Research Information System (RIS) Guide
Accessing RIS
1) Via http://myuni.swansea.ac.uk
Login as normal (first part of your email address e.g. j.z.jones for your username and
then use your normal university password). Click on the “RIS” menu option:
OR
2) Direct link: http://ris.swan.ac.uk : login as you would to your university PC.
Information on the RIS Homepage
On the homepage, you should see brief details about yourself. Check that these are
correct: the photo is sourced from Personnel records.
If you have entered an ORCID on ABW, it will appear here. All researchers are
strongly encouraged to sign up for an ORCID, the established scholarly identifier.
More information on the ORCID website.
“Areas of Expertise” listed on RIS appear on the new staff web pages. Edit and order
them here.
Research Outputs (Publications etc.)
Click on the Outputs tab.
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If this is your first use of RIS, check any existing outputs are correct.
You can order your outputs by Date (click on the “Date” column heading) or
use the arrows in the “Order” column. The same order will be displayed on
your Staff Web Page.
You can download a copy of all your outputs as an Excel file: click on the Excel
export icon at the bottom of the “Outputs” page.
Swansea University, Information Services & Systems
To add a new Output
Click on Add an Output (under “My Research Outputs”)
Select the “Output Type” – this determines the fields displayed for you to enter
details. The most common Output Types are detailed below – for other more
specialized types, please contact us (see “Help”) for guidance on which fields to use.
Journal Articles
The easiest way to enter journal article details is to use a DOI (or you can enter
details manually). If you do not know the DOI for an article, this can be found...
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On the publisher web page for your article.
CrossRef provide a search which will return the DOI:
http://search.crossref.org/
Enter the DOI in the DOI resolver box on the RIS web form: exclude any letters, for
example instead of “DOI: 10.1111/j.1365-2648.2006.04006.x” enter as
10.1111/j.1365-2648.2006.04006.x
Click “Resolve DOI”: the DOI Resolver will populate the boxes with details of the
article. Check to see that these are correct. For a journal article, all the following
fields should be included:
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DOI (if there is one: if not, enter a stable link to the article in the “URL” field)
Article Title
Journal
Volume (& issue “Number” if applicable)
Pagination: start and end pages.
Published Date (Year)
ISSN: International Standard Serial Number for the journal – usually found on
the publisher’s website or in our library catalogue. Electronic ISSN is preferred
over print but both can be entered.
These fields are optional:
Abstract
Research
Group
Keywords
Status
Copyright is applicable to most published abstracts. Create your own
abstract unless you obtain specific permission to use the published
version.
This list was used for REF2014 and has not yet been updated.
Adding keywords will help the findability of your work in Cronfa (via
Google / Google Scholar). Try to think of terms frequently used by
writers in this field or the sort of terms that someone might use in a
search for information on this topic. Separate keywords using
commas.
If you set this to “Accepted for publication”, the publication will be
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Other
Information
displayed on your staff web page with “In Print” instead of a
publication date.
This is a free text field displayed as “Item Description” on Cronfa. You
can use it (if required) to enter any statement stipulated by the
publisher to accompany a full-text upload (see below).
Other fields were used for REF2014 submissions: data entered will not be displayed
anywhere other than in RIS.
When you have finished, click “Save Output” to save the record. It should
immediately appear on your Staff web page and in Cronfa.
Books or Book Chapters
Book and book chapter information has to be entered manually. The four output
types are: Authored Book, Edited Book, Scholarly Edition and Book Chapter.
The following fields must be included:
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Book Title (or “Brief Description” for Scholarly Edition)
Published Date
ISBN
Publish to Cronfa box ticked
“Scholarly Edition” also requires “Title of Edition”
“Book Chapters” also require:
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Chapter Title (“Book Title” appears lower down on the page and should
be used for the title of the volume in which the chapter appears)
Editors (i.e. the editors of the volume in which the chapter appears)
Pagination: start and end pages.
These fields are optional:
Abstract
Research
Group
Keywords
Status
URL
DOI
Copyright is applicable to most published abstracts. Create your own
abstract unless you obtain specific permission to use the published
version.
This list was used for REF2014 and has not yet been updated.
Adding keywords will help the findability of your work in Cronfa (via
Google / Google Scholar). Try to think of terms frequently used by
writers in this field or the sort of terms that someone might use in a
search for information on this topic. Separate keywords using
commas.
If you set this to “Accepted for publication”, the publication will be
displayed on your staff web page with “In Print” instead of a
publication date.
Enter any relevant URL e.g. to the publisher website.
If the output has a DOI, this should be included (the “Retrieve DOI
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Other
Information
metadata” button is not yet fully implemented for books or chapters).
A free text field that will be displayed as “Item Description” on Cronfa.
Other fields were used for REF2014 submissions: data entered will not be displayed
anywhere other than in RIS.
When you have finished, “Save Output” to save the record. It should immediately
appear on your Staff web page and in Cronfa.
Conference Contribution
Enter fields manually (the “Resolve DOI” button is not fully implemented for
Conference Contributions). The following fields must be included:
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Output Title: the title of the article / contribution
Name of conference / published proceedings
Pagination: start and end pages
Published Date
ISBN or ISSN. (The post-2014 REF has special open access policy for
conference contributions with an ISSN so this is important to check.)
Publish to Cronfa box ticked
These fields are optional:
Abstract
Research
Group
Keywords
Editors
Status
URL
DOI
Other
Information
Copyright is applicable to most published abstracts. Create your own
abstract unless you obtain specific permission to use the published
version.
