Welcome to the Berkeley Lab Publications Website

Skip to end of metadata
Go to start of metadata

Log in to Elements, the Publication Management Database

https://oapolicy.universityofcalifornia.edu/default.html

Questions? Email us at publications@lbl.gov

    What is the DOE's Policy?


    In February of 2013, the White House Office of Science and Technology Policy issued a memorandum requiring that most federally funded research be made freely accessible to the general public. A formal DOE policy followed, and the Lab subsequently created its own consistent policy. In short, all work from Lab scientists must be made publicly available. This is usually referred to as “open access.” This is mandatory, and it is retroactive to October 2015.


    It is a DOE and UC requirement that all publications associated with Berkeley Lab be tracked and linked to an Open Access version. The Open Access version may be a copy of the published version of the paper if the journal permits it, a link to permanently open access version at a journal or other repository, or the author's final peer-reviewed manuscript. More information on these situations is available within the tool. For our compliance purposes, this open access policy applies from October 2015 onward.


    What Does It Cover?


    Your work is subject to the policy if

    (tick) It was funded by the DOE through LBNL

    (tick) It was done by an LBNL employee

    (tick) If some or part of the work was done at LBNL 


    Your work is outside the policy if

    (error) You have a joint appointment and the work was done outside Lab facilities, under the auspices of your other institution

    (error) It was done by non-Lab staff at a user facility. This research may be subject to other open access requirements, but it does not fall under the Lab’s mandate.



    Managing your publications is an easy process that can be completed in just a few short steps: 



    You will periodically get emails (approximately every 2 weeks) notifying you that there are publications in the system awaiting your attention. Log in to the publications management database (unhelpfully called Elements) using your LDAP. Make sure you select LBL as your location even if you also have a faculty appointment. 

    • From your home page menu select Manage > Publications. 

    • The system will show you 3 tabs: 

    • Claimed publications (publications you have identified as yours); 

    • Pending publications (publications the system thinks might be yours, and is asking you to confirm)

    • Rejected publications (publications you have said are not yours)


    Every claimed publication requires a copy of the article and funding information to be considered compliant with the DOE’s funding mandate. 

    (warning) Article deposits must not violate publisher copyright. If your article appears in a subscription journal or behind a paywall, the published version IS NOT compliant.     

    • Acceptable versions include 

      (tick) Open Access articles. Either the doi or the published PDF are fine. 

      (tick) The peer-reviewed, accepted, version of the manuscript. This is the last version you sent to the publisher before typesetting/proof/publication. 

      (tick) Preprints such as arXiv (use the most recent version).

    • Funding links

      (info) Funding is typically the Department of Energy’s “Office of Science”

      (info) If you have a sub office of the Office of Science funding your work, such as Basic Energy Science or High Energy Physics, include those if possible. 

    Once a publication has been claimed, deposited, and linked to funding, Elements will send it to the DOE and it will be counted as compliant. If you need to enter a publication from scratch into the system, see the step by step guide linked in the LBNL Publications Management Resources section.

    “Elements” Publications Database Training Materials



    Berkeley Lab Open Access Publication Resources


    Open Access is a broad term that refers to publications in various states of “openness”, meaning that no subscription or paywall prevents you from accessing a given journal or, in many cases, just a specific article. Some publishers are entirely Open Access, some just allow Open Access for certain publications, and some allow Open Access just for individual articles (there is usually an additional fee associated with this). 

    Open Access publications usually leave copyright in the hands of the author (as opposed to the publisher), and allow for varying degrees of re-use (commercial, non-commercial) under a Creative Commons License. Here’s a short guide to the different types of Open Access publications. 

    Technically the DOE’s mandate is “Public Access” since not all publications covered by the policy appear in OA publications. This is why, in many cases, uploading the final published article into the Elements publications management database is not permitted.  


    We’re working to compile helpful resources for scientists looking to publish in Open Access venues. Check this space periodically for updates or email publications@lbl.gov with any suggestions or requests. 

    Open Access Journals listed here are categorized here as “Gold”, meaning the entire journal is Open Access, or “Hybrid” meaning a number of possibilities exist for Open Access publishing in that specific journal. To find out more about a specific journal you can visit the journal website, or Journal Citation Reports. You can also search for Open Access titles in addition to those listed here, using the Directory of Open Access Journals

    Note: Some predatory publishers also “publish” Open Access. There’s no independent body that officially labels an organization “predatory” but you can access a pretty thorough list here


     List of Open Access Publishers (all their publications are OA)




    Earth Sciences





    Computing Sciences


    Is There Someone In My Division I Can Talk To About Publications?


