CEU CEU Academic Archive

User Documentation

The CEU Academic Archive has an extensive help facility. Click on the "Help" menu item on any page of the archive, help information concerning that page appears in this separate help window.

Help Index


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Information

You find technical and administrative details about the CEU Academic Archives. If you are not fond of technical details, you might skip this page entirely.


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Frequently asked question

How to submit Microsoft Word documents?

You are advised not to submit word documents. Please consider making a postscript printer image from your document, and submit that one. The final outlook will be the same, nevertheless it has several advantages.

You can still upload word documents. They will, however, transformed automatically into PDF. The conversion sometimes works quite poorly (especially if your document contains tables or pictures). Please check the result, and if you are not satisfied with it, change the main file of the format to the one with the .doc extension.

How to restrict the circulation of my document?

Only the editor responsible for transferring submissions to the main archive can restrict the availability. Please put a note at the Commentary field to the editor.

If you are an editor, then search for the document, and edit the format which should be restricted in the circulation. In the format details page you can restrict the format to be seen by CEU, or to be hidden totally.

During the submission process I was prompted for my password.

The system checks your credentials again when you wish to view your submission format in a separate windows. This is absolutely normal.

How to format the abstract of my submission?

The field where you enter the abstract of your submission is a plain text field. No formatting instructions are accepted; whatever you enter will appear there. Paragraphs must be separated by empty lines.

If you are familiar with HTML formats, however, you can insert certain formatting instruction into your abstract. The rules are quite strict; you will get a vague error message if you do not follow them closely.

In this case the abstract should start with the tag "<html>", and should end with "</html>". Of course, these tags won't appear. Tags are letter sequences between < and > signs; a closing tag also have a slash just after the < sign. Opening and closing tags must always occur in pairs: anything you open must be closed. Use the same spelling: the tag <b> cannot be closed by </B>, only by </b>.

Here are some useful tags (both upper and lower case works, but see the above remark):

<B>text</B> between the tags text is bold
<EM>text</EM> and this text is emphasized
<I>text</I> this meand italics
<SUB>index</SUB> this makes an index
<SUP>super</SUP> and this is a superscript
<P>paragraph</P> paragraphs must be enclosed between <P> and </P>
<BR></BR> with nothing between them means a line break
<HR></HR> is a separating horizontal line

Of course, you cannot use the < and > signs, rather use &lt; instead of < (there is a semicolon after the letters), &gt; instead of >, and &amp; instead of &. You can also use other HTML tags, similarly modified whenever necessary.

To achive the abstract

The most controversial subject is cryptography, the technology underpinning electronic signatures.1

1Or 'digital signatures' as they are referred to.

you should enter the following text into the Abstract field:

<html>The most controversial subject is 
<em>cryptography</em>, the
technology underpinning <b>electronic
signatures</b>.<sup>1</sup>
<br></br>
<hr></hr><sup>1</sup>Or
'digital signatures' as they are referred to.
</html>

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Copyright Issues

All material presented in this archive are protected by copyright retained by their authors or other ownership, and are used here by their permission. Whenever you submit any material to this archive, you retain copyright. Texts and other documents are intellectual property of their creators. Viewers of the archive are supposed to observe these rights. Nevertheless authors are encouraged to

  • state their copyright explicitly at the opening page of the document
  • use pdf (portable document format) or postscript format for their documents, which are more appropriate for copyright enforcement, rather than Ms-doc or rtf format.

Right to self-archive

The right to self-archive material submitted to publication, or appeared in print, is a legal matter as a copyright transfer agreement might pertain. Before accepting the paper for publication no copyright transfer agreement exists and the author holds exclusive and full copyright. When you publish some material in a journal, usually you transfer your copyright to the publisher. Most journals permit self-archiving, but it depends on the publisher's copyright policy. Authors can also deposit the preprint version in an open access archive and put it on their own homepage. Some publishers grant these right as a standard procedure. In certain cases the full text must be replaced by a link to the published version. Submitters of CEU Academic Archive are responsible of being sure that the document(s) they archive do not have any restriction in its electronic distribution. For a general overview see Draft Research Self-Archiving Policy of University of Southampton.

Copyright law givers the creator of a copyrighted work exclusive rights, which may be transferred to others. Consult Managing Your Copyright by Scott Bennett, University Librarian, Yale University, for a useful description of the value and options for managing copyright ownership.