This list was used for REF2014 and has not yet been updated.
Adding keywords will help the findability of your work in Cronfa (via
Google / Google Scholar). Try to think of terms frequently used by
writers in this field or the sort of terms that someone might use in a
search for information on this topic. Separate keywords using
commas.
Names of the editors of the Conference proceedings (if any)
If you set this to “Accepted for publication”, the publication will be
displayed on your staff web page with “In Print” instead of a
publication date.
Enter any relevant URL e.g. to the conference or publisher website
If the output has a DOI, this should be included (the “Retrieve DOI
metadata” button is not yet fully implemented for conference
contributions).
A free text field displayed as “Item Description” on Cronfa. Use it to
enter any set statement required by the publisher to accompany a full
text upload, if applicable.
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Other fields were used for REF2014 submissions: data entered will not be displayed
anywhere other than in RIS.
When you have finished, “Save Output” to save the record. It should immediately
appear on your Staff web page and in Cronfa.
Editing Outputs
This can be done from the “Outputs” tab in RIS: click “Edit” on the right of an output
title.
Changing the “Output Type” will change field names but there will be no loss of data.
The “Edit” screen layout is slightly different and has two new features:
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Enlarged “Authors” section (see below)
Drop-down fields for College and Department for listing the output in Cronfa
Click “Save Output” to save any changes.
Adding or Amending Authors
To add co-authors or amend author names, “Edit” an output and scroll down to the
“Authors” section:
Enter “First Name”, “Surname” and ORCID (if known) then click “Add author to list”.
(External author flag, Private Email, Email Address, Institution and ISNI fields are not
currently in use).
Editing an author name is done by clicking on the edit icon
author.
to the side of the
Deleting Records
1. Click on the Outputs tab
2. Click on the title of the article you want to delete.
3. Click on Delete (to the right of the screen).
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Making Full Text available in CRONFA (Swansea
University’s Open Access Repository)
http://cronfa.swan.ac.uk
RIS is an internal research information system. However, the full-text of publications
entered in RIS can be published in Cronfa, making them discoverable and
accessible to the wider world. The increased visibility this brings to your research
maximizes the potential for citations. This is even more likely if the person who has
found the details of your article is able to access the full-text.
Two stages of publication
1. The “Output” tab on RIS holds the details or metadata of your publication.
The “Publish to Cronfa” flag on the output determines if this is made public on
Cronfa.
2. The “Documents” tab on RIS allows you to add any number of files to an
“Output” record: this is where you can upload the full text and where you can
set any conditions on its visibility:
Uploading full text to RIS to allow full text download on Cronfa
Check “Compliance and Copyright” below before uploading files to RIS for
publication in Cronfa. Publisher versions are not normally permitted.
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Click on the “Documents” tab: you will see a list of the outputs you have
submitted to RIS.
Click on “Upload file” for an item. You must “Choose file” and then agree to
the “Upload notice” terms displayed (see below for more on these). This step
ONLY uploads a file to RIS: it is not made public until you take the next step.
Click the “Publish to Cronfa” link to give a public link to the file in Cronfa – you
have an option to set an “Embargo Date” if required by the copyright holder.
This will delay publication until the date you specify when the system will
automatically make it available. Click “Agree” to complete the publication.
The file will now be displayed on Cronfa (see example below) and will appear
in the “Available for Download” search filter.
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You can also “Retract” a file from Cronfa (click “Retract” on the “Documents” tab in
RIS) or delete it completely (click on “Details”, then “Delete this file”).
RIS Upload Notice
When uploading a file to RIS for display in Cronfa, you must agree to the following
terms:
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Items may only be deposited by accredited members of the institution.
Authors may only submit their own work.
The validity and authenticity of the content is the sole responsibility of the
depositor.
Items can be deposited at any time, but will not be made publicly visible until
any publishers' or funders' embargo period has expired.
Copyright violations are the responsibility of the author – nobody checks files
uploaded to RIS.
This makes you personally responsible for ensuring copyright compliance – we can
help you with this.
Compliance and Copyright
You are responsible for any copyright violations, so you will need to ensure that you
have the rights to upload a document. We have a “takedown policy” and will
automatically remove an item from CRONFA should a complaint be lodged.
For journal articles, author rights will vary with different journals. Some will allow you
to upload the full-text of the pre-print or post-print version of your article to a
university open access repository, such as CRONFA - others may not. Not only the
full-text of the article but also the abstract can be restricted in this way.
The post-2014 REF has a new requirement for eligibility: the post-print (also known
as the “author’s accepted manuscript” or “final peer-reviewed manuscript”) has to be
uploaded to RIS within 3 months of acceptance for publication. This applies to all
journal articles and conference proceedings with an ISSN. More information on our
website.
It is your responsibility to check the policy of the publisher. The SHERPA RoMEO
site (http://www.sherpa.ac.uk/romeo/) provides information on publisher copyright
policies and self-archiving. Publisher websites may also have information on what
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self-archiving is permitted. Contact us for further help if you are unsure of your rights
(see below).
We have more information on checking your copyright and author rights on our
Cronfa support pages: http://www.swansea.ac.uk/iss/researchsupport/cronfasupport/ (under “Copyright” click on the tab “Managing your own copyright”).
Help
Contact us on [email protected] for help with using RIS or any queries
about checking the copyright of your publications.
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