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. 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... 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: 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 3 SO, Mar 2015 Swansea University, Information Services & Systems 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: 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: 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 4 SO, Mar 2015 Swansea University, Information Services & Systems 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: 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. 5 SO, Mar 2015 Swansea University, Information Services & Systems 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: 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). 6 SO, Mar 2015 Swansea University, Information Services & Systems 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. 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. 7 SO, Mar 2015 Swansea University, Information Services & Systems 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: 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 8 SO, Mar 2015 Swansea University, Information Services & Systems 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. 9 SO, Mar 2015
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