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If you are organising a conference at ETH Zurich, you can publish the conference output (proceedings, individual papers, posters or presentations) in the Research Collection – regardless of whether the authors are members of the ETH Zurich or not.

Examples of conference papers and conference proceedings

Guidelines for conference organisers on publishing ETH conference proceedings in the Research Collection

This guide is designed to assist you with the process of publishing your conference papers in the ETH Zurich Research Collection.

Legal clarification

Specify the license

  • Specify under which license the ETH conference proceedings shall be published. For further information, please refer to: Creative Commons Licenses.

Obtain consent declarations

The following written consents from all authors are required for publication in the Research Collection:

  • Consent to publication: The conference organisers are responsible for obtaining the consent of the authors and, where applicable, other contributors, for the publication of their works in the Research Collection under the specified licence.

  • Consent for the uploading of the conference contribution by ETH members: As publishing in the Research Collection is restricted to ETH members, we recommend that an ETH member upload all conference papers on behalf of the authors. For this, the authors’ consent is required.

As soon as you have received the consents from all authors, please send a confirmation to: research-collection@library.ethz.ch

 Please also refer to the following information page for further details: Legal aspects

Preparatory steps for the publication in the Research Collection

  • Affiliation with a journal/series: Please clarify before creating a record in the Research Collection if the conference proceedings are intended to be part of a journal or series.
  • Choice of publication format: Please specify the format of the proceedings in advance (see examples above).
  • Reserving a DOI: If individual contributions are to receive DOIs, these must be reserved in advance. Recommendation: Ideally, each contribution should be assigned its own DOI, which should be displayed within the contribution itself.
  • Specifying the organisational unit code for conference contributions: An organisational unit code must be provided for every publication in the Research Collection. Recommendation: Use the same organisational unit code for all papers in one conference proceedings volume. If the selected organisational unit is not appropriate for papers by non-ETH members, please use the next higher organisational unit.
  • Document formatting: Before conference papers are published in the Research Collection, please note the following requirements:
    • File formats for publications: All contributions must be published as PDFs.

    • License and copyright information in the document: Include appropriate license and copyright information within the document. An example of a license statement can be found at: Creative Commons Licenses

    • Reserving a DOI: If DOIs have been pre-reserved, please include them in a clearly visible place within the document.

    • Pagination: Ensure that page numbering is consistent throughout the entire conference proceedings.

Publication in the Research Collection

Contributions from ETH conference proceedings can be added to the Research Collection either individually (see instructions How to publish) or uploaded via Batch import metadata. As a conference organiser, please note the following aspects before uploading the conference contributions:

  • Conference contributions can only be published by ETH members (see Legal aspects). We recommend that an ETH staff member uploads all contributions on behalf of the authors.

  • Contributions by non-ETH members are classified as “non-ETH publications”, meaning that the value “no” is entered in the “ETH Bibliography” field.

  • Please send a confirmation of the consents you have obtained via e-mail to: research-collection@library.ethz.ch

Email template: Confirmation of consent

On behalf of the Organising Committee of the “XXX Conference”, I, “Name & Position”, hereby confirm that I have obtained the authors’ permission for the electronic publication of their conference papers in the “Research Collection” repository of ETH Zurich, in accordance with the conditions set out in the Terms of Use and the Licence Agreement , and that I am aware of the licence (Copyright, Creative Commons) under which the conference papers may be published.

I have received confirmation that the authors and/or their companies/institutions hold the rights of use to all components of their papers, or that they have obtained permission to use any materials for which the rights of use are held by third parties.

Furthermore, I authorise "First name Surname" to upload the conference papers on behalf of the organisers or the authors.

On behalf of and in the name of "Name of the conference"

Name(s), Title/Position

Note

Please note that full texts/data can only be replaced prior to publication. For further information, please refer to: Replace full texts/datasets

The Research Collection Team assists you, upon request and subject to available resources, with the publication of ETH conference proceedings. Please contact us by e-mail at research-collection@library.ethz.ch.

Conference videos

Preferably, conference videos should be published on the ETH video portal, see Conference videos.

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| ETH Library, Publishing Services / Research Collection, Tel. +41 44 632 72 22, research-collection@library.ethz.ch, www.research-collection.ethz.ch