Tutka

Publications

Who should record publications to TUTKA?

The aim of collecting publication data is to produce information on the research activities and societal impact of higher education institutions. Publications that are included in the data collection should thus A) stem from research activities and work as experts of the authors and B) the authors, the research activities and the expert work must have an affiliation with the relevant higher education institute.

A precondition for an affiliation with a higher education institution is that the author has been in an employment relationship with the institution while conducting the research and writing the publication, or the institution has been a key facilitator of the publication by offering facilities or guidance (including post-graduate students or scientists who are beneficiaries of a grant). The affiliation with the higher education institution is primarily established on the basis of affiliations mentioned in the publication (in other words, the author gives the name of the institution in the publication). Publications will be registered for the higher education institution in which the research associated with the publication was mainly carried out, even if the researcher had moved on to another organisation before the publication came out.

The definition of essentially facilitating the writing of a publication other than through an employment relationship varies in different fields of science, but in general, merely making an office available for a researcher does not meet the criteria for essentially facilitating him or her. In case of post-graduate students at universities, the publications of those post-graduate students will be registered who A) actively attend teaching aiming for a post-graduate degree and B) have been receiving a regular grant for at least 6 consecutive months. As a result of the new status of universities, a docentship will become an honorary title and thus is not adequate proof of affiliation with a university on its own.

Recording publications

The Ministry of Education and Culture publication data collection applies to publications that are significant for monitoring research and development activities. The data collection procedure does not apply to all publications derived from research activities. For instance, researchers give discourses, lecture, present their research at various events (e.g. posters), in the press and electronic media, but these performances and output are not part of the Ministry of Education and Culture publication data collection from the higher education institutions. Higher education institutions may collect information on the expert duties and re-searcher activities mentioned above, for their own needs.

The publications reported on, in the framework of the Ministry of Education and Culture data collection must meet the following criteria:

Additional information: Publication data collection instructions for researchers.

Since April 2014 JyU Library records all publications to TUTKA. The researchers are responsible for notifying JyU Library of their publications on time, either using the publications support tutka-publications@jyu.fi, or a Plone form. See openaccess.jyu.fi for additional information.

When informing the library about new publications, researchers should send the files (=final draft) of their research articles to enable open parallel publication in JYX digital archive. The University of Jyväskylä strongly recommends researchers to publish openly whenever it is possible (=the library checks the permits from the original publisher).

The library checks every publication (replacing departmental publication responsible persons) and accepts it in TUTKA. Depending on publication's details the publication may be either reportable to KOTA (conforms to Ministry's requirements for national reporting), or non-reportable. Non-reportable publications are not visible in TUTKA reports by default, but they are shown in JY Tutkii as well as researcher's "Omat tiedot"-page. Publications are shown in YPJ-reports (the evaluation system) in TUTKA only after they have been accepted.

You can ask the departments' main user for more information.

See also: How to resolve difference of opinion regarding categorizing publications in TUTKA.

The following will not be accepted to the TUTKA publications database:

Once a month publications published by University of Jyväskylä are transferred from JYKDOK, system of University of Jyväskylä Library. Only publications published in Jyväskylä University Research Series and publications with JyU ISBN (starting with 978-951-39) are transferred from JYKDOK to TUTKA.

Pre-prints and parallel publications

In the case where a pre-print of an already published article exists (e.g. in ArXiv), it should be marked as parallel publication information (i.e. Published in a subject-base OA archive or Published in an institutional OA repository), supplementing other article metadata. However, pre-prints should never be marked as independent publications.

Public availability of the publication

Some conference articles are given to participants in an USB drive or articles are put in a local repository or archive. If this is the only way the articles are published, the publications are not considered as published in the eyes of the Ministry and therefore they cannot be recorded in TUTKA. If the publisher (or for conferences, the organizer) does not offer the conference proceedings publicly available where anyone can access it (with or without a fee), the article is not considered published. This applies also to individual articles stored exclusively to an open access repository or author's own web page (i.e. publisher not running archive), even if there is an ISBN or ISSN number for the conference proceedings.