Restricting Access

To comply with possible copyright restrictions, CEU Academic Archive allows, but discourages, restricting the full access of submitted documents for members of the CEU community only.

Disclaimer

To the extent permissible under applicable law, neither the archive maintainers, nor CEU takes any responsibility for the possible copyright infringement of any material submitted to the archive. All such responsible is on the submitter, who, at the end of the submission process, states that he/she rightfully authorizes the Archive to store and distribute the submitted document electronically. The only action the Archive maintainers do when informed on copyright infringement is to block the offending document.

No responsibility is assumed and is hereby disclaimed for any injury and/or damage to persons or property as a result of any actual or alleged libellious statements, infringement of intellectual property or privacy rights liability, whether resulting from negligence or otherwise, including without limitation from any use of operation of ideas, instructions, procedures, methods contained in the material therein.

All documents presented in this archive are protected by copyright, retained by the authors or by other ownership, and are used here by their permission.

Privacy

CEU Academic Archive observes the privacy of all of its users. No e-mail address is used for any other purpose than sending requested messages only.

Submission Policy

According to its mission, CEU Academic Archive accepts submissions from members of the CEU community only. CEU faculty and qualified staff members are eligible to submit documents. CEU Departments and Units reserve editorial rights for material submitted in its name, including the right to deny publication, or sending back it to the author for modification.

The following document formats are recognized: PDF, Postscript, HTML, MS Word DOC, RTF, plain text, and link to an outside source. Authors are strongly encouraged to use PDF format. To support this, Word, Postscript, and Postscript print image (PRN) files are automatically converted to PDF.

Submission removal is discouraged since this might break several link in and out of the archive. Archive maintainers, however, will honor such request.

Authors are fully responsible for their material, including all copyright issues.


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Browsing

Browsing is a good way to access documents if you don't have a specific idea of what you're looking for. There are several ways to browse the archive: by author, by document type, by subject and by year.

Please note: new submissions do not appear immediately in browse lists. Usually they got there within one day after acknowledged by an archive editor.

To browse the archive select the browse menu item from the navigation bar at the top of the screen. Then choose from the list which property you wish to browse by e.g. Subject. You can go directly to the subject browse page from the main page.

In the specific browse pages you can choose from the list of possible values. When you pick a possibility, you will be given a list of references to documents in the archive (if any) which match that value.

To access a paper, simply click on its reference in the display.

Click on the browser's "Back" button to get back to the whole browse list.


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Document Page

You retrieved a document from CEU Academic Archive. All important bibliographic information is presented: authors, title, abstract, keywords, etc. The icon or icons next to the title are links to different formats of the document:

pdf Portable Document Format (requires an acrobat reader).
ps Postscript file, can be sent to the printer directly. For viewing use Ghostview of GSview from the ghost family.
html The usual web page; you will see the content in your browser.
doc Microsoft word document. It opens as a usual word (.doc) document.
rtf Rich Text Format, an alternate form for Microsoft word documents. Opens similarly to word documents.
pic Picture, it opens directly in your browser.
Compressed postscipt Some other, probably a compressed format. By holding the mouse on the icon, a short description of the format will appear: "Compressed postscript" in this case.
link Link to an external page.

A lock on the icon means that access to that format is restricted for members of the CEU community. Clicking on the icon you will be prompted to enter your ID and password, and only after authentication can you view the format. restricted pdf

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Latest Additions

This list of latest additions to CEU Academic Archive is generated automatically. This list contains all additions and modifications from the last 7 days.


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Searching

The archive offers two levels of searching, simple and advanced. They are similar, but the advanced form lets you perform a finer-grained search using more fields. Access the simple search using the Search link on the front page, or using the navigation bar at the top of the screen. To perform an advanced search, use the "advanced search" link at the top of the simple search page.

In the search page you specify values to search for. At least one field must be filled; fields you left empty are disregarded during search.

All matching documents are presented in the order you specify at the bottom of the page from the pull-down menu:

Order the results:

The default is ordering by the author's name.

If you fill out more than one search field, you will get documents which satisfy all of the searching conditions. In the "advanced search" page you can change this default to any by choosing the other entry from the pull down menu at the bottom of the form. In this case documents satisfying any of the searching conditions will be presented.

