University of Warwick Publications Service

What is the University of Warwick Publications service?
Why is it important that the University has a Publications service?
How is the Publications service different to WRAP?
How do I submit items to the Publications service?

What is the University of Warwick Publications service?

The Publications service, launched in the Spring of 2011, is aimed to create a complete picture of the research outputs produced by University of Warwick researchers. This central database of Warwick publications will serve two main functions:

By providing a secure long term record of activity for the University to support internal and external activities.
As a public database of information to assist with marketing and publicity activities undertaken by the University and within individual departments.

The initial data in the Publications service comes from the items that have been added to the University's full text open access archive, WRAP. The Publications service will also contain a large number of current and historical records that the University has purchased from the Thomson Reuters company who are responsible for the Web of Knowledge database as well as the data that has been added to the MyProfile service administered by Research Support Services. This will create a firm starting point for the development of the Publications service which is intended, in time, to provide as complete as possible record of the research outputs of the University of Warwick from its establishment in 1965 to present day.

As part of the support for the Publications service the University Steering Group in its meeting on the 1st February 2011 supported the provision of an "institutional mandate for Warwick authors to deposit publication references in the new Publications Database". More information about the details of this policy and any guidelines associated with it will be made available by the Publications Team as soon as we have them.

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Why is it important that the University has a Publications service?

The Publications service will provide a single location for a complete record of the details of research being done at the University of Warwick. The service will cover the widest range of research output types that is feasible and the Publications team will look to expanding this range whenever possible. As the Publications service will not be holding full text as its primary function it will hold a wider range of material than WRAP. The primary function of the Publications service is to support the University's submission to the REF process by providing a single collection of high quality records for the University to draw upon for this process.

Some of the benefits of the Publications service are:

Provides a single, secure place to deposit details of research outputs to be used to respond to the different demands on researchers for this data, both within the University and externally;
Provides a unique view of the work being done at the University for any potential external collaborators or Research students;
Records deposited will be rigorously checked by the Publications team to ensure accuracy and completeness;
Increased visibility of the research being done by Warwick researchers.

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How is the Publications service different to WRAP?

The Warwick Research Archive Portal (WRAP) and the Publications service are very similar services that serve separate but linked processes. WRAP will remain a full text archive, so that anyone finding an item in WRAP can be assured that they will find text of the article or dissertation with it. In contrast the Publications service will develop to be a complete record of the research outputs of the University of Warwick and an essential tool for the University's marketing, research assessment and other processes. Due to copyright restrictions on many of the common output types, especially books and book chapters, the percentage of the total outputs that are produced by the University that it is possible for WRAP to hold is proportionally low. As the Publications service will not be making any full text available it will be able to present a complete picture of the research being done by the University of Warwick by containing a larger range of item types than WRAP.

Now that the Publications service is in place the deposit process for WRAP will change so that anyone submitting items to WRAP will submit to the Publications service. The Publications team will them move the details and make the full text available in WRAP following the usual copyright checks. To maximise the benefits of using these services it is advised that researchers consider depositing the post-print version of their article (final draft version, after peer review and before the publisher’s format the content for their journal, this is also known as ‘the accepted version’) at the same time as depositing the details of the article.

Further information on versions of scholarly works and the benefits to depositing the full text can be found in the WRAP FAQs.

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How do I submit items to the Publications service?

There are a number of ways for researchers to submit to the Publications service:

Directly through the Publications service. Researchers should log-in using their web sign on which will take you to a screen with the option to add 'New Items', or use the 'Manage deposits' option if already signed in. For detailed instructions on the deposit process please see our 'useful resources' page.
Researchers can send us multiple items or copies of their up to date CV through the dedicated email address: publications at warwick dot ac dot uk

Departments also have to option to deposit through a departmental administrator either directly into the Publications service or using a template spreadsheet that is being developed by the Publications Team to allow us to import items directly from the spreadsheet into the Publications service this way. If this is an option your department would like to take please contact the Publications Team to discuss your requirements.

The Publications service is also working closely with Research Support Services to make sure that anything added into the MyProfile system is also passed to the Publications service.