Publication of essay, conference proceedings and journal issues
This quick guide describes how to prepare and publish an essay volume, a conference proceeding or a journal issue and the associated individual contributions.
Preliminary note
When publishing an essay volume, a conference proceeding or a journal issue, not only the complete volume or issue is listed and published on RWTH Publications, but also the individual contributions contained therein. The entry of the complete work and the entries of the individual contributions are thereby correlated with each other in RWTH Publications.
Please note:
- Each version of the individual contributions must be exactly the same as the version of the entire volume (text, illustrations, layout, etc.). Therefore, all necessary preparations for the PDF file of the complete work should be made first. Once this has been done, the individual articles can be extracted and added to the corresponding record in RWTH publications.
- Please contact the Open Access team library first (by e-mail or telephone) to clarify the details in advance.
- The University Library requires a publishing contract for publication. The person signing the contract must be a member of RWTH Aachen University.
- The documents must be in PDF format.
- There must be no security settings (to be checked via file properties)
- The PDF must not have any security settings (to be seen in the document properties)
- All fonts must be embedded (to be seen in the document properties)
Procedure for a complete work with up to a maximum of fifty individual contributions
1 Complete Volume
1.1 Creating a record
The first step is to create the entry for the complete work in RWTH Publications.
Select the menu item Submit/Publish and Enter. Choose the appropriate document type (for essay volumes and for journal issues chose "Book", for Congress/Conference proceedings chose "Proceedings").
Fill out the form as described under Publish and Submit.
1.2. Pre-naming of the DOI
Save your record by clicking on "Postpone". This does not yet submit the record to the University Library staff, so that changes can still be made.
After a few seconds (max. 30 seconds) the detailed view of your entered record will open. In addition, you will receive a system mail at the same time and can open the record via the link provided there.
The DOIs of documents published on RWTH Publications always consist of the prefix "10.18154/" and an individual ID number associated with the respective record. This ID always starts with "RWTH" and is the top ID number in the record on the right under the item "Internal ID number", such as "RWTH-2022-01404". The DOI for this example is therefore 10.18154/RWTH-2022-01404.
Insert the DOI named in this way before into your PDF file, preferably into the masthead. The DOI should be designed as active as possible in the PDF file. The associated link is formed by the prefix "https://doi.org" and the associated DOI, such as https://doi.org/10.18154/RWTH-2022-01404.
Attention: The link does not resolve at this stage, as it is only a preliminary designation of the DOI. The actual registration with the DOI registration agency DataCite does not take place until the full text is published by the OA team. Therefore, do not enter the pre-named DOI in the dataset you have already created.
1.3 Uploading the PDF-file and submit
Now the document can be uploaded. Click on "Change this entry" in the bottom right corner of the record. This will lead you back to the entry form for your record, where you can attach your document by clicking on “Add new file” under the item "Please upload your complete text".
Safe and submit the record by clicking on "Finish & Release".
Please inform openaccess@ub.rwth-aachen.de about your entry by stating the record ID (e.g. by forwarding the system mail). The entry will now go through an editorial process. The OA team will inform you as soon as this process is completed.
2. Individual Contributions
Once the editing process for the entire volume has been completed, the entries for the individual contributions can be made.
2.1. Creating a record
Select the menu item -> Submit / Publish and Enter. Choose the appropriate document type (Select the menu item Submit / Publish and Enter. Choose the appropriate document type (for book contributions "Contribution to a book", for contributions to congress/conference proceedings "Contribution to a conference proceedings" and for journal articles "Journal Article").
It is important that the relationship to the complete volume is made. To do this, enter the search term "part:XXXXXX" in the field "Import Data" in the entry mask, where "XXXXXX" stands for the record/record ID of the complete volume. This ID is the lowest ID number in the record on the right under the item "Internal ID number", e.g. 775086. Pressing the Enter key generates the link to the volume.
Fill in the form with the relevant information for the individual contribution and save it by clicking on "Postpone".
Caution: If necessary, delete and add some of the information that has been transferred from the metadata of the complete work to the individual contribution, for example, the persons listed as editors in the complete volume or the participating institutions (department).
2.2. Pre-naming of the DOI
If you would like to insert the DOI into your document (recommended), proceed as described under proceed as described under 1.2. Pre-naming the DOI.
Tip: The DOI should ideally be placed on the first page of the article and should also be designed as an active link.
Please note: The changes must be made in the PDF file of the complete volume.
2.3 Uploading the PDF-file and submit
When the PDF file for the entire document is finalised, submit it to the team openaccess@ub.rwth-aachen.de (e.g. via Sciebo or GigaMove). Since the associated record cannot be edited by you after editing, the OA team will exchange the file for you.
The individual contributions can now be extracted from the final PDF file and attached to the corresponding records. Submit each record by clicking on "Finish & Release".
Afterwards, please inform the team openaccess@ub.rwth-aachen.de about the entry you have made (e.g. by forwarding the system mail), stating the record ID.
The Open Access team will contact you if they have any questions.
Procedure for a complete volume with more than fifty individual contributions
1. Complete Volume
Please proceed as described under "Procedure for a complete work with up to a maximum of fifty individual contributions" in 1.1. Complete Volume
2. Individual Contributions
In the case of complete volumes with more than fifty individual contributions, the creation of the records for the individual contributions and their linking to the complete volume can be carried out in a semi-automated procedure by the University Library. The necessary metadata (authors, contribution titles, etc.) must be entered in an Excel spreadsheet.
Please note: To ensure a flawless process, it is essential to clarify the details and any questions in advance in a personal conversation with the members of the OA team.
3. Pre-naming the DOI and submitting the PDF-files
Please proceed as described in "Procedure for a complete work with up to a maximum of fifty individual contributions" under 2.2. Pre-naming of DOIs and under 2.3. Submitting PDF documents.
The Open Access team will contact you if they have any questions.