Activity Insight: Publications Import Guide

Publication Management in Activity Insight 2 Overview 2 Importing is Just the First Step... 4 Publication Types Supported By the Import Feature 4 Citation Elements Included By the Import Feature 4 Going the Manual Route 5 Curating Publications 5 Appendix: Publication Type Support 6 Supported Publication Types with ORCID 6 PUBLICATIONS 6 CONFERENCE 8 INTELLECTUAL PROPERTY 8 OTHER 9 Supported Publication Types with BibTeX 10

Publication Management in Activity Insight

Overview The Publications screen is for managing a wide variety of research and scholarly publications.

The Import Publications feature can be used to import citations directly from a number of publication databases, as well as through an uploaded BibTeX file generated from other citation managers such as Zotero or Mendeley.

Citation Managers are typically used to manage resources that you find while doing research, in anticipation of then citing those references while writing. They can also be used to create personal publication libraries, which can then be exported as BibTeX files to import into Activity Insight.

There is no single foolproof import method to recommend for faculty across the campus. Each option has advantages and disadvantages, depending on your area of research interest and publication activity.

The Import from a Third Party approach, on the right side of the Import Publications screen has the ​ ​ following pros and cons: ● Pros: Data is pulled directly from the selected publication database or researcher profile into Activity Insight ● Cons: Each of the integrated publication databases covers different disciplines in varying degrees. For example, PubMed will include a high percentage of public health publications, but very little in social sciences or humanities. None of these resources will work equally well for all faculty members.

The Import from a BibTeX file approach, on the left side of the Import Publications screen has the ​ ​ following pros and cons: ● Pros: More control for faculty as to which publications are included in the BibTeX file, allowing for broader coverage across disciplines. ● Cons: ○ Two step process to export BibTeX file and then upload the file into Activity Insight ○ Some citation managers are limited in regards to which pieces of data are stored and/or exported to the BibTeX file.

Given the increasing use of ORCID at UMD and among funders and publishers, we recommend creating or updating your ORCID profile first, then importing directly from within Activity Insight. Another alternative is to import using Publons.

To import your publications using Publons, select the "Web of Science" service in the select a service dropdown. Select "ResearcherID" in the search criteria dropdown; and enter your researcher ID in the text box next to it. This will import your Publon publications.

For the BibTeX upload, Zotero, EndNote, or Mendeley reference managers can be used to curate personal citations and generate a BibTeX file for uploading. Detailed instructions on how to create a personal library of your own publications in these reference managers can be found in the Faculty Guide. ​ ​

Importing is Just the First Step... While these import options greatly ease the burden of entering publication activity, additional manual effort will likely still be needed: ● The Import feature only handles a subset of the possible types of publications that faculty are involved in ● Most times, when publications are brought in through the Import feature, key details about the publication will be imported. Depending on the quality of the source data, things like page numbers, special characters, URLs, etc. may not appear correctly, and may need to be corrected manually.

Publication Types Supported By the Import Feature The most common types of publications - e.g., article, book, chapter - are supported by the Import Publications feature using either the import from a third party such as ORCID, or importing with BibTeX. The full set of publication types supported vary by each of the import options available. Details on the specific publication types supported through the ORCID and BibTeX options are outlined in the appendix.

Note that the Import Publication feature imports all records into the Publications screen. The publication database may include citations for presentations, patent/invention information, or other data relevant to other Activity Insight screens - not the Publications screen. These may come in through the Import feature but will result in new Publications records. These new records cannot be moved to another activity screen in Activity Insight; they will need to be deleted from Publications and manually entered on the appropriate screen. The Annual Report Data Fields crosswalk of activities to Activity ​ ​ Insight data screens will help in navigating the correct placement for these records.

Citation Elements Included By the Import Feature A number of the key pieces of citation information convey with the citation data when it is imported from a third party citation manager or by uploading a BibTeX file. Each citation repository hsa different data points that they store and make available for import into Activity Insight.

