UC Publication Management FAQ

The University of California Publication Management System offers Academic Senate Faculty an automated system for identifying and managing their published works. The system also allows faculty to deposit content covered by the UC Open Access Policy to the university’s eScholarship platform, thereby making it available to the public.

For questions about the Policy itself, see the policy FAQ.

Frequently Asked Questions

The California Digital Library creates accounts automatically for all University of California Academic Senate faculty (see this list of job titles covered by the Senate). Faculty may also appoint a delegate to manage their publications by filling out the form. Faculty and delegates can access the “Publication Management System” via the UCSF MyAccess menu.

If you are a UCSF employee but not a member of the Academic Senate, there is a separate, Presidential Open Access Policy that covers you, as of October 23, 2015. Though you don’t have a profile in this system, you can deposit your published works directly in eScholarship.

The system searches multiple bibliographic data sources such as Web of Science and PubMed and automatically retrieves citations that match your search settings. Publications get added to your Pending list for verification that they were authored by you. Publications that have already been verified appear in the Mine tab if claimed, or Not mine if rejected.

Searches are run every couple of weeks. Whenever a new publication is found that matches your profile, you’ll receive an automated email notification with the number of publications found.

The system prompts you to 1) verify that the publications it has found belong to you; and 2) deposit open access versions of your journal articles that are covered by the UC Open Access Policy. Journal articles published after May 21, 2012 are flagged as covered by the Open Access Policy.

Some publications prior to 2016 were run against UCSF Profiles publications and automatically claimed in the Mine tab.

If you are a delegate, go to the Menu tab, then “Impersonate another user” to access the faculty member’s account.

The notification email prompts you to “Claim” publications, verifying that they were authored by you. Click the “Claim as mine” button on an article-by-article basis, or check the box for multiple articles then click Claim to verify a batch of articles. After claiming, your articles appear on the Mine tab.

Alternately, you can “Reject” any publications that were not authored by you. These publications will remain on the Not mine tab so that the system does not present them to you again if picked up by a different data source.

After claiming an article marked “In Open Access policy”, you’ll be taken to the Deposit page. See “How do I deposit a file or enter an OA location” below for details.

Return to the Publications list to go to to the next publication. You can log in to the system at any time to complete any of these steps.

After claiming an article marked “In Open Access policy”, you’ll be taken to the Deposit page. You can also reach the Deposit page from the blue button below any publication on the Mine tab. The UC Open Access Policy allows you to deposit the final, peer-reviewed author’s manuscript of your published articles (but not the PDF from the publisher’s site). If you have this file, upload it and choose “Author final version” as the file version, then “Upload” to complete the deposit. The Policy allows you to make the manuscript immediately available upon publication.

If the article was published as open access (OA) under a Creative Commons license on the publisher’s site, or if the full text is freely available on PubMed Central or another site that is free to all, you may provide the URL leading to the full text in the “Enter an OA location” tab instead of or in addition to uploading a file.

Enter the URL in its complete form, e.g.:
https://www.ncbi.nlm.nih.gov/pmc/articles/PMC5343671/; or
http://dx.doi.org/10.1371/journal.pone.0117959

Please do not provide URLs leading to PubMed, which has abstracts only, or to subscription articles on the publisher’s site. Open access articles will be indicated by an open lock symbol or a Creative Commons (CC BY) license whereby the copyright is owned by the authors instead of the publisher.

Try out unpaywall or Open Access Button to see if a free version of a paper exists. If you’re not sure if a paper is OA or not, please email oapolicy@ucsf.edu.

After you deposit an article or provide a URL, it is added to eScholarship and made immediately available for everyone in the world to access!

The system will block the following URLs from being deposited in OA Location:

  • UC eLinks, any URL that beins with ucelinks.cdlib.org
  • PubMed links, any URL that begins with www.ncbi.nlm.nih.gov/pubmed
  • Links that result in a 400 series error, such as 404 not found

You only need to deposit papers that are covered by the Open Access Policy, which includes:

  • Scholarly articles in the broadest sense of the term
  • Articles accepted for publication on or after May 21, 2012
  • Articles authored by any UCSF Academic Senate faculty author

From the Mine tab, select “awaiting deposit” from the Repository Status filter on the right to limit your publications results to just those covered by the policy.

Want to deposit publications not covered by the policy? Follow the SHERPA/RoMEO guidance on the deposit page for publications that fall outside the policy. SHERPA/RoMEO tracks publishers’ standard ‘self-archiving’ rights.

No; you can deposit your articles at any time. Claim a publication as soon as the system notifies you, and upload the file at a later date if you don’t have it at claiming time.

You can also manually add a record via “add a new journal article” before the system has picked it up.

  • Adjust your search settings by adding your last name, first initial and any other common variants as an additional search term
  • Manually add a publication by DOI or title by selecting “Add a new journal article/book/etc.”
  • Import a publication list from another system such as Google Scholar Profiles (full instructions).
  • Add a unique identifier under “Online Database IDs” from a resource such as Web of Science, Scopus or arXiv that has curated your publications. Or, configure your ORCiD account through this system.

Try narrowing your results by adjusting your search settings. Under Menu, add your affiliation in the Addresses field.

For UCSF add these variants:

  1. University of California San Francisco
  2. Univ Calif San Francisco
  3. UCSF

You can also add a unique identifier under “Online Database IDs” from a resource such as Web of Science, Scopus or arXiv that has curated your publications.

If you have a free identifier from  ORCiD.org, configuring your ORCiD account through this system can synchronize and automatically claim matching publications.

You can delegate access and management of your account to another person who is familiar with your publications. Complete this form to set up a delegate.

Delegates will be CC’d on email notifications from the system.

Have more questions?