Information Technology Services InfoEd RIMS IT Services: Strategic Support Reference: TRN XXXX Version: 3.00 Date: May 2014
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Title Reference Title and Synopsis InfoEd RIMS Research Output ITSxxxx Version 3.00 Date Synopsis May2014 This document is used as a tutorial for entering data in the InfoEd RIMS system. Author(s) Copyright Approval sheet Master Document Electronic document Ida Mans and EC Nagel University of Pretoria 2014. All rights reserved. Information in this document is subject to change. No part of this document may be reproduced, or transmitted, in any form, or by any means, electronic or mechanical, for any purpose, without the express written permission of the University of Pretoria. Document Control Details Document Control Centre Document Control Centre 1
Table of Contents ITS SERVICE CATALOGUE... 0 COURSE OVERVIEW... 3 Contact Persons... 3 Prerequisites... 4 Objectives... 4 DEFINITION OF TERMS... 0 General Guidelines... 2 Journal articles... 2 Books... 2 Chapters in Books... 2 Conference proceedings... 3 Establish the affiliation of the author(s)... 3 UP authors on system... 3 Always capture an output to the last detail... 4 Research Output Numbering System... 4 LOG INTO INFOED... 4 Research Output Module... 5 Capture a New Research Output... 6 Change the Primary Contributor... 7 Complete the E-Form... 10 Complete the Capturing Process... 15 Searching For a Research Output Record and Editing... 16 Creating Reports... 19 APPENDIX A: DOHET QUICK GUIDE... 25 2
Course Overview The primary goal of the Research Information Management System is to capture, share and archive research information. The research information is important as it is used to receive subsidy from the Department of Higher Education and Training (DoHET), to market research as well as for complying with statutory requirements such as providing information for Higher Education South Africa (HESA) or the Human Sciences Research Council (HSRC). Therefore it is important that: All the information that is entered on the system is correct and always up-to-date. All research outputs are collected, classified and captured accurately. All the steps of the research outputs capturing and submission circle are carried out precisely. Our audited list is submitted to DoHET on time mid May. This guide explains the procedures to capture a research output on the InfoEd RO system. Contact Persons Please attempt to solve your own query by referring to this training manual. This is the best way to learn! If you cannot find a solution to your problem/query in the manual, please feel free to contact the Division of Research Support: Dr Patricia Smit, Head: Division of Research Support Room 1-89, GraduateCentreBuilding E-mail: patricia.smit@up.ac.za, Tel: 012 420 2848 Ida Mans,Research Information Database Manager Room 1-103, GraduateCentreBuilding E-mail: ida.mans@up.ac.za, Tel: 012 420 4956 Margot Gore,Research Information Database Manager Room 1-101, GraduateCentreBuilding E-mail: margot.gore@up.ac.za, Tel: 012 420 3579 Ina Goosen, Support Officer Room 1-105, GraduateCentreBuilding E-mail: ina.goosen@up.ac.za, Tel: 012 420 2253 3
Prerequisites You should be familiar with a Windows Graphical User Interface and how to use a mouse. Objectives After completing this course you should be able to: Activate InfoEd RO Module Access the Research Output Module Capture a New Research Output Change the Primary Contributor Complete the E-Form Complete the capturing process Submit a research output Search for an existing record Generate a report on outputs captured 4
Definition of Terms Research Output is defined by DoHET as textual output where research is understood as original, systematic investigation undertaken in order to gain new knowledge and understanding. Research outputs that qualify for subsidy from DoHET are: Journal Articles Whole Books Chapters in Books Published Conference Proceedings The important thing is the quality which is guaranteed through peer review other academics approve the quality. Only peer reviewed research outputs are accepted. There are other research outputs that must be collected and captured; however, they DO NOT attract funding. Research Output Record- In InfoEd RO module, research outputs are stored as database records, which contain all information about a particular research output, including the information captured by the user (e.g. the research output description, authors, the journal name in which it appears, CESM categories, etc.), as well as information that RIMS calculates for you (e.g. the proportion of the authors, the subsidy units that can be claimed, etc.). E-form- this is an electronic form that is filled in with all the information necessary to complete the record that has been created. Each output type will have its e-form. Certain information on an e-form is compulsory, and must be filled in. Once the form is complete, a box must be ticked to indicate that the e-form has been completed and is ready for processing (e.g. approval by a research administrator).it is possible to view and edit the e-form of an existing record at any time if you have been given the necessary access rights. Submission Package- a submission package consists of a completed e-form (or forms), and must include an attachment (e.g. an uploaded scan of the actual research output). InfoEd RO Module allows the complete package (i.e. completed e- form, any attachments, and a link to the research output record) to be electronically routed for approval.
