Frequently Asked Questions

Log in to DiVA

How do I get an LiU-ID?
Answer: The responsible person for accounts at your department/subdepartment handles the application for LiU-ID. Note that the account for an LiU-ID will generate a cost for the department.
The login to DiVA does not work, who can help me?

Answer: Contact LiU helpdesk: employees Phone 013-28 2828 or email helpdesk@it.liu.se; students Phone 013-28 5898 or email helpdesk@student.liu.se.

Why do I return to the login page or a search page when I try to log in to DiVA?
Answer: This error occurs in computers with Windows 7 and Internet Explorer 8 with too high security level. The error can be fixed in two different ways. See our page with technical information for help.

Register

What should be registered in DiVA?

Answer: According to a Rector's decision research related publications produced by employees and students at LiU, should be registered in DiVA as long as copyright is not infringed. Beside Ph.D. Theses, Licentiate Theses, and Student Theses articles in series, journals, conferences, books, anthologies etc. should also be registered in DiVA. Note: To avoid duplicates check in DiVA if your publication already is registered.

Note that DiVA is a database for research publications and only publications where the author participates as single author or co-author. DiVA is not a database for registering author's assignments. The following should therefore not be regesterwd in DiVA:

  • Docent lectures,
  • journal volumes/issues were the scientist is editor (Editor-in-Chief or Guest Editor),
  • introductions at conferences were the scientist is Chair,
  • notes in hospital charts,
  • teaching material that is not published as educational materials,
  • articles with the status manuscript, submitted and accepted should not be register either (except if the articles are part of a Ph.D. thesis),
Articles with the status In Press can be register if it has a working DOI. It must be possible to track the publication i.e. one should be able to find a publication in LIBRIS (Swedish National Library Catalogue) or corresponding catalogues/databases (books, anthologies) and the conference name, date and place must always be given for all conference publications.
Do I have to fill in all fields in the web form?

Answer: No, but there are a number of mandatory fields which always have to be filled in. These are marked with an asterisk (*). Depending of publication type there are an additional number of fields that must be filled in to bring about a high quality record. On our page Publish at LiU E-Press is a list with links to the different publication types containing information about the fields that always must be filled in. Below is a short list of fields that always should be filled in:

  • All authors who ar co-authors to the articles must be filled in,
  • LiU-ID for all LiU authors,
  • The publication title,
  • Content typ (Refereed, Other academic or Other (popular science, discussion, etc.)
  • Status (only published and Epub ahead of print should be register. The latter only if the is a DOI link available),
  • The journal name, publishing year, volume, issue and pages,
  • Publisher,
  • DOI link (if available),
  • National Subject Category,
  • Keywords and abstract (abstract must always be filled in),
  • For conferences always fill in the conference name, date, place and pages. If the conference article is part of a Conference proceedings fill in the name of the Proceeding, edtiors and ISBN,
  • ISBN must always be filled in for books, anthologies, chapter in book includen number of pages.

If you are not sure what to fill in, email please contact us.

Why publish electronically at LiU E-Press?
Answer: There are several reasons for that:

  1. It is a very efficient way of making LiU visible and spreading research results via the Internet. DiVA is indexed by search engines and searchable in several databases such as SCIRUS, SCOPUS, SwePub, Uppsök etc.
  2. DiVA is used for bibliometric analyses of research fields and international ranking of universities.
  3. Showing the Swedish public how the resources of LiU are used by publishing articles, student theses etc.
  4. Other advantages:
    • The author always retains the copyright of the work (as do the students)
    • It is free of charge, no costs for the author or the Department,
    • Statistics directly on the page: number of unique visitors and number of downloads of the pdf,
    • Publishing of images and diagrams in colour without any costs,
    • Sound and video files is easy to include in the publication or publish separately,
    • A fixed URL address, which is simple to refer to,
    • Guaranteed accessibility on the Internet from the publishing date,
    • A link from the University library catalogue to the work,
    • Searchable in the library catalogue with a link to the work (if e-published),
    • Worldwide distribution to a large group of readers,
    • Searchable in the National Library Catalogue.
How to publish electronically
Answer: Go to the publishing page for more detailed information or email contact us.
Where do I fill in LiU ID?
Answer: In the field/text box Username. Note that LiU-ID must be filled in for all co-authors employed at LiU.
How do I fill in affiliation i.e. faculty, department etc. in the web form?

Answer: Add your subdepartment (or corresponding) and faculty in the Department, unit or programme box. Click on the plus sign in front of Linköping University in order to list all departments and the plus sign in front of the department name to list all sub departments (see figure 1 below). Choose subdepartment by clicking on its name (departments are automatically connected with the subdepartment; the only exceptions are CMIV, HELIX and REMESO for which you will need to choose the department as well).

