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Process and Policy

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Publications Process

This process describes how the information about the HIT Lab NZ’s publication is processed. In addition we have the mapping of the endnote fields to bibtex and J!Research available. You may also want to use the improved BibTex export style for Endnote to export your citations.


  • Publications: Any paper, book or article publisher that is based on work done at the HIT Lab NZ.
  • Author: All authors of a publication must be mentioned, including authors from other organizations.
  • URL at publisher: This URL should be the place where the paper can be found outside of the University of Canterbury (e.g. at Springer or in the ACM digital library)
  • Bibtex label: This sequence of letters and digits should be unique. An example could be billinghurstSIGGRAPH2011. The label should only contain A-Z and 0-9. It should not contain any spaces or special characters. More information can be found here:
  • DOI: The Digital Object Identifier is string that identifies publications. For more information see


  1. Researcher publishes paper. Once the paper is published and available online, the researcher sends the meta information about the publication to the secretary. The meta information must include:
  2. For all papers: Authors, title, year, DOI, URL of web page at publisher, bibtex label
    1. For journal articles: name of the journal, name of the publisher, volume, issue, page numbers
    2. For conference papers: editor of the conference proceedings, conference name, conference location, page numbers
    3. For book chapters: editor(s), book title, city of the publisher, name of the publisher, pages or chapter, ISBN
    4. For books: city of the publisher, name of the publisher, ISBN
  3. The researcher sends a PDF version of the paper to the secretary
  4. The secretary checks if the publication is already in the database and if not, creates a new record in our Endnote database with the meta data and adds the PDF file to the records.
  5. The secretary will verify the authors names, journal names and conference names against the existing list of authors, journals and conferences to avoid inconsistencies (e.g. M. Billinghurst, Mark Billinghurst, Billinghurst, M. etc.)
  6. The secretary adds a new records to our website. This can be done in two ways
    1. Exporting the records from Endnote in the BibTeX format and then importing the file into J!Research.
    2. Creating a new records in J!Research and copying the data over manually.
  7. The secretary exports the Endnote record as an XML Endnote file and emails it to Maxine Bryant ( This e-mail address is being protected from spambots. You need JavaScript enabled to view it ) with the instructions to include it in the UoC Profiler.

Student Travel Policy

The HIT Lab NZ encourages students to publish their research in the best possible venues, including high standing journals and conferences. When students have their papers accepted, the Lab will do what it can to financially support the student’s attendance to present their work. But our budget is heavily constrained, so not all applications will be successful, and not all applications will receive the level of funding requested. Please be aware of the following guiding principles.

  • The Lab’s financial support is intended to be a grant-in-aid of participation. Students should expect to make some contribution to their expenses, particularly if they chose to eat at restaurants or stay in a nice hotel.
  • The Lab’s financial support is a privilege, not a right.
  • Some conference travel may be supported through specific research grants under the direction and decision of the project’s Principal Investigator.
  • You are expected to take all reasonable steps to reduce expenses. For example, try to find people with whom you can share a room, look for budget hotels or hostels, or become a student volunteer as this sometimes reduces registration fees to zero. Sometimes cheap options are simply unavailable, but your application is likely to be declined outright if we readily find cheaper options than you are applying for.
  • We are most enthusiastic to support high quality papers in high quality conferences, regardless of where they are held. High quality papers are strongly reviewed full papers (not abstracts), well supported by the reviewers, and published in the archived proceedings.  
  • Finally, students who receive funding must write a short report on their experiences (a few paragraphs) and email it to the HIT Lab Director and Katy within two weeks of returning from the conference.


  • Fill in this form and submit it to the director before you submit your paper.
  • Please attach a copy of the paper you will be presenting and a copy of the referees’ reports to this application.

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