DEPARTMENT OF INFORMATION TECHNOLOGY SERVICES InfoEd RIMS Ida Mans & EC Nagel The Overall Process Flow Diagram Researcher Data Capturer RIS Co-ordinator & HoD Research Office DoHET First step Prepare report based onhardcopies Check the report against the hardcopies File Accurate data Last step Assess the university s research output submission for subsidy Prepare all hardcopies Submit hardcopy evidence of research output All requiredinf HoD signs the report Internal auditing of Journal Articles Internal evaluation of Books, Chapters and Conference Proceedings Enter research output into InfoEd Submit report and hardcopies Check hardcopies against InfoEd database Missing information Missing information Missing information ITSxxxx 2.00 May 2014 Page 1 of 34 DEPARTMENT OF INFORMATION TECHNOLOGY SERVICES
DEPARTMENT OF INFORMATION TECHNOLOGY SERVICES InfoEd RO Module Ida Mans & EC Nagel General Guidelines Do not share log in details- you are held responsible for any activity on the InfoEdRO Module system that occurs using your username and password. Capture information on to the InfoEd RO Module system from hardcopy ONLY. Ask the author for the hard copies for each publication to be recorded. To save time and effort, always capture an output that contains all the required information. Any foreign language submissions must be accompanied by a onepage English summary. Journal articles You must have at least the hard copies of the first and last pages of the journal article. These pages must show the following details, if they do not, include the pages that do show the following information: Title of article Journal name Year of publication Volume and part numbers First and last page numbers Affiliation of authors Books A complete copy of the book. Evidence from the publishers that the book underwent a peer-review process prior to publication. Affiliation of authors. Chapters in Books A full copy of the book, with the chapters you have recorded marked with a sticker with the publication number on it. Evidence from the publishers that the book underwent a peer-review process prior to publication, either printed in the book or in the form of a letter from the publisher on their letterhead. Affiliation of authors. ITSxxxx 1.00 May 2013 Page 2 of 34 DEPARTMENT OF INFORMATION TECHNOLOGY SERVICES
Conference proceedings These are papers published in a book or journal of proceedings and NOT papers presented at a conference. Either - If a hard copy of the proceedings is available Evidence from the publisher or editors that the papers included in the proceedings underwent a peer-review process prior to publication. If this is printed in the book, then a copy of this page is all that is needed. A full copy of the book or journal of the proceedings. Affiliation of authors. Or - If the proceedings are only available on CD Evidence from the publisher or editors that the papers included in the proceedings underwent a peer-review process prior to publication. If the proceedings are on a CD these pages must be printed out from the CD. The cover page (or CD cover). The title page. Page showing publication year. Page showing ISBN No. Page showing details and location of publisher. Page showing place and dates of the conference. The full table of contents. Page showing editors and their affiliations. Pages showing contributors affiliations (if not shown on chapter/paper or contents page). The chapter/paper in full (copied so that page numbers show and it is legible). Preface or any other comments from the editors list of reviewers of the proceedings (if given in the book). Establish the affiliation of the author(s) Each author s affiliation needs to be indicated on the hard-copy of the research output. If this is not done, find this information before you begin to record. UP authors on system If an author is not on the InfoEd RO Module, e-mail the name, personnel/student number and department to the database team at the Research Office who will load them for you. 3
Always capture an output to the last detail Journal Articles: Once the e-form is complete, upload the actual hard copy on the system before submitting the record. Please remember: If you do not upload the hard copy, the output will not be approved by the System Administrator. Books/Chapters in books / Published Conference Proceedings: Ensure that you have all the relevant information as indicated on the e-form and the quick guide before capturing these outputs. Attach the proof of peer review to the output on the system: this can be a letter for the editor/publisher, or a copy from the preface, forward or introduction where it appears in the document/book before you submit the record. The record cannot be approved on the system if you have not included the proof of peer review with the submission. Once the e-form is complete, print the form and attach it to the actual hard copy. Research Output Numbering System RIMS will automatically assign numbers to each Research Output record you create. The format is: RO-xxxxxx, Example: RO-000001 RO stands for Research Output xxxxxx is a 6 digit sequential number Log into InfoEd Open any web browser (FireFox, Ms Internet Explorer, Google Chrome, and Apple Safari) and open the InfoEd page. For training purposes, use the following URL: https://portal-trn.rims.ac.za For actual capturing, use the following URL: https://up.rims.ac.za In the left-hand frame, click on Login. The Login Screen will appear: 4
