july 2020 manual to submit in hal · 542824 institut mines-télécom business school institution...

MANUAL TO SUBMIT IN HAL

July 2020

This document is based on 2 manuals written by Nathalie

Fontaine and Anne Vidal, librarians at IMT Atlantique and

Télécom Paris, whom we thank

SOMMAIRE

2

01 CREATE YOUR ACCOUNT

• Complete your profile

• Parameter your preferences

• Your affiliations in HAL

02 CREATE YOUR IDHAL

03 CREATE YOUR CV SEARCHER PAGE (OPTIONAL)

04 SUBMIT IN HAL

• Upload your file

• What are your legal rights?

• Parameter an embargo

• Metadata

• Instructions for your affiliations

• Complete the authors’ data

• Modify and add metadata or a file

• Specific case: theses

STEPS

05 FEED THE CVTHÈQUE

3

HAL IN ENGLISH

https://hal.archives-ouvertes.fr/

Manual to submit in HAL – Médiathèque – July 2020




CREATE YOUR ACCOUNT

01

4

5

01- CREATE YOUR ACCOUNT






6

Complete all fields you need to change

then click on Save changes

Adding your photo gives the

possibility to have it on your

searcher CV (optional)





7

Important !

Define your submission

preferences



8

Once this information registered, you

won’t have to fill it in at each submission


Choose within the list your

research domain(s) by default

Affiliation = lab + department

(green forms, cf following pages and p.28 )

Detailed view


9

Valid affiliations for IMT-BS in HAL



ID Name Structure type Acronym

542824 Institut Mines-Télécom Business School institution IMT-BS

95568 Département Droit, Economie et Finances department DEFI

95571 Département Langues et Sciences Humaines department LSH

95598 Département Management, Marketing et Stratégie department MMS

566965 Département Technologies, Information & Management department TIM

38829 Département Systèmes d'Information (avant 08/2019) department DSI

1042294 Laboratoire en Innovation, Technologies, Economie et Management (EA 7363) laboratory LITEM

523349 Laboratoire Sens et Compréhension du Monde Contemporain laboratory LASCO

542870 Consommateur Connecté dans la Société Numérique researchteam CONNECT

542857 Dynamique des réseaux, de l'innovation et de la connaissance researchteam KIND

451446 Ethique, Technologies, Humains, Organisations, Societe researchteam ETHOS

542869 Representations et Usages du Numerique researchteam RUN

542864 Smart Business Information Systems researchteam Smart BIS

10


HAL affiliation rules for IMT-BS

Fill in your lab

Fill in your department, which will make Institut Mines-Télécom Business School appear,

itself automatically attached to Institut Mines-Télécom

(therefore no use to add IMT-BS or IMT)


11


1- Domain(s)

2- Affiliations

3- Save

NB: You’ll always be able to

change this in your profile


CREATE YOUR IDHAL

02

12

13

02- CREATE YOUR IDHAL

The IdHal gathers your different author forms under one and only user name (the

valid form will appear in green and the other ones will remain visible in yellow).

Examples of different forms for the same person:

Jose Rubio-Hernan, Jose Manuel Rubio-Hernan, J. M Rubio-Hernan, Jose Manuel

Rubio …

The IdHal also enables you to create your searcher CV page, which will be

automatically completed by your publications submitted in Hal (by you or your co-

authors).


14


In My profile


15


Add your ORCID

(to be created if you don’t have one)

Choose carefully your user name ! You can’t change it afterwards and it will appear in your CV URL:

https://cv.archives-ouvertes.fr/christine-jost

The more IDs you fill in,

the more visible you are (ask the library for your Idref )


16


1- Search your possible author forms

(try different possibilities to find everything)

2- Visualize the publications

associated to one author form

3- Select those belonging to you

4- Click on + and the author form is added

5- Make a new search if needed


17


Once all your different author forms found, choose the form by default.

(with a preference for the one developed with your name and surname)

Do not forget to save at the end


18


You will find your IDHAL on AUREHAL:

https://aurehal.archives-ouvertes.fr/author/index

As for affiliations :

green is the valid form,

yellow the attached forms

and red the non valid forms

You can visualize your

IDHAL by clicking on the eye

NB: the IDHAL is not

instantaneously created, a

little time is needed for the

database to re-index itself


19


Or enter the automatically created URL

https://cv.archives-ouvertes.fr/name-surname Be careful, the button

‘Documents associés’ links

to the documents attached to

this specific form, and not to

the IDHAL

Click on your name to see

all your publications

= the alphabetic id you first defined creating the IDHAL

(this URL works even if you haven’t created a CV page)


CREATE YOUR SEARCHER CV

03

20

21

03- CREATE YOUR SEARCHER CV PAGE (OPTIONAL)

In My profile

Then in HAL Profile information

Create my CV


22


In My profile

Then in HAL Profile information

Create my CV

Multilingual

Free text on your research and

your professional background

You can change the sections

order using drag and drop

Choice of publications and widgets

(empty sections are not displayed)

To insert html code Save


23


Examples


SUBMIT IN HAL

04

24

25

04- SUBMIT IN HAL

Searching within HAL

HAL is a collaborative database.

