.

Reported publications must meet the following criteria:

1. The publication must be publicly accessible to anyone.

• Public means that the publication is available to anyone for free or for a fee. For example, a publication distributed only to conference participants or available online in a limited manner is not considered publicly accessible and, therefore, is not reported in the publication data collection. The presence of an ISSN and ISBN is considered an indication that the publication was originally intended to be publicly available.

2. The publication channel must have an editorial board or publisher independent of the author, who decides on the publications to be released on the channel.

• For example, self-published works by the author or documents published on personal websites are not reported. Also, publications made public by the author through an individual library or organization's publication archive are not reported unless the publication decision was made by an independent external entity, not the author.

3. The publication has not been previously published in the format reportable in the publication data collection.

• The publication must contain new scientific, professional, or artistic content that has not been previously published in the reportable format of the data collection. Therefore, a publication stored in a publication archive (e.g., arXiv.org) can be reported when it is subsequently published in a journal or another reportable format.
• Translations of one's own or others' texts or new editions of publications are not reported unless the publication has been significantly modified compared to the previous edition. Updates to online publications are also not reported as new publications.

4. The author of the publication has a connection to the reporting organization.

• The organization has enabled the creation of the publication and the research or expert work. In practice, this means that the author is in an employment or other contractual relationship with the organization (for postgraduate students, according to the criteria below) or the organization has otherwise enabled the creation of the publication.
• In the case of postgraduate students at universities, publications are recorded from those who have been enrolled as active students. When the author of the publication is not affiliated with the organization based on employment or the right to continue studies, they must still have received the resources and work environment (equipment, materials, research group) that enabled active research from the organization. A docent title is an honorary title and is not sufficient as a tie to the university.
• The connection to the organization is primarily determined based on the affiliation mentioned by the author in the publication. For this reason, authors must be particularly careful to ensure that the organization's name is included in the publication and that it is presented in the correct form. Publications are recorded for the organization where the research or expert work related to the publication was primarily conducted, even if the author has moved to another organization before the publication is released.
• A dissertation can be reported for both the university that awarded the degree and the organization to which the author is affiliated in a service or other relationship.
• Publications by undergraduate students at universities are not considered in the Ministry of Education and Culture's publication data collection.

5. The publication is based on the author's research or expert work.

• For example, publications related solely to hobbies, organizations, or business that are not based on research or expert activities are not reported. Also, publications for marketing communication purposes are not reported.

These criteria apply to both print publications as well as electronically distributed documents (e.g. online journals).

You can view the pictures in a larger size by clicking on them.

1. Access the UTUCRIS system at http://research.utu.fi.

Log in by using the LOGIN link. If you are logging in from outside the university network, the system asks for your UTU credentials and password.

 

2. Start adding the publication by clicking the "Add new" button at the top-right corner. In the window that opens, select “Publication":

 

3. Choose the publication type.

 

In the form that opens, specify the publication type further using the "Publication type" drop-down menu.

For guidance on selecting the correct publication type, please see the Ministry of Education and Culture's Publication data collection instructions for researchers. You can also contact the UTUCRIS team at the Library (researchportal@utu.fi) for assistance.

 

4. If your publication has a DOI identifier, enter it in the DOI field. Enter only the string of characters starting with 10., and leave out any prefixes such as doi: or https://doi.org/ .

The system will retrieve the publication's basic information using the DOI.

If your publication does not have a DOI, enter its web address in the next field.

 

5. Attach the full text file. Click the folder icon to attach the accepted, peer-reviewed manuscript for self-archiving.

The Library will check the publisher's permission for self-archiving and, if necessary, set an embargo period for the public visibility of the self-archived file.

Most journals and some book publishers permit self-archiving of the final manuscript. Typically, the final PDF with the publisher's layout cannot be self-archived, except for publications licensed under a Creative Commons license. The preprint version should not be used here.

 

6. Review and, when necessary, fill in the basic information about the publication. Mandatory fields are marked with an asterisk (*).

The Authors and affiliations in UTU field already contains your own organisation affiliation. You can change it if needed.

Add other UTU-affiliated authors with the plus (+) button, which opens a search field. Adding the other UTU-affiliated authors is important so that the publication will show in their profiles and the same publication will not be added several times.

