Passed by the rector on 19.09.2025 (archival ref. 25/02701-2).
If there is a discrepancy between the Norwegian and English versions of this routine, the Norwegian version will take precedence.
Introduction
The Norwegian Research Information Repository (Nasjonalt vitenarkiv, NVA) is a national system used to document, archive and make research results accessible. The system contains two modules: a result module and a project module.
This routine applies to the result module managed by the University Library. The result module is used to register and report research results as well as to make them openly accessible. Scholarly publications are reported annually to the superior ministry (NVI reporting) in accordance with the current reporting instructions.
The project module is managed by the research administration and is omitted from this routine.
Objective
The registration of scholarly publications in NVA shall ensure that the overview on scholarly publishing by researchers at Nord University is as complete as possible. The upload of full-text versions ensures long-term preservation and Open Access to (mainly) scholarly publications, PhD theses and master’s theses.
The quality-assured report on scholarly publications is sent to the Ministry of Education and Research. Reporting and open archiving of full-text versions makes scholarly publishing at Nord University visible and accessible.
Resolution and updates
The routine for registering, archiving and reporting of scholarly publications is passed by the rector based on advice from the central Research Committee. The Pro-rector for research and development has overall responsibility for registering, making accessible and reporting scholarly publications. The University Library is responsible for proposing updates if necessary. As and when required, e.g. in the event of changed deadlines / other requirements from the ministry, these routines can be changed without rector’s approval. The faculties and researchers must then be informed immediately.
Scope
This routine is limited to the registering, archiving and reporting of scholarly publications in the result module. Additionally, this routine includes archiving of PhD theses.
The definition of a scholarly (academic) publication is given in the reporting instructions (https://sikt.no/en/tjenester/nasjonalt-vitenarkiv-nva/hjelpeside-nva/nvi-reporting-instructions):
An academic publication is defined by four criteria, all of which must be met. An academic publication must:
- Present new insight
- Be presented in a form which makes the results verifiable or usable in new research
- Be presented in a language and have a distribution which makes it accessible for the majority of researchers who may be interested in it
- Be in a publication channel (journal, series, publisher, web site) with routines for “peer review”
Distribution of responsibility, tasks and deadlines
Researchers
- Researchers must acquaint themselves with NVA’s instructions for registering scholarly publications; see https://sikt.no/en/tjenester/nasjonalt-vitenarkiv-nva/hjelpeside-nva/user-guides-nva
- Researchers affiliated with / crediting Nord University in scholarly publications must be registered in NVA. This means that personal information (including national identity number) is stored in the system (see privacy statement for NVA)
- As a general rule, researchers themselves must register all their scholarly publications in NVA. Publications should be registered consecutively. All publications published in the previous calendar year must be registered no later than 20 January
- Researchers must upload the correct full-text version of their scholarly journal articles in NVA, according to Nord University’s Open Access (OA) policy and/or funder’s OA requirements; see https://www.nord.no/sites/default/files/2023-08/Open-Access-and-rights-retention-policy-for-Nord-University.pdf
- All reported publications must be documented. If sufficient information about the publication cannot be obtained, either from the University Library’s collections or reliable/trusted websites, the employee/researcher must deliver one copy of the monograph, edited volume or journal to the University Library
- Researchers must submit suggestions for new scholarly publication channels on level 1 that they have published in, to the Directorate for Higher Education and Skills (HK-dir) before 30 November; see https://kanalregister.hkdir.no/en/informasjonsartikler/suggestpublication-channels-for-level-1
- Researchers should acquaint themselves with the procedures and deadlines for proposing publication channels to level 2; see https://kanalregister.hkdir.no/en/informasjonsartikler/suggest-publication-channel-for-level-2
- All those graduating with a PhD from Nord University are required to register their doctoral thesis and upload the full-text in NVA, in accordance with the PhD regulations (§ 17-3) (in Norwegian only)
Faculties
- The faculties are responsible for ensuring that registering and uploading of full-text of scholarly publications and PhD theses is complete
- Each faculty must have a contact person who provides user support for researchers within that faculty on registration of publications and how to upload full-text in NVA. Employees with scientific position codes are imported from the personal system; the others (e.g. guest researchers or students) must be registered by the contact person
- The employees and the University Library’s reporting team (“rapporteringsteam”) must be notified of who the contact person is
- The faculty contact is responsible for registering and uploading in cases where the author fails to do so or lacks access to the registration system
- If necessary, the faculties must contribute to quality-assurance of data before the annual reporting to the Ministry of Education and Research
- The faculties are responsible for regular quality-assurance of employee registrations in NVA, and for removing access to the service for persons that no longer are affiliated with Nord University
University Library (UB)
- UB is the system owner of NVA and has the responsibility of ensuring that the routine is always up to date
- UB has the technical responsibility for the reporting of scholarly publishing to the ministry
- UB (reporting team) quality-assures the annual reporting to the ministry. This involves verifying that all reported scholarly publications actually exist, that bibliographic data are correct and that the works meet the criteria for scholarly publishing. If there is doubt as to whether the criteria are met, the case will be discussed in the Publishing Committee
- UB (reporting team) answers inquiries related to NVI reporting. The reporting team provides support to the faculty contacts when necessary
- UB (Open Access (OA) team) provides user support and guidance to researchers for questions about Open Access and uploading of full-text (e.g. correct article version, licences and embargo)
- UB (OA team) is responsible for copyright clearance of uploaded full-text documents
- UB (OA team) reports on registered publications that give publication points, and to which extent these are made openly accessible, to the Research Committee
- The faculties must be notified about the members of the University Library’s OA- and reporting teams
The Publishing Committee
The Publishing Committee handles questions of doubt / disputes regarding the classification of publications as scholarly, author affiliations and other questions that may be subject of discussion. Cases are handled consecutively. Meetings are called when necessary, but ahead of the registration deadline for dispute cases. The decisions are recorded, the secretarial function for the Committee is taken care of by the University Library.
The Publishing Committee is appointed by the Research Committee and has its own terms of reference (archival ref. 25/01778-2, in Norwegian only).