How to fill out search fields

Abstract, Keywords, Title

Type the words which you want to find in the appropriate field on the right hand side. If you enter several words, matching documents will have all of them in the indicated field (or fields), but in no particular order. If you want to search for an expression, enclose it between quotation marks, as "political science".

Change the pull-down menu just below the entry field to Match any if you search for documents where anyone of your search words occur in that field.

In the example:

Abstract, Keyword, Title
Enter the words you want to search for, and indicate whether you want all of them to occur in the same document

the system will search for documents in which any of the abstract, keywords, or title fields contain the word ``patient'' and contain the word ``care''. Changing "Match all in any order" into "Match any", the system will search for any document with either the term ``patient'' or ``care,'' in any of the title, abstract or keywords fields.

Same rules apply for the individual textual fields in the advanced search page.

Author, Editor

Searching for names, enter the family name, or the family name followed by a comma and the first name or initial. For example, you may enter ``Chomsky, N'', or ``Chomsky, Noam'' or just ``Chomsky''. Do not put period after the first name.

You may enter several names, but in this case the names should be surrounded by quotation marks, as here:

Author

Year

When you're searching a year, you can specify a single year or range of years that you're interested in, such as:

1999 retrieves only records where the year is `1999';
1987-1990 retrieves records with years between 1987 and 1990 inclusive;
1995- retrieves records with years of 1995 or later;
-1998 retrieves records with years up to and including 1998.

Lists of Values

With these you can select one or more values from a list of values. If no value in the list is selected, the system will ignore this field (i.e. it will retrieve records with any value of this field.)

You select a value by clicking on it; clicking on another value will erase your first selection. You may add additional elements to the list by pressing and holding down the control button while clicking. If you select more than one value, documents matching any of the selected values will be retrieved.

Subjects

Choose all subject categories you are interested in. As a document might have several categories, you can also specify whether you want the document to have all categories you selected, or to have at least one category of your choice.

You may select a whole range of categories by clicking on the first category, scrolling to the last one, and clicking on the last while holding down the shift button.


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Search Results

This is the result of your last search. You get the first 20 matches only; the list shows the author and the title. Clicking on the title leads to the document main page.

At the top you can choose to get the previous twenty, the next twenty matches; you can initiate a new search, or you can refine your search. In this latter case your previous search form is presented where you can edit your earlier search fields.


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Register

Certain services, such as subscription (alerting) and document submission require you to register with the system. During registration you must fill out the presented format. Fields marked by * are obligatory: you cannot leave them empty. if you didn't fill out such a field, or there is some problem with the content, you get a short error message indicating the problem.

Affiliation is the name and address of your institution. If you belong the the CEU community, please indicate the Department or Unit, too. All correspondence will be sent to the e-mail address you specify. If you belong to CEU, please use your e-mail address ending with @ceu.hu, otherwise you won't be able to submit material to the archive.

Whenever you request an alert service or want to submit material to the archive, you will be presented by an "authentication window" similar to this one:

Enter username and password

You have to enter here the contents of User ID and Password fields at the registration page. Please notice: use only simple English characters both for the ID and for the password. National or fancy characters might not work. The User ID must be unique among all users, and cannot be changed later. The password is stored in encrypted form only, and no one can tell you what your password was originally. Please use values which you will always remember.

If you have a personal web page, you may enter its address (URL) into the last field.

Pressing you register to CEU's Academic Archive. To finish the registration process you must visit the web page whose address is in the the e-mail sent to the address you specified in the form.

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Registration Confirmed

If the confirmation page says that an error occurred, probably you made a mistake in the long pin number. Please make sure that you use capital letters at the final part.

If your registration or update was successful, you are ready to use the alert service by clicking on the "alert" menu item at the top of the page. You will see this page when your request to change your e-mail address is acknowledged.


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Authorization Required

If you get this page then the archive could not authenticate you. Either the user ID or password was incorrect. Please make sure that you do not have national or esoteric characters in your password. Sometimes the "y" and "z" letters are swapped. If the problem persists and cannot get into the archive, please send an e-mail to the archive maintainers.

Alert and submission services require registration. During the registration process you choose the user ID and password which will authenticate you.

Editors cannot submit papers. If you are authenticated yourself as an editor, then you cannot use the "submit" menu item. You get this error message if your account does not have the required privilege to perform the function.