If an open access archive or repository (unless the whole book is published in university's own electronic publication series) or one's own web page is the only place where someone can access the article (with or without a fee), the article is considered not published. There must be a valid primary publishing channel for the publication (like journal or publisher). The Ministry has defined that publications where the author or editor is the publisher are not to be included in the reporting.

Information to be entered for publications

You can change the language used in the form at the bottom of the page.

Publication form, step 1

Publication type

See detailed information about publication types.

See the old publication type classification.

NB! If you are an editor of the book and your article is in that same book, both of them (the book and the article) must be recorded in TUTKA separately.

How to change the publication type?

If you need to change the type of the publication, change it at the top of the form and then click "Change the type of the publication". Then fill in the fields depending on the new type you selected.

Publication form, step 2

Name of the article / publication

Name of the publication. If the publication is an article, then this is the name of the article. The name of the journal in which the article is published, is required later.

Name of the journal or newspaper

The field is shown only if the type of publication is journal article.

The field is obligatory in publication types A1, A2, A4, B1, B3, D1, D3, E1.

Journal is open access

Select "Yes" if your article is published in an open access journal.

Open access generally refers to a publication that is downloadable and readable via the Internet free of charge and which can be redistributed in a non-commercial manner without restrictions or charges. Open access publications do not refer to open access copies of subscription publications available for reading, e.g. via the digital archive services of research organizations.

Ministry of education needs this information.

If you mark a published publication as Open Access in TUTKA, the publication must be instantly available in the internet without any charge. If there is or ever was embargo period while publication was not freely available, the publication is not Open Access in TUTKA.

DOAJ.org is a directory of open access journals.

Journal volume or newspaper date

The field is shown only if the type of publication is journal article.

Journal volume as Arabic numbers.

N.B. If the article is published in a newspaper, write here date of the newspaper. Leave the next field ("Journal number") empty.

The field is obligatory in publication types A1, A2, A4, B1, B3, D1, D3, E1.

Issue (or journal number)

The field is shown only if the type of publication is journal article.

The field is obligatory in publication types A1, A2, A4, B1, B3, D1, D3.

Name of the compiled work or serial publication

If the article is published in conference proceedings, please write date, place and the full name of the conference. When someone searches the publication, these are important information.

The field is obligatory in publication types A3, B2, D2.

NB. publication type D4 (Published development or research report or study) can be used for both compiled works and chapters. Compiled work name can be marked for articles published as chapters in a research report that have authors affiliated with different organisations.

Established conference name

Established conference name (=conference series name) without order numbers, year or abbreviations (except. organizer abbreviation when part of the actual conference name, e.g. IEEE, ACM - the exact form is deternined according to Publication forum). For example: "International Conference on Machine Learning". Note: the the conference proceedings are published in a dedicated series with an ISSN, the conference series name is the same as series name (e.g. IEEE International Conference on Image Processing). However, this is usually not the case (e.g. proceedings from multiple different conferences are published within Lecture Notes in Computer Science -series).

Note. If the seminar, conference is an isolated event and thus does not have an established name, the publication type should be article in compiled work (A3, B2 tai D2).

The field is obligatory in publication types A4, B3, D3.

The field affects the Publication forum level classification and should be written in similar format as in the Publication forum (see search).

Year

The publication year refers to the year when the publication was published for the first time as a version with full reference data (volume, number, page numbers). The online and printed versions of a journal article can be published in different years. The publication year is generally displayed in the publication. If this is not the case, (e.g. in the case of some electronic material), the publication year must be verifiable by the publisher.

The field is obligatory.

Page numbers

The pages of the journal or book in which the article is (not just the starting page, e.g. 234-240). If the publication is published as a web page or there are no page numbers at the electric journal, leave the field empty.

The field is obligatory in publication types A1, A2, A4, B1, B3, D1, D3, E1.

Article number

Article number is used in some scietific journals. Recorded as marked in the publication. Article number should be considered especially if the publication has no page numbers.

Number of pages in the book

The total number of pages in the book. If there are different numbering of pages in the different parts of the book, fill in the number of the last page. If the publication is published as a web page, leave the field empty.

ISBN

ISBN number (International Standard Book Number) of the book.

The ISBN consists of the letters ISBN and 13 digits divided into five elements. The elements must be separated clearly by hyphens:
ISBN 978-951-98548-9-2
Prefix element
Registration group element
Registrant element
Publication element
Check digit

Before 1.1.2007 ISBN code was 10 digits.

