Submitting proceedings in HAL

If you do not use (web platform aimed at organizers of workshops or scientific meetings developed by CCSD), you can also submit conference proceedings in HAL by following these steps.

IMPORTANT: If the organisation of the conference is (or was) the responsibility of the INRIA Events Department, please contact that department.

See the memory aid for conference organisers and/or scientific publishers on how to prepare submissions of conference proceedings in HAL (pdf opposite in french)

Steps to follow to create a conference collection in HAL

1.Before creating the collection

Pre-requisite: To be able to make a submission, you must have a HAL account.

Contact the scientific or commercial publisher of the conference proceedings to check that it authorises submission in an open archive.

It often happens that one person submits on behalf of all authors of the conference. If the articles are submitted by a third party, this person must:

  • Have all the files (you have the choice to submit the files in source format or pdf format only, which will avoid compilation problems)
  • Know the affiliations of the authors
  • Check that these affiliations actually exist in HAL-INRIA (and if not, create them and get them validated by your research centre’s information officer See Contact
  • Collect the signatures of the authors beforehand, with their approval for submission to open archives.

To avoid having to ask each author individually for permission to submit articles and make them visible in HAL, it is possible to state expressly in the ‘Call for papers’ for the conference that all accepted papers will be submitted and visible in HAL (pre-prints or final version, depending on the case).

IMPORTANT: Contact your Events Department if they are responsible for organising the conference.

2. Creating the collection of conference proceedings

To request the creation of a collection, contact your Research Centre’s information officer. See Contact

The webpage associated with a collection always has a homepage. Ideally, you should provide us with the content of this homepage in html format, with the corresponding Css style sheet. If you do not have this, you can describe the content you wish to include on the homepage and the collection pages:

  • homepage text,
  • image/logo (free from copyright),
  • languages,
  • viewing tabs (e.g. by author, by year, etc.),
  • colours for displaying the articles.

You must also choose the HAL instance in which you wish this collection to appear (HAL-INRIA, HAL, etc.). Finally, you must give us a list of all the people who can add publications to this collection. These people are designated using their HAL-INRIA login.

A few days are required to create the conference webpage. Some examples of conference collections:

3. Submitting the publications in HAL or HAL-INRIA

Before making the submission, you should establish whether it will be made on HAL/HAL-INRIA only, using a publication already submitted in ArXiV, or if you also want your publications to be submitted on ArXiV.

If you wish to submit publications with links to ArXiV, contact the information officers See the Contact for your centre AND

When submitting publications, choose the appropriate submission form: ‘papers with proceedings’, ‘papers without proceedings’ or ‘guest talks’. SeeSubmitting by selecting a form

The HAL-INRIA+ base includes a publication type ‘Documents associated with scientific events’. This new type mainly concerns posters, tutorials or presentations associated with conferences. CAUTION: obligation of deposit the full text.

Make sure you obtain from the scientific publisher the following metadata, which must be filled in:

Domain (check the domains carefully as they cannot be deleted), ACM Classification, Keywords, Organiser, Scientific Publisher, Commercial Publisher, Volume title.

You should allow about 10 minutes for the first submission. The first publication submitted can then be used as a template for the others. (In ‘My space’, click on the ’Use as a template’ button).

4.Adding publications to the collection (=stamping)

After you have submitted the publications in HAL, and as soon as the collection is created, you must ’attach’ the publications to the collection created (by stamping them with the name of the collection). Stamping of the articles submitted can be done as each submission is made, or after all the submissions. It is not possible to ‘manage’ the order in which publications are displayed on the collection viewing page. The order depends on the date on which the publication is actually posted online, which is not the same as the submission date. Stamping can be done by your information officer SeeContact or by you (you must tell your information officer that you have made this choice so that he/she can give you the rights you need to stamp).

To stamp the publications:

  • Log in
  • In the top right-hand corner, underneath the menu, you will see a ‘stamp’ button
  • Click on ’stamp’
  • Enter the identifier of the article to be stamped
  • Select the relevant collection. (If the collection does not appear, then you are not declared as a ’stamper’ for this collection. In this case, you should contact your information officers
  • Check your data and confirm.

Stamping is done document-by-document and version-by-version. Only the latest version will be visible in the collection. To view your collection:

  • Go to ’View/collection’
  • Click on the collection you wish to view, or use the collection’s URL:

It is also possible to automatically stamp all articles associated with a conference using the ‘Conference title’ field (e.g. ORASIS09 or RTNS2009). Automatic stamping is associated with the creation of the stamp for the value in the ‘conference’ field. Contact your information officers.

It is possible to ‘unstamp’ a submission, or to assign several stamps to the same submission.

When you create a collection, initially it is not visible in the collection viewing page. You can, however, access it via the URL .

To make it visible, you must ask your information officer to make the collection visible (VISIBLE=YES).

It is possible to integrate the webpage associated with a collection in the conference site via an html iframe. For an example, see:

Valid XHTML 1.0!