FAQ ORBi^lu

• Who can deposit in ORBi^lu?
• Is it compulsory to deposit in ORBi^lu?
• Can I give authority to someone else to deposit my references?
• Can I import references into ORBi^lu?
• What electronic formats are allowed and/or recommended?
• What degrees of accessibility are there for deposited documents?
• Which version of my publication should I deposit in ORBi^lu?
• Are the details I enter in ORBi^luverified?
• When can I deposit a reference and its full text?
• Can I deposit documents in ORBi^lu that were published before I became a member of the UL?
• What do I do if someone, a publisher, collective management firm, or a writer, contacts me claiming to hold rights over the deposited work or parts of the work and demands that it be removed from the university’s repository?
• Can I withdraw my document from the repository?

All staff members of the University of Luxembourg who have a work contract and to whom an identifier has been issued (xxxx.xxxx@uni.lux) may reference their scientific output and deposit their publications in ORBi^lu.

The following people can therefore deposit work:

• members of the academic faculty;
• members of the scientific faculty;
• members of the administrative staff;
• doctoral students.

The Executive Team of the University of Luxembourg has decided that it is compulsory:

• to deposit references to all articles and conference proceedings by members of the UL from 2009 onwards (university bibliography);
• to deposit the full text of articles and conference proceedings by members of the UL from 2009 onwards (university repository). Open Access will only be applied to the full text of such articles in conformity with the applicable rules of copyright and the right of circulation.

The Executive Team has also decided that, as from 1 January 2014, only documents deposited in ORBi^lu will count towards the evaluation of UL members.
Except for articles and conference proceedings by UL members since 2009, what is deposited may be limited to just the bibliographical reference for a publication. However, it is strongly recommended that, wherever possible, an electronic version of the full text should be added.
Moreover, authors may deposit references to their works which were published before they took up posts at the University of Luxembourg. In that case, the affiliation-related information must be altered accordingly.

Yes! Authors can designate a proxy to carry out the submission process on their behalf subject to the proxy being a staff member of the university and in possession of a personal UL identifier.

A proxy can manage (create and alter, but not delete) entries on behalf of two or more people. Authors can only have one proxy at any given time, however. In any event, entries remain the full responsibility of the author, who must ensure that the information is correct.

Yes! Researchers can import into ORBi^lu using XML (BibTeX) files, taken from international bibliographical databanks (PubMed, Web of Knowledge, Scopus) or personal bibliographical tools (EndNote, Reference Manager, ProCite).

In addition, in order to make the work of authors easier, several thousand bibliographical references of members of the institution were imported into ORBi^lu from the old publications server.

In order to ensure optimum conservation, the file format recommended for deposit in ORBi^lu is PDF (portable document format). Source files, in formats like Word, OpenOffice and Excel, can easily be converted to PDF before being deposited via the PDFCreator freeware. Other customary formats (like .doc, .odt, LaTeX) are nonetheless supported.

For each document loaded into ORBi^lu, it is possible to set a “degree of accessibility”:

• Open Access: the document can be consulted by anyone;
• Open Access with Embargo: open access to the document is blocked temporarily because of an embargo period laid down by the publisher; the document will automatically be accessible once the embargo expires;
• Restricted Access: the document can only be accessed by members of the university’s staff once identified in ORBi^lu.

A closed padlock icon indicates that documents are only available on “Open Access with Embargo” or “Restricted Access”. Users from outside the university may request a copy of such documents, which the author must approve.

Three versions of a document are possible:

• Publisher’s postprint: the version of the text as published, paginated by the publisher. This version is to be preferred for all publishers that agree.
• Author’s postprint: version of the text as published and after peer-review, but without publisher’s pagination.
• Author’s preprint: published text, but in the version before final acceptance by the publisher.

The “postprint” versions, if possible “publisher’s postprint”, are to be preferred in all cases. However, the choice of version to deposit may be subject to terms laid down by the publisher.

No, none of the details are subsequently checked or verified by the ORBi^lu administrators.

The accuracy of the references entered in ORBi^lu is the sole responsibility of the person submitting them. However, a range of tools are available to help authors when entering details (interface with the UL staff directory, lists of periodicals, contextual aids, user guide, etc.).

Once the text has been accepted by the publisher, so that the information can be distributed as quickly as possible. It will then be up to the author to make changes in the reference once the document has actually been published (pagination, etc.). If the publisher’s policy allows open access deposit of the “publisher’s postprint” version, the author will then add that version once it becomes available. Deposit may also be delayed until authors have legal authority allowing them to archive their full texts.

Yes! Authors may deposit references to their works published before they took up a post at the University of Luxembourg. When submitting their references, however, the affiliation-related information must be modified. These references will form part of the author’s personal bibliography but not part of the university bibliography. Users of ORBi^lu can nonetheless see them if they indicate that they want to see the references of UL authors including those produced outside the context of the university.

In that case, you must immediately notify the ORBi^lu team (contact ORBi^lu), who will, as a matter of caution and pending a solution, place the work in question under restricted access, so that it is no longer openly available to everyone.

The ORBi^lu team in collaboration with the UL Legal Affairs Department will then help you put together a file and will ask the complainant to prove his/her claims (unless they are proved and beyond any form of dispute): in case of doubt, assignments and licences are interpreted restrictively and in favour of the author; it is therefore up to acquirers to provide evidence of the extent of the rights they claim to have acquired.

Only references for which the submission process has not yet been completed can be deleted. In order to ensure the stability and lasting character of the university’s bibliography, once the deposit process is complete and the reference is archived in the university repository, it can no longer be fully deleted except by contacting the ORBi^lu team. However, electronic files linked to a reference can be removed from the repository if there is a problem.