More information: The National Library of Finland.

The field is obligatory in publication types A3, B2, C1, C2 (books), D2, D5, E2.

The field affects the Publication forum level classification (unless the classification level is found based on ISSN:n or series name) and should be written in similar format as in the Publication forum (see search).

Name of the series

Only for serial publications.

The field affects the Publication forum level classification and should be written in similar format as in the Publication forum (see search).

Number of the part in the series

If the numbering annually starts at 1, fill in e.g. 1/2004. Else just the number. If a report (class D4) is not published in a series, an organization-specific report number can be used.

ISSN

ISSN number (International Standard Serial Number) of the journal or serie.

The ISSN is an internationally accepted standard identifier for periodicals, serial publications and other continuing resources. It distinguish unambiguously an individual serial from all other, also those with identical titles. ISSN enables us to identify and locate publications in databases.

The field is obligatory in publication types A1, A2, B1, C2 (special issues), D1, D3, E1, and should be marked to other serial publications as well, if it exists/.

More information: The National Library of Finland.

The field affects the Publication forum level classification and should be written in similar format as in the Publication forum (see search).

Series is open access

Select "yes" if the series is open access without embargo time.

See "Journal is open access".

Edition

Leave empty, if it is the first edition.

Publisher

If there are multiple publishers, they can be separated with a semicolon.

The field is obligatory in publication types A3, B2, C1, C2, D2, D5, E2.

The field affects the Publication forum level classification (unless the classification level is found based on ISSN:n or series name) and should be written in similar format as in the Publication forum (see search).

Place of publication

Publisher city.

Keywords

Keywords in Finnish and/or English. Use a comma to separate keywords.

Enter keywords either in Finnish, English or both.

Permanent web page

This is obligatory if the publication is published online.

Please use as permanent form of the web address, such as a URN- or a DOI-based address. Note that in many digital libraries and archives the permanent link form is often directed to publication metadata, not necessarily the pdf file containing the actual publication.

DOI

Most publications in journals have a DOI number. This Digital Object Identifier (DOI) System is for identifying content objects in the digital environment. DOI names are assigned to any entity for use on digital networks. They are used to provide current information, including where they (or information about them) can be found on the Internet. Information about a digital object may change over time, including where to find it, but its DOI coide will not change. It can therefore be very useful when making links to the digital version of your paper on websites. Most publishers provide the DOI number with the article.

If the publication has a DOI, it should always be marked.

Enter only the code (e.g. 10.1000/182) in TUTKA. TUTKA will show it as an address: e.g. http://dx.doi.org/10.1000/182.

More information: http://www.doi.org/

Additional information

Any information you want to tell about the publication.

Not published yet

Check the box if the publication is not yet published (it is accepted, in print or online early).

This field is made to help the work of persons in charge of publications. If the box is checked, the person in charge of publications is not able to accept the publication. Only the publications that are accepted are shown in reports, including YPJ-reports (salary system).

When there are publications to accept, a reminder is send to persons in charge. If this 'ei ole vielä julkaistu'-box is checked, person in charge won't get a reminder of this publication.

Publication form, step 3

Authors

To add an author:

  1. First select the department of the researcher you want to add. Select the department from the list (= "select the current department of the author") and click "->" (= "show personnel of selected department") to show the department's personnel in the list. (Usually, by default, your own department and the personnel list are already shown.)
  2. Select the researchers from the list (= "select person(s)"). Multiple researchers can be selected with the ctrl-key. If the person is not on the list, contact that department's main user.
  3. Click the "Add the person as author" button to add the selected persons.
  4. If you want to add researchers from outside the University of Jyväskylä write the name in the field below "Add an author (not JyU personnel)" and click "Add as author". You can add multiple researchers at once. Separate the names with a comma.
  5. After you add names, the window will refresh, and you will see the names added along with a "Remove" option to remove them, if necessary. If you add more than one name, a window will also appear to the left of the name, and there you can put an order number (1=first author, etc.). Press "update order" if you make a change to the name order.
  6. If there are more than 20 authors, enter the number of authors in "Total number of authors" -field.

