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Register monographic thesis in DiVA

2023-01-19/in DiVA, Employee, English

Before publicly posting your doctoral thesis, you must register it in DiVA. The registration includes filling in details of your thesis and of the defence or presentation of your thesis. You will also upload a full text version of the thesis and, for doctoral theses, the posting sheet (“spikblad” in Swedish).

1. Log in to DiVA

Log in to DiVA with your Umu-id.

2. Register your thesis in DiVA

Go to ”Add publication / Upload files”.

Select publication type

Select publication type. This manual describes the procedure for the following publication types:
- Doctoral thesis, monograph
- Licentiate thesis, monograph
Click “Continue”.

Author

Click “Connect authority record” and search for your Umu-id. Select your authority record by clicking your name.

If your name is not listed, you can create an authority record by closing the pop-up window, clicking the “Create authority record” button and filling in the mandatory details.

Fill in any missing mandatory details. The following details are mandatory:

name
year of birth
umu-id
department or section
email address.

Title

Type the title of the thesis and any potential subtitle. Then, select the language of the title from the listed options.

If your thesis has a title in another language, this is to be entered in the field “Alternative title”, and the language must be selected from the listed options.

Other information

Enter the publishing year of the thesis and the number of pages. The number of pages should be the same as the final numbered page in the thesis. Appendices are not included in the number of pages.

Series

If your thesis is part of a series, select the series from the listed options and fill in the number of your thesis in the series. If the series is not listed, please enter the details in the “Other series” section.

Publisher

Specify the place of publication and publisher. For theses published by Umeå University, type ”Umeå” as the place of publication and select ”Umeå University” in the field for publisher.

Identifiers

Enter the ISBN for the electronic version, and select “Electronic” from the listed options.

For the printed version, click “Another ISBN” and select “Print” from the listed options.

National subject category

Click “Choose national subject category” and select the category or categories that best describe the content of your thesis. Choose a category that is as specific as possible (navigate the list by clicking the plus symbol).

If you want to delete a selected category, please click the red cross to the right of the category.

Research subject

Select one or more research subjects (this is not mandatory but it increases the chances to search and find, and hence spread, the publication).

Keywords

Select the language from the listed options and type your keywords in the text field. Separate your keywords with commas.

Click “Keywords in another language” if you want to enter keywords in multiple languages.

Abstract

Enter the abstract of the thesis and select the language from the listed options.

Read through and make sure the text looks correct. Pay particular attention to spaces and paragraphing, and make sure no extra characters have been accidentally included. Paragraphing is correct if there is a space between paragraphs.

Click “Another abstract” if you want to add an abstract in another language.

Supervisor

Fill in the details of your supervisors and assistant supervisors. Click “Another supervisor” to add additional supervisors or an assistant supervisor. The following details are mandatory:

name
academic title
umu-id (for supervisors at Umeå University)
department or section (if the supervisor works at another higher education institution, use the field “Other organisation”).

External examiner (opponent)

Fill in the details of the external examiner. For doctoral theses, the details must correspond with the details of the external reviewer specified on the posting sheet (spikblad). The following details are mandatory:

name
academic title
university, department.

Public defence or presentation of your thesis

Fill in the details of the public defence of your thesis. The details must correspond with the details of the public defence of your thesis specified on the posting sheet (spikblad). If you have written a licentiate thesis, fill in the details about your thesis presentation instead.

Click the calendar icon to the right of the date field, and enter the date and time of the event.
Select language from the listed options.
Specify the room for the event.
Specify the city for the event.
For doctoral theses, select the university for the public defence of your thesis from the listed options.

Degree

Select the degree from the listed options. For doctoral theses, the selected degree must correspond with the details specified on the posting sheet (spikblad).

When you have entered all the details of the thesis, please click “Continue”.

3. Upload files

You must now upload the complete thesis. If you have written a doctoral thesis, you must also upload the posting sheet (spikbladet) in this step. If you wish – and there are no copyright issues to consider – you can also upload the front page of the thesis as a preview image in DiVA.

Upload the thesis

Select “Make freely available later”.
Click the calendar icon to the right of the date field, enter the date of the public posting of your thesis, and set the time for 07:00.
Set the file type as “fulltext” and the format as “pdf” in each section.
Click “Bläddra” (browse) and upload your thesis.

Select “Make freely available now (open access)” if you have written a licentiate thesis.

Upload the posting sheet

Click “Upload more files”.
Select “Make freely available later”.
Click the calendar icon to the right of the date field, enter the date of the public posting of your doctoral thesis, and set the time for 07:00.
Set the file type as “spikblad” and the format as “pdf” in each section.
Click “Bläddra” (browse) and upload your posting sheet (spikblad).

Upload a preview image

If you do not want to upload a preview image, proceed to the next step, “Accepting the publishing conditions”.

Click “Upload more files”.
Select “Make freely available later”.
Click the calendar icon to the right of the date field, enter the date of the public posting of your doctoral thesis, and set the time for 07:00.
Set the file type as “preview image” and the format as “jpeg” or “png” in each section.
Click “Bläddra” (browse) and upload the front page of your thesis.