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Personal Page

Your user record is used to hold contact information about you. Some of this information will be associated with eprints you upload; some of it is purely for internal archive use. General information like your name, URL, address and e-mail address are public, so it's inadvisable to put down a home address. (Usually a postal address isn't required.) Information about your operating system is purely to help the archive administrators help you if you encounter problems.

Enter the relevant information in the form. Those boxes where the field name (on the left of the box) has an asterisk are required fields that you must fill out before you can deposit papers in to the archive.

Note that you cannot change your e-mail address here. This is deliberate; if you inadvertently enter an incorrect e-mail address, the site will have no way of contacting you. Instructions for changing your e-mail address can be found on the ``Registered Users Area''.

Rather than clicking in each box before you enter something into it, you may find that your browser will let you use the tab key to move the cursor between the boxes. In this way you can enter the information much more quickly.

When you've entered the relevant information, click on the ``Update Record'' button at the bottom of the form. If the form is filled out correctly, you'll be taken back to the ``Deposit Papers'' page. If there's a problem with the form, the form will be presented to you again with a description of what's wrong. Correct the error and click on ``Update Record'' again.


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Alert Service

You can manage your subscription list. Each subscription is a stored search which is run every day, week or month. Matching record which have been added or modified since the last time will be mailed to you.

You can edit or remove your old subscriptions; and can add new subscription to your list. At the bottom of the page you find links to view and maintain your personal record; to change your e-mail address (if you are not an archive contributor). The last item on the page is Change User Login. Click on this link if you are not using the Archive personal services any more; it also lets you to log in as a different user


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Edit Subscription Options

You are presented with a search form. Using this form you tell which new or changed submissions you are interested in. Fields you left unchanged are ignored. If no field is filled, you will be noticed about all new submissions.

You must specify the frequency of mailing: you would like to receive mail daily, weekly, or in each month. Setting the frequency to "never" disables the mailing, however your search setting will be preserved. You can request an e-mail message even if there are no new or modified submissions matching your criteria.


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Change E-mail Address

If you subscribe to alert serveces, then you can change the e-mail address where the systems sends all correspondence. You can find a link on the Alert Service page which comes up when you choose the alert item at the top bar menu.

On the Change E-mail Address page enter your new e-mail address into the provided field. When you push the "Submit" button, a short notification will be sent to the new address. The notification contains an URL (web address). Your e-mail address will be changed only when you visit that page, which should be done within one day. The process is the same you followed at the registration.

Archive Contributors, Editors cannot change their e-mail addresses. If you think changing the address is absolutely necessary, please send an e-mail to the archive maintainers.


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Your Personal Page

This page contains links to all functions you can perform. They might differ depending on whether you are a contibutor, or an Archive Maintainer.


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Submit Documents

This page shows a number of options, and items you are working on or have submitted but are not yet approved by an editor. The options are described below. Note that the options and information that appear may vary slightly, depending on whether you are in the process of depositing any papers and whether you have any papers pending entry into the main archive.

At the bottom of the page there are links where you can manage your personal data: View your record, and Review your documents. The last item on the page is Change User Login. Click on this link if you are not using the Archive personal services any more; it also lets you to log in as a different user

Your Workspace

After you start uploading a document, you can suspend the process to be continued later. Thus you might have several documents in the submission process at different stages. These documents are in your workspace.

If your workspace is empty, which will be the case when you first visit the page, you will see a button

Pressing it adds a fresh, empty record to your workspace and allows you to start editing it.

If your workspace is not empty, you will see a list with some option buttons. The title of the document is shown in the list, or a serial number if you haven't yet given it a title. The option buttons are as follows

Delete

If you select a paper and click on this button, that paper will be removed from your workspace and discarded completely. You will be asked for confirmation first, so don't worry about accidentally clicking on it. Clones of any paper you delete are unaffected.

Edit

If you select a paper in your workspace and click this button, you will be able to carry on the submission process on that paper.

Deposit

If you've completed uploading the document and associated information, and you are satisfied with the result, then you can select the document and click on this button to deposit it in the archive. Note that if there are problems with the paper (for instance, if a format upload hasn't worked, or the associated bibliographic information is not complete), you will be told what is wrong, and you won't be able to deposit the paper until those problems are fixed.

Deposited but unprocessed documents are listed under the title Pending Items.

New

This button creates a fresh record and starts the depositing process.