Click in the Username box and enter the Username that you received from the Research Information System manager. Click in the Password box and enter the Password that you received from the Research Information System manager. Click on the Login button. Remember: You are held responsible for any activity on the InfoEd RO system that occurs using your username and password. Research Output Module In the left-hand frame of the InfoEd screen click on the My Research Outputs option. To logout, click on Exit 5
Capture a New Research Output PLEASE NOTE: Before you commence capturing a new submission please use your search for function (refer to Search for a record, page 21) to establish if the record has not been entered. If not, you can proceed. Click on the Create New Submission option to start capturing a new publication. The following screen will appear. If you are capturing a completely new record, leave the default selection as New Research Outputs Submissions and click on Continue. If you want to copy from an existing research output, select the Copy From Existing Research Outputs Submissions. This option is important when one is capturing a few papers that were published in the same conference proceedings or a few chapters that appear in the same book. PLEASE DO NOT use this option when capturing articles. The Create new Research Output screen will appear. Click the dropdown arrow of Output Type and select one of the output types. 6
For an example, Click on Journal Article. Click in the empty Output Title box. A text editor will open up. Type the Article Title. Use sentence case. Only the first word starts with a capital letter. Enter names e.g. South Africa. Do not put a full stop at the end of the title. Do not Bold, Underline or use any font color than black. The text editor will allow you to include any special characters. When finished, click on the Close button to close the text editor. The title you entered will appear in the Output Title box. Change the Primary Contributor By default the primary contributor will be the name of the person capturing the record (i.e. the person who is logged in). It is extremely important to change the primary contributor and select the correct primary contributor and department for the record. 7
The Primary Contributor is the University of Pretoria contributor who has published the output that you are capturing or the UP contributor who comes first before other UP contributors if the research output that you are capturing is published by many contributors. Click on Change to add the first Internal (UP) Contributor. The Personnel window will open. The quickest way to search for the contributor is by clicking on the first letter of the surname to only go through surnames that start with that letter. Refer to the department name and the personnel number indicated next to the contributor in the search results to select the correct contributor. Once you have found the correct contributor, click the Selectbutton and then click the Close button. The information will automatically populate the e-form. If the contributor cannot be found in the Personnel table, contact the Research Office for assistance. Double-check that all the information you have captured is correct, and click on the Continue button. 8
The following screen will appear: The Research Output Title, Primary Contributor and Research Output Number are displayed at the top of the screen. You now need to attachthe article (hard copy), click on Add Institution Forms/Supporting Documents. The Upload screen will appear. Enter a name for the document you want to attach and upload, choose a Category and then click on Choose File to locate the document in the computer. Then click on close. At this stage, the details of the publication are still outstanding. Fill in the publication details on the e-form by clicking the Edit button. 9
Complete the E-Form Enter the Publication Year (as it appears on the hard copy). After entering the publication year, click on save. The Title of article has already been filled in from information entered previously. If you have failed to enter the title on the previous screen, you can now add it by clicking on the box next to the field: Title of Article. You can now enter the title. To select the name of the journal in which the journal article appears, click on Set. The Journal screen will appear with a complete list of accredited and nonaccredited journals that have been loaded onto InfoEd. The system will automatically populate the ISSN number. You can double-check that the correct journal has been selected by crossreferencing this information with the actual journal article. 10
