Adding Publications

Getting Started Guide

Adding or Editing Publications

Note: Please do not load pdfs of articles with copyright restrictions onto your Research Profile

The goal is to have your publications list reflect what is in Section A of your academic review file. This generally includes peer-reviewed research articles, book chapters, and review articles.

  • (Abstracts, conference proceedings, EOS articles, book reviews, news items, magazine articles in popular literature are typically not included in Section A; we realize that some of these items do occur in official bibliographies and we are happy to work with you to include these items.)
  • Publications that occur in Section B may be much more variable, greater in number (e.g., including abstracts) and are not uniformly indexed by databases. We will not be archiving these items or searching for new items but you may, of course, include these on your site if you wish. We recommend placing these in a separate menu item since if we need to restore your publications for any reason, only those Section A items in our database would be restored. 

We also get a weekly list of Scripps-related references from Web of Science that should capture most new journal publications. Because Web of Science does not index books, new book chapters will not be captured. So you may want to email us about your new work or add it yourself.

Adding Publications Yourself

You can add new publications to your list yourself — the details are below — but we prefer that you leave that chore to us. It saves you from having to learn an obscure process you won't use very often and helps us keep our central publications database up to date. Publications are also posted to the Recent Publications database on the main Scripps website.

If you have questions, please contact us.

Editing Publications

What's far more common is that you'll want to edit an existing listing to fix a typo or other error (not uncommon with older entries) or delete a duplicate or erroneous listing.

  • First, while logged in, mouse over the reference you want to edit or delete to bring up the menu arrow, then click on it to open the menu.
  • Second, choose whether to edit or delete.
    • If you choose "Edit," that will open up a page with form fields for every part of the publication's data. Just make your changes, scroll down and hit the "Save" button.
    • If you choose "Delete," a window will pop up asking to confirm whether you want to delete the selected entry. You can click on the "Delete" button to confirm or the "X" to cancel.

Import Options

Importing from EndNote Software

  • Open your EndNote Library and select the publications you would like to import into Scripps Scholar
  • From the File Menu, select “Export”
  • In the Output Style dropdown menu, select “All Fields”
  • In the file format dropdown menu, select “XML”
  • Save the file in an easily accessible location
  • Open a browser, and access your Scripps Scholars website (http://scrippsscholars.ucsd.edu/[your username here])
  • Scroll to the bottom of the page, and click “Login”
  • Click “Login using UCSD Single Sign-On”, and enter your username and password
  • You will now see additional options for editing and adding content to your Scripps Scholars site.

    The Admin menu appears at the top of the page, and provides access to the “back-end” of the site.

    In addition, you will see a few new options at the top of the content section in the middle of the website.
  • From either the homepage, or the “Publications” page, click “add new” in the upper right corner of the white space, and select “Import publications.”
  • Click “Choose File” and navigate to the XML file that was just created with EndNote. Depending on the version of EndNote you are using, select either “EndNote 7 XML (and previous versions)” or “EndNote 8 XML (and newer versions).”

    Click “Import” to begin the process.
  • Your publications will automatically be published to the Scripps Scholars system.
  • You can click on the title of any publication to see additional information and/or make changes.

    To make changes to the entry, click “Admin” then “Edit”. The webform on the following page includes all the publication information that is stored in the Scripps Scholars system.

    Not all fields are expanded by default. For example, to add or edit an abstract, click “Publication Extras” and scroll down to the Abstract section.

 

Importing Publications from EndNote Web

  • Login to your EndNote Web account.
  • Save all desired references to your EndNote Web account.
  • From the MyReferences page, click the checkbox next to all publications, click “Add to group...” and add the citations to a group.
  • Click “Format,” then “Export References.”


    In the “References” dropdown, select the group that was created.
    In the “Export Style” dropdown, select “EndNote Export.”
  • You can either Save, or Email the export.
    In either case, save the file in an easily accessible location.
    The file will be formatted as a text file, which looks something like this:
  • In your web browser, access your Scripps Scholars website http://scrippsscholars.ucsd.edu/[your username here]
  • Scroll to the bottom of the page, and click “Login.”
  • Click “Login using UCSD Single Sign-On”, and enter your username and password.
  • You will now see additional options for editing and adding content to your Scripps Scholars site.