Clone

This button makes a clone of the paper you have selected from the list. This is useful if you are depositing a number of papers with similar information. You can fill out the common information, clone that paper, and then edit the clones so you should not enter the same information twice.

Pending Items

After you submit a document, it must be processed by an editor. Only editors can move documents into the main body of the archive. Items which you have submitted but not yet processed by an editor appear here. If you click on the item, you can view, edit, or clone your previous submission.

Submission Process

The submission process is divided into a number of stages. You can move between these stages by using the ``Back'' and ``Next'' buttons at the bottom of each screen. During submission do not use the browser's Back and Forward buttons as they will confuse the whole process (and you) completely.

Don't worry about losing information you've entered when you press the ``Back'' button on a form: the system will store everything you've entered when you press it.

1. Deposit Type (this page) the document's type: this determines what bibliographic information is requested
2. Succession/Commentary if your deposit is a successor or commentary to another document in this archive, you give the serial number of that document here
3. Bibliographic Information all bibliographic information required by the document type
4. File upload you specify and upload all files which compromise the formats (such as pdf, postscript, word document) in which your document will be available. Usually you provide a single format, but sometimes other formats may come handy.
5. Verify verify all data in your submission; and agree on the conditions and terms of data storage in CEU Academic Archive.

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Deposit Type

In this screen, you should select the one option on the list that best describes your paper. The option you choose here will affect what bibliographic information about your deposit the system will collect in later stages.

Book use this if you are the author, or one of the editors of a book. Consider to have an entry for the book, and separate entries for each chapter.
Book Chapter you are author of a chapter in an edited book.
Conference Proceedings you are organiser of the conference, or editor of the Proceedings
Conference Paper you paper is published in a conference proceedings
In Collection collected works presented in a conference
Conference Poster short communication presented at a Conference
Working Paper departmental working paper
Journal (on-line) electronic journal
Journal (paginated) article in an old fashioned paper-based journal
Article article in a newspaper or magazine
Preprint Preprint
Thesis Thesis submitted to the department
Other if none of the above fits, use this

When done, click on the ``Next'' button.

``Cancel'' returns to the submission page. The presently edited document will appear in your workspace, and won't be deleted. You should delete it explicitly.

You must specify your document's type otherwise the system won't advance: you'll get the same page with an error message at the top.


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Succession/Commentary

The archive can link together different versions of the same paper, as well as commentaries and responses to commentaries. These enable a reader to move easily around those versions, commentaries and responses.

If the paper you are depositing is a later version of a paper you previously deposited in the archive, enter its serial number into the ``Later Version of'' box.

To find the serial number of a document, use the archive's Search feature to find the archive. You may wish to have a second browser window opened in which to perform this search, so that you can copy and paste the ID code across to this form.

If you are depositing a commentary on a paper in the archive, enter its number in the ``Commentary on'' box. If you are responding to a commentary, enter the number of the commentary you are responding to in this box.

You can make sure that you've entered the correct ID codes by clicking on the ``Verify IDs'' button at the bottom of the page. The system will then show you what papers the ID codes pertain to, so you can make sure you've entered the right codes. Note that the system will not let you proceed with the deposit if either ID code you enter is invalid.

You can of course leave either box empty if your paper is not a later version of another, a commentary or a response. Click on the ``Next'' button when you're sure the information you've entered is correct.

Note that you cannot deposit a later version of a paper that has been submitted by someone else.


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Bibliographic Information

You are asked to enter bibliographic information about your submission. The exact details that are required will vary depending on the deposit type you selected in the first stage.

Above each input field will be a short explanation of what should be put in the field. To the left of each input field is the field name. Fields marked by * must be filled out before you can advance; other fields are optional.

The following are the types of input field you may see:

Names

First (given) name and middle names, initials go to the first box; family name goes to the second one. Below the boxes you see three buttons. If there are more authors, or more editors, click on one of the buttons just below the entry:

This way you create new fields for more names. If in a line both Given and Family Name boxes are empty, the entry is ignored.

To remove names just erase both boxes and leave it empty. Don't worry about leaving a blank box in the middle of the list; the system will ``bunch up'' the list.

If this field is obligatory (marked by *), and the document has no author or editor, enter a dash (- sign) as the first and last name.

Text boxes

Such as ``Title'', ``Keywords'', ``Abstract'', ``Conference Location'', etc. Fairly straightforward. Just type the relevant information in, or copy and paste direct from your document.

