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MIMS EPrints

Frequently Asked Questions

Registration and Passwords

Back to Top I've forgotten my password: what should I do?

If you can remember the email address you used when you first registered, there's a handy web page that will help you reset your password. Even if you can't remember the address right away, you could attempt some trial and error—nothing awful will happen if you try to change the password associated with an email address that doesn't actually belong to any of the archive's users. Finally, if all else fails, write to the administrator.

Submitting an EPrint

Back to Top How do I submit a preprint?

You should go to the user area and click on the link labelled Begin a New Item. The first page of a multi-page submission form will appear, asking you to choose an Item Type for your EPrint.

If it is a new piece of work then you should probably submit it as a MIMS Preprint, the second option in the list of Item Types. If, on the other hand, it has already appeared somewhere else (or if it is in press or you have submitted it for publication) you may wish to archive it as an article, as you will then be able to record extra information about it.

Back to Top Do I really have to fill in all those boxes?

The short answer is “No”. The boxes that you are required to fill in are marked with red asterisks and there aren't all that many of them. On the other hand, you might wish to fill in some of the others as they will help provide better publicity for your work: the material in non-essential boxes (abstract, reference list, keywords and suchlike) will get scanned by the web-crawlers from, for example, Google Scholar or the ScientificCommons project and so filling them in will enhance the odds that someone Googling around your subject will find your papers.

If you write most of your papers with a small circle of collaborators it will eventually become easy to add a new piece of work to the repository. Follow the review your existing items link from the user area page. You will be presented with a list of your already-archived papers and, beside each citation, you'll find a handy “Use as template” link that automatically fills in most of information required for a new EPrint: you'll need only change the title and date, then upload a PDF of your new paper.

Back to Top I have looked into the copyright for my article and the publisher wants me to display a certain notice: how do I do that?

While filling in the submission form you'll come across a page titled Additional Information. The first text box on this page is also called Additional Information and you should put the publisher's notice there: it will then appear on your EPrint's abstract page.

Back to Top My list of authors (or title or abstract) has accents and/or other diacritical marks: can the system accommodate them?

Almost certainly it can. The EPrints software has been designed to work with almost any language and so, internally, uses the UTF8 character set, which includes all the accented characters appearing in European languages and many, many other symbols as well. To get these special characters into your title, author list or abstract you need only work out how to type them (see also these handy mouse mats): if you can manage to enter them into the submission form, all should be well thereafter.

Back to Top My title (or abstract) contains Greek letters and other mathematical symbols: can I arrange for them to be displayed correctly?

It depends on which symbols you need. For Greek letters, see the answer to the previous question: it's mainly a matter of figuring out how to do the necessary typing.

But for fancier mathematical typesetting, our current setup just doesn't offer much support. Although the EPrints software is capable of replacing simple TeX and LaTeX expressions with inline images, the resulting web pages do not look anywhere near as nice as properly typeset TeX documents and so we have disabled this feature. If you feel very strongly about it, write to the administrator.

Back to Top When submitting my EPrint I included a neatly-formatted list of references, but the one that appears on the final page of the submission form is an unreadable mess: is there anything I can do about this?

Yes. If you put a blank line between each of your references the resulting list (visible during the submission process) will read a bit more clearly.

Back to Top What's a DOI?

It's a “Digital Object Identifier” and is intended to provide a permanent way to keep track of things (your published papers, for example) on the web. The idea is that the DOI will remain the same even when the publisher changes the name of the journal or decides to reorganize its web site. You can read more about the DOI system at

After Submission: Searching, Browsing & MIMS numbers

Back to Top How do I cite an EPrint?

An EPrint can be cited as in the following example (which is shown in TeX form):

Nicholas~J. Higham, D.~Steven Mackey, Niloufer Mackey, and
Fran\c{c}oise Tisseur.  Symmetric linearizations for matrix
polynomials.  MIMS EPrint 2005.25, Manchester Institute for
Mathematical Sciences, The University of Manchester, UK, November 2005.

A suitable BibTeX entry for this example is

  author = "Nicholas J. Higham and D. Steven Mackey and 
            Niloufer Mackey and Fran\c{c}oise Tisseur",
  title = "Symmetric Linearizations for Matrix Polynomials",
  institution = "Manchester Institute for Mathematical Sciences,
                The University of Manchester",
  address = "UK",
  type = "MIMS EPrint",
  number = "2005.25",
  pages = "17",
  month = nov,
  year = "2005"

Back to Top I submitted my paper ages ago: why can't I see it?