    The Admin menu appears at the top of the page, and provides access to the “back-end” of the site.

    In addition, you will see a few new options at the top of the content section in the middle of the website.
  • From either the homepage, or the “Publications” page, click “add new” in the upper right corner of the white space, and select “Import publications.”
  • Click “Choose File” and navigate to the text file that was just created with EndNote Web.
    Be sure to select “EndNote Tagged” as the File Type.
    Click “Import” to begin the process.
  • Your publications will automatically be published to the Scripps Scholars system.
  • You can click on the title of any publication to see additional information and/or make changes.

    To make changes to the entry, click “Admin” then “Edit”. The webform on the following page includes all the publication information that is stored in the Scripps Scholars system.

    Not all fields are expanded by default. For example, to add or edit an abstract, click “Publication Extras” and scroll down to the Abstract section.

 

Importing Publications from BibTex

  • Using your software package of choice, select and export the desired references into a BibTex file. These will generally be titled “filename.bib.”
  • In your web browser, access your Scripps Scholars website http://scrippsscholars.ucsd.edu/ [your username here]
  • Scroll to the bottom of the page, and click “Login.”
  • Click “Login using UCSD Single Sign-On,” and enter your username and password.
  • You will now see additional options for editing and adding content to your Scripps Scholars site.

    The Admin menu appears at the top of the page, and provides access to the “back-end” of the site.

    In addition, you will see a few new options at the top of the content section in the middle of the website.
  • From either the homepage, or the “Publications” page, click “add new” in the upper right corner of the white space, and select “Import publications.”
  • Click “Choose File” and navigate to the text file that was just created in the BibTex format
    Be sure to select “BibTex” as the File Type.
    Click “Import” to begin the process.
  • Your publications will automatically be published to the Scripps Scholars system.
  • You can click on the title of any publication to see additional information and/or make changes.

    To make changes to the entry, click “Admin” then “Edit.” The webform on the following page includes all the publication information that is stored in the Scripps Scholars system.

    Not all fields are expanded by default. For example, to add or edit an abstract, click “Publication Extras” and scroll down to the Abstract section.

 

Entering Publications Directly into Scripps Scholars

  • In your web browser, access your Scripps Scholars website. http://scrippsscholars.ucsd.edu/ [your username here]
  • Scroll to the bottom of the page, and click “Login.”
  • Click “Login using UCSD Single Sign-On,” and enter your username and password.
  • You will now see additional options for editing and adding content to your Scripps Scholars site.

    The Admin menu appears at the top of the page, and provides access to the “back-end” of the site.

    In addition, you will see a few new options at the top of the content section in the middle of the website.
  • From either the homepage, or the “Publications” page, click “add new” in the upper right corner of the white space, and select “Add publications.”
    Click the dropdown menu under “Publication Type,” and select the appropriate type:
  • Based on the publication type, Scripps Scholars will automatically display the most appropriate fields.
    Note: Once you have entered a Title and Year of Publication, you can change the “Publication Type” using the drop-down directly below the “Title” field.
  • Entry Tips:
    • In general, if you see a “+” sign next to a title, this means there are additional fields, which are available once you click the plus sign.
    • Enter one author per “Name” field. This will allow users to search and sort based on individual authors. To add additional names, click “More Authors.”
    • To add an abstract, expand the “Publication Extras” section, and enter the information into the “Abstract” section.
  • Once all information has been entered, click “Save” to Publish the entry.
    Note: If you would like to save - but not publish - the entry, click “Advanced Options,” select “Publishing Options,” unclick “Published” and click “Save.”

    Once you click save, you will notice a pink background on the page - this is a visual cue that the publication entry has not yet been published. When you are ready to publish your publication in the listing, click the “published” button, then “Save.”

Publication Practices

The following practices have been established to maintain consistency and protect Scripps Institution of Oceanography from legal liability:

  • The format for authors’ names is last name, initials
  • Electronic copies of the publications should not be attached to the publication entry on Scripps Scholar

Sections of this documentation make heavy use of EndNote software. For more information about EndNote, and other bibliographic management systems, see http://libraries.ucsd.edu/services/instruction/refworks-endnote-support/

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