Conference Proceedings

Warning

While Crossref allows you to mint DOIs for conference proceedings, please note that we do not model our conference proceedings in VolJournals (e.g. NSQP) as conference proceedings. While information here may be useful, please see the Journal Articles section for procedures on batch registration of DOIs.

Crossref allows you to perform batch operations for “series conference proceedings” and “nonseries conference proceedings.” The elements allowed, required, and recommended vary based on the option you select. More details can be found about this in the schema documentation.

Conference

The conference element holds all other elements. It MUST include:

1 event_metadata element
either:
- 1 proceedings_metadata element (use for non-series)
- 1 proceedings_series_metadata element (use for series)

It MAY include:

0-1 contributors element
0-n conference_paper elements

For more information, please refer to the schema documentation.

Series Versus Nonseries

Anatomy of Series Conference Proceedings

Series conference proceedings MUST include a proceedings_series_metadata element. This element must include:

1 series_metadata element
1-5 publisher elements
1-10 publication_date elements
1 of:
- 1 proceedings_title element and / or 1 volume element
- 1 volume element
1 of:
- 1 isbn
- 1 noisbn

The element MAY include:

0-1 proceedings_subject
0-1 publisher_item
0-1 archive_locations
0-1 doi_data

Anatomy of Non-Series Conference Proceedings

Non-series conference proceedings MUST include a proceedings_metadata element. This element must include:

1 proceedings_title element
1-5 publisher elements
1-10 publication_date elements
1 of:
- 1 isbn
- 1 noisbn

The element MAY include:

0-1 proceedings_subject
0-1 publisher_item
0-1 archive_locations
0-1 doi_data

Generating Metadata for Conference Proceedings Deposit

To generate a metadata upload, first build a YAML file that includes:

the path to the files that describe your papers
the various contributors responsible for the conference
event metadata about the conference
metadata about the conference series
information about who is depositing the metadata

Adding Path to Files

The path to files is defined with a path key and the value of where to find the files on disk. Recursive file submission is allowed (your metadata files don’t need to be in 1 directory).

path: "output/output"

Adding Contributors

Contributors are defined in a contributors key and describe who is related to the conference. There are many elements allowed here, but only a few are used by our code.

The value is an array. Currently, each value in the array must have a given name that includes first / middle name, a surname that is the last name, a role and a sequence value, and an insitution element with an institution_name. The role element must be one of: author, editor, chair, reviewer, review-assistant, stats-reviewer, reviewer-external, reader, translator. The sequence must be one of: first or additional. A contributor can also have a suffix and a institution_department in its institution.

contributors:
  - given: Frank R.
    surname: Thompson
    suffix: III
    role: editor
    sequence: first
    institution:
      institution_name: USDA Forest Service
  - given: Roger D.
    surname: Applegate
    role: editor
    sequence: additional
    institution:
      institution_name: Tennessee Wildlife Resources Agency
  - given: Leonard A.
    surname: Brennan
    role: editor
    sequence: additional
    institution:
      institution_name: Texas A&M University-Kingsville
      institution_department: Caesar Kleberg Wildlife Research Institute

Event Metadata about the Conference

The event_metadata key contains all information about the conference. All included keys are currently required.

event_metadata:
  conference_name: "Quail 9: National Quail Symposium"
  conference_number: 9
  conference_location: Springfield, Missouri
  conference_date:
    start_month: 08
    start_year: 2022
    start_day: 01
    end_month: 08
    end_year: 2022
    end_day: 05

Metadata about the Conference Series

The proceedings_series_metadata key includes all data about the conference. Currently, only conference series are supported. All keys beelow are required.

proceedings_series_metadata:
  proceedings_title: "Quail 9: National Quail Symposium Proceedings"
  publisher: Clemson University, National Bobwhite Conservation Initiative Technical Committee
  publication_date:
    year: 2022
  volume: 9
  series_metadata:
    titles:
      title: National Quail Symposium Proceedings
    issn: 2573-5667

Depositor Information

The head key holds all information about this deposit. All elements are required.

head:
  doi_batch_id: utk_nqsp_9_10_2022
  timestamp: "20221014080808"
  depositor:
    depositor_name: Mark Baggett
    email_address: mbagget1@utk.edu
  registrant: University of Tennessee

Crawling Papers

Crawling papers and generating an XML upload can be done with the script found here. The script iterates over all XML files in a directory and creates an XML file according to the Crossref 5.3.1 XML schema definition. The script needs a yml file with the parts described above and path to files.

Finally, run lxml_trasform.py to remove blank elements.

Then, take that XML file and upload it to Crossref for testing.

First, check that your XML is wellformed and valid.

Next, upload your XML file to the test system for proceesing.

Finally, if all is good, upload to the production system.