THE UNIVERSITY OF QUEENSLAND LIBRARY USING MY UQ ESPACE AS A UNIT PUBLICATION OFFICER 1

Guide to Unit Publication Officers: How to use My UQ eSpace

Introduction The University of Queensland’s Publication Data Collection process is a continuous annual collection that incorporates automatic harvest of data from external sources into a central authoritative repository, UQ eSpace. A repository team publishes, verifies and enhances the metadata to ensure that researcher profiles are up-to-date. Uses of the data include (but are not necessarily limited to):

• UQ Publications data collection • Excellence in Research for Australia (ERA) – research quality measure • Engagement & Impact Assessment • Budget Contribution Model (BCM) • UQ Researchers • Reportal performance data

For further information about the above processes, and how to register as a Unit Publication Officer (UPO), see the Library Unit Publication Officer Publications Collection Guide. You can find information to help you with publications reporting for your Unit via Reporting research data using the UQ Reportal

Section 1: Publications Data Collection Workflow

The University of Queensland publication data is collected and enhanced in UQ eSpace via a workflow managed by the UQ eSpace research publications team. The role of the team is to:

• Process records imported into UQ eSpace via external data sources, and claimed or corrected by researchers and/or Unit Publication Officers ;

• Publish and edit records manually deposited by researchers/UPOs; • Assign provisional coding for the benefit of UQ Publications Collection and ERA; • Assign unit affiliation to each UQ-linked author on current-year eligible books, book chapters,

journal articles and conference papers, according to the published byline information; • Prioritise processing of books, book chapters, journal articles and fully published conference

papers that fall within the ERA and UQ Publications Collection windows. This means publications from the current year and 6 years prior to current year;

• Target processing of submitted records on request, for researchers with upcoming appraisal or job applications. The team cannot guarantee processing requests submitted less than 2 weeks prior to the appraisal or job application.

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Section 2: Using UQ eSpace To check a staff member’s publications and to submit missing publications or corrections, you need to be registered as a UPO and log in to UQ eSpace. Accessing UQ eSpace Preferred browsers are: Chrome, Mozilla Firefox or Safari. Internet Explorer is not compatible with UQ eSpace. Logging into eSpace

1. From the UQ eSpace homepage click on the Login tab: http://espace.uq.edu.au/

UPO Options Once you have logged in, you will be directed to your My UQ eSpace page. As a UPO, you can access My UQ eSpace pages for all current staff in your School, Institute and/or Centre. This listing is based on a staff member’s listed affiliation in Aurion. The default display is determined by the organisational unit associated with your login. If you are a UPO with more than one unit to administer, you can access the other units via the drop down menu box.

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Log in to UQ eSpace with your UQ credentials. If you have already logged in to Single Sign-on you will be logged in directly.

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The names of individual staff members within the selected unit are listed under the section “Select an author to process”. Alternatively, you can find a staff member using the Search by Name or UQ username option under “Select an author to process:”. If you know a staff member’s UQ username, enter it into the text box then click on the Find button.

Additionally, you can search the name list by typing a staff member’s surname or username in the text box and clicking on the Find button. In the above example, entering either “Marrington” or “uqmmarr1” will bring up “Marrington, Mary-Anne” as a listed search result. To view a staff member’s publication profile, click on the radio button next to the name to select them from the list and then select either:

• My Research: this list contains publication records that have been assigned to staff members in UQ eSpace by linking records to their author profile;

• Possibly my Research?: this lists publications that may belong to the staff member. These publications were fuzzy matched by surname or given name, and they may include publications already claimed by someone with these names; or

• Add Missing Publications: If a publication cannot be found in either of the two sections above, it may be missing from UQ eSpace. This option allows the basic details to be entered into the system. The record is then processed by the UQ eSpace Team, who verify the details and locate verification evidence as needed.

My Research This section contains publication records linked to the staff member’s author profile. It displays the full bibliographic reference; altmetric scores, citation counts from Web of Science and Scopus; indication that the publication is in a journal on the 2015 ERA Journal List and ERA 2015 conference list; and the HERDC Category Code. The publications are listed by publication date in descending order. You can change the sort order via the Sort results by option below the Browse Results bar.

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If you wish to make corrections or upload a file to an existing record, click on the Fix/Upload a file button to the right of the record. This opens a “Fix Records” page.

Notes:

• Authors identified as UQ authors are highlighted in green in the record citation. Non-UQ or unlinked UQ authors are highlighted in blue. Please use the Fix button to notify us of profile linking errors.

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On the Fix Records page, you may: • Report that the publication does not belong to the staff member • Report that the record is a duplicate. Choosing this option opens a comment box. Please use this

box to provide us with the eSpace URL or record number for the duplicate. • Report all other errors. Choosing this option opens a comment box. Please use this box to list the

errors. Please supply as much detail as possible. • Upload a file

Possibly My Research? This section lists publications that may be authored by the staff member, via a system fuzzy name match. The records in this list have been authored by someone sharing the author’s surname, and may either be ‘unlinked’ (author name highlighted blue) or ‘linked’ to someone else with the same name (author name highlighted green).

For each record you may:

1. Select the Mine button to claim the record on behalf of the staff member, or upload a file. This opens the “Claim Research” window.

On this page, you may either: • Select This record is mine, and the citation is correct if the staff member is the author of the

publication; or • Select This record is mine, but the record requires a correction if the staff member is the

author of the publication and you need to inform us of a problem with the record details. Choosing this option opens a comment box. Please use that box to report what is wrong with the record. Please provide as much detail as possible.