With BibTeX files, the set of citation elements that are imported depends not only on the BibTeX import integration support in Activity Insight, but also on the BibTeX export feature of the citation manager that you are using to create the BibTeX file. Google Scholar, for example, doesn't store DOI but other citation managers that generate BibTex files do. When it is included in the export file, DOI will be included in the Activity Insight record.

One key item that is missing from any of the import options is an indicator as to whether the publication wsa peer-reviewed or not. This needs to be flagged manually within Activity Insight by editing the record and setting the Was this peer-reviewed/refereed? field. ​ ​

Going the Manual Route After your initial publication import, you may want to enter your publications manually as you complete or publish them. You can do this using the Add New Item button on the Publications summary screen. You can also use this option from the beginning if you do not want to use any of the Import options.

This may greatly increase the amount of time you need to spend entering the bulk of your publications, but it will give you complete control over which information is captured in Activity Insight for each one of your publications. You will notice that the data entry screen does not show any required fields. This means that you may enter as much or as little information for each publication as you choose, as long as you include at least one date.

Keep in mind: how you enter your activities is how they will appear on reports, so if you leave out pertinent information--for example, if you do not select a publication type, or you leave out the title--your publications may not be arranged properly or appear as you expect them to in your annual report.

Curating Publications All publications that have been added through the Import Publication feature need to be curated to ensure that the citation information is accurate. Without this oversight, it is likely that these publications will not appear as you expect them to in your annual report. Each publication needs to be checked to make sure that its citation is correctly coded.

Key areas to check are: ● The publication type ● Peer-reviewed/refereed ● Invited

The latter two citation elements are not imported through the Import Publication feature in Activity Insight and must always be set manually.

If other errors are identified with the publications, it may be worthwhile to update them in the source citation manager, after the corrections have been made in Activity Insight. Note that any changes to correct errors with the citation made within Activity Insight will not automatically be reflected in the source citation manager.

At the bottom of each publication record data screen in Activity Insight, the original source is identified. Use this information to edit the citation in the source citation manager.

Appendix: Publication Type Support

Supported Publication Types with ORCID The details below were drawn from https://members.orcid.org/api/resources/work-types. ​ ​

PUBLICATIONS

Work type Use

book Books written by a single author or collaboratively based on research or scholarly findings generally derived from peer reviewed funding.

book-chapter Texts written by a single author or collaboratively based on research or scholarly findings and expertise in a field.

book-review Critical review of works of fiction or nonfiction highlighting the contributions to an art, field or discipline.

dictionary-entry Entries of new words, new meanings of existing words, changes in spelling and hyphenation over a longer period of time, and grammatical changes. dissertation Treatise advancing an original point of view resulting from research: a requirement for a doctoral degree. encyclopedia-entry Authored entries in a reference work or a compendium focusing on a particular domain or on all branches of knowledge. edited-book Books edited by a single author or collaboratively for the dissemination of research or scholarly findings that generally result from peer reviewed funding. journal-article Articles in peer-reviewed publications that disseminate the results of original research and scholarship. journal-issue Periodical publications aimed at fostering intellectual debate and inquiry. magazine article Articles in thematic publications published at fixed intervals.

manual Course and assignment materials produced for teaching purposes. online-resource Information accessible only on the web via traditional technical methods newsletter-article Articles in publications aimed at researchers, decision-makers, professionals and the public that report on a research project or on the activities of a research chair or a research center. newspaper-article Articles in a daily, weekly or monthly publication reporting on news and social issues aimed at the public. report Reports disseminating the outcomes and deliverables of a research contract. research-tool Series of observations, measurements or facts identified from the research. supervised-student-p Articles on research findings published jointly with or supervised by ublication the thesis adviser.

test Assessments that include tests designed for general university selection, selection into specific courses or other evaluation purposes.

translation Translations of books and articles that identify modifications to the original edition, such as a new or revised preface.

website Stand-alone locations on the web where multiple types of information on a specific theme are available.

working-paper Preliminary versions of articles that have not undergone review but that may be shared for comment.

