Application for Academic Bonuses. Things to Keep in Mind When Adding Your Publications to the Database

Types and timeframes for academic merit bonus payments

Please note that all fields in the publication form must be filled in correctly, otherwise the publication won’t appear in the application, or will be displayed incorrectly. Below, please see the sections that most often contain errors.

Field ‘Title’ (of the book, chapter, article, working paper)

Do not enter anything other than the title in this field. You can add the authors, the editors, the journal title, the book title (for the chapter), the name of the publishing house etc in the ‘Bibliographic description’ field. If you enter the publication description in the title field, it will duplicate in the application, because the information from the other completed fields will also appear on the application.

Field ‘Bibliographic description’

This field can be left blank: it’s not obligatory to fill it in. In this case, the description will be generated automatically out of other completed fields. The description in the application will look the same way as displayed on the author’s personal page.

You ca complete this field in case you want to suggest a more precise bibliographic description than the one generated automatically. The information that is added in the ‘Bibliographic description’ field will be displayed on the application. Please note that the full bibliographic description must be added to this field, rather than the summary or the title.

Section ‘Authors’ (editors, translators)

If the author is an HSE University employee, they must enter their name and their co-authors’ names in the field ‘From the HSE’, even if at the moment of the publication, they weren’t working at HSE University.

Enter the full name and surname in Russian in the author search field (even if the publication is added in English). If you choose the name correctly, the author’s position and department will appear at the bottom of the pop-up window.

If you choose the name correctly, the publication will appear on the author’s personal page.

If the author enters their name via the ‘From outside the HSE’ field, the publication won’t be attached to their profile and won’t appear on their personal page.

Fields ‘Journal’, ‘Publishing house’, ‘Place of publication’

If these fields are not completed, the publication won’t appear on the application.

1. Most probably, the journal/publishing house/place of publication are already in the database, but you weren’t able to find it.

If you’ve entered the name of the journal/ publishing house/place of publication and haven’t found it, it doesn’t mean it’s not on the database. Please check whether there are blank spaces in your entry (such as in the end of the phrase). If the name is long, it’s recommended to search for one or two keywords, rather than the full name.

2. The journal/publishing house/place of publication is really not on the database.

In this case, complete the ‘Other journal/ publishing house/place of publication’ field. Such entries are checked by the database editor, who will add the name to the main field, and you’ll get a notification via email.

3. The publishing house or place of publication are not indicated in the book imprint.

If the imprint doesn’t have this information, please tick the relevant box (‘No publishing house’/’No place of publication’). The same is true for working papers. If you can’t find the series or the place of publication, complete the field ‘Other’.

Field ‘Volume (author’s sheets)’

Please note that only figures should be entered in this field! If you add text, such as ‘sheets’, the program will say that the field is empty, and you won’t be able to complete the application.

File with the text

Attaching a file is obligatory. The author can choose whether it will be in open access or unavailable to the public, depending on their agreement with the publisher. Closed-access files are not visible on the website, but are available to experts who check the applications.

If you add a link to the file (on the HSE website or any other website) to the application, the file must be uploaded anyway, otherwise the program will return an error.

Book chapter is uploaded, but cannot be added to the application.

This usually happens when the book is not activated and is in ‘Draft’ status. If the author has added the book to the database, they can change its status (to ‘Ready’). If the book was added by someone else, please send a request to the database editors. Please indicate the book title and describe the problem.

Doubles

1. If for whatever reason you can’t change the publication you’d previously added to the database, please don’t create a new entry (double). Please send a request to the database editors and ask them to make the necessary changes.

2. If you’ve found a double of your publication and can’t delete one of the doubles, please send a request to the database editors.

Article and book chapter

If your paper has been published in a journal (periodical), use the ARTICLE form to add the data.

If your paper has been published in a book (conference proceedings, collection of papers etc), use two forms to add the data: BOOK and CHAPTER.

If the paper is added incorrectly, it can’t be attached to the application.

Frequently Asked Questions about Adding Publications to the Database

If you have any questions about how your publication is displayed on the website, please send a request to the database editors.