Pull down menus

Such as the ``Department/Unit'' field. Just select the most appropriate option from the menu.

Checkbox

Used to indicate two possible values. Click on the box at the front of the text to choose the appropriate value.

Page range

Type the first page in the range into the box on the left, and the last page in the box on the right, inclusively. If the range consists of a single page, just enter the page number into the left-hand box, and leave the right-hand box empty.

Subjects

From this huge list choose the categories you think are appropriate for your submission. You might select more than one category by holding down the CTRL button when clicking on the second, third, etc category. Please try and be as accurate as possible here, and please don't just select lots of categories if you're unsure, just pick the categories you are sure of.

If you have requests, comments, or suggestions to the Editor of your submission, please enter it into the last field on the page entitled ``Comments and Suggestions''. The content of this field will not displayed.

Once you've entered the relevant information, click on the ``Next'' button. If there are any omissions from the data, the system will explain what is wrong and re-present the form so you can fix the problems.

As with user records, most browsers will allow you to use the tab key to move between the input fields, allowing you to enter the information quickly.


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Submission Formats

This page shows you an overview of the formats you have defined to this submission. The first column is the format's type, the second is the comment (if you defined one). Clicking on the link in the third column shows the file in a new window. You will be prompted for authentication, please enter your user ID and password again.

The fourth column contains the number of files available for this format. This number can be higher than the number of files you uploaded as the system automatically converts files to PDF.

You can edit any format, or you can totally remove it by clicking on the buttons in the last column. Please be careful: when you click on remove, all files belonging to that format are erased and cannot be recovered. Use the Edit button to add further files to the format, erase unnecessary ones, and pick a different main file.

Hitting lets you to start creating a new format for this submission. Click on to advance to the last stage of the submission process. goes back to the Bibliographic stage.

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Edit a Format

If you want to upload extra files for a format, or remove some files you've already uploaded for a format, or change the main file of the format, you are at the right place.

At the top you can see all files of the format; the main file is marked by an arrow. To remove a file click on the relevant button. Pressing makes that file the main file of the format. The format's type is determined by the extension of the main file of the format.

Just below the table you find the format description, which you can create, erase, or edit here.

Archive editors can restrict the accessibility of the format here by choosing one of the options Inside CEU or Unaccessible from the list here.

You can also add new files to the format here. The procedure is the same as for the first file for the format. Before you submit a Word Document, please read this discussion carefully.

  • Either the file you want to add is on your computer. Either type in the full filename and path of the document file into the "Filename to upload" box, or (recommended) click on the "Browse..." button next to this, and select the relevant file using the file selector.
  • Or the file is available on the internet, and you know its exact address (URL). Enter the full internet address, starting with "http://" into the box "Internet address"; the system will grab the document from there.
Clicking on starts the uploading process. When it is done, you'll see this page again with the new file listed in the table at the top.
If you are satisfied with this format, press .

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Define a New Format

Using this stage you define a new format of your submission which is cited at the top of the page. When your document is presented in its final form, one or more icons appear next to the bibliographic information:

Smith, J: Paper Title Alternate Text html

Each icon represents a format of your document. Different formats of the same document are supposed to be similar in their content, however one might be plain text, the other formatted as a HTML page, the third as a PDF document, etc. You might have your paper available on different languages, or a shorter and a full version might be two different formats. Nevertheless, probably you will submit a single format only.

If you move the cursor over the icons, the browser presents a short description: "Alternate Text" and "html" in the reference above. The text you enter into the "Addendum to format description" box will be this description. If you leave this field empty, the type of the format (such as "pdf" or "html") will be shown.

The most important step in defining a new format is specifying the file which contains the rendered text, and transferring its content to the system. This process is called uploading. Here you specify the first (and probably the only) file your format consists of. The format type is determined automatically.

Before you submit a Word Document, please read this discussion carefully.

At the bottom half of the page you specify the main file of this format. You have two choices, you must use exactly one of them.

