Manual
Personal Metis
Maastricht, December 2014
Index
1. Getting started
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2. Publication overview
Organize your overview page
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3. Add publications
Tab Type
Tab Authors
Tab Bibliographic description
Tab Research
Tab Extra characteristics
Tab Summary
Saving the data
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4. Upload full text
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5. View and alter publications
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6. Export (generating overviews)
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1. Getting started
You will find Personal Metis via:
http://umlib.nl/metis
When you log in, you will be directed via SURFconext:
1. Choose Maastricht University
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2. Use your Maastricht University network account:
3. Click “Yes, share this data” in the next screen (only the first time)
Your Personal Metis will start up.
Your faculty Metis administrator will be the first place to call if you have any questions or if
you have trouble logging in.
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2. Publication overview
If some of your publications have already been listed in Metis, you will see a screen showing an overview of
your publications after you have logged in.
If your publications have not yet been listed in Metis, you will see a screen where you can add publications
(see chapter 3: Add publications).
The publication overview looks like this:
Metis is used to record the status (in the report validation process) for each result. Results with a public,
validated or non-validated status can only be altered by the faculty Metis administrator. The accessibility is
indicated by a button left in the list. Results that can be altered can be recognised by the
symbol.
and
In the top right of the overview you will find your Digital Author Identification number (DAI). With this DAI
number you are registered in the Dutch Thesaurus for Authors (NTA). This number makes it possible to
distinguish all the authors who are employed at a Dutch academic institution.
* If you come across a result where you are wrongly listed as author, please inform your faculty
administrator. S/he can correct this error without deleting the result.
Explanation of the symbols and buttons
On the top left of the overview Metis gives you the option of also showing doctoral theses which
you co-supervised. For this, you will have to tick the box Incl. (co-)tutor.
You can alter the publication yourself.
The publications is in press
The status of the publication is in preparation. You can add any missing details.
Use this button to start the URL to access the full text in the browser.
The result contains a comment of the editor/faculty administrator requesting a
correction of the result.
The comment of the editor/faculty administrator was processed by the researcher;
the result has been corrected.
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Organize your overview page
You can organize your overview page by grouping on publication year and/or result category:
There is also a filter box available:
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3. Add publications
First, you will need to check your Overview (overzicht) to see if your publication has not already been listed
by your faculty administrator or one of your colleagues. If you click on the Add button, the following screen
will appear:
Below you will find an explanation of the various tabs in the entry screen.
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Tab Type
First, you will be asked to select a result category (kind of result). The help list contains combinations of
result types and classifications for SEP that are allowed by the Association of Dutch Universities (VSNU).
Next, you can select the result’s status.
finished
The production process is completed and/or the result is published. From now on, the faculty administrator
will start the validation process and you will no longer be able to alter the result.
work in progress
The work is not yet completed but the result will be published soon. It is possible that not all of the
bibliographical details are available.
workflow: corrected
During the validation process the faculty administrator asked the person importing the data to enter any
missing details. Once s/he has entered these details, the status will be set to ‘workflow: corrected’. This
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status will only be visible if your faculty has opted for the workflow functionality. Do not use this status if
you are adding publications.
workflow: to correct
During the validation process the faculty administrator asked the person importing the data to enter any
missing details. This status will only be visible if your faculty has opted for the work flow functionality. Do not
use this status when you are adding publications.
Tab Authors
Explanation of the buttons
Opens the help list of UM research employees
Shows the work relationships details linked to the author
Deletes the author
UM research employees help list
You are required to use the help list when you are adding authors.
You can search this list for a full or partial surname. Metis will first search the co-authors category, then the
department/faculty category and, if there were no hits, it will search the entire file.
If a UM employee is not listed, please contact your faculty administrator.
*
Click on this button for help and extra information on how to do a search in the list.
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Name variations
Authors can publish under different names; they may for instance use their maiden name, first name or use
different initials.
In Metis, authors are listed under a unique researcher number. This number can be linked to different name
variations; a preferred name and one or more aliases. You can recognise these variations in the help lists:
Authors with multiple name variations will have a P(preference) before their preferred name, and their alias
will be indicated with an A (Alias).
External authors
If an author is not appointed at UM, you will need to manually enter the name, initials (in capitals, separated
by full stops) and, if applicable, the prefixes, followed by enter. Metis will recognise these details as a new
author and will ask you for confirmation.