Add your Landstinget affiliation, if appropriate by clicking on Östergötlands Läns Landsting and choose clinic according to point ii above. The Centre will be added automatically.

If you have any questions about how affiliation, do not hesitate email to ask.

Affiliatioin
Figure 1.
Click on the plus sign for a
list of the departments.

Can I parallel publish and how do I proceed?

Answer: If you have an article you would like to parallel publish, email send it to us and we will check if the article can be parallel published. Read more on our page about parallel publishing.

What is a DOI?
Answer: DOI (Digital Object Identifier) is a string of alphanumeric characters, used on the Internet to identify individually published documents e.g. articles in journals, monographs, chapters in books etc. A DOI points to a web address and the web address can change but the DOI always remains the same. Almost all large publishers, which publish articles electronically, use DOIs. The DOI is stated on the home page together with an article. An example of a DOI: 10.3384/hygiea.1403-8668.044129. If a DOI is available it should always be registered in DiVA in the DOI field.
I have uploaded the file and sent the record for publishing but I cannot find my student thesis in DiVA?
Answer: All student theses, about to be published electronically, are placed in a list for control by a student administrator at the department. If it takes a long time before your thesis is published, contact the administrator at the depertment.
I have left LiU and now I would like to e-publish my work but my LiU-ID has expired, what do I do?
Answer: Send us the pdf file with your work an we will help you publish it: email ep@ep.liu.se.
Why do I get strange line breaks and characters when I paste text in fields for title or abstract in the web form?
Answer: This phenomenon occurs when copying text from a pdf file. The pasted text has to be edited: there is an icon in the web form, by the title and abstract fields, with the character W in front of a folder symbol (Edit symbol). Click on the icon, a small window is opened, paste the text in the field (do not paste all text but paragraph by paragraph). Any incorrect characters or line breaks will be visible now. Delete the incorrect line breaks and rectify strange characters, then click on the button Insert, make an extra line break and repeat the procedure for each paragraph.

Edit

I have moved to a new division and I wonder how to change to the new one in my records?
Answer: A: If you have moved to a new divison or clinic old records must under no circumstances be changed. State the new division/clinic if the publication is written after you have moved. The records must not be altered if the name of the division or clinic is changed. The new name should be stated after changing the name. If the records are changed it will generate errors in bibliometric analyses.
If I find a mistake, can I make any changes in the pdf file with my article after it has been published?

Answer: No, there is no way that you can change the original article that LiU E-Press maintains on the net. You can not even change a trivial spelling error in it. The reason for this is that the credibility of the LiU E-Press requires that published research results are not “improved” by the author some time after the date of publication We do not have any way of distinguishing between trivial and nontrivial changes in a secure way. It is a principle for the LiU E-Press that what has been published, is published.
   What you can do instead is to add a separate errata list and send it to us email (ep@ep.liu.se). We will then publish the errata list as a separate file.

If I find a mistake in the bibliographic information of my article can I make any changes?
Answer: Yes, it is possible. Send us the changes email (ep@ep.liu.se) and we will made the corrections for you.
I added a full text to a previously registered publication and now the publication is not visible in DiVA, Why?
Amswer: If one, after a while, adds a full text to a previously published record in one of the valid formats, the record is not published again but is placed in a list for checking that copyright is not violated. The record will be published as soon as the record is checked.
When I log in to DiVA and search publications where I am a co-author, only one shows but in the external search I got three hits, why?
Answer: It is due to the authority assigned to the records. When searching in the internal search interface in DiVA only records you have authority to will be visible but in the external interface all records are visible.
Why can't I correct all the records which belong to my subdepartment/clinic?
Answer: It is because of the authority to the records. You can only make changes in records you have registered i.e got the authortiy to. Send us the corrections and we will do it for you.

Copyright

Can I publish a doctoral thesis containing articles published elsewhere?
Answer: Yes. If the doctoral thesis contains articles published in electronic or paper journals. LiU E-Press only publishes the introduction/summary. LiU E-Press then links to those articles that are available electronically from their respective publishers. See this page as an example. Note: Such articles may be inaccessible for visitors that do not subscribe to the electronic journals containing the article the link is pointing to.
Can I use an image created by another person?

Answer: In principle No. If you don’t own the copyright of the image you can’t use the image. If you want to use an image, photograph, diagram etc. you must obtain permission from the owner of the copyright. However, there is an exception where public images may be used in critical texts or scientific works when citing them (Swedish copyright law, chapter 2, par. 23, 1960:729, changed 2000:665). This means that you don’t require the permission from the copyright holder but we strongly recommend that you to look into what is possible in your specific case. See also our Copyright Info page.