    Yes! Every division has someone responsible for helping researchers manage their publications. If you notice that this list is out of date, please contact publications@lbl.gov 



    AREA


    DIVISION


    NAME

    EMAIL


    Biosciences

    BS

    Bio Systems and Engineering

    BE

    Caron LaMarsh

    bioscipubs@lbl.gov




    JGI

    JG

    David Gilbert




    Environmental Genomics & Systems Biology

    EB

    Lida Gifford




    Molecular Biophysics & Imaging

    MB

    Lida Gifford


    Computing Sciences

    CS

    ALL


    Margie Wylie

    mwylie@lbl.gov


    Earth & Environmental Sciences

    AU

    ALL


    Jacob Gimbel

    Jgimbel@lbl.gov


    Energy Sciences

    ES

    Advanced Light Source

    ALS

    Andrea Jones

    andreajones@lbl.gov





    Chemical Sciences

    CS

    Kristin Camarena

    kcamarena@lbl.gov





    Materials Sciences

    MS

    Laura King


    lking@lbl.gov





    Molecular Foundry

    AE, MF

    Alison Hatt

    ajhatt@lbl.gov


    Energy Technologies

    AE

    Building Technology & Urban Systems

    BU

    Erin Harbin

    eeharbin@lbl.gov





    Energy Analysis & Environmental Impacts

    EA

    Katie Kirbus

    kvkribus@lbl.gov





    Energy Storage & Distributed Resources

    ED

    Maya Minamihara

    mminamihara@lbl.gov





    Cyclotron Road

    CY

    Melanie Miller

    msmiller2@lbl.gov


    Physical Sciences

    PS

    Accelerator Tech. & Applied Physics

    AF

    Joe Chew

    jtchew@lbl.gov





    Engineering

    EG

    Mike Barry

    mjbarry@lbl.gov





    Nuclear Physics

    NS

    Tom Gallant

    tggallant@lbl.gov





    Physics

    PS

    Tony Spadafora

    alspadafora@lbl.gov

    Current Publication Statistics


    Lab statistics are updated monthly. You can get the most recent data here. If you have a question about historical data, or need something more detailed than what’s on this page, contact publications@lbl.gov and use the subject line “OSTI Compliance Data”. OSTI is the Department of Energy's "Office of Scientific and Technical Information". 


    FY2019 OSTI Target: 70%


    LBNL Status through May 2020: 75.7%



    FY 2020 OSTI Target: 80%


    LBNL Status through February 2020: 37%



    Lab specific publications are available on UC eScholarship, the University of California’s institutional repository for publications and datasets.

    If you’re looking for a specific book or article, you can try the LBNL Library, where you can order books and articles to be delivered from campus and place Interlibrary Loan requests.  

    The Lab provides subscriptions to several online databases including SciVal, Scopus, and Web of Science. More information about these databases can be found on the LBNL Library website. 

    Lab users can also access the UC Berkeley Library resources. Books can be requested to the lab, or checked out on campus. Your Lab ID serves as your library card.

    The Research Services team maintains a small, incomplete, repository of historical LBNL reports and other documents. Unfortunately we do not have a complete record of all reports ever produced at the Lab, nor a detailed finding aid (title, author, date, etc). However, if you know the number of the report you're looking for, feel free to browse this list. If it's on here, then you can email publications@lbl.gov to obtain a copy.


    List of Scanned LBL Reports

    Publications Management FAQ


    What is publications management?

    This is the broad term we use to refer to the Lab's responsibility to track its scholarly output. A primary driver for publications management is our need to comply with federally mandated open access requirements. In short: the Lab must make a freely available version of all our work available to the public, and we must be able to show this to the Department of Energy. The Lab has additional interests in tracking our publications output, such as building up division, group, and individual public profiles, gathering statistics and analytics, and tracking productivity.


    Do I have to upload ALL my papers?

    For our compliance purposes, you need only supply open access copies for articles published using DOE funding on or after October 1, 2015. Articles written in that period that are not DOE-funded or written while at the lab do not fall under the OA policy.


    What types of work should I submit?

    The DOE has guidance on this here. In short, any scientific and technical information is appropriate, including journal articles, reports, conference papers, etc. There are some types of items, such as books and book chapters where copyright may not allow you to upload a published or pre-publications full-text manuscript. In that case, you can simply submit or claim without providing the full text.


    Should I uploaded drafts of unpublished work? Can I use the system to "hold" work to be published later?

    No. First, you will not generally see records of work in the system unless it has already been published. This is because the system finds work by searching databases of published materials. So, typically, the only way unpublished work will find its way into the system is if you or a colleague have done so manually. This is typically the case for reports and conference papers.

