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Frequently asked questions about DiVA

Here you will find answers to frequently asked questions about registering and publishing in the university's publication database DiVA.

Why should I register in DiVA?

DiVA works as

  • a channel for disseminating research results
  • the archive of the university's scientific output
  • the basis for research-related statistics (local, national and international)
  • a basis for allocating funds to faculties
  • a tool for exporting publications and publication lists to other systems.

The importance of registration in DiVA is established in Umeå University's policy for scholarly publishing:

Open Access Policy for scientific publishing at Umeå University

What should I register?

All publications written by researchers employed at Umeå University must be registered in DiVA to provide an overall picture of the university’s publishing.

Publications include, for example:

  • theses
  • articles in journals
  • book reviews and articles in newspapers and popular science journals
  • books/collections
  • popular science monographs
  • new editions of previously published material
  • conference papers
  • reports.

DiVA also records works that are not regular publications, such as works considered artistic output. These include, for example:

  • music compositions
  • visual art
  • design/architecture
  • crafts
  • film
  • video
  • TV
  • radio
  • performances.

Editorship is registered for the following material:

  • collections
  • proceedings
  • special issues of periodicals.

What should I not register? 

The basic rule for registration in DiVA is that the record refers to published material. Projects and tasks with no publications and unpublished material should not be registered.

Examples of material that should not be registered:

  • textbooks
  • compendia
  • lectures/presentations in teaching, or equivalent.

What can I publish in full text?

You can upload and publish full-text publications that are published open access with a Creative Commons licence in DiVA. If the publication does not have a licence for republication, the full text can be published in DiVA if you have the publisher's permission.

Publishers may sometimes allow a version of the publication to be uploaded, sometimes with a delay (embargo).

In DiVA, you can choose to either upload the

  • publisher's version (final, published version)
  • accepted version
  • submitted version.

You need to check the publisher's conditions for self-archiving before uploading a full text in DiVA. By using the Sherpa Services tool, you can check whether you are allowed to upload any version of the article to DiVA and, if so, whether there is an embargo requirement. DiVA is considered an "institutional repository" in these contexts.

Sherpa Services

Self-archiving

Can I register publications that I have written at another institution? 

Yes, you can register/import publications written at other institutions. These publications will then also be included in your publication list on umu.se. 

You need to enter your Umu-id for a publication to appear on your personal page. If you have an ORCID, it is an advantage if you also enter it.

Remember that it is the institution mentioned in the publication that you should write when registering, not the current departmental affiliation.  

Manual: Register scholarly publication in DiVA
Manual: Import publications to DiVA

Can I register older research publications related to Umeå University?

Yes, you can. If copyright permits, it may also be possible to digitise your publication and upload it to DiVA in full text. 

Digitisation of your publication

What counts as authorship in DiVA?

The requirements for registering as an author of an article in DiVA are the same as for scientific publishing in general.

From the guidelines for authorship in scientific publishing established by the Medical Faculty Board at Umeå University on 10 February 2021:

Merited for authorship is a person who:

  1. made tangible and intellectual contributions to the idea or design of the project; or data collection, analysis or interpretation of data; AND
  2. has written a draft of the article, or critically revised the draft for intellectually important content; AND
  3. finally approved of the article for publication; AND
  4. agreed to be responsible for all aspects of the work by ensuring that issues of accuracy and honesty have been appropriately investigated and ensured.

Points 1-4 must all be met. The person who meets the qualifications in points 1 - 4 above shall be a co-author.

Consequently, a researcher who is mentioned in an article as a 'collaborator' or who has provided input to an article via a 'study group' shall not be registered as an author of the article.

Riktlinjer för författarskap vid vetenskaplig publicering (in Swedish only)

Can I make changes to my DiVA records myself?

You can make changes to your DiVA record yourself, but only if the record does not have an uploaded full text or has not undergone bibliographic review by the library. If you have registered a thesis or a dissertation/thesis, you cannot change the record afterwards, either.

The DiVA administrator at your institution can help you with changes to a record you cannot edit yourself. Each department/unit also has student thesis administrators who can change thesis records.

Only library staff can make changes to licentiate and doctoral thesis records.

More information

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Latest update: 2024-05-17