Making a submission


Affiliating an author

The affiliation of an author is based on these pieces of information: :

  • The author (name, first name, other names, email)
  • His/her research team équipe de recherche (except Inria)
  • His/her parent organisation
  • His/her laboratories/projects.

If you have activated the option ‘associate me as an author by default’ (see the Logging in section) your details will be filled in already.

Important: You must list the authors in the order in which they appear on your publication and not omit any authors, otherwise your submission will be refused.

Input options

You have several options for inputting authors:

  • Add a new author : When you are entering an author’s name, the interface offers you a list of recorded authors or the option ‘new author’..
  • Select the authors from a laboratory : You can select the authors affiliated to a laboratory when they are known to Hal; the author information will then be pre-entered, and you may have to deselect the author laboratories that are not concerned.

Note : When you select an author, by default, the affiliations entered for that author’s last submission are displayed. However, affiliations to laboratories that have been closed are not displayed; you must select them in the menu ‘add a laboratory’.

— > to remove laboratories that are not concerned, click on the little red cross.

  • Add a list of authors : You can enter the list of authors of your publication for pre-entry; if the author is known to Hal, the information will be pre-entered; if not, you must choose "add a new author".
  • Select from my authors : This option enables you to select the authors from your pre-existing co-authors..

Note : If you check the box ‘corresponding author’, this author or these authors will be informed by email when the publication is submitted. (The email address(es) of the ‘corresponding author(s)’ must be provided in the author record). The email received by the co-authors includes the password for the publication, which allows them to modify their affiliation(s) if they wish

If the author is not known to Hal

Select the "new author" option and then fill in the different sections:

Author details:

  • Enter this information in the following format:

First Name + Surname + Other given names or initials if necessary + Email (see above example)

Note: Give the fullest possible identification details (full first name (avoid shortening it) + surname + email address) in order to limit the risk of creating duplicate authors.

Note: If you find a duplicate identity, you can ask for its correcting. See Managing your identities

  • Corresponding author : The author will be considered as the contact person for the submission and will receive the information concerning the submission.
  • Parent establishment : this is the paying organisation (Inria, University, CNRS, etc.) ; it is not a mandatory field, but you are strongly recommended to fill it in.
  • Research team : this field is not relevant to Inria staff members, as the Inria project-teams (IPT) are managed via the “laboratory” field only. Do not fill this field if you work within Inria project-teams.

Adding the author’s laboratory or Inria Project team

  • If the laboratory or Inria project team is known to Hal, the interface will offer a list of laboratories or Inria project teams known to Hal, or the option ‘enter this new laboratory’."
  • If the laboratory is not known to Hal, the interface will offer you the option to ‘enter this new laboratory’ and you should fill in the different sections as follows:
    • The Name and Abbreviation sections
      • IMPORTANT: For Inria authors, the ’Name’ section corresponds to the abbreviation of the Inria project team, while the ’Abbreviation’ section corresponds to the laboratory or laboratories and/or the research centre.

See example below:

_ _

How do I add an author who does not belong to a laboratory ?

      • For authors from outside of Inria, the ‘Name’ section corresponds to the full name of the laboratory, while the ‘Abbreviation’ section corresponds to the abbreviation of this laboratory.

You can, for example, give the name of an institution, a research centre or a company. However, this ‘laboratory’ will not be validated.

The best solution is to fill in the Research Centre in the ‘laboratory’ field and to add the company in the ’Contract, financing’ field.

IMPORTANT: In the case of a cross-post in ArXiv, only the abbreviation will be retrieved.

    • The laboratory Supervision section allows you to enter the various partners: institution, university, school, private partner, etc. Remember that for a CNRS unit, you must enter several identifiers: code, UPR number, UMR, etc

Once you have filled in all the sections, you must click "Add this laboratory" then "Confirm".

If you add a new laboratory/project, until this information is validated by an information officer, you will not be able to reuse this laboratory/project for another submission. Contact your Research Centre’s information officer to validate the information. See Contact

NOTE: for very exceptional cases of publications written outside the workplace, the author is authorized to use this laboratory : No. 73276 "" no affiliation ". See example:

For further details (screenshots) on affiliations, see the HAL documentation ->].

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