Perhaps the editors have all been too busy. Once you submit your EPrint it goes into a queue and doesn't appear in the publicly-visible part of the archive until an editor accepts it. Even then, it may take as much as another hour before it appears in the Browser lists or can be found via the Search forms as various indexing programs run only once per hour.

If it really has been ages (many days, say, or weeks) you might want to email one of the one of the editors or contact the administrator.

Back to Top The MIMS number assigned to my EPrint seems wrong: the corresponding paper appeared more than a year ago, yet the MIMS number is from this year. What's up?

MIMS numbers are assigned when the EPrint enters the archive and so a recently-accepted EPrint will have one from the current year. You can record the original publication date (or perhaps the date when you first submitted your paper to a journal) on the third page of the submission form.

Updates and Corrections

Back to Top I've just noticed a mistake on my EPrint's abstract page: how can I correct it?

You can't, at least not directly: once you submit an EPrint it passes out of your control. You could ask one of the editors to make the changes for you, or to move the EPrint back into your user area. It will then disappear from the publicly-visible part of the archive, but you can make any changes you might want, then submit it again.

Back to Top I left out the abstract (or references or some other bit of information) when I submitted my EPrint, but now I'd like to add them: how can I do that?

With the help of an editor: see the answer to the previous question. But if you prefer to take your time while working on your submissions, don't submit them straight away. Use the Save for Later button to exit the submission form and return later to edit your EPrint further. It'll be available as part of a list of Undeposited Items in your user area.

Back to Top What should I do? I've found a mistake in my preprint and have a corrected PDF.

You should first submit a new version of your EPrint, then, if you wish, request the removal of the original one. Begin by going to the user area. In the paragraph at upper left (below “Begin a New Item”) there is a link that enables you to review your existing items: do this.

You should find yourself looking at a list of all your publicly-visible EPrints. Beside each is a set of three informatively-named links: click on the one for “New version” and skip throught the submission form until you come to the page titled Additional Information. In the box labelled Comments and Suggestions, write a brief note explaining why you want to make a revision. Then proceed to the the section about uploading files and use it to upload your corrected PDF. Finally, you may wish to return to the review your existing items page and, by clicking the appropriate link, request that an editor remove the uncorrected original. The corrected version will have the same MIMS number as the original.

Back to Top My paper has appeared and I would like to replace the preprint with an EPrint that includes the publication details and the published version of the PDF.

Although the appearance of your paper is, of course, a much happier event than the discovery of a mistake, the procedure for replacing or updating the contents of the archive is much the same: see the answer to the previous question, but in this case you should set the Item Type to article and enter the details of your new publication into the first few pages of the submission form. The new item will have the same MIMS number as the preprint from which it was derived. Finally, if you wish, request an editor to remove the original preprint.

Back to Top My paper has appeared and I would like to archive both a preprint and the published version.

The procedure is much the same as in the previous two questions: review your existing items and use “New version”. This way both versions—the published one and the original preprint—will share the same MIMS number.

Bells and Whistles

Back to Top How can I check on the most recent EPrints?

In addition to the recent items link at left, the server also provides an RSS feed to which you can subscribe. The URL is:

Back to Top Can the EPrints server automatically generate a list my publications for my web page?

Yes, though it's a bit fiddly. You'll need to use PHP, so begin by changing the name of the file that corresponds to your home page from, for example, index.html to index.php.

Now open the file in an editor and insert a snippet like the one below (but with your own name rather than Gauss's) in the position where you would like your list of publications to appear.

<h3>Preprints & Papers</h3>
<?php // Snarf a list of pubs from EPrints
    $authorName = 'Gauss' ; // Your name here
    // Build up the URL and query string 
    $searchURL = ''
                    . 'person=' . $authorName
                    . '&_order=byyear'
                    . '&mainonly=yes' ;
    // Do the do.
    include $searchURL ;

When you look at your web page with a browser you should now see a list of all your publications currently held on the EPrints server. You may want to reformat the results a bit by including something like the block below in the <head> section at the very beginning of your index.php.

    <style type="text/css">
            span.field_publication { font-style: italic }
            span.field_volume { font-weight: bold }
            p.eprint_citation { margin-left: 4% }

Back to Top Can I tell whether anyone has been reading my EPrint?

Yes and no. At the lower right corner of each abstract page there's a link—titled “Download Statistics”— that takes you to a page on which you can see how many times your abstract has been viewed and how many times the corresponding file (the PDF, usually) has been downloaded. But you should bear in mind that although the stats-gathering software excludes requests from the most commonly known web-crawlers, as well as those from within the School of Maths, some of the attention being paid to your work may still come from mindless web-indexing robots. And even if a genuine, flesh-and-brain mathematician has downloaded your EPrint there's no guarantee that she will actually read it.