On the Journal screen, you can click on the first letter of the journal name, and only journals beginning with that letter will be displayed. A list of all journals with that journal name and the possible citation indexes in which the journal could appear will appear. Highlight the correct journal and citation index, click on Select next to the journal name. It is critical to only select a journal that appears in the correct citation index and year by selecting a journal with the most recent date. If a journal appears on more that one journal index, e.g. DoHET index and ISI index, ALWAYS SELECT THE ISI INDEX. Complete the rest of article information by entering the Volume, Number,Month/Season, Page from, Page to and Total number of pages. Click Save at the bottom left, to save all information entered. If you don t save the information will be LOST when you proceed to the next section of the e-form. From the hard copy of the journal article, add all contributors linked to the article that you are entering, starting first with the internal contributors. Please note the Weighting subsection. Please do not click on the Weighting (Manual) box. The system automatically assigns the weighting correctly. A capturer is under no circumstances allowed to alter the weighting. Click on the Add Personnel button to access the Personnel table where you can choose an existing person. 11
The Personnel table will open. If the contributor cannot be found in the Personnel table, contact the Research Office for assistance. Once you have added all the internal contributors, you can move the green indicator under Primary to the right primary contributor indicated in the article if you forgot to change the primary contributor on the first screen. Click on the Save button. The Remove button is now activated. Remove the person who was previously the primary contributor. Click on the Remove button to delete the wrong primary contributor. Click on Add External and search for the external contributor in the Contacts table. If the external contributor is not listed in the Contacts table, click the Add Newbutton to add an external contributor. 12
If the sponsor is indicated in the hardcopy, click on Set to select the entity or sponsor from the Select Entity/Sponsor table. Highlight your choice and click on the Select button. If the entity or sponsor is not clearly stated on the hardcopy, select Non UP Institution Indicate the order of the contributors asthey appear on the hard copy of the research output by making use of the dropdown arrows under the Sequence subsection. Click on the dropdown arrow of the Sequence subsection to select a number that indicates the position of the author on the hard copy and click on the Save button. The Sequence subsections require the order in which the contributors appear on the hard copy of the research output. The primary contributor cannot always have the first position in the Sequence. In the case of dual affiliation, the Sequence of the external contributor will be a number that comes immediately after the one you gave to this contributor under internal contributors The next section on the e-form deals with Other Details of the research. 13
In this section, you can add keywords, an abstract as well as a CESM code to the research output (select only ONE CESM code). To add keywords, click on the Setbutton under the Keywords subsection. The Keywords table will appear. Click on the alphabet at the top to browse through the keywords. Highlight the appropriate keyword and click on Select. You can select as many keywords as possible before you Close the Keywords table. You can also use the text box in the Keywords subsection to type in the keywords that could not be found All selected keywords will be placed under the Selected Keywords subsection. Select the selected keywords and indicate with a tick mark the keywords that best suit the research output and clicksave to add these keywords to the e-form. You can also add an abstract on the e-form if your research output shows one. Click anywhere in the empty Abstract box. A text editor will open up. Type in the abstract. 14
The text editor will allow you to include any special characters. Click on the Close button to close the text editor. The abstract you entered will appear in the Abstract box. A requirement from the DoHET is that all publications should have a CESM category code. Add the CESMcode by clicking the*add button adjacent to it. Tickonly one category in CESM Current under Select subsection and click on Selectat the top. RIMS indicate a discipline which the output falls under. Set RIMS the same way you set CESM Current You can tick as many boxes as possible on RIMS At the bottom of the e form you will find the following section. PLEASE DO NOT USE THE SECTION AT ALL. This is for DRIS use only: Complete the Capturing Process Please check and confirm if you have entered the correct information in all sections of the e-form. Select Complete at the top right corner of the e-form. Select the Submit button 15
The following screen will appear where you have to click on Submit: The following screen will appear where you have to click on Done: Searching For a Research Output Record and Editing The above steps have detailed the process of capturing a research output from start to finish without saving and continuing with the capturing process later. 16