• Select This record is mine, and I wish to upload any file including Open Access versions and/or HERDC evidence files to upload a file.

Once a publication record is claimed as belonging to that staff member, the UQeSpace research publications team will verify and complete the record, including checking of any attached files.

2. Advise that the record does not belong to the staff member using the Not Mine button. If this is

the case, it is hidden from this list and will not need to be dealt with again. Notes: If you wish to bulk process long lists of publications as ‘Not Mine’ you can select the Tick All Below button, untick anything you want to claim, then select the None of the below ticked publications are mine to hide all of the ticked publications from view. If you wish to revisit records that have been marked as Not Mine, they can be displayed in the list by clicking in the Show Hidden Records box. This sits to the right of the Set objects per page option below the Browse Results purple header.

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Add Missing Publication

This section allows you to add any missing publications that cannot be located in the “My Research” or “Possibly My Research?” sections. Select the type of record from the menu and use the Next button to open up a form to record the basic bibliographic details.

When adding authors, please type the name in the field as it appears on the publication. Ensure that the author order matches the order they appear on the publication. Use the arrow buttons

(eg. ) to change the author order as needed.

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Fields marked with an * are the minimum mandatory fields that require data before the record can be submitted. If any of the other authors are also UQ authors, you can link them to their profiles by using the Author ID field located just beneath the Author name field. The Author ID field functions in the following way:

• It links the record to a corresponding author profile. This assists in accurate assignment of publication records to UQ staff.

• Use the search box to the far right of the Author ID label and type in the staff member’s name or UQ username.

• The menu box to the left of this search box will then list potential matches to the staff member’s name or username.

• Please select the correct name from this menu box to link the staff member’s ID with this publication.

• Entering a researcher’s username (available if you are acting on behalf of the researcher) is the most accurate way of ensuring you link the correct Author ID to the author.

You can provide more than the minimum data by filling in the remaining fields on the form with relevant information.

When adding a Journal Article, Book, Book Chapter or Conference paper, UQ eSpace runs an automatic search to determine whether the item already exists. Enter the title in the Title* field and then either Tab onto the next field or click outside the Title* field. When you do this, UQ eSpace searches for an internal title match, a Web of Science or a Scopus match on title, and generates a list of publication records that match the entered title. If you locate the publication record you intend to enter in the repository list, you do not need to add the record. Click on the Abandon Workflow button to cancel the record.

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If you locate the publication record you intend to enter in either the Scopus or Web of Science list, you have the option to add the record to UQ eSpace by clicking on the Add button beside the matching record. This imports the record from Web of Science or Scopus, links it to the author you are acting on behalf of and provides you with a link to the My Research page for the author. You can search for the record in the list. Should there be additional information that you wish to make known to the UQ eSpace team please make a comment in the Additional Notes field towards the bottom of the record. For example, you might want to let UQ eSpace know that a particular UQ author on the publication is a student author so that a profile can be created for the student.

To upload a file:

1. Click on the Select Files button to locate the file you wish to upload, then click on the Open button to add your file. You can add multiple files by clicking on the Select more files button as many times as required.

2. If named correctly, you will see the following message, along with details of your file: The following files are queued for upload. Upload will commence when this form is submitted. Select file type from the drop-down list. The file description will auto-populate according to the file type and security will be set accordingly. Filenames must not exceed 43 characters, must begin with a letter, must not have spaces between words (can use underscore) and must contain a-z, 0-9 characters only.

Additional features Security If you do not wish your file to be publicly available, select the HERDC Evidence file type. This is useful if you wish to provide verification material to UQ eSpace. All other file types will enable content to be publicly available after the record is published. The UQ eSpace research publications team checks every file uploaded to ensure adherence to publisher embargoes. Spyglass Spyglass access is provided via search results from the view page of any record. It enables access to metadata not necessarily available on the view page of the record, and similar to, but not identical to, the metadata accessible via a spyglass on a record in a list of records. Specifically, it includes author affiliation details and these can be compared to byline information as another way of identifying whether any errors or amendments are required.

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Section 3: Using UQ Reportal Reports UQ Reportal reports are a critical component of the process of managing a Unit’s publication collection. UQ Reportal is a reporting tool maintained by the University’s Planning and Business Intelligence Office: https://mis-xi4-web.mis.admin.uq.edu.au/BOE/BI Use these reports to check for the following issues:

• Author Unit affiliation is correct and complete; • All publications have been claimed and entered; • All publication details are correct; • Publication classification is correct.

If you identify publication gaps or errors via these reports, use My UQ eSpace to report the error. Further information on access to UQ Reportal is available here. Details on using the reports available can be found here.

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Section 4: Contacts 1. For general enquiries about publications processing in UQ eSpace, please email:

espace@library.uq.edu.au 2. For enquiries about UQ publication collection guidelines, please contact: Mary-Anne Marrington Senior Librarian, UQ eSpace Email: espace@library.uq.edu.au Phone: (07) 334 69775 Andrew Heath UQ eSpace Manager Email: a.heath@library.uq.edu.au Phone: (07) 334 69981

3. For enquiries about Reportal publication reports, please contact: Stephen Colhoun Manager, Research Data Analysis Email: bibiliographic.enquiries@uq.edu.au 4. To identify and contact the Client Service Librarian for your Unit, please check:

https://www.library.uq.edu.au/contacts/librarians/index.html