Adding and updating publications
Information about adding and updating publications.
- How do I add a publication to the publications database?
Based on text by John Reekie from the GSRC website.
The publications database
allows anyone with a Member account on this site to
add publications to the database and upload electronic
versions of those publications.
To add a publication, first make sure you are
logged in. Then go to the
and click on the link at the left of the page
labelled Add publication.
The first screen you see allows you to choose the
publication type -- for example, journal article,
conference paper, and so on. (The publication types
are essential copied straight from BibTeX.)
On this page, you can also choose to restrict access to your
publication to website members and guests
(people with a login on this site). Finally, you
can associate the publication with a work-group
on this site, thereby allowing searches to be made
on publications associated with a group.
If you can't decide on a group, then select either
chess or no group at all. You can change
groups later, but each publication can only be in one group.
Press the Continue button to go to the next screen.
(Any of the information on this page can be changed later.)
The next screen shows the fields that can be filled in
for the publication type you have chosen. (Again, these
are taken straight from BibTeX.) Fill in as many
fields as you can, noting that fields marked with
an asterisk (*) are required and fields not so marked are
Press the Add new publication button to continue.
(Again, you will be able to change any of this information
You will now see a screen that allows you to upload
electronic versions of the publication.
The format for publications is PDF.
Please do not upload PDF files where the copyright is held by an outside entity (such as ACM, IEEE, Springer, or Elsevier), unless your copyright agreement specifically permits you to post the PDF on a server.
See Copyrights and journals.
To upload a file, click on the Browse... button
and select the file. If you wish, add some additional
text in the Additional comment field - this text
will appear in parentheses next to the download link
for the file you are uploading. Press Upload file
to upload the file.
When you have no more files to upload, press
the Return to listing button to view your
(For instructions on how to modify a publication
record, see this question.)
- How do I modify a publication?
Based on text by John Reekie from the GSRC website.
If you are logged in to
the site, use the
publications search page
to find the publication you wish to edit.
If you have permissions to modify the publication,
you will see several links on the left-hand margin:
(For more detailed instructions, see the question
on adding publications
-- the screens are essentially the same.)
- Edit publication allows you to change the
fields associated with the publication -- the author, title,
journal, and so on.
- Change type allows you to change the
publication type. You can also use this page to
restrict access to members of this website or associate the
publication with a group.
- Upload files allows you to upload
additional electronic version of this publication.
You will be able to modify a publication record
and upload files if either
If neither of these is the case, go to the bottom
of the page for the publication, where you will
see something like "Posted by Fred Nerfs on September
6th, 2005." Then send email to Fred Nerfs.
- You are the person who originally created
the publication record, or
- The publication is associated with a
or SIG, and you are a member of that work-group or SIG.
- How do I remove a publication, publication attachment or publication upload?
The design of the publications facility does not
permit regular users to delete publications. This is
a design choice that was implemented because once something
is published, it should remain in the record of publications.
If you would like a publication deleted because
it was accidentally entered twice, please send email to
webmgr at chess eecs berkeley edu.
Admins, see Deleting a publication, attachment or upload.
- How does the publications search work?
The publications search has a "keywords" text field.
When the search button is clicked, the keywords text field
is split in to individual words and then the publication database field(s)
are searched for strings that match each individual keyword.
For example, if the keywords text field is
Foo Bar, then we search for any field
BifFooBang would match
Foo word in the keywords text field.
% character can be used as a wildcard
character, for example
FooBaro. Note that the search mechanism
automatically prepends and appends % characters for us,
so there is no point in searching for
%Foo% - the leading and trailing %
are always added for us.
The publications search page has an "In" selection
entry that has the fields that are to be searched.
(Anywhere) choice is selected,
then all the fields are searched.
- Uploading copyrighted work from journals
When uploading files, be sure that you have the permission
of the all copyright holders to do so. For example many
journals permit the author to have copies of an article on
their website, but have restrictions about other placing
the article on other websites.
ACM Copyright Policy
IEEE Copyright Policy
- Springer LCNS Copyright Form
In July, 2009, the Springer LCNS form said:
The Author may self-archive an author-created version of his Contribution on his own website and his institution's repository, including his final version; however he may not use the publisher's PDF version which is posted on www.springerlink.com, LNCS
online. Furthermore, the author may only post his version provided acknowledgment is given to the original source of publication
and a link is inserted to the published article on Springer-Verlag's website. The link must be accompanied by the following text:
"The original publication is available at www.springerlink.com"."
When making an entry for a final published version of a paper, rather than uploading the publisher's PDF, you should
include a link to the publisher's version.
As indicated by the above Springer copyright notice, it is
convention in academia that a pre-publication draft version
can be posted on our server. The best way to do this is to make an EECS memo and include a link to the HTML page for that memo. If you instead directly upload a PDF, make sure the PDF includes full citation information. E.g., it could say at the top:
Pre-publication version dated June 30, 2009,
to appear in the IEEE Int. Conference on Incremental Research,
Sacramento, CA, June 30, 2022.
Also, it must include full author names and a title, of course.
- If the paper was submitted to an IEEE publication, please consider adding the text below to the
"Additional note" textarea under the abstract:
Following section 8.1.9 (pg. 56) of the IEEE PSPB Operations Manual we make the following statement: "This
work has been submitted to the IEEE for possible publication. Copyright may be transferred without notice
, after which this version may no longer be accessible.".
If you have an EECS memo for a pre-publication version, and a different final version for publication, these are two separate publications. They should have two separate entries, and the entries should be cross-linked. E.g., on the page for the final version, it could
<a href="LINK HERE to HTML">published version</a>
and the pre-publication version could include:
Ideally, the titles differ, at least a little. E.g., the memo version could have the title "Preliminary Results in Incremental Research" where the final version has the title "Results in Incremental Research." It is not essential that the titles differ, however.
<a href="LINK HERE to HTML">pre-publication version</a>
- Managing presentations given at a seminar
One can use the publications database to manage presentations
for a seminar:
- After the seminar, click on the "publications" link
and then select
- Fill out the add publication form. Often one
can get the abstract from the mailing list for the
- Upload the presentation.
- The presentation will be available on the website.
Note the link to the page and then edit the seminar
and add that link.
For example, a presentation is at
would be edited by following the
CVS instructions and a link to
would be added