Remember, at this stage, the e-form has been sent to the System Administrator. To search for a particular record in the system, click on My Research Outputs to see the drop down list and select Search For. On this search function, there are several different types of criteria that you can use to search for a publication but some of the easiest ways are to search directly using the Publication number (RO-xxxxxx), the contributor or a date range. In the screen below, the contributor was used to search for a record. Click on Set next to a property that you wish to use for your search. A table related to that property will pop up; select the value that best suits your search from the table then click on Locate. The Show/List button will search for the research outputs that have your name as the primary contributor. You are likely to find no records unless you have saved a record before you change the primary contributor. 17
You can make use of the actions indicated by the icons on the left side of your search results. If a record has been submitted for review, only a pair of glasses will be shown and therefore the record cannot be edited. To edit a record that has not been submitted, click on the folder icon from the results table. Click again on the folder on the prevailing screen to Open. Click Edit to access the e-form then edit the e-form. 18
Remember to uncheck Completed on the e-form so that you can work on it. Creating Reports Use the Report On function to create reports. The Report On link is found under My Research Outputs. There are 2 reports that will be of use to you: A report indicating the outputs you re your department, per person, per citation index, also indicating the units. Consolidated Report. Create a report: Outputs_Dept_Persons_Journal Index_Units In the navigation area on the left-hand side of the screen, click on Report on, and then select Reporting Tool. 19
Select getfolder and then select Report. On the next screen from the list of available reports, select:audit_units_articles_parentdep by clicking on the folder next to this report. The following screen will now open. o Report Year Field, enter the relevant report year o Summary-Current Administrative Status value field lookup click and select: Approved (see below) 20
o Summary-OutputType value field lookup click and select: The relevant output type e.g. Journal Article o Administration-Report Y/N value field lookup click and select: Yes o Contributors Internal Contributor-Department value field lookup click and select: The relevant department. Also Select the option: With children o Click on Grand Total DO NOT CLICK ON THE REMOVE BUTTONS AT ANY STAGE! 21
Contributors-Internal Contributor-Department = w ith Children Choose the layout you prefer. This must be done in order for your report to be generated. 22
Click on the Run icon, and the report will be generated. You will have the option to Export to Excelor to save it as a PDF. If the following message pops up please click on Ok and then click on Run. Consolidated Report Use the relevant reporting year Click on Set and select your specific department. On the layout options, change the Dept Contribution and Univ. Contribution to Decimal and click on Journal article. Click on Apply filter. Your report will look like this. NB: All articles listed under Submission Type: DoE Submissible - articles for which we are claiming for subsidy. 23
NB: All articles listed under Submission Type: Other - articles for which we are not claiming subsidy. These will be articles in non accredited journals PLEASE GO INTO THE ARTICLE and ensure that it is indeed a non accredited journal IF NOT please contact the DRIS Database Team. 24
APPENDIX A: DoHET QUICK GUIDE RESEARCH PUBLICATIONS Details regarding research publication are recorded in the University of Pretoria s Research Information System, and used for statutory or institutional requirements. This information therefore has to be recorded in a detailed and prescribed format, and according to strict criteria. Research articles submitted for subsidy Research articles (original articles, research letters, research papers, and review articles**) are eligible for subsidy only if they appear in journals approved by the Department of Higher Education and Training (DoHET) for this purpose: 1. Journals appearing in the following international indices; a. ISI: Science Citation Index Expanded( ) (Web of Science). The Social Sciences Citation Index (Web of Science). The Arts and Humanities Citation Index (Web of Science) b. The International Bibliography of Social Sciences (IBSS) 2. South African journals not appearing in the above indices, but whose seat of publication is in South Africa and meet the minimum criteria are also included in the list of approved journals. These journals are included in a separate index of Approved South African Journals maintained by the (DoHET) and subject to an annual review. An electronic copy (PDF) of the portions of the article showing the journal name, ISSN, publication year, page numbers, and affiliation of all authors must be attached to the e-form. ** Review articles: A review article is a scholarly review or critique evaluating or responding to an academic source (a research article, paper, or academic book) with ideas, theories, or research information which makes a contribution to existing scholarly knowledge. It represents more than simply an opinion of a research article. The following types of articles appearing in journals are not subsidised. (a) Correspondence to the editors (b) Abstracts or extended abstracts (c) Obituaries / Tributes (d) Book reviews (e) News articles (f) Advertorials (g) Previously published works BOOKS AND CHAPTERS IN BOOKS SUBMITTED FOR SUBSIDY Books refer to peer reviewed, non-periodical, scholarly or research publications disseminating original research on developments within specific disciplines, sub-discipline or field of study. Only books that meet specified criteria are subsidised. Examples of different types of books include: 25
