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Adding and updating publications and presentations
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How do I add a publication to the publications database?
Christopher Brooks, 4 Jan 2013
Last updated: 7 Feb 2017

Based on text by John Reekie from the GSRC website.

The publications database allows anyone with a Member account on this site to add publications to the database and upload electronic versions of those publications.

To add a publication, first make sure you are logged in. Then go to the publications database and click on the link at the left of the page labelled Add publication.

The first screen you see allows you to choose the publication type -- for example, journal article, conference paper, and so on. (The publication types are essential copied straight from BibTeX.) On this page, you can also choose to restrict access to your publication to website members and guests (people with a login on this site). Finally, you can associate the publication with a work-group on this site, thereby allowing searches to be made on publications associated with a group. If you can't decide on a group, then select either terraswarm or no group at all. You can change groups later, but each publication can only be in one group.

Press the Continue button to go to the next screen. (Any of the information on this page can be changed later.)

The next screen shows the fields that can be filled in for the publication type you have chosen. (Again, these are taken straight from BibTeX.) Fill in as many fields as you can, noting that fields marked with an asterisk (*) are required and fields not so marked are optional.

Press the Add new publication button to continue. (Again, you will be able to change any of this information later.)

You will now see a screen that allows you to upload electronic versions of the publication.
The format for publications is PDF.

Please do not upload PDF files where the copyright is held by an outside entity (such as ACM, IEEE, Springer, or Elsevier), unless your copyright agreement specifically permits you to post the PDF on a server.

See Copyrights and journals.

To upload a file, click on the Browse... button and select the file. If you wish, add some additional text in the Additional comment field - this text will appear in parentheses next to the download link for the file you are uploading. Press Upload file to upload the file.

When you have no more files to upload, press the Return to listing button to view your publication's page!

(For instructions on how to modify a publication record, see this question.)

Important: Please be sure to review the publication entry that you just uploaded. In particular, look in the BibTeX version of the abstract for special characters that are displayed as question marks. Typically, these characters are backquotes, dashes or quotes that are were copied from the PDF but are outside the UTF-8 character set. To fix these, edit the abstract and replace the offending character(s).