Lirias: why & how H. Vanhaverbeke, PhD Research Coordination Office Data Analysis Unit

Topics Why is it important to keep your Lirias up to date? What kind of output is registered, how is it classified and who decides on the classification? How does FWO deal with the information in Lirias? How does VABB deal with the information in Lirias?

What is Lirias ? Leuven Institutional Repository and Information Archiving System for research output of the KU Leuven Association Stores metadata & full texts of output from KU Leuven Association researchers Accessible only with u-number (staff ID)

Why is it important to keep your Lirias up to date? It is good for you & your research It is good for your research unit

Lirias stores your bibliographic data and attached files safely in a stable environment, with persistent url’s

Lirias is the basis for the management of your CV (cf. publication list in “Who-is-Who”)

Lirias is the source of bibliometric analysis for all applications that pass through the for submission with the ResResearch Coordination Officeearch Council Promotion/Evaluation (through HR) BOF-ZAP C1-C2-C3 Not in Lirias = not in your application file Bibliometric analysis is an appendix to a qualitative peer reviewed evaluation!

Lirias is the basis for the VABB-database Vlaams Academisch Bibliografisch Bestand Social Sciences & Humanities incl. Public Health, Psychiatry, Earth & Environment, Architecture,… Included in the BOF-allocation of research money Not in Lirias -=> not in VABB

Lirias offers a way to upload publications to the FWO application portal Lirias is in many faculties used as a KPI in the allocation model Not in Lirias => not accounted for in the allocation model

Lirias data are highly visible on the net Lirias = ranked 15th institutional repository worldwide

records in Lirias easily found through search engines such as Google within 24hr in GS

How is Lirias organised? Each publication belongs to a collection Each collection belongs to a (sub)community Structure of collections & (sub)communities reflects KU Leuven Association administrative structure

How is Lirias organised? Your publication -> collection o In an Association KU Leuven collection your administrative affiliation o Publications before Association KU Leuven affiliation = non – KU Leuven Association collection

How is Lirias organised? Submission Quality control? DOC managing submission quality control LIRIAS submission LIRIAS

quality administrator

In « My Lirias: » Items not yet submitted Items in quality control

How is workflow organised? Adaptations to your records o some adaptations can be done by you status to ‘published’, add full texts, change title o others only by your local administrator responsible for the collection to which you belong o and some only by the Helpdesk a publication is submitted to the wrong collection a journal cannot be found in the journal deleting a submission

quality administrator

What kind of output is registered, how is it classified and who decides on the classification?

What kind of output is registered? ‘publications’ o Journal articles o Conference proceedings o Abstracts, lectures, posters o Books as author/editor o Book chapters o Book reviews o Reports o PhDs o Science popularisation o Varia

How is it output classified? Overview at utcategorieslirias utcategorieslirias I/A o I peer reviewed editorial/advisory board/peer reviewers = international goal= international academic audience language is forum language o A everything not included in I can contain peer reviewed output

Who decides on the classification? All other output’s classification o researcher decides If you can honestly say that your book is peer reviewed by a board of international experts aimed at an internation audience/in forum language by a scientific publisher: working list provided by ECOOM o RCO does not check

Who decides on the classification? Journals o RCO o based on website of the journal: peer review mentioned? composition of editorial/advisory board – peer reviewers language? ~discipline o input from researchers classification not correct? => contact Helpdesk and provide us with arguments

When is a publication yours? o Draft paper on ‘good authorship’ Significant role in realisation of the publication (‘without my input, the publication as it is would not have been realised’) o Difference between ‘publication’ and ‘role’ Editing a journal = role Editing a series = role Roles are not (at this stage) to be submitted in Lirias ! If your role is such that the publication would not have been realised, then do submit this in Lirias

Open Access Policy KU Leuven From 01/01/2015 all researchers at KU Leuven are obliged to upload the full text of their ‘IT’-publications in Lirias preferably upon acceptance for publication ‘IT’ = international peer reviewed journal articles

Why ? o KU Leuven should have its own researchers’ articles available for free downloading by colleagues o Open Access to publications results in increased visibility and in higher citation chances

Open Access Support desk o A new University Library Service – up & running since July 0.5 VTE, from 1/1/15 2 VTE ‘IT’ Paper is accepted after peer review Upload this version in Lirias Set access to ‘intranet’ OA Support desk checks OA potential & adapts access to your paper (‘public’, ‘embargo’, ‘intranet’) IT = international peer reviewed journal article

Why the accepted version? o 68 % of all publishers agree to make this version available on the net possibly after an embargo period o = if you upload this version, chances are very high that (in course of time) this paper will be online available

Some words of caution ResearchGate, Mendeley, etc. o you are responsible for what you upload o always check SherpaRomeo! Predatory publishers o dubious standards, misleading information Website:

How does FWO deal with the information in Lirias? FWO has its own classification system A1.1 o articles individually registered in WoS-Core Collection if‘article, review, note, letter, proceeding’ o articles in JCR-listed journals (journals with IF) A1.2. o articles individually registed in the VABB database A.2. = all other articles

How does FWO deal with the information in Lirias? FWO has its own classification system A1.2. o articles individually registed in the VABB database o How do I know this?

How does FWO deal with the information in Lirias? A1.2. o articles individually registed in the VABB database o How do I know this? o Check Lirias:

How does FWO deal with the information in Lirias? A1.2. o articles individually registed in the VABB database o Be aware! VABB at this moment has only evaluated publications dating to , 2015 = NOT (yet) VABB acknowledged VABB requires ISSN/ISBN publications should min. be 4 pages publications must be by an author affilated with a Flemish university

How does FWO deal with the information in Lirias? A1.2. o articles individually registed in the VABB database o Be aware! VABB at this moment has only evaluated publications dating to , 2015 = NOT (yet) VABB acknowledged VABB requires ISSN/ISBN publications should min. be 4 pages publications must be by an author affilated with a Flemish university

VABB = ? Flemish Academic Bibliographic Database for SSH Works from U Antwerp for technical workflow Has a panel to evaluate peer review WHY: acknowledged publications are counted to determine to amount of research money KU Leuven receives from the government

How does VABB deal with the information in Lirias? Workflow o 1st May 2014: call for SSH publications dated 2012 & 2013 April 2014: retrieved from Lirias and publications with missing data (ISSN/ISBN, no pages) sent to quality reviewers o March/April 2015: 1st evaluation results by VABB Technical: no ISSN/ISBN, no pages, no KU Leuven => sent to individual authors – proof required o June 2015: final evaluation by VABB Individual publications => we add the VABB-label to Lirias List of peer reviewed journals, series, publishers, books

How does VABB deal with the information in Lirias? o June 2015: final evaluation by VABB Individual publications => we add the VABB-label to Lirias List of peer reviewed journals, series, publishers, books o Do not agree? => ‘Beroepsprocedure’ by end October 2016 Only for items submitted in call of 2014 submitted in Lirias too late? no redress forgotten to change ‘accepted’ to ‘published’? no redress necer reacted to our query for more information? no redress

How does VABB deal with the information in Lirias? SO o submit in time to Lirias 2014 published => if not submitted in 2016 = lost to KU Leuven’ o update Lirias in time 2014 published => but only set to ‘published’ in Lirias in 2016 = lost to KU Leuven

Want to be informed on changes in & news about Lirias? suggestions always welcome