Monographs, which are relatively short books or treatise on a single scholarly subject written by a specialist(s) in the field and are generally not extensive in scope. Chapters, which are one or more major divisions in a book, each complete in itself but related in theme to the division preceding or following it. Edited works which are collections of scholarly contributions written by different authors and related in theme. A book may have one or more editors. In addition: (a) The book must have an ISBN number (b) The length of the book must be a minimum of 60 pages, excluding references, bibliography, and appendices (c) The target audience of the book must be specialists in the relevant field (d) Unambiguous evidence of pre-publication peer review of the book, and the process followed (inside the book or from the publisher or editor via letter or e-mail), must be provided (e) The original or photocopy of the complete book should be provided. If this is not possible a selection of chapters (including those before and after the chapter being submitted), plus the Preface + Index is required. (f) If the book is published in a language other than English, submit a minimum one page summary in English (g) All supporting evidence or documentation must (also) be provided in English The following types of book publications are not subsidised: (a) Introductions and conclusions except in the case of a full book (b) Dissertations and theses (c) Encyclopedias and reference books (d) Text books and study guides (e) Inaugural speeches (f) Reports forming part of contract research / reports for clients (g) Works of fiction (h) Revised editions of previously published works, unless the publisher confirms that the revised/ reworked portion comprises 50% If the editor is a contributing author to the book, we require a letter from the publisher to explain/ describe the peer-review process if it has not been printed on the hard copy of the book. Published Conference Proceedings (a) The purpose of the proceedings must be to disseminate original research and new developments within specific disciplines, sub-disciplines or field of study, resulting from conferences, congresses, symposia or other meetings, in a non-periodical publication. (b) Articles accepted for publication in the proceedings must be peer reviewed, and unambiguous proof of the peer review process** must be provided, including evidence of review of the full presentation (paper), not just the abstract. (c) The full paper has undergone peer review by appropriately qualified experts who are independent of the author (d) The full article must appear in the publication, not just the abstract. (e) The proceedings must have an ISBN number (f) The target audience of the proceedings must be specialists in the relevant field 26
The following types of articles appearing in proceedings are not subsidised. (a) Papers that appear only in a volume/ programme handed out to conference participants (b) Articles summarising existing knowledge, or describing work in progress (c) Correspondence to the editors (d) Abstracts or extended abstracts (e) Obituaries (f) Book reviews (g) News articles (h) Advertorials (i) Previously published material Where proceedings are published in an approved journal, the output will be treated as a journal article. No proceedings in non-accredited journals (periodicals) can be claimed as the policy states that non-accredited journals cannot be claimed. If the publication has an ISSN and ISBN the item must be claimed as a chapter in a book, subject to the normal criteria for chapters/ book. ** Peer review process: For conference papers, this requirement is met if: There is a statement in the proceedings that all papers are peer-reviewed in full, with an indication of the process followed, or The author has a statement or acknowledgement from the proceedings editor showing that all papers are peer-reviewed in full, with an indication of the process followed, or The Call for Papers document states that all papers are to be peer-reviewed in full, with an indication of the process to be followed, or The author has a copy of the reviewer s assessment relating to the paper. Some examples of a description of the peer review process: Papers for the Conference were reviewed by 3 or more expert peer reviewers. Full papers were selected on the grounds of academic merit and relevance to the conference theme. Not all the papers submitted were accepted. After preliminary review by the programme committee/ editorial panel, full papers will undergo at least three peer reviews each. Selected papers will undergo a double-blind review of the full paper. We appeal to researchers to keep documentation regarding the call for papers, or correspondence from reviewers as this will often describe the peer review process followed. This should be submitted together with the papers and proceedings documentation. 27