Editors

Follow the same instructions for adding authors.

Don't fill in the editors of a journal.

Classification

Publication form, step 4

The department of every JyU researcher involved in the work

The department of every researcher involved in the work must be selected. Multiple departments can be selected with the ctrl-key.

The field is obligatory.

The study subject of every JyU researcher involved in the work

Follow the instructions as for departments. If your study subject is not on the list, contact your deparment's main user. Also, none can be selected.

The research center /group of every JyU researcher involved in the work

If you are member of a Research center /group (e.g. a Centre of Excellence) this input is important. The centers are listed at http://www.jyu.fi/tutkimus/yksikot/ Also, none can be selected.

Research field

Field of Science and Technology (FOS Classification of Statistics Finland). Available from http://www.stat.fi/meta/luokitukset/tieteenala/001-2007/index_en.html

Multiple entries are possible.

You can deside within you department /group what research field you use.

The field of science refers to the field of science of the content, in other words the angle of the scientist/s to the publication.

The field is obligatory for publications published since 2010.

Country where published

If the publications is published later than 2011 choose one country from the list.

If the publication is published earlier than 2011 choose one of the following:

If a publication is published only online, the country is the website's publisher's country. If the publication is on a Finnish website, the country is Finland.

If a publication is published both in paper and online, only the paper copy and it's country is recorded in TUTKA.

If the publisher has no domicile and therefore no country, select "Not available".

Internationality

Select yes if it is an international publication.

Currently, a large part of scientific publishing takes place in English, which has established its position as the main language for most scientific communities. Nevertheless, most fields publish scientific journals also in Finland and in Finnish. On the other hand, some of the publications published in Finland are in languages other than Finnish.

The publication type classification does not differentiate between domestic and international publishing. The data collection of the Ministry of Education, however, is categorised into domestic and international publications. Domestic publications refer to those with a Finnish publisher, or which are primarily published in Finland. International publications refer to those with a non-Finnish publisher, or which are primarily published in some country other than Finland.

Online publications are not always international. It depends on the target group of the website, for instance when the page is in Finnish.

International collaborative publication

Picture about collaboration fields

Select yes if it is an international collaborative publication.

A publication is considered an international collaboration if at least one of the authors is an employee of a non-Finnish organization. If a person is employed by both a Finnish and a non-Finnish organization, and the affiliation in publication is marked with both organizations, then the publication also is considered an international collaboration.

The field is obligatory if the publication is published in 2011 or later.

Starting from publications of 2013, author affiliations from non-Finnish organizations must be marked as well. Only main organizations (e.g. university or enterprise) should be used, no suborganizations (i.e. departments). In most cases, full organization names should be used instead of abbreviations (the abbreviation can be marked after the actual name).

National collaborative publication

Select yes if it is a national collaborative publication.

A publication is considered national collaboration if at least one of the authors is an employee of another Finnish organization in addition to JYU. If a person is employed by both JYU and other Finnish organization, and the affiliation in publication is marked with both organizations, then the publication also is considered a national collaboration.

The field is obligatory if the publication is published in 2013 or later.

Author affiliations from other Finnish organizations must be marked as well. Only main organizations (e.g. university or enterprise) should be used, no suborganizations (i.e. departments). In most cases, full organization names should be used instead of abbreviations (the abbreviation can be marked after the actual name).

If the external author is an independent researcher, the publication is then considered national collaboration, the box "With a third sector organization" is selected and "Independent researcher" is written in the field below. The author is an independet researcher, if he/she doesn't have affiliation to any organization.

Languages

Select the language of the publication. More than one can be selected.

The field is obligatory.

Already parallel published?

Select "yes" if the publication is parallel published.

Parallel publishing means that university scholars, having already published their scientific work, usually in printed scientific journals, also publish them in the open digital repository of their own university (JYX archive at the University of Jyväskylä). Parallel copies of publications saved in the repository are accessible to anyone with an Internet connection.

Read more: https://www.jyu.fi/tutkimus/rinnakkaisjulkaiseminen/en/open-access/parallel-publishing

Also individual publications that offer open access should be taken into account, even if there is no open access to the actual series.

The field is obligatory.