  • Either the file you want to upload is on your computer. For example, if you have a PDF file on your hard disk, you would choose this option. You can either type in the full filename and path of the document file into the "Filename to upload" box, or (recommended) click on the "Browse..." button next to this, and select the relevant file using the file selector. Finally click on the "Next >" button at the bottom of the page to start uploading the file.
  • Or the file is available on the internet, and you know its exact address, known as URL. Enter the full internet address, starting with "http://" into the box "Internet address"; the system will grab the document from there. Don't just enter the address of the web site the document appears in or the address of an index or contents page. See the section uploading from an existing Web site below.
  • Instead of grabbing the file, you can use this internet address as a link. This means that the document itself will not be transferred to this archive, only the address is stored. To achieve this, please click on the box under the title "Use the internet address as a link". You are advised strongly against using this possibility. In certain cases, however, you must use this feature. For example when your paper has been published and the copyright agreement you signed allows only references (and not copies) of the online version of the publishing journal.
Clicking on the button starts the uploading process. The button cancels the operation.

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Submitting Word Documents

You are advised against submitting Microsoft Word documents to the archive. Word's doc format is vulnerable for macro viruses, and your document might have one without your knowledge. Also, these files are loaded into the Word editor, and anyone can freely edit it without your approval.

You can save your document in Rich Text Format. This format is better as it does not have any macros and cannot contain viruses. Still it is freely editable.

The best choice is Portable Document Format. Unfortunately most of the machines cannot save you document in PDF format. There is a workaround on this problem, please follow it.

Step 1: Make sure your machine has a postscript printer installed

(This step should be done only once for each machine.) Go to the Start button at the left bottom corner of your screen. From the menu choose Settings, and from there the Printers line.

Printers Settings

Clicking on it a list of all installed printers will appear. If you have "HP Laser Jet 5MP" enlisted there, you have nothing to do; you can quit the program. If this printer is not among the listed ones, please click on the Add Printer icon. The Add Printer Wizard should appear.

Add Printer Wizard

Go through all stages clicking on "Next >". This new printer must be a Local printer, can use any printer port which is offered. When it comes to the printer manufacturer and model, please choose HP on the left hand side, and HP LaserJet 5MP on the right hand side.

Printer Model

On the next pages this printer is NOT the default, DO NOT share, and DO NOT test it. When you finish the wizard, the list of installed printers will look like similar to this one:

5MP installed

Now you can close the window, you are done.

Step 2: Make a Postscript Printer Image of your document

You have to do this step for each document you want to submit to the archive. Load the document into Word. From the File menu choose Print. (Do not click on the icon which prints out your document.)

Choose Printer

On the "Print" windows choose the HP LaserJet 5MP printer, and tick the Print to file box. The page range should be "All", otherwise you can leave everything to its default value. Click on "OK", next you have to choose a "Printer File". Enter your document's name (without any extension) and click "OK". A printer file with the name you just entered with extension .prn will be created.

When submitting your document, upload this printer image file. The system will convert this file to PDF automatically which will become the main file of the format.


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Document Formats

The recommended document format for this archive is PDF (Portable Document Format). Nevertheless the system also recognizes and accepts the following document formats. The second column shows the filename extensions.

asciitxt Plain old text file
pdfpdf Portable Document Format, also known as acrobat
psps Postscript file, can be sent to the printer directly.
htmlhtm, html The usual web page; you will see the content in your browser.
docdoc Microsoft word (.doc) document.
rtfrtf Rich Text Format, an alternate form for Microsoft word documents.

Everything else goes under the general umbrella other. You must supply your document in one of the recognised formats.

Whenever you transfer a file as part of your submission, the system determines its type automatically. Also, if the file has been packed (zipped), it is unpacked before storing. Microsoft Word Documents, postscript files, and postscript printer image files (with .prn extension) are converted to PDF. Please check the quality of the conversion; if you are not satisfied with it, please change the main file of the format back to your original submission using the Edit button on the list of all document formats.


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Uploading from an existing website

If you want to transfer your document from an existing Web site, enter the full URL of the first page of the actual document; don't just enter the address of the web site the document appears in or the URL of an index or contents page.

If the URL is an HTML file (ending with .html or .htm), the system will also copy the images associated with that HTML file, and other HTML files linked to it.

You must supply the URL of the first page of document itself: NOT the URL of the whole Web site, or the URL of any contents page listing multiple documents, index page or abstract page. Enter

http://www.myinstitution.edu/~myhomepage/paper.html

and NOT

www.myinstitution.edu/~myhomepage/

In order to prevent the archive from trying to copy the whole World Wide Web by following every single link, some rules are applied when the system collects your document. Because of these uploading papers cannot have a guaranteed 100% success rate. However it usually works very well.


