Rules for Citation of University of Groningen Affliation in Publications
The Board of the University of Groningen,
considering that the UG suffers a disadvantage if researchers do not or incorrectly mention their UG affiliation in their publications;
having regard to Article 1.8, item 2, of the Collective Labour Agreement for Dutch Universities;
has decided to adopt the following regulations.
1 Definitions
For the application of the provisions of or pursuant to this regulation, the following definitions apply:
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2 Affiliation listing
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The person concerned, in their capacity as author or co-author of a publication that has been produced (in whole or in part) or based on results achieved during the period of their employment or by an agreement (of assignment) with the UG, is obliged to start their affiliation listing with the following literal institution name:
o In English-language or other non-Dutch-language media: ‘University of Groningen’ or, in the case of the University Medical Center Groningen: ‘University of Groningen, University Medical Center Groningen’.
o In Dutch-language media: ‘Rijksuniversiteit Groningen’ or, in the case of the University Medical Centre Groningen: ‘Rijksuniversiteit Groningen, Universitair Medisch Centrum Groningen’.
o The name of the faculty, the research institute and/or the research school or the service unit as prescribed by the Faculty Board/director of the service unit.
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The above also applies if, at the time of publication, there is a question of employment elsewhere or the absence of a successive employment contract. If so desired, the new address can be mentioned as a correspondence or ‘reprint’ address.
3 Penalties
The person concerned may be subject to a (disciplinary) measure or other sanction imposed by the Board of the University if the affiliation is not mentioned or is incorrectly stated or if the person concerned does not comply with the conditions attached to the affiliation.
4 Quote title
The regulation may be referred to as the ‘Regulations concerning statement of UG affiliation on publications’.
5 Entry into force
This regulation was adopted after agreement with local consultations on XXX and will enter into force on 31 December 2019.*
*The regulation of 1 September 2006 has been amended due to the entry into force of the Public Servants (Standardization of Legal Status) Act (WNRA) on 1 January 2020.
Explanatory notes:
Art.1, definition of publications:
This is based on the existing VSNU definition agreements and is deliberately not limited to exclusively scientific publications or publications included in the Web of Science (WoS) database. This is because it can be expected that the importance of citations to publications not included in the WoS and professional and popularizing publications will only increase in the future.
Art. 2.1,
specification of UG publications:
Of course, the compulsory UG statement of affiliation only applies to publications that have been produced (in full or in part) – or are based on results achieved – during employment/assignment at the UG. It does not apply to publications of work done that was previously done elsewhere.
Art. 2.1, addition UMCG :
This is in line with a guideline issued by the UMCG, which obliges academic staff to¬ list both the UG and the UMCG¬. A double statement of affiliation provides transparency because it allows further distinctions to be made within scientific fields in which scientific staff from both the UG (e.g. FSE/GMW) and the UMCG are active.
Art. 2.1, language:
For all international media, only the English names are allowed, meaning no translations of the UG and UMCG in French, German, Spanish, etc. Only for Dutch-language media are the Dutch names allowed.
Art. 2.3, former staff members:
There is no legal basis for imposing obligations on former staff members. Nevertheless, we would like to point out the (moral) obligation of these staff members to also mention their UG affiliation on publications that will probably appear after leaving to work for another employer. The numbers involved are probably considerable, given the large share of PhD students and postdocs in the academic staff database.
Art.3,
(disciplinary) measures
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With regard to the possibilities for monitoring compliance with this guideline, a periodic inspection by the University Library is sufficient for the time being. The detection of absenteeism and the application of a (disciplinary) measure is an extreme measure that will not be easily taken. As the final element of the regulation, the possibility of applying a measure cannot be taken out.