ORBi submission Charter

ORBi's mission is to provide a reliable representation of the scientific output of researchers at the University of Liège (see ULiège Mandate). It is therefore essential that the deposits made by authors correspond strictly to the publications and communications to which they refer. This is a question of ethics and scientific integrity, which engages the credibility of both the authors themselves and the Institution itself.

Those submitting publications to ORBi therefore undertake to respect these principles.

• Submission to ORBi is limited to scientific productions, i.e. those intended to create or disseminate knowledge. These may be published scientific productions, unpublished scientific productions or scientific popularization. On the other hand, ORBi is not the place to disseminate personal opinions, propaganda or elements not supported by a proper scientific approach. The University of Liège reserves the right to withdraw without notice any document posted on ORBi that is contrary to scientific ethics or integrity (see https://www.recherche.uliege.be/upload/docs/application/pdf/2018-03/reglement_ca_-_ethique_et_integrite_scientifique.pdf ).
• On the other hand, as ORBi publication lists are used for internal and external evaluations (F.R.S.-FNRS applications in particular), applicants should be aware that ORBi deposits cannot be deleted, except by the ORBi team in truly exceptional circumstances (publication withdrawn by the publisher, duplicate...).
• Even when they have delegated the work of preparing the deposit to a proxy, or when the work has been carried out by a co-author, authors remain fully responsible for the deposits made in their name. If any irregularities are noted at the time of validation or afterwards, the authors of the publication must make the necessary corrections, or have them made, to ensure that the publication conforms perfectly to reality.
• In the case of collective works, registration on ORBi must be transparent and respectful of the respective copyrights, in particular the paternity right¹. In the event of a dispute, the ULiège authorities (Collège rectoral and Conseil à l'éthique et à l'intégrité scientifique) will make the final decision.
• The type of document selected for ORBi must faithfully represent the reality of the publication described.
• As far as published documents are concerned, only those actually accepted for publication can be entered into ORBi as such. An article submitted but not yet accepted does not belong in ORBi as a scientific journal article, but as an unpublished e-print (see ORBi typology).
• If a paper presented orally at a conference has been published in proceedings without having been extensively reworked (only formal or minor changes have been made to the text presented orally), it should appear only once in the "Paper published in a periodical" or "Paper published in a book" section, as appropriate. On the other hand, if the text of the oral presentation has been extensively reworked to produce the published version - for example, by taking into account the exchanges that took place following the oral presentation - these two texts can be considered as different works, and therefore appear in both sections.
• Authors must respect intellectual property and image rights. For example, they should only use copyright-free images in their documents, or images for which they have obtained distribution rights. In the event of a complaint from the rightful owners, they will be held responsible for this distribution.

When submitting your documents, please pay particular attention to the following points :

• The document type must strictly correspond to the reality of the publication. For example, a simple abstract published in a periodical is not a scientific journal article. If the text of the communication has not been published, but the communication has been presented, it is an oral communication. Similarly, an article published in a mainstream journal cannot be classified as a "scientific journal article". The ORBi typology with definitions of the different types is available at https://orbi.uliege.be/page/typology
• All authors of a publication must be listed in the reference, in the exact order in which they appear in the publication. Only authors who actually appear in the publication may be indicated. Authors who are members of ULiège must be selected from the list of University members proposed by ORBi.
• The mention "co-first" or "co-last" may only be used if it is explicitly stated on the publication itself that these authors played an equivalent role in the publication.
• The status of author/co-author must reflect the role actually played in the writing of the work. Individuals who have contributed indirectly to the publication (e.g. by participating in research activities related to the study) may be referenced on ORBi as "Other collaborator", provided they are explicitly mentioned on the work.
• To indicate that a publication is "peer-reviewed", it must actually have undergone a validation process by a reviewing committee made up of scientists who are experts in the same disciplinary field covered by the publication, with a view to ensuring its scientific quality. These experts must not be members of the journal's editorial board. The publication will be indicated as "editorial reviewed" if the reviewers responsible for quality control are members of the editorial board. When the applicant chooses a reviewing status for a document, or modifies the reviewing status proposed by ORBi for journal articles, he/she takes responsibility for it.
• The publication year must be correct so that the publication can be properly identified. Publications already archived as "in press" must be updated with the correct date as soon as it is known.
• The title of the reference on ORBi must be strictly identical to the title of the publication as indicated by the publisher in the publication itself.
• As a general principle, the information provided must be precise enough to identify the publication without any ambiguity or difficulty. For example, provide complete information for an event (title, organizer, date, etc.).
• When the full text is deposited, either because it is compulsory to do so, or at the initiative of the submitter, the document must actually contain the full text of the published document, and not a simple abstract or any other mention.
• If the publication is distributed in Open Access under a Creative Commons license, the full text must be deposited in Open Access with mention of the Creative Commons license.
• Adding keywords, an abstract or any other element that enriches the metadata is not compulsory, but it does improve the visibility of the publication and its authors.

The ORBi team at ULiège Library (https://orbi.uliege.be/page/team) is at the disposal of authors and depositors for any questions concerning this charter, as well as any questions relating to depositing on ORBi.

¹ The paternity right means that the author has the right to demand and claim at any time the mention of his name and qualities on any publication of his work.