Can I scan an image from a book or use an image from the Internet in my publication?
Answer: No, all images are copyright protected. That includes images on the Internet. To use material from books, newspapers, Internet etc. one needs permission to use it unless it is explicitly stated that the material can be used freely. Do not forget to make a proper reference to the material when using it.
Can I photocopy an entire book or most part of a book and spread it to students for educational purposes?
Answer: All fields in the advanced search means that DiVA only searches the fields in the list in the dropdown box. Other fields are ignored.
Can I video or sound record a lecture?
Answer In general itis not allowed but there are exceptions. For more detaoöed information read the University (only available in Swedisn) "Regler för studenters möjlighet till ljud- och bildupptagning i samband med undervisningssituationer vid Linköpings universitet".

Search, sort and export, DiVA

Why are other author's publications shown when I via simple search, search for my publication's title?
Answer: If you search on the complete publication title or part of the title, DiVA searches all publications titles that contains of one or more of the words that are included in the title you are searching for. Use Advance search or, even better, search using your LiU-ID. In the latter case only your publications will be shown.
Why is the hit list empty when I search for publications where the title contains a question mark?

Answer: The question mark is a reserved character, a Wild Card, i.e. substitute for other characters. Exclude the question mark in the title and the publication will be found. Also hyphen, slash, et-character (&) etc. might cause problems and should be avoided.

Why don't all my articles show up when I search using my fore and family name?
Answer: If one registers the family name but only initials for the fore name and then searchs for the complete name, the records will not be shown if the fore name contains initials. Change the records by filling in your complete fore name. Use your LiU-ID when searching for publications.
Why don't my publications show up when in advance search search for the title and have selected All fields?
Answer: No, it is not allowed. An agreement with educational institutions and Bonus Presskopia stipulates that you can only copy and distribute up to 15 pages or 15% of a work (e.g. a book). For the entire book you will need the permisson from the copyright holder.
Why can't I find the Student Thesis I am searching for?

Answer: If you don't find the student thesis in DiVA it is not electronically published. If you do not find it in the library catalogue it is most likley not registered in the catalogue. Note that DiVA and the library catalogue are two different search systems. Search in:

Can I create a publication list from records in DiVA?
Answer: Yes, you find more deatiled information on our page Create Links by Searching from DiVA. For more advanced functions how to create a presentation on a homepage, you might need some assistance from your IT-department.
Is it possible to sort the hit list after searching in DiVA?
Answer: Yes, by clicking on the headline in the hit list. The default sorting is alphabetical by first author.
Is it possible exporting a publication list from DiVA?
Answer: Yes, do the search, mark the check boxes in the hit list for thoose records to export. Click on Create reference, select format and click on the icon with the floppy disc on in order to display the list. Copy and paste the list in a document for final formating.
Can I from DiVA export my or my divison's publications to a file?
Answer: Yes, go to Simple search. Click on the text Create feeds and then click on Create link feeds. Select format and then the parameters your export should contain. Finally click on the button Create URL, a link is shown, click on the link in order to save the file on your computer. Read more on the page Create Links by Searching from DiVA and under the headline Search from DiVA by parameters.

Other

Can our department start a new or publish an existing series at LiU E-Press?
Answer: Yes you can. Article series are set up when there is a concrete interest from an authoring community. The series must have an editor. As a series editor we accept a senior faculty member who is a senior lecturer, (assistant, associate professor US), full professor, or equivalent. Read more at our page about starting a new series or email contact us form more information.
Can I republish an LiU E-Press article in an ordinary journal or conference?

Answer: Yes, provided the journal accepts prior electronic publication, www.ep.liu.se. LiU E-Press has no objections. However, the possibilities vary between fields and journals. LiU E-Press recommend you to first check with the journal.

How long is an article accessible at LiU E-Press?
Answer: LiU E-Press makes a commitment to keep papers on-line on the Internet permanently from the date of publication.
What file format does LiU E-Press use for electronic publishing?
Answer: The most common file format on LiU E-Press is pdf and we prefer delivery in pdf format. File format for image files is .jpg but you can send us other formats since we convert the files to jpg format.
Which languages can be used for LiU E-Press articles?
Answer: Any language. We expect of course that Swedish and English language texts will predominate, but other languages are welcome too.
How do I write a correct combined LiO/LiU affiliation on journal articles?

A: Use the following as a template: Division of yyy, Department of xxx, Faculty of Health Sciences, Linköping University, zzz Clinic, County Council of Östergötland, Linköping, Sweden.
• Do not use University Hospital at any point,
Linköping University must always be present,
• Write this as one line and not two separate addresses.

Generate Affiliatioin Text for Publicatons

l>