Publishing in JLUdocs
Preliminary remarks
JLUdocs is the community for text documents in the institutional repository JLUpub. In JLUdocs you can publish (incl. DOI assignment) and permanently store dissertations and habilitations, scholarly documents (e.g. articles, monographs, working papers, secondary publications in accordance with the green road) as well as student theses (on recommendation of the supervising professor). The data is stored on storage systems in the IT Service Centre (HRZ) of the Justus-Liebig-University Gießen. The registration is done via the HRZ User ID. All members of the Justus-Liebig-University Gießen can use JLUdocs. External users, e.g. doctoral students who are no longer working at JLU, can have an account created by sending an e-mail.
Preparation of the publication
Convert your document to PDF. If possible, generate a PDF document in the PDF/A-1b:2005 standard, which simplifies optimal long-term archiving.
Please make sure that you disable all security settings, e.g. password protection. This gives us the opportunity to convert your documents published in JLUdocs into improved data formats at a later date and thus make it available for the long term.
Choose a short and meaningful name for your file, without umlauts and spaces. Please name dissertations and habilitations according to the following pattern:
<lastname><firstname>-<date of graduation or or date of habilitation lecture>
Example: MuellerJulia-2021-06-01
For privacy reasons, we recommend to remove personal data, such as CVs, addresses and personal signature, from the document.
Take the opportunity to additionally publish research data underlying the document in a separate submission as described in “Publishing in JLUdata”! The document and the document-related research data are linked via persistent identifiers. The submissions are separate processes and may be staggered. We recommend submitting the research data first so that it can be cited within the document.
For more information on publishing your dissertation or habilitation, please see our FAQs.
The publication of student theses (e.g. master, bachelor or state examination) requires the approval/recommendation of the professor in charge by e-mail.
Log in and start new submission
Please log on to https://jlupub.ub.uni-giessen.de by clicking the Login-button in the upper right corner and login with your HRZ-User-ID. External users, e.g. doctoral students who are no longer working at JLU, can request a user account by sending an e-mail to jlupub@bibsys.uni-giessen.de, stating their first and last name, their e-mail address and the type of publication planned (e.g. dissertation). We will then create the account and you will receive an e-mail asking you to reset your password. Once you have changed your password, you can log in and start submitting.
To submit a document, you can proceed as follows:
Click on the plus symbol in the menu bar on the left, then on “New” and then on “Item”. Select the appropriate collection in the following pop-up window. You will then be taken to a page for editing the submission.
Obtain DOI
At the top of this page, JLUpub shows you which DOI your document will receive. You can copy it and paste it into related documents if necessary. Please note that this DOI is only reserved for you at this point. In case of a rejected submission and subsequent re-submission, it may also result in a new DOI.
Describe the document
The persistent identifier (DOI) is followed by fields for describing your document using metadata. Fill in at least the mandatory fields marked with an asterisk. The metadata serve primarily to enhance the findability and visibility of your document. All information about a document should be represented by the metadata to ensure optimal visibility and reusability of the document. This also applies, for example, to the assignment to (third-party) projects or the link to further resources, such as research data on which the publication is based. You can save the form in the lower gray bar at any time.
Upload the file
To upload files, you can use the area above the form and open your file folder via “browse”. Alternatively, you can simply drag and drop your file(s) into the browser window.
Licensing the document
A license regulates the rights of third parties to use your document. In its “Appeal for the use of open licenses in science” (in German) from 2014, the Alliance of German Science Organizations recommends the granting of CC0 or CC-BY licenses.
Under “Creative Commons” in the drop-down menu, you can decide which usage rights you want to grant. If you select no Creative Commons license, the regulations of the publishing contract and, if applicable, copyright protection will apply. Before licensing, please ensure that you are authorized to grant a license for the document you are submitting. A subsequent change of the selected license is possible as long as the document has not yet been published.
It is not recommended to assign a CC license to a cumulative dissertation or a cumulative habilitation thesis. In individual cases assigning a CC license might be permitted (e.g. for articles in open access journals).
Publishing contract
Read the publishing contract and confirm your agreement by ticking the box (required). Then submit your document by clicking on “+ Deposit”.
Done!
The metadata of your document will be checked by the University Library and, if necessary, corrected and completed. Afterwards your document will be added to the repository. Please allow up to three working days for the approval.
Dissertations and habilitations, for which publication is mandatory, will be made publicly available after the printed copies have been received by the University Library.
Publishing a new version of your document
Log in (see above) and open “My JLUpub” via the user profile menu at the top right. Under “Your submissions”, click on the “View” button to open the document for which you would like to publish a revised or updated version. On the document overview page click the button to create a new version to the right of the document title. In the following pop-up window, enter the reason for the new version in the field provided, e.g. revised version, 2nd supplemented version, 2nd edition, and click on “Create”. This will take you back to the page for processing the submission. All fields are filled with the metadata of the previous version. If necessary, change and add the metadata for your new version of the document; the metadata for the older version are retained. Under “Upload files” the previously published file is displayed. Please delete the old version of your file before uploading the new one. Complete the submission by accepting the publishing contract.
The metadata of the new document will be checked by the University Library and afterwards the new version of your document will be added to the repository.
Contact
For questions and suggestions please contact: jlupub@bibsys.uni-giessen.de