Select “Make freely available now (open access)” if you have written a licentiate thesis.

Accepting publishing in DiVA

When you have uploaded all files, you must approve that they will be published in DiVA.

Click and read the publishing conditions.
Check the box to accept the publishing conditions.
Click “Continue” to review your details and submit the registration.

4. Review/Publish

Before submitting your thesis, you must check your registration.

Check that all details are correct. If you wish to edit anything, please click “Edit information” at the top left or click “Back” to return and make changes.
Check that the full text of the thesis and the potential posting sheet (spikblad) have been uploaded and that each file is openable (click the link for each file).
Click “Submit”.

Please note that once you have submitted your thesis, you can no longer edit the record yourself. Please contact the library if you need to edit or add any details.

After registration

When you have submitted your thesis, you will receive confirmation of the registration in DiVA by email. This confirmation email also contains the permanent link to your thesis in DiVA (this is the link to use in a potential press release). Please note that the link will not become active until the thesis is published in DiVA.

The library will review your registration before publishing your thesis in DiVA. We will contact you if we have any questions or if any details need to be added.

Your doctoral thesis will be published and visible in DiVA on the day of the public posting of your thesis (spikning). If you have written a licentiate thesis, it will be published and visible directly after review.

Frequently asked questions and contact

Contact the library if you have any questions about your registration. Select “Publishing, theses and research data” as the subject area.

Contact the library

Frequently asked questions about theses and posting

DiVA: Register student thesis

2023-01-11/in DiVA, English, Student

Show Closed Caption in a movie in Umu Play

2022-11-30/in English

If there is a Closed Caption created to a movie it will show as a icon “CC” at the bottom right corner in the player.
Click for Enable or Disable the Closed Caption

Now, the Closed Caption is visible in the movie

You can also adjust the appearence of the Closed Caption via the Options menu

Import publications to DiVA

2022-11-09/in DiVA, Employee, English

To simplify registration in DiVA, you can import information about publications from other databases (such as Pubmed and Scopus). You can also import publication lists from ORCID into DiVA, and vice versa.

Search by title before you import

Imports sometimes result in duplicate records in DiVA. Therefore, you must first check if your publications are already registered in DiVA by searching in DiVA for the publication title or your name.

Search in DiVA

Edit existing records in DiVA

You can edit an already registered record if you want to change something (for example, add your Umu-id). If the record is locked for editing, you should contact a DiVA administrator at your department in the first instance. Secondly, you can contact the library.

Importing many publications at the same time

If you are going to import many publications, you can check for duplicates during and after the import. See step 5 and the end of this manual for how to do this.

Import to DiVA

1. Search and export your publications

Start by searching and exporting your publications from a suitable database. When exporting information from databases, you will need to select the format for the export. The following reference file formats can be used in DiVA:

BibLaTex
BibTex
EndNote XML
ISI
MODS
RIS

Here you can read about how it works in some of the most common databases:

DiVA of another institution

Do a search and select the records you want to import. You can also change the number of hits or click “all on page”. It is also possible to select “250 forward”.
Select Export, and from the list, select MODS.

Endnote

Endnote Desktop

Open Endnote and select all the references you want to import.
Select File > Export…
Select XML as a file format and Output style = Show all fields. The file is saved on your computer.

Endnote Online

If you are using Endnote Online, it is not possible to export to the XML file format. Instead, do the following:

Select the references you want to export from your library and save them to the Quick List or a folder.
Go to Format > Export references.
Under References, select Quick List or the folder of references you want to export.
Select either BibTex Export or RefMan (RIS) Export as the export style.

IEEE Xplore

Do a search and select the records you want to import.
Click on Export and then Citations above the list of results.
Select Format: RIS and Include: Citation & Abstract.
Click on Export.

ORCID

From your ORCID profile you can export publications to DiVA. You can choose to either export all records or select the records you want to export. Here is how you import to DiVA:

Click on the Actions button under the “Works” heading.
Click on Export (all) works when you have selected records and then on Export selected works to BibTex.
Save the file (file extension .bib).

Pubmed

a) Import single publications

You can import individual publications from Pubmed into DiVA using the Pubmed ID (PMID). Search for your publications in Pubmed so that you have the PMID at hand for the import in step 3.

b) Import multiple publications

You can import multiple publications from Pubmed into DiVA using a reference management software:

Select Send to in the hit list and then Citation manager.
Open the downloaded file in the reference management software of your choice.
Export the references in the BibTex or RIS format.
Import the file into DiVA, as usual. See step 3.

Scopus

Do a search and select the records you want to import.
Click on Export above the list of results.
Select RIS Format. Check Citation information, Bibliographical information and Abstract & keywords (all boxes below should be ticked).
Click on Export.

Web of Science

Do a search and select the desired records. You can choose to either mark all hits, mark the entries on the page displayed or select entries within a specific number range (via the “Add to marked list” button).
Click on the Export button above the hit list. Select the format Plain text file.
You will see the box “Export Records to Plain Text File”. Here you select Full record.
Click on Export.

