GETTING STARTED WITH RSS – SUMMARY USER GUIDE

GETTING STARTED WITH RSS – SUMMARY USER GUIDE

Office of the Vice President for Research

GETTING STARTED WITH RSS –

SUMMARY USER GUIDE

Version 1.4

- 1 -

DCU RSS User Guide – Oct 2011

Office of the Vice President for Research

TABLE OF CONTENTS

1. My RSS Account

2. My Profile

2.1. Editing General Information in My Profile

5

6

2.2. Adding and Editing Research Outputs 7

2.3. Categories 10

My 11

2.5. Category

22

Note: If you have queries regarding any of the information featured in this guide, please contact

Fiona Brennan in the Office of the Vice President for Research

(Tel: 7007816, E-mail: [email protected])

- 2 -

DCU RSS User Guide – Oct 2011

Office of the Vice President for Research

SECTION 1: My RSS Account

1.1 Access and Logging in

You can access the RSS system in a number of ways; via the OVPR website, via your portal page or directly at http://rss.dcu.ie/login.asp

Please enter your Novell username and password, and click the Login button. If you have no existing RSS profile, please e-mail [email protected]

and confirm your Novell username.

When you login, the following screen display will appear:

The navigation menu located across the top of the screen contains links leading to various search functions; they enable users to search for funding or experts, as well as logout and access the help files for the product. It consists of two parts, the stationary tool bar and the Funding/CV links.

From left to right, these links are:

¾ Exit – clicking the Exit icon will log you out of the system

¾ Help – clicking the Help icon will take you to the online user’s manual for My Profile.

¾ Portal – clicking the Portal icon will take you to the Old Portal. Most users will never need to visit

¾ the Old Portal since all main tasks can now be performed from this main New Portal. •

¾ Find Funding – clicking this icon opens a new popup window containing SPIN,

¾ where you can search for funding opportunities. Please note that this product is no longer

subscribed to by DCU.

¾ CV Database – clicking this icon refreshes the screen to the CV Search Criteria screen, where you can search through the curriculum vitae database of product users by keyword, institution, country, research, etc. to find people with particular knowledge.

- 3 -

DCU RSS User Guide – Oct 2011

Office of the Vice President for Research

On the left side of the screen,

My Profile: My Profile allows you to store your research output information, which is then used to generate institutional reports. Some of the sections are also exported to the DCU website, populating your staff phonebook details.

Proposals: If the user has been awarded a grant/s from a funding body, the details of the grant, including scanned original documentation, will be accessible via this option. This information is maintained by the OVPR and the Finance Dept, but the PI has read-only access to the information.

The majority of new users will just have My Profile. Administrators and others will have access to an additional Administration Menu, which provides reporting options for My Profile, My Proposals or both. This functionality will be covered in a separate Administrator User Guide.

- 4 -

DCU RSS User Guide – Oct 2011

Office of the Vice President for Research

SECTION 2: My Profile

To access your profile, click on the My Profile tab on the left hand side menu. Select the Edit option.

You will automatically be presented with the General screen.

At the top right of all profile screens, three common buttons are visible:

Institution Contact – clicking this button opens a new popup window containing the contact information for the institution contact; this information is entered and maintained by the administrator and is not editable here.

Full Profile – clicking this button opens a new popup window containing all the information from your profile so that it can be viewed or printed out in one place. This is also a handy way to check for any data entry errors made without wading through each screen individually.

Save – clicking this button verifies any of the changes made to the entered information and saves the profile.

Your profile consists of multiple categories used to log information related to your abilities and expertise. A summary list of these categories appears on the right hand side of the screen, along with the current number of records in each section (displayed in brackets). Not all of these

categories require completion by the user. The main categories used in DCU are examined in the sections that follow.

- 5 -

DCU RSS User Guide – Oct 2011

Office of the Vice President for Research

2.1 Editing General Information in My Profile

The General screen contains information about you (name, degree qualification, department information etc.). Some information will be automatically pre-populated. The screen will normally appear in “business card” view, as above. To see the fields contained within the General screen, click on the Change link in the bottom right hand corner of the card. The main data fields in the

General section will then appear.

When entering or updating your details, remember to save all changes by clicking the Save button in the button in the top right hand corner of the screen.

The following fields are mandatory

Affiliation to Research Centre: If you belong to more than one Research Centre, you may select more than one value from this field. However if this is not applicable, select None from the list

Biography: Include a brief synopsis of your research career, including your current role in DCU

Research Interests Summary: Use this section to record those areas in which you are currently working or to identify future areas of interest.

- 6 -

DCU RSS User Guide – Oct 2011

Office of the Vice President for Research

Employee ID: Please click the Set button and enter your DCU staff number here.

Other Profile Data section: If you scroll down the screen you will come to this section. