The Ģֱ can be marked in a publication as an affiliation when the publication is based on the person’s research work at JYU or expert work essentially related to the research work or the operations of the University. Publications that pertain to hobby, association or business activities as well as ideological, religious or political activities or marketing communications, which are not based on the author’s research work, are excluded from the University’s publication data.
Recording, maintaining and presenting JYU publication data take place in compliance with the instructions of the data collection manual (KOTA manual), which is jointly maintained by Finnish universities. Recording publication data in the University’s research information system concerns publications that are significant for monitoring research and development activities. Researchers are responsible for monitoring that their publications can be found in the research information system.
Publications are recorded for the higher education institute where the research work related to the publication was mostly conducted, even if the researcher moves to another organisation before the publication is published. Connection to the higher education institution is noted primarily based on the affiliation information the author provides in the publication. If the affiliation is not mentioned in the publication, a six-month transition period is applied. This means that articles published during the first six months of the new employment relationship are regarded as outcomes from the researcher’s work for the previous organisation.
A publication is eligible to be recorded in the University’s research information system when
- the publication is publicly available to anybody;
- the publication channel has an editorial board or publisher, which is independent from the author and decides on the publications published on the channel;
- the publication has not been published earlier in a data collection in a reported form.
The definitions above concern scientific, professional and popular publications, also documents distributed in electronic form only (e.g. online magazines, online publishing platforms).
For policies related to the authorship of publications, see JYU’s ethical principles of publishing.
Publications related to research work conducted at JYU by the following members of the university community are included in the publication data of the Ģֱ:
- Persons in an employment relationship with the University at the time of research and writing work for the publication
- Postdoctoral grant researchers working at the University at the time of research and writing work for the publication
- The University’s doctoral students with active doctoral study rights (see the Degree Regulations)
- For the University’s doctoral students, publications are recorded for those doctoral students who a) participate actively in their doctoral education and b) have received a regular grant for at least six consecutive months
- Docents and/or other external experts with work contributions to JYU research projects
- The University’s emerita/emeritus professors and researchers.
Those working outside an employment relationship or without active doctoral study rights are required to sign a separate contract related to the research in question (e.g. an agreement on conducting research using JYU facilities and equipment). The publications to be recorded in the research information system must be based on the authors’ research work at JYU.
Because of researcher mobility, results to be published may be gained from many different universities. A publication might be written only after ending the employment relationship under which most of the research was conducted. Therefore, researchers coming to or leaving JYU must ensure that their publications are recorded for the university, in which the research work took place. In the publishing process, it should be ensured that the connection (affiliation) to the university is stated in the publication.
The publications of visiting researchers and doctoral students are not included in the JYU publication data, unless the body of authors include one or more JYU staff members.
The publications of bachelor’s and master’s degree students are not included in the JYU publication data of the research information system. However, master’s degree students may use the JYU affiliation in their publications when publishing an article as a member of a research team or when publishing a publication related to the student’s own master’s thesis supervised at JYU. If the student continues to doctoral studies at JYU, his/her publication data can also be supplemented in the research information system with publications accomplished before the start of doctoral studies.
Not all publications originating from research activities are to be saved in the research information system Converis. These publications include, for example, researchers’ presentations, posters, abstracts or research-related documents presented in events or electronic media. Nevertheless, JYU researchers are encouraged to document their research work also for this part, and the above-mentioned outcomes can be saved in the publication archive JYX. This way, the documents receive a permanent identification code allowing easier referencing.