Depending on the publication type, start adding the journal title or publisher’s name by clicking the plus (+) button. Enter the journal or publisher name in the search window that opens.

Results can cover several tabs. Browse the tabs with the arrows in the top-right corner. Choose the right alternative with the plus button:

• If you get several alternatives when searching for a journal, select the one with an ISSN and a Publication Forum level number.
• The number after the publisher's name indicates its Publication Forum rating or ID number. It is followed by the ISBN numbers associated with the publisher.

Tip: you can identify the correct publisher by looking at the ISBN of the book. The first two or three parts of the ISBN identify the publisher. The final sections identify an individual book.

• If a journal or publisher cannot be found, add its information in the comments field. The Library will add it to the system.

Cooperation information *: If the publication was made in collaboration with another party (e.g., another university), select the relevant alternative(s). For book articles, complete this section according to the article, not the whole book.

The Field of science * is determined based on the content of your publication. To add the field of science, click the plus (+) button. You can see all alternatives by clicking the AZ icon:

Choose the relevant field(s) of science with the plus (+) button. Note that the listing covers several tabs. Browse the tabs with the arrows in the top-right corner.

You can use the comments field if you have questions or if filling out a certain field is unclear to you. You can also add information about a preprint available online. Only the Library will see the comments, they are not publicly visible.

 

7. Save the information by clicking "Save finished". The following window will open:

For publications from or after 2010 and with UTU affiliation, choose "For validation by Library". The Library will review the information and validate the publication. After this, the publication will become publicly visible in the Research Portal and your profile.

For publications older than 2010 and publications without an UTU affiliation, choose ”Old (before 2010) or not UTU publication”. The Library does not check the information for these publications, and they will become publicly visible immediately. The researcher is responsible for the accuracy of the information and ensuring the publisher allows self-archiving.

Click "Done". If you have not entered all mandatory information, the system will not save the information but indicate the missing fields with red colour.

Link to Publication data collection instructions for researchers

Click the pictures to see them full-sized. 

1. Click “Add new” and “Publication” in the top-right corner.

2. Choose “Import from” - “External sources”.

3. Choose an active affiliation card on which you want to relate your publications.

4. Choose the database from which you want to import your publications (Web of Science, Scopus or PubMed) or choose ORCID Search on the other tab.

4.1 Import from databases: On the “authors” field, leave your name the way it is by default (your last name and the first letter of your first name). Choose time span.

4.2 ORCID Search: Enter your ORCID ID in the search field.

5. Click “Search”. This might take a while.

6. Choose the publications you want to import from the list. If a publication is marked “Possible duplicate” or “Already your publication”, it is probably already in UTUCRIS and does not need to be imported. In this case go check the publication information and add yourself as an author if needed.

7. NB! If more than ten publications are found, they will appear in several tabs.

8. Choose the publications you want to import and click “Validate”.

9. Check the list once more. Then click “Confirm”.

10. If you want to edit your publications later, save them as a drafts (not publicly visible) by clicking “Done”. If you want to edit them right away, click “Validate your publications”.

11. For instructions on editing the publications, see instructions on the next tab.

1. On the main menu, choose “Publications”.

2. From the drop-down menu, choose “Updated on”.

3. Click "Edit". It is a good idea to have the original publication open for example in another tab while editing the information. Fill in the following information:

• Choose the correct publication form type and publication type. The default type is usually A1, but this is not always correct. See information on publication types in Ministry of Culture and Education's instructions for authors. Do this first, as this selection influences what information needs to be filled.
  
• DOI number (short form).
• Publication full text file: attach the last, peer-reviewed manuscript for self-archiving.
• Add the language(s) of publication using the plus button.
• Authors: Add the names of all authors in the same order as in the publication. Enter in the form Surname, First name; Surname, First name.

• Authors and affiliations in UTU: If any other authors have UTU affiliation, add them on the list. NB: Choose an active affiliation! If there is more than one active affiliation, choose the most precise one (for example, department rather than faculty).
• Fill in the journal information (ISSN, volume and issue number; article number when applicable) or book/conference information.
• Internationality of the publication.
• National and international cooperation.
• Field of science (at least one).

4. When you are ready, click “Save finished” and choose the option “For validation by Library”. If any obligatory information is missing, the system will not let you save the publication.

5. When the publication has been validated, you will receive a confirmation email.