If an external author has the same name and first letters as a UM employee:
 Select the details of the internal employee.
 Type in 'extern' in the field for the initials and hit enter. Metis now knows that this author has the
same name as an internal employee and needs to be registered as an external author.
Work relationships
In order to link the right publication to the right department/faculty and function category in Metis, it is
important that they are linked to the right work relationships of the author. The standard setting will
automatically select all current work relationships of an employee.
Use the
button to view and, if necessary, alter the selection:
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Tab Bibliographic description
The entry fields in this tab are different per result type.
Fields marked with a red * are compulsory. Please fill in the other fields with as much detail as possible.
* By entering the titel Metis will indicate if a titel in combination with the result category is already listed.
Check if the result is the same you wanted to add. If so, click overview and don’t save the modications.
Please inform your faculty administrator. S/he can add you as author.
A help list with an autocomplete function is available for the journal field. Via
you can open a search
screen where you can search based on title variations and ISSN. You can shorten parts of the title using the
% symbol.
You are recommended to use
*
in the help list to search for and select the right journal.
Click on this button for help and extra information on how to do a search in the help list.
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If a journal does not appear in the list, select the journal Ontbrekend / Missing in li(j)st ****-**** and
record the name and, if applicable, the journal’s ISSN in the comment field (Summary tab) of the
publication.
Tab Research
Please use the
help list to select the right program code(s). You can search this list based on the
research code or title.
For more information contact your faculty administrator.
Tab Extra characteristics
In the characteristic field you will need to indicate if the publication concerns a ‘letter to the editor’. The other
fields and characteristics are usually not required.
Here, you can mark the publication as confidential; then the publication will not be shown in, for instance, the
Metis publication overview on your personal web page.
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Tab Summary
Here, you can add an abstract and/or comments about the publication. It is also possible to include a link to
the full text in the URL field.
The URL IR field will automatically be filled in once the full text has been uploaded to the UM repository.
Saving the data
Save the data by clicking on the disc button.
You will see a confirmation screen. Click on back to return to the publication.
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4. Upload full text
The authority* to upload full text is provided after you have signed a ‘license to deposit’. Read the
instructions for more information.
*) The agreements may vary by faculty
Upload full text by clicking on the upload full text button, provided the publication’s status is
“finished”.
You will be redirected to the upload screen.
1.
2.
3.
4.
Select the full text .
Choose the applicable accessibility.
If embargoed, fill in the release date.
Check the box is you want a notification when your upload has been approved by the Library.
5. Click
to submit the full text.
Within a week the URL of the full text will automatically be added in Metis after approval. You can find the
URL in the URL IR field in the summary tab of the result.
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5. View and alter publications
By clicking on a publication in the Result overview, you can view the publication and alter it if necessary.
You can only alter publications yourself if they are marked with the following symbols:
,
,
and
.
If the faculty applies the workflow functionality, a standard email will notify you if you need to alter or add
. If you click on the publication, you will
something to a publication. These publications are marked with
immediately see the comments of the faculty administrator.
Once your additions and/or changes have been saved (
), the status shall be set to workflow: corrected.
In the overview, the red exclamation mark will be changed to
.
Explanation of the buttons
Shows when and who listed a result. The entry dates for the two most recent changes will
also be recorded
Deletes the result entirely
Browses through the results list
Saves the data
Searches the full text of the publication in the library’s various bibliographical data files
Uploads the full text to the UM repository (not available for Personal Metis users)
.
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6. Export (generating overviews)
You can use the Export function to create various types of overviews in the file type of your choice.
The classification and sort options are only available for APA / Metis lijst / Vancouver overviews
sorting
Determines the order in which the list is sorted
clustering incl. labels
Allows you to cluster the results how you want
classification
Allows you to select results with a certain classification
doctoral thesis
Shows any doctoral theses which you co-supervised (tutor /for which you were a member of the evaluation
committee
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output
APA: The standard format for the bibliographical output of academic results in social sciences.
Metis list: This list shows the results according to the APA guidelines, completed with the code for
research, classification and the type of result.
RIS format: This format can be used for importing reference data into EndNote or other reference
manager software.
Bibtex: BibTeX is a package that can be used in LaTeX documents and to create reference lists.
The format is used in the technical sciences.
Vancouver: This output is frequently used for publications in biomedical journals. This format is also
applied in databases such as PUBMED.
file
Possible file types: RTF, HTML of PDF
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