UC Publication Management System

What is the UC Publication Management System?

The University of California publication management system is an online service that allows all academic senate faculty to view and manage all their publication citations in one place. The system automatically searches multiple different databases for papers that academic senate faculty have authored.

How do I deposit my publications in eScholarship?

After your article has been published, you’ll receive an email asking you to confirm your recent publication.

  1. Click the link in the email and log in using your existing UC campus credentials.
  2. You’ll be presented with a list of your recent publications. Use the checkmark icon to claim those you’ve authored, or the X icon to reject any that aren’t yours.
  3. If you claim an item that’s covered by the UC Open Access Policy, you’ll be prompted to upload a file or provide a link (if the article is already openly available).
  4. Once your deposit is complete, you’ll be returned to your list of recent publications, in case you need to verify others.
You will receive additional email notifications when we discover new publications authored by you.

Why do I need to verify my publications?

The automatic database harvesting system searched for your name, but it’s not perfect. Some of the harvested papers in your account may have been authored by someone else with a similar name, or perhaps there was another error. To make sure that the citations in the system were actually authored by you, we ask that you log in and click to verify the publications that you authored.

Why do I need this? I already have a CV.

This system will help you to easily comply with the Academic Senate passed University of California Open Access Policy (more information below) by offering quick and easy access to eScholarship (more information below). Also, this system benefits the research community by giving UCI a more complete and accurate view of the scholarly activities of the whole university.

Do I need to appoint a delegate?

Probably not. A delegate will be able to verify (or cancel) your authorship on your publications, and will be able to upload papers to eScholarship on your behalf (more information below). In general, library staff are not able to act as delegates: library staff do not have enough familiarity with faculty members' publication histories to be able to verify authorship; nor do library staff have access to author manuscript files for upload to eScholarship. If you want to assign a delegate, it should be someone who is intimately familiar with your work – for instance, you may want to give your assistant or a departmental administrator access to your account. Students cannot be assigned as delegates.

What is Open Access?

Open Access is a movement in the scholarly community towards making research papers freely available online. Learn more about Open Access here.

What is the University of California Open Access Policy?

In recognition of the increasing importance of Open Access, the Academic Senate has implemented the UC Public Access Policy. It requires that faculty deposit the full text of their research papers into eScholarship (see below), where their work will be made freely available to the public.

"The policy adopted by the Academic Senate reserves rights for the faculty to make their articles freely available to the public in an open access repository. It does this by granting a copyright license to the University that survives regardless of any later agreements authors may make with publishers. The policy doesn’t transfer copyright to UC or allow UC to sell the articles. It also doesn’t prevent faculty from transferring copyright to publishers. . . You should read, and keep, any agreement you sign, but understand that the UC Open Access Policy is intended to preempt or augment these publisher default terms. This is true whether the publisher requires a copyright transfer or not. If your publisher isn’t requiring you to opt out by getting a waiver, you are fully within your rights to take advantage of UC’s policy." (source)

Read the text of the UC Open Access Policy here.

Read the FAQ about compliance with the Policy.

What is eScholarship?

eScholarship is the University of California’s publications repository. It contains full texts for research publications for all disciplines. To comply with the UC Open Access Policy, you’ll upload your research publications to eScholarship. It’s also important to upload the right version. "Use the latest version you have that hasn’t been formatted by the publisher. If you used Microsoft Word to write the article, it will probably be a Word document. If the version you’re looking at has the look and feel of the journal and the publisher’s copyright notice on it, it’s probably the wrong version." (source). If you have questions about the right version to submit, please contact us.

If you need help with uploading, or still have questions regarding the copyright on your publications, please contact us.

Do I have to put my papers in eScholarship?

Not always. If your research publications are already freely available through other methods, just provide the link to the full text of your paper rather than uploading a file of the full text in the UC publications management system. For instance, you’d choose this option if you published in an Open Access journal (most Open Access journals charge author fees, so if you paid a fee to publish, your article is probably freely available online already). You’d also probably want to provide a link if you’ve already deposited your papers into an open subject repository such as arXiv, or PubMed Central.

If you receive a waiver request from your publisher, or if you have other reasons to, you may want to opt-out of submitting a publication to eScholarship. Click here for more information on opting-out with a waiver.

How can the library help?

If you have any questions, feel free to contact us. Here are some of the things we can help you with:

  • Teach people how to find out which publications can be submitted to eScholarship
  • Identify future open access publishing opportunities
  • Licensing and copyright issues
  • Keep faculty informed about the development of the UC Publication Management System
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