Before entering your publication, make sure it isn’t already there !

All your previous deposits from Base Bretagne are (or will

soon be) in HAL

Good to know !

The library will still check your publications metadata afterwards !


26

04- SUBMIT IN HAL

HAL homepage

Tab Submit

Metadata import from

your pdf upload and/or

the DOI (or from arXiv…)

You get an alert if the system detects that the publication

has already been submitted by one of your co-authors



Manual to submit in HAL – Médiathèque – July 2020 27

04- SUBMIT IN HAL Uploading pdf is recommended to promote open science.

What are your rights?

Published version

(editor’s version

with copyright)

Check if the editor asks for an

embargo on Sherpa/Romeo

Submission

possible with an

embargo period

Submission

possible

Ask for the

permission to the

editor if the article is

available with a

paying subscription.

Choose I have obtain

the explicit

agreement of this

editor

Submission possible

if the article is

already available

with open access

(APC can be

specified in the

detailed view)

Yes No

Submission possible

without condition

More information: https://doc.archives-ouvertes.fr/en/legal-aspects/

Manuscript

(preprint,

prepublication,

submitted version

Last version before

publication (postprint,

final draft, accepted

version)

http://sherpa.ac.uk/romeo/index.php

28

04- SUBMIT IN HAL

Metadata are uploaded from your file.

If you know the DOI, you can insert it afterwards:

some data will be cleaner and it will add information.

DOI (Digital Object Identifier) is a unique number

beginning by 10 and given by editors to digital documents.

It is also a naming protocol for a persistent URL.


29

04- SUBMIT IN HAL

Choose file type

Detailed view

Embargo parameters if needed:

your file will be readable at the

indicated date


30

04- SUBMIT IN HAL

Check and complete metadata:

title, abstract, domain(s), keywords, DOI,

journal title, proceedings title / date / place,

publication date (you can choose "In press")

Fields followed by

asterisks are required


Collaboration/Project: research areas to

be determined by LITEM searchers

LITEM-IMO or LITEM-NPR

31

04- SUBMIT IN HAL

Check and complete authors data

Here for instance:

Add missing affiliation(s)

Suppress double

Add affiliation: department

Add affiliation: lab or research team


32

04- SUBMIT IN HAL

https://aurehal.archives-ouvertes.fr/

Affiliations in HAL

Labs, research teams, universities etc… are

indexed in a repository called AUREHAL.

As with the IDHAL, a color code is used:

Green: current and valid forms

Yellow: old valid forms

to be used for old publications

Red: non valid, validation pending

to be used if you haven’t found a valid form

If you don’t find any form, then you must add

a new structure





33

04- SUBMIT IN HAL

Last step: validate your submission

Transfer possible to other

open-access repositories

Summary

With file: terms of agreement

Submit


34

04- SUBMIT IN HAL All your submissions are in

My space > My deposits

Submissions with files attached are in Documents online

Files attached are controlled by the CCSD:

your submissions are pending for several days

Submissions without files attached are in Bibliographic references online


35

04- SUBMIT IN HAL

Metadata can be modified or added anytime.

It is also possible to add a new PDF but any file

submitted cannot be deleted.

Older versions are thus kept, and a new version

is created (hal-xxxxxxxx, v2)

Sharing property rights allows others to modify

your submission. This is particularly useful for

your co-authors wishing to correct their affiliations.


36

04- SUBMIT IN HAL

Specific case : theses

In the context of electronic legal deposit, theses are automatically submitted in HAL by Evry University library. Therefore you should not enter them.

HAL requests necessarily the attached file for a thesis. Therefore if it does not appear, it means it is either confidential, embargoed, or that the PhD student opposed its online dissemination.

Find all theses in:

https://tel.archives-ouvertes.fr/

and

http://theses.fr/





http://theses.fr/

FEED THE CVTHÈQUE

37

05

38

05 – FEED THE CVTHÈQUE

The publication tab in the CVthèque indexes all your

recent publications and links towards all your

publications referenced in HAL

Atelier HAL– Médiathèque – juillet 2020

https://cvtheque.imt-bs.eu/admin/

Enter on the Cvthèque ADMIN page your alphabetical

IDHal (first name-surname)

https://cvtheque.imt-bs.eu/






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