2. Save the file

If you don’t get a question about where to save the exported file, it is usually found in the Downloaded files folder on your computer.

3. Import

Before performing the import to DiVA, you need to log in to the DiVA Administration interface.

Log in to DiVA with your Umu-id.
Select the Import references entry.
Click on the Import from external databases button (top right).

The import references view in Diva

a) Import single Pubmed records with PMID

To import single publications from Pubmed, enter the publication’s PMID in the PubMedID field and click Import. You can only import one publication at a time using this feature.

b) Importing with an exported file

Select the format from the list before importing it if you have exported a file. For the databases described in step 1, select the following format:

DiVA of another institution: MODS V3
Endnote: Endnote XML
Endnote Online: RIS or BibTex
IEEE: RIS
ORCID: BibTex
Other reference management software: RIS or BibTex
Scopus: RIS
Web of Science: ISI

Then select the saved export file to upload it to DiVA.

View on two different fields for importing references in Diva

4. Confirm the import

When the file is uploaded in DiVA, you will get a message that the file upload was successful. Click on Import.

5. Review the imported records

The imported records are listed. If you have imported a publication already registered in DiVA with a DOI or any other identifier, it will appear as a duplicate in the list. You can delete the duplicate from the import list (the already registered record remains in DiVA).

Click on a record to go to the registration form. Check the data for each publication carefully. Please use the manual on how to register a scholarly publication:

Register scholarly publication in DiVA

In particular, check the following:

Publication type, and Subcategory if applicable.
Author information – connect to authority record or enter Umu-id for Umu-affiliated authors. Enter the affiliation stated in the publication.
Content type (Refereed, Other academic, Other).
National subject category – browse from the subject tree or use the “Suggestion for national subject category” function.
Abstract. Please check that paragraphing, etc., looks as in the publication.

On the next page, you can choose to upload a full text of the publication. Then click on Continue.

6. Submit

On the last page of the registration form, you will get an overview of the information for that publication. You can go back and edit the form if you want to add or change anything.
Once you have checked the information, click on Submit.
If you have imported several publications, you will now return to the import list and can review the next entry.

A registered publication will be visible in DiVA within a few minutes. However, it can take up to 24 hours for new publications to appear on the staff and department pages.

Check for duplicate records

Did you check if the publications were registered in DiVA before importing them? If not, you need to ensure that your import did not cause duplicate records. The automatic duplicate check described in step 5 only catches records with the same identifiers, which are sometimes missing. Contact the library if you are unsure.

Here’s how to check for duplicate records:

Go to “Edit / Delete record” in DiVA administration.
Search for either a name or Umu-id.
Sort the publications by title.
If you have accidentally registered a duplicate, you can delete it yourself by clicking on the checkbox on the right.

Publication lists in ORCID

ORCID is a unique identifier that distinguishes you from other researchers. Your ORCID profile allows you to collect your publications as well as other information, such as awards, funding, and other research outputs (e.g. research data or code). If you do not already have an ORCID account, you can register for one by going to Create your ORCID iD.

Importing records from DiVA to ORCID

You can easily import records from DiVA into ORCID to keep your ORCID profile up to date. Keep in mind that you may need to adjust the type and other details of each record afterwards.

How to import from DiVA to ORCID:

Go to Create feeds in DiVA.
Enter your Umu-id in the search field “Person, id”.
At the bottom of the page is “Select format and sort”. Here you select the format BibTex.
Choose how many records you want to export under “Number of hits”. It is pre-set to 50 records, but you can choose up to 9,999 records.
Click on Create link and copy the link generated under “Search link”.
Paste the link in a new tab in the browser address bar and press Enter. A BibTex file will be created.
Save the file created.
Log in to your ORCID account.
Click on Add under the heading “Works”. Select Add BibTex.
Click on Choose BibTex file to import and select the saved BibTex file. Note that if the file you saved has the extension “.txt”, you must select “All files” in the drop-down list for it to be displayed.
Select Select all to import all records, or select the records you want to import. Click on Import works to your record.
You can edit the information about the imported records and complete it if anything is missing. In addition, you can choose whether the records should be available to everyone, only to selected people, or only to you.

How to import from DiVA to ORCID:

Go to Create feeds in DiVA.
Enter your Umu-id in the search field “Person, id”.
At the bottom of the page is “Select format and sort”. Here you select the format BibTex.
Choose how many records you want to export under “Number of hits”. It is pre-set to 50 records, but you can choose up to 9,999 records.
Click on Create link and copy the link generated under “Search link”.
Paste the link in a new tab in the browser address bar and press Enter. A BibTex file will be created.
Save the file created.
Log in to your ORCID account.
Click on Add under the heading “Works”. Select Add BibTex.
Click on Choose BibTex file to import and select the saved BibTex file. Note that if the file you saved has the extension “.txt”, you must select “All files” in the drop-down list for it to be displayed.
Select Select all to import all records, or select the records you want to import. Click on Import works to your record.
You can edit the information about the imported records and complete it if anything is missing. In addition, you can choose whether the records should be available to everyone, only to selected people, or only to you.