How to report publications

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  June 15, 2009

  

How, what, and when to report

At the beginning of each calendar year, we ask our tenured and tenure-track researchers to report last year’s publications, as part of their Personal Annual Report. The publications (in APA style, see details below) should be sorted by publication type, to be explained below. Do not report the items in an order other than that outlined below, and do not add information that is not asked for. Although reporting is often handled by the secretarial staff, the researchers remain responsible for making sure that publications are reported correctly. 

 

Certain items are not to be reported. These include:

* Abstracts (even when published in books or journals).

* Publications in press. Wait until page numbers and year of publication are known.

* Prepublications (doi) on the internet (just wait till you know the page numbers of the hard copy). However, when there is not going to be a hard copy, website references are OK.

* Reports of contract research to the sponsor, except for the final report, which counts as a professional publication (see example below).

* Publications that are to be fully attributed to a different employer than the Heymans Institute.

 

 

ACADEMIC PUBLICATIONS

(peer reviewed publications aimed at informing colleagues about research)

 

Journal papers in English

Example: 

  

Note that the issue number is not reported because volume and page numbers already identify the paper uniquely. However, some journals start each issue with page 1. In that case, the issue number must be reported to identify the paper.

 

Editorship of a special issue of a journal also belongs in this category. For instance: 

 

Papers in special issues are reported without mentioning that it was in a special issue.

 

Journal papers not in English

Same style as journal papers in English.

 

Book chapters in English (proceedings and editorship of books and proceedings included). Example:  

           

Note that a book chapter has authors followed by initials, the year of publication, the chapter title, editors preceded by initials, the book title (italics), page numbers of the chapter, and city: publisher. When any of these items are missing, we cannot process your publication.

 

Editorship of a book also is to be reported in this category, for example:  

 

Chapters (not abstracts) in conference proceedings also go down as book chapters, when the proceedings are published as an ordinary book. For instance:  

 

When editors or page numbers or publisher are missing, the chapter is not to be reported at all. For conference proceedings on CD-ROM or on a website, page numbers are not necessary, but editors and publisher still must be reported. For example: 

            

Book chapters not in English

Same style as book chapters in English.

 

Monographs

These are published books, written by one or more authors, and aimed at informing colleagues (books edited by editors do not belong here). Example:  

 

PhD Theses (supervision)

When you have been involved as (co-)supervisor (“promotor”) in a finished PhD thesis, report the name of the PhD student, the year and title of the thesis, supervisors, and city/faculty where the defense took place. Example:  

 

 

PROFESSIONAL PUBLICATIONS

These are defined as aimed at dissemination of the profession, as opposed to reporting research to colleagues. English and other languages are not distinguished. Regardless of this definition, professional publications include the following:

 

* Papers, chapters and monographs aimed at a broader professional audience. This includes books aimed at students or laymen; contributions to festschrifts, encyclopedias, year books, bulletins of societies and organizations; columns, reports of meetings, and inaugural addresses. Books published by companies like Shaker Publishing, who do not have an academic reputation to uphold, will also go down as professional publications. The publication style is the same as for the corresponding academic papers, chapters and monographs.

 

* Book reviews. For example: 

 

* Contract research reports (Final reports only; do mention the sponsor). Example: 

           

* Other products such as published tests, software on CD-ROMs, advice to policy makers (government, NWO), and the like. Example: 

 

 

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Frequently asked questions

 

Who decides if a paper (or chapter) is academic or professional?

Certain items listed above are invariably professional publications, e.g. encyclopedia items or book reviews, even though they may be aimed at colleagues. Also, when a serious peer review is not guaranteed, the publication is either professional (an inaugural address, or a chapter in a book published by Shaker) or no publication at all (a paper you hand out at a conference or put on your website). In case of doubt, ask the director of the Heymans Institute.

 

Is a comment (or rejoinder) on a paper in an academic journal an academic publication?

Yes it is. However, note that a book review is always a professional publication. 

 

How shall I report a paper in a December issue that has not yet appeared? 

Do not report it until you know the page numbers, e.g. by asking the editor.

 

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[for a printer-friendly version: click on the menu right]                                                               GL/update: June 15, 2009