CONFERENCE

Work type Use

conference- Texts of a specified length that states the issue to be discussed in a proposed abstract conference paper.

conference- Papers written alone or collaboratively, presented at an academic conference, paper and published in the proceedings (not in scholarly journals).

conference- Posters displayed in a conference setting and conveying research highlights in poster an efficient manner by compelling graphics.

INTELLECTUAL PROPERTY

Work Use type disclosure Publications that establish inventions as prior art thereby preventing others from patenting the same invention or concept.

license Signed agreements to exploit a piece of IP such as a process, product, data, or software.

patent A form of IP protection that defines the exclusive right by law for inventors and assignees to make use of and exploit their inventions, products or processes, for a limited period of time.

registered- Registered ownership of rights under a system of laws for promoting both the copyright creation of and access to artistic, literary, musical, dramatic and other creative works.

trademark Marks such as a name, word, phrase, logo, symbol, design, image of a product or service that indicates the source and provides the right to control the use of the identifier.

OTHER

Work type Use

artistic-performance Collection of information records that, in combination, represent a full and up-to-date history of artistic or performance outputs resulting from, or related to, the person's research or scholarly activities.

data-set A series of structured observations, measurements or facts identified from the research which can be stored in a database medium.

invention Practical and original outputs arising from research.

lecture-speech An informative talk related to research delivered to an audience. research-technique A practical methods or skills applied to particular tasks identified as part of the research.

software A program used to operate a computer or other technical device.

spin-off-company A company set up by a Research Organization to make commercial use of the results and findings of the Research project.

standards-and-policy The development of a rule or principle that is used as a basis for judgement.

technical-standard Technical Standards (industrial or otherwise) that have originated from the research projects in which new protocols, methods or materials may be developed.

other Any other type of work.

Supported Publication Types with BibTeX The details below were drawn from http://bib-it.sourceforge.net/help/fieldsAndEntryTypes.php. ​ ​

article An article from a journal or magazine. Required fields: author, title, journal, year. Optional fields: volume, number, pages, month, note. book A book with an explicit publisher. Required fields: author or editor, title, publisher, year. Optional fields: volume or number, series, address, edition, month, note. booklet A work that is printed and bound, but without a named publisher or sponsoring institution. Required: title. Optional: author, howpublished, address, month, year, note. inbook A part of a book, e.g., a chapter, section, or whatever and/or a range of pages. Required fields: author or editor, title, chapter and/or pages, publisher, year. Optional fields: volume or number, series, type, address, edition, month, note. incollection A part of a book having its own title. Required fields: author, title, booktitle, publisher, year. Optional fields: editor, volume or number, series, type, chapter, pages, address, edition, month, note. inproceedings An article in a conference proceedings. Required fields: author, title, booktitle, year. Optional fields: editor, volume or number, series, pages, address, month, organization, publisher, note. manual Technical documentation. Required field: title. Optional fields: author, organization, address, edition, month, year, note. mastersthesis A master's thesis. Required fields: author, title, school, year. Optional fields: type, address, month, note. misc Use this type when nothing else fits. A warning will be issued if all optional fields are empty (i.e., the entire entry is empty or has only ignored fields). Required fields: none. Optional fields: author, title, howpublished, month, year, note. phdthesis A Ph.D. thesis. Required fields: author, title, school, year. Optional fields: type, address, month, note. proceedings Conference proceedings. Required fields: title, year. Optional fields: editor, volume or number, series, address, publisher, note, month, organization. techreport A report published by a school or other institution, usually numbered within a series. Required fields: author, title, institution, year. Optional fields: type, number, address, month, note. unpublished A document having an author and title, but not formally published. Required fields: author, title, note. Optional fields: month, year.