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Deposit Verification

This page will display the abstract page for your document as it will appear in the archive. You should carefully check that all information is correct. Note that your paper will not appear in the ``available versions'' or ``commentary/response'' lists at the bottom of the page; this is normal.

You should also check that the document files have been uploaded correctly, including any associated figures and links. If you spot a mistake, you can use the ``Back'' buttons at the bottom of the submission pages (not the browser's ``back'' button) to cycle back through the depositing process and fix any mistakes.

If you're satisfied that everything is correct and has been uploaded correctly, and have read, understood and complied with the agreement at the bottom of the page, click on the ``Deposit Now'' button to deposit your paper in the archive. It will then be put in the archive's Submission Buffer.

After depositing your eprint, it will be checked by an editor, who can move it into the main archive. Until then your deposit won't appear neither in the ``Browse'', nor in the ``Search'' pages.


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Move/Edit EPrint

You see an existing submission. At the top is the summary page as will be presented to viewers. When clicking on a formats you might be prompted to authenticate yourself whenever the eprint is in the submission buffer, or the format has restricted circulation. The complete list of non-empty fields is also presented, this list, however is not shown to the public.

The option buttons are s follows.

Edit Eprint

You go through all stages of the submission process. You must choose this option if you want to change some field, delete or add new formats, or restrict the circulation of some format.

Clone Eprint

This button makes a clone of the eprint: another copy but retain all information. If is useful if your submission is similar to this one, and you have to change only few fields.

Remove Eprint

Delete the EPrint from the submission buffer. Can be done by editors only. If you want to withdraw you submission, please write an e-mail to the system administrator.

Bounce Eprint back to Submitter

The editor can send the submission back to the submitter with his/her remarks. An e-mail will be sent explaining what happened.

Move Eprint to Main Archive

Submission accepted, and transferred to the main archive

Move Eprint back to Submission Buffer

From the main archive the submission moves back to the submission buffer for further processing.


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Confirm Deletion of your Submission

You want to delete a eprint which you have created previously. If this is what you want, press "Confirm". If you got here unintentionally, press "Cancel".


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Your Personal Record

Here you can view, check, and modify all personal data which is maintained at CEU Academic Archive. The ID Number is a serial number assigned to archive users in increasing order, and is used internally only. Your User Type determines your privileges. This can be subscriber if you subscribed to e-mail services; archive contributor if you can submit material to the archive, and editor if you have editorial rights. Please note: editors cannot submit materials to the archive.

This is the only place where your e-mail address appears, you can check whether it is correct or not. As this page is presented only after authentication, there is no danger that this information can leak out. You can also see your e-mail subscription options.

At the bottom you can update your personal record. If you enter a new value to the Password field, it will take effect immediately, and you must authenticate yourself again. Be careful: if you use national or strange characters (such as & or ^) you might lock out yourself completely. In this case please write an e-mail to the site administrator explaining the situation.

Note that you cannot change your e-mail address here. This is deliberate; if you inadvertently enter an incorrect e-mail address, the site will have no way of contacting you. If you are allowed to change your e-mail address, you will find a link to do so on the previous page. Otherwise send your request in an e-mail to the site administrator.

Pressing Cancel leads you to the main page; Update Record updates whatever you entered, and presents your personal page again. Use the browser's Back button or the menu bar at the top to get back to the alert or submission page.


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Review Documents

There are no documents in the main archive which you submitted. Submitters are identified by their ID Number. If you register again, then you get a new number, and the old submissions won't be connected to you.


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Review Documents

This is the list of all documents you submitted to the archive. To ease new submissions, you can clone any of them, which means that a new submission is created in which all fields are filled with the content of this eprint. Then you can edit those fields which change.

You can also request for restricting the availability of your document here by clicking on the "Restrict Access" button. Your request will be mailed to the editor of your submission; you must also supply a short explanation.


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Restrict Access of your Document

You want to restrict access to one or more formats of your document. There are two types of restriction: either the format will not be visible to anyone (probably you don't want it); or it will be visible to the registered viewers from the CEU community. If your paper has been published, then probably this latter restriction is what you want.

Don't forget that different formats of your document might have different availability; please indicate which format(s) do you want to restrict. Usually you can have an incomplete, extended abstract or longer introduction available for general public.


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