Publishing in JLUdocs

Preliminary remarks

JLUdocs is the community for text documents in the institutional repository JLUpub. In JLUdocs you can publish (incl. DOI assignment) and permanently store dissertations and habilitations, scholarly documents (e.g. articles, monographs, working papers, secondary publications in accordance with the green road) as well as student theses (on recommendation of the supervising professor). The data is stored on storage systems in the IT Service Centre (HRZ) of the Justus-Liebig-University Gießen. The registration is done via the HRZ User ID. All members of the Justus-Liebig-University Gießen can use JLUdocs. External users, e.g. doctoral students who are no longer working at JLU, can register with a valid email address.

Step 1: Preparation of the publication

Convert your document to PDF. If possible, generate a PDF document in the PDF/A-1b:2005 standard, which simplifies optimal long-term archiving.
Please make sure that you disable all security settings, e.g. password protection. This gives us the opportunity to convert your documents published in JLUdocs into improved data formats at a later date and thus make it available for the long term.

Choose a short and meaningful name for your file, without umlauts and spaces. Please name dissertations and habilitations according to the following pattern:
<lastname><firstname>-<date of graduation or or date of habilitation lecture>
Example: MuellerJulia-2021-06-01

For privacy reasons, we recommend to remove personal data, such as CVs and addresses, from the document.

Take the opportunity to additionally publish research data underlying the document in a separate submission as described in “Publishing in JLUdata”! The document and the document-related research data are linked via persistent identifiers. The submissions are separate processes and may be staggered. We recommend submitting the research data first so that it can be cited within the document.

For more information on publishing your dissertation or habilitation, please see our FAQs.

The publication of student theses (e.g. master, bachelor or state examination) requires the approval/recommendation of the professor in charge by e-mail.

Step 2: Log in and start new submission

Please log on to by clicking the Login-button in the upper right corner, then select Login with HRZ-User-ID. If you are no longer working at JLU (e.g. PhD students) choose Login with JLUpub Account, create your own user account with a valid email address and then log in with your registered user account.

To submit a document, you can proceed as follows:

Click on “start another submission” and then select the appropriate collection.

Step 3: Select publication type

Select the publication type from the drop-down menu.

Step 4: Describe the document

In the Describe steps, fill in at least the mandatory fields marked with an asterisk. The descriptive metadata serve primarily to enhance the findability and visibility of your document. All information about a document should be represented by the metadata to ensure optimal visibility and reusability of the document. This also applies, for example, to the assignment to (third-party) projects or the link to further resources, such as research data on which the publication is based.

Step 5: Obtain DOI

After you have entered all the information, you get to the “Persistent Identifiers” tab. Here JLUpub shows you which DOI your document will receive. You can copy it and paste it into related documents if necessary. Please note that this DOI is only reserved for you at this point. In case of a rejected submission and subsequent re-submission, it may also result in a new DOI.

Step 6: Upload the file

Next you can upload your file(s). To submit files, click on “Browse” and select the file(s) on your computer.

Step 7: Review submission

In the Review step you can check all metadata and files you have entered once again and correct them if necessary. Please check your entries carefully.

Step 8: Licensing the document

A license regulates the rights of third parties to use your document. In its “Appeal for the use of open licenses in science” (in German) from 2014, the Alliance of German Science Organizations recommends the granting of CC0 or CC-BY licenses.

Under “Creative Commons” in the drop-down menu, you can decide which usage rights you want to grant. If you select “no Creative Commons license”, the regulations of the publishing contract and, if applicable, copyright protection will apply. Before licensing, please ensure that you are authorized to grant a license for the document you are submitting. A subsequent change of the selected license is possible as long as the document has not yet been published.

It is not recommended to assign a CC license to a cumulative dissertation or a cumulative habilitation thesis. In individual cases assigning a CC license might be permitted (e.g. for articles in open access journals).

Step 9: Publishing contract

Read the publishing contract and confirm your agreement by ticking the box (required). Then submit your document by clicking on “Complete submission”.

Step 10: Done!

The metadata of your document will be checked by the University Library and, if necessary, corrected and completed. Afterwards your document will be added to the repository. Please allow up to three working days for the approval. You can submit additional documents via the link “Submit another item”.
Dissertations and habilitations, for which publication is mandatory, will be made publicly available after the printed copies have been received by the University Library.

Publishing a new version of your document

Log in (see step 2) and then select under “Archived submissions” the document for which you want to publish a revised or updated version. On the document overview page click “Create version of this item” in the right-hand navigation bar. On the next page, enter the reason for the new version in the field provided, e.g. revised version, 2nd supplemented version, 2nd edition, and click on “Create new version”. In the following display of the document, click the button “Resume” (you must scroll down a little here, if there is a long entry). You now go through the submission steps again. All fields are filled with the metadata of the previous version. If necessary, change and add the metadata for your new version of the document; the metadata for the older version are retained. The previously published file is displayed in the submission step “Upload File(s)”. Please delete the old version of your file before uploading the new one. Complete the submission by accepting the publishing contract.
The metadata of the new document will be checked by the University Library and afterwards the new version of your document will be added to the repository.

Contact person

For questions and suggestions please contact: