Publishing policy for research publications
at the Department of Mathematics,
Aarhus University

Designed by the Publication and Registry Committee
at the Department of Mathematics

Latest update: May 31, 2012 11:06


1 Purpose
2 Publication series
3 Submission and acceptance
4 Use of publications
5 Alterations and withdrawal
6 Copyright (Author’s rights)
7 Archival storage and legal deposit of published works
8 Reporting to the University Year Book

1 Purpose

1.1 Publication of research results attained by staff, students and guests at the Department of Mathematics (below abbreviated to MATH) considering the following items:

  1. The Author’s desire to make other researchers acquainted with the research results and have them evaluated by other researchers as well as the career opportunities connected with publishing.
  2. The University’s need for visual profiling.
  3. The desire by other researchers and the public to have free and easy access to research results.
  4. Preserve for posterity (archival storage of data).

1.2 Staff, guests and students at the MATH are encouraged to publish their research results in one of the MATH series.

Furthermore, it is in the interest of the Author to publish in different archives and on different preprint servers.

2 Publication series

2.1 MATH publishes the following series. The series labeled 1., 3., 4., 5., 6., and 10. are publically available online.

  1. Preprint Series
    (research in pure Mathematics)
  2. Various Publications Series
    (various, mathematics; proceedings etc)
  3. Working Papers
    (research in Finance and Operations Research)
  4. Research Reports
    (research in Probability Theory and Statistics)
  5. Thiele Research Reports
    Research related to the Thiele Centre.
    (research in Probability Theory and Statistics)
  6. CSGB Research Reports
    Research related to the CSGB Centre.
  7. Memoirs
    (statistical reviews and book drafts)
  8. Statistiske Interna
    (short statistical publications)
  9. Lecture Notes Series
  10. PhD dissertations/doctoral dissertations
     (list of PhD dissertations)

For each series there is an editor (appointed by the Publication and Registry Committee).

2.2 The editor ensures that the formal requirements for research publications are fulfilled.

2.3 The Author is responsible for the subject matter, and it is not ‘peer-reviewed’.

2.4 Master’s theses and Bachelor’s projects are not in themselves research publications and are therefore not comprised by this policy.

3 Submission and acceptance

The guidelines for submission is formulated in Technical information for authors. It is important to notice that the Author has to provide a formal request for submission. An example of such can be found in Technical information for Authors. The technical guidelines also include our requirements for the format of the publication, font sizes, margins etc.

PhD students, see the Faculty of Science homepage: PhD guidelines and regulations.

4 Use of publications

4.1 The publications can be downloaded for non-commercial personal use via the MATH servers.

4.2 It is illegal to alter the downloaded material.

4.3 Printed versions can in some cases be bought at prices covering expenses for print, shipment and exchange fees.

All other series apart from PhD dissertations are distributed worldwide through ’exchange agreements’ with mathematical institutions.

5 Alterations and withdrawal

5.1 If there are alterations aside from misprint and linguistic changes, the publication must appear in a new version. Whether the new version appears in a new print and is sent to exchange partners (see 4.3), depends on circumstances and the Author’s wishes.

Earlier versions will still be available online and there will be links between the various versions.

The Publication and Registry Committee points out that a publication cannot be updated more often that every 3 months due to Danish legislation on legal deposit of published works. Authors are therefore encouraged to keep updates to a minimum and to publish a new publication in case of large alterations.

5.2 Withdrawal can only happen under special circumstances and only by approaching the Publication and Registry Committee directly.

6 Copyright (Author’s rights)

6.1 When applying for acceptance (cf. Technical information for authors) to publish in an MATH publication series, the Authors implicitly allow MATH to publish their publication on the following terms.

  1. Definitions
    The Publication refers to the submitted work.
    The Server refers to one or more computer systems run by MATH or by third party hired for the purpose or having an agreement with MATH concerning registry and electronic distribution.
  2. The Author renders the MATH non-exclusive royalty-free right to

  3. MATH must
  4. It is the Author’s responsibility
  5. Violation/non-compliance
    The Author accepts that MATH cannot guarantee the restrictions for the publication under item b. MATH will not pursue unauthorized use of the publication.

Notice: Item 6.1 applies to the series Preprint Series, Research Reports and Working Papers. For the remaining series (exchanged by sale) a special copyright agreement must be drawn up. This applies to PhD dissertations as well.

6.2 The author’s position to publishing companies
It is the Author’s responsibility – when submitting the work to an international journal - to inform the publishing company that the publication is available (possibly in an edited version) on the MATH server (see 6.1 a).

Authors are recommended to exclude the above, if the surrender exclusive copyright. The committee for protection og scientific work, UBVA (under The Danish Confederation of Professional Associations [Akademikernes Centralorganisation]) has prepared a pamphlet entitled Ophavsret og forskningspublicering (Copyright and research publication, the pamphlet is written mostly in Danish). You may also find further information on the UBVA homepage (

The Author has the right to make changes to the copyright agreement. Below, please see two examples of how to formulate the exclusion (mentioned above).

Examle 1 is from the mention UBVA publication Ophavsret og forskningspublicering:

The Author retains the right to use the Article:

The right to publish the Article in a doctoral thesis consists of both the right to publish in the printed and the electronic version.

The other example is from the Springer Copyright Transfer Statement:

An Author may self-archive an Author-created version of his/her Article on his/her own website and his/her institution’s repository, including his/her final version; however he/she may not use the publisher’s PDF version which is posted on ______________. Furthermore, the Author may only post his/her version provided acknowledgement is given to the original source of publication and a link is inserted to the Article published on ______________’s website. The link must be accompanied by the following text: “The original publication is available at ______________”.

Should the Publisher request a hyperlink from the Server to the Publishers homepage, it is the resposibility of the Author to notify MATH.

Furthermore, please note that according to the House of Commons report: ‘Scientific Publications: Free for all?’ more than 80% of the publishing agencies allow the authors to make their articles available in institutional repositories upon publication. The report is available at: House of Commons rapporten: Scientific Publications: Free for all?.

7 Archival storage and legal deposit of published works

7.1 An agreement on long-term archival storage is being prepared with the State and University Library, Aarhus.

7.2 Publications in the MATH publication series are governed by the Danish legislation on legal deposit of published works, and MATH reports published works to and deposits published works at the Royal Library.

8 Reporting to the University Year Book

MATH reports all publications in the MATH series to the University Year Book, with the exception of the PhD series, which is reported by the Faculty of Science.

The Author is responsible for reporting Articles published in international journals – even if they have appeared in one of the MATH series.