The way the publication has been parallel published must be specified. The options are:

Web address of parallel published publication

Direct web address to the parallel published version of this publication.

Obligatory if the publication is parallel published.

Is Open Access in another way?

Select "no" if the publication if parallel published or it is published in Open Access journal or series.

Select "yes" if the publication is openly available online in other ways than defined earlier.

E.g. in publisher's homepage when the publication will be published in magazine (with subscription fee).

The field is obligatory.

The way the publication is Open Access must be specified. The options are:

Some non open access journals offer a writer the opportunity to purchase his article. This way the article is freely available for readers on the website of the journal. Publishers' paid open access options allow authors to deposit their articles immediately in open access repositories upon payment of a fee.

Please note: The permissions are also needed when publication is published on one's own website. Please be sure that you have permissions from all authors and the publisher allows parallel publishing. Publishers' licensing policies can be checked at Sherpa/Romeo database.

Files (parallel publication in JYX)

The University of Jyväskylä aims to be an institution advancing free scholarly information and know-how. Free access to scholarly information is one of the university's strategic goals. To support this, by promoting open access publishing, the University encourages researchers to publish openly whenever it is possible. In addition, certain funders (e.g. FP7 program) require open access. Additional information:

Files can be added to the publications that are covered by the parallel publishing policy of the University of Jyväskylä. This basically includes the peer-reviewed scientific publications. The files, for which the rights for parallel publishing can be attained, will be made freely available through Jyväskylä university digital archive JYX, which is operated by the university library.

In publication details, the files have been divided into ones that have been successfully transferred to JYX and the ones that are pending for transfer. Transferred files are no longer managed by the TUTKA system and can no longer be accessed through its interface. Pending files on the other hand can still be added, deleted and opened. File-related functionality is only available to the TUTKA users that have administrative rights to the publication.

Files are transferred from TUTKA to JYX as a batch process that runs every night. Publication is eligible for transfer if it is accepted and has one or more pending files. After successful transfer the file is moved from pending files to the transferred files list. In JYX, the person responsible for handling incoming publications and files from TUTKA is notified about the newly arrived data. He or she will then start the process for checking the parallel publishing rights of the publication. File can be made publicly available only if both the authors of the article and the original publisher clear it for parallel publishing.

Adding a new file

Adding a new file appends it to the list of pending files. Files are first saved to the TUTKA system and moved to the JYX as a batch process every night. Transferred files are only made publicly available after the staff at the university library has checked the parallel publishing rights concerning the publication. The form for adding a new file contains the following fields:

Type

Type of the new file. The available types are:

Additional information

This field can be used for any additional information about file in question. It can be for example information about the content of the file ("Removed figures that cannot be published in JYX because of copyright") or about the details regarding parallel publishing ("published originally in an Open Access journal, so it is already freely available.")

File

Path to the file.

Publishing rights

This field is very important, because the article cannot be made freely available in JYX without the consent of all the authors. Note; the author does not have to ask permission from the publisher to parallel publish article in JYX (the library is responsible for this), as long as there is permission from the authors. Additional info: openaccess.jyu.fi: What permissions are required?

Who is the author

The copyright is owned by the persons who contributed substantially to writing the article. Only their permission is required for saving the article.

Certain fields of science follow the practice of including in all the publication, based on certain research data, the names of all the persons involved in a project based on this data. These persons cannot, however, be considered as authors of the article, and their permission is not required for saving the article in the digital archive.

Research assistants or supervisors do not have copyright to articles based on this data.

Authors, such as graphic designers or photographers, of independent works included in the article must be asked permission to save the article in the digital archive. If permission is not granted, the article can be saved without images.

Original source: Rinnakkaistallentamisen käsikirja, 2011 https://wiki.helsinki.fi/pages/viewpage.action?pageId=63123101; translated by Eila Elomaa

Pending files

File can be downloaded by clicking the link that is the name of the file. There are currently no way to modify the pending file. So, If there are errors in the metadata or the file itself, it must first be removed and then added again with correct metadata or file.

Seuraava aihe / Next topic

TUTKAn ohjesivusto, TUTKA-tuki, tutka-support@jyu.fi
Sivun osoite https://tutka.jyu.fi/help/english/publications
Päivitetty 28.06.2016