    Of course, we want to have all the Lab's reports and conference papers in the system as well, we only ask that you not upload work that isn't finished. That includes work that is under legal review, that has an indefinite embargo on publication, or any other reason that would cause you to want to change the document that has been uploaded to the system after the fact. (Published work from a publisher that requires an embargo for open access is fine.)


    What if I’m a Joint Appointee? Do I have to do this twice?

    All joint appointees should have a single account that reflects this status. In a few cases separate accounts exist for a person as a Lab Researcher and as a Faculty Member. If this is the case, please contact oapolicyhelp@ucop.edu for assistance.


    I'm getting reminder emails for publications that I published from another appointment or from before my time at the Lab. How do I make them stop?

    First, you do not have to do anything with publications that you did not publish while at the Lab. If you click "Not externally funded" during the funding-linking step during claiming, you should not receive further notifications about that publication. If you did not click that link during the claiming process, you can get back to that screen by opening the publication record in the Publications Management System and scrolling down to "Links", then clicking the triangle next to "Create Links" and choose "Grants" from the dropdown The "Not externally funded" button should be on that page that opens. Clicking the button essentially marks the pub as not LBL work.

    If you are being asked to claim and deposit work that you did before you joined the lab, but which has been published since you joined (ie is not subject to the DOE’s policy) please email publications@lbl.gov with the relevant information. 


    Should I claim and upload papers I published before I came to the Lab?

    You do not have to claim or upload any work prior to your tenure at the Lab.

    We recommend that you do claim such work, however, as that will help the publications management system create a complete CV for you. We plan to eventually roll out a Lab-wide website with profiles of all our researchers, and you will probably want that to reflect all of your work. For that purpose, you do not need to provide funding information or deposit the accepted manuscript. You may simply skip those steps.


    The publications system has two (or more) separate records for the same publication. How can I fix that?

    You can merge the multiple records into a single record. See instructions here or contact publications@lbl.gov for assistance. 


    I'm trying to link grants, but the system doesn't show any! How do I see the DOE program offices?

    In the grants search filter, be sure to select "linked to" → "Anyone".


    How do I link my publications to non-DOE funding?

    The Lab is only required by the DOE to link pubs to it own program offices, therefore, we have only populated DOE program offices into the system. You will find other funders in the system that were put there by other campuses (this system is shared with all the UC campuses), but you are under no obligation to do anything with those. If you want to link to a finding source not listed (for example, if you want to generate reports for such funders), we can add it for you (contact publications@lbl.gov), but that would be for your own convenience; the Lab doesn't do anything with non-DOE funding data.


    Will the system assign LBNL Numbers?

    Not presently. If you need an LBNL number, email publications@lbl.gov or fill out this form and we will manually generate one for you and mail it back. You will have to edit the record you have just created and paste it in. We will continue to work with the vendor to see if we can make this work better. If so, we will back-annotated LBNL numbers when that functionality becomes available.


    How does entering a report differ from entering a journal article?

    Fundamentally, there is not much difference, except for the fact that the system is likely to find your published journal articles on its own, so you can simply claim them. Reports, on the other hand, are unlikely to appear on external databases, so are not "out there" to be found. Because of this, you will have to enter reports manually, by choosing "add a new publication" under the Menu -> Publications tab. You can add a journal article this way, as well, but to do so is probably just creating extra work for yourself, as the journal article will likely be found sooner or later. However, for journals articles that have been published for some time and are not being found by the system for some reasons, you are certainly encouraged to add them manually as you would a report.


    I can't log in!

    We have used HR data including your job code to attempt to determine if you are likely to publish or not. Some people who have job codes not typically associated with research may indeed publish. If you believe you should be in the system but are not, we can add you. Simply email publications@lbl.gov.


    I can't find the funding office appropriate for my publication.

    In the normal claiming flow, after claiming a pub, you are brought to a screen for linking funds. Unfortunately, that screen only shows a list of potential funding offices that you have already used, plus the six top-level DOE offices. If you need to link to an office not listed, click "grant not shown" and proceed with your deposit. When you are done, go to Menu => Create Links, and choose "grants on the right side. Then modify the filter to search for the office of interest. Be sure to make sure "Linked to" is set to "Anyone" – or else you will have the same issue that it only shows you offices you have previously used. All the DOE offices and many external ones are in the list.

    If the office you need is still not in the list, email publications@lbl.gov for some help finding it or getting it added.


    What about legal review for IP? Does uploading papers to the OA database also submit them for IP review?

    No. Legal review (for patent and intellectual property concerns) is a separate pre-publication (ideally pre-submission) process. Upload a draft of your work to http://go.lbl.gov/pubreview before submitting to a journal. A lawyer will contact you.


    Can I get someone else to do this for me?

    Yes, users that you authorize can act on your behalf. There are two ways to do this. Once way it use use the menu system in the tool to nominate a delegate. (Menu => My Account => Account Settings => Manage Delegates). In addition, certain people have been pre-authorized to act on behalf of anyone in their division or group. You can find out who they are by examining this spreadsheet. You can find instructions for delegating a user to act on your behalf here.


    I am an administrator and would like to help a researcher, but I cannot access his/her account.

    Ask the user to log in and enable you as a delegate. If you need to help many researchers (a division, for example), email publications@lbl.gov and we'll take care of it for you.


    How often are new publications harvested?

    The system searches a number of databases, such a Web of Science and Scopus, for each member of the Lab's research staff. When it is complete, it starts over and does this continuously. A typical iteration takes between 24 and 48 hours.


    Can I enter scholarly output other than journal articles?

    Yes! And please do! Books, book chapters, conference papers, data sets etc. are all subject to the DOE's requirements. If you are entering the record from scratch (using "add new publication") can proceed normally for a "add a new book" or "add a new chapter". One of the secondary screens in the process will ask your relationship to the work, and you can choose among "author", "contributor to", "editor", or "translator" etc.


    Does the system search Google Scholar?

    It does not. Google forbids accessing Scholar for this purpose.


    I have an ORCID, Publons ResearcherID, or Scopus ID. Can I enter these so the system can better match my work to me?

    YES PLEASE! Entering these special identifiers to the system (Menu → Publications → Automatic Claiming) allows the system to positively match you to work and automatically claim it. You still have to add the funding info and upload the papers, but at least the claiming step is taken care of.

    Note also that if you claim a pub that has one of those IDs associated with it, the system will ask you if you want to associate that ID with you. Check that it's your first and choose yes.

    You may find that the system has some ID's that it thinks may be yours that you know not to be yours. By rejecting these, you will make the system search more effective and you will get fewer nag messages about false positives.

    For ORCID, you will need to provide your ORCID password to link the account. Hence, a delegate cannot generally do this for you.


    I have some old papers to upload, but they do not have the correct acknowledgments or contract number on them. Do I need to modify them to be consistent with current practices before uploading?

    No, do not feel as if you need to spend time working on old documents. If you can find the paper and upload it that’s great.


    I can't tell which papers are open access and which are not. Because of our lab subscriptions, I don't see any paywalls. How do I know which journals are open-access?

    When depositing, you can check the "Sherpa / RoMEO" advice tab. You can also access SHERPA/RoMEO directly. Another useful resource is the Directory of Open Access Journals.




    Services:

    Business Systems

    Cyber Security

    Networking

    Research Services

    Workstation Support

    Latest News

    Posted by Babak (Bobby) Zavieh
    Posted by Tammera (Tammy) Campbell
    Posted by Jennifer (Jenny) Brown
    Posted by Tammera (Tammy) Campbell
    Posted by Jennifer (Jenny) Brown
    Posted by Tareq Abdo Saif
    Posted by Luis Enrique Corrales
    Posted by Tammera (Tammy) Campbell
    1. Prev
    2. 1
    3. 2
    4. 3
    5. 4
    6. 5
    7. 6
    8. 7
    9. 8
    10. 9
    11. 10
    12. 11
    13. 12
    14. 13
    15. 14
    16. 15
    17. 16
    18. 17
    19. 18
    20. 19
    21. 20
    22. 21
    23. 22
    24. 23
    25. 24
    26. 25
    27. 26
    28. 27
    29. 28
    30. 29
    31. 30
    32. 31
    33. 32
    34. 33
    35. 34
    36. 35
    37. 36
    38. 37
    39. 38
    40. 39
    41. 40
    42. 41
    43. 42
    44. 43
    45. 44
    46. 45
    47. 46
    48. 47
    49. 48
    50. 49
    51. 50
    52. 51
    53. 52
    54. 53
    55. 54
    56. 55
    57. Next

    Latest Features

    Posted by Kryshna (Krys) Avina
    Posted by Charles (Charlie) Verboom
    Posted by Charles (Charlie) Verboom
    1. Prev
    2. 1
    3. 2
    4. 3
    5. 4
    6. 5
    7. 6
    8. 7
    9. 8
    10. 9
    11. 10
    12. Next

    Upcoming Events:

    Was this site useful for you? Do you have any feedback or suggestions? Please click here to send your comments about this FAQ to IT.