Haris - Hanken research database

What publications should be registered?

All publications affiliated to Hanken should be submitted. Recently employed researchers should register retrospectively all their publications published during the last 5 years (current year included), regardless of not affiliated to Hanken. These publications are required for reporting to Hanken's international accreditations. Also publications older than 5 years can be submitted to give a full picture of your previous research.

How to register publications?

As a researcher you are responsible for making sure that your publications are registered in Haris. The library proactively imports Hanken affiliated publications from Scopus on behalf of the researchers, but not all publications are available in Scopus. Therefore, it is recommended to check whwther your Haris account is updated always when publishing. having a new publication out, to check whether it is already submitted. This can easily be checked by logging in to your account or in the Haris public portal.

Options for registering publications

There are three options for registering publications:

Adding manually

• Click on Add new content or the plus sign “+” when you hover over the menu Research output.
       or

Adding by importing

• Import publications from an online source. Available sources are Scopus, Mendeley, CrossRef and EbscoHost. Scopus is a preferred source due to best quality of meta data. Import from a file mainly applies to recently employed researchers to register retrospectively. Please contact haris@hanken.fi for help with retrospective imports.
  
      

Send to the Library for adding

• Send the publication information to the library to be submitted on your behalf. Use the email haris@hanken.fi.

Available import sources are Scopus, Mendeley, CrossRef and Ebsco. Scopus is a preferred source, due to good data quality. The other databases can also be used as a complementary sources.

Please note: When importing records, you may still need to make minor edits. In particular, ensure that SDG keywords are added if they are relevant to the publication. These keywords are important for internal reporting purposes. 

• Click on Add content or plus sign to open the submission guide.
    or
   
• Select Import from online source in the submission guide. Choose the source.
  
  
   
• Enter appropriate search terms to find the publication. Potential duplicates are marked and can be removed.
  
  
   
• Click Import or Import and match to import a publication.
  
  
   
• A new window will open to show how the author(s) and affiliation(s) are matched. Click Import and review to check the information. Edit the record after having imported.
  
  
  Note! Check your internal orgaisation. The organisation will by default give Hanken School of Economics, this should be updated to your current internal organisation. Go to Contributors and affiliations > Edit and tick the box for your current internal organisation.
  
  
   
• Remember to add SDG keywords, if relevant to the publication.
   
• Set the correct status for the record (at the foot of the record).
• Save the record.

Registering a peer-reviewed scholarly article serves as an example on how to add a record manually, but can be applied also to other publication types even if the templates differ in details. 

• Click on Add content or plus sign to open the submission guide.

  or

• In the submission guide choose Contribution to journal - Article. In the template the mandatory fields are indicated by a red asterisk *.
         

Type

• Set the Publication category to Scientific and then Peer-reviewed. The Ministry of Education publication type will be chosen automatically, in this case A1 Journal article - refereed.
  
    

Publication state

• Add Publication status depending on whether the article is in preparation, submitted, accepted or published.

The publication status is linked to the registration status shown at the bottom bar of the template next to the blue Save button. If the publication status Published, the record status is For approval. The record is now ready for the library to validate and approve. Other publication statuses will give record status to Entry in progress and the record is not ready for approval. Also see how is my publication’s registration approved.

Publication information

• In the section of Publication information, add the information about your article’s original language, title and subtitle, abstract, pages (start and end page), and number of pages if known.

Contributors and affiliations

• Add co-authors by clicking Add person. In the Search tab, type an author’s name to check if it already exists in the system. If your co-author is not in the system, add the name in Create external person. Also add th co-author’s affiliation. Authors should appear in the same order as in the publication.
         

Journal

• Add journal by searching for an existing journal title. If the journal is not available in the list of results, add it in Create new journal. Fill in volume and issue number if known.

Access to fulltext, documents and links

• Add the DOI number and upload an electronic version of the article. If the article is published open access you are allowed to upload the final published version (Version of Record). If not published open access you should upload the author's accepted manuscript (AAM), i.e. the post-print version (green open access).
  Learn more about green open access.
         

Note a DOI reference in Haris should always start with 10.XXXX, for example, 10.4018/IJESMA.2015100102. 

Then add the following information:

• DOI, e.g. 10.1000/182
• Choose Document version (submitted manuscript, accepted author manuscript, proof, final published version, other version)
• Set the level of public access to your electronic version at Public access to file (open, embargoed, restricted, closed, unknown)    
  If there is embargo, add the embargo end date.
• Add license type, if known, in License to document.
  

When validating and approving records, the Library will check the publisher’s copyright policy, including embargoed journals. If there is an embargo, the document will be publicly available only after the embargo end date. 

Keywords

• Click Add keywords to choose the publication’s field(s) of research (at most six). The available list is appointed by the Ministry of Education. Those mostly used at Hanken are 511 Economics and 512 Business and Management. The keywords used in the article are added as Free keywords. 

• Add keywords for sustainable development goals (SDG), if applicable to the publication. These keywords are important for internal reporting purposes. 
• 

Relations

In the section Relations, you can combine a publication (research output) with other content types that are related to the publication. Click on the content type you want to relate to and type in search words. Relations can be created between all content types.

It is strongly recommended that publications are related especially to projects. Learn more in Register projects.

Visibility

• In the Visibility section, set the visibility of your entry. The default setting, also the recommended one, is Public – No restriction. If needed, you can choose restricted visibility.  
     

Remember to Save the record.

There are certain fields in the template that are special with conference papers. These are important to fill in even if not marked as compulsory. These fields are marked in the instructions with the heading on an orange ground colour.

Type

• Choose Chapter in Book/Report/Conference proceeding - Conference contribution. 
      
   
• Set the Publication category as Scientific > Peer-reviewed, if the paper is reviewed. The Ministry of Education publication type A4 Article in conference proceedings will be chosen automatically.
• If the paper is not peer-reviewed, the Ministry of Education publication type B3 Article in conference proceedings will show automatically.

Publication information

• In the section of Publication information, add the information about your conference paper’s original language, title and subtitle, abstract, pages (start and end page), and number of pages if known.
   

Title of host publications

• Enter the host publication title, i.e., the title of the conference proceedings. If the title of the conference proceedings is unknown, enter a fictional title, using the format “Proceedings of the 16th International Conference on ...” as a model.

Enter information about the conference publication, if known: publisher, volume, ISBN, editors, series information.

Access to fulltext, documents and links

• Add information about the full text version of your conference paper, if the full text is available.
  Please make sure that your entry does not violate any copyright law of the conference, for example, about uploading a conference paper into an institutional repository.

Note that you are not supposed to upload the conference paper as a self-archived copy in Haris in the case that, for example, you will submit the paper to a journal later.

If the full text of the conference paper or proceedings is available on the conference website, the link to the proceedings can be added as a link.

Event

• Click Add event to add information about the conference.

Type in the name of the conference to check if it already is added. If it is, choose the pre-existing one, otherwise click Create new.

To create a new conference, the following information is compulsory:

•     conference title
•     start and end date of the conference.

 Please also add the following information, if available:

•     abbreviated title
•     conference number
•     link to the conference website
•     the degree of recognition (international, national, regional or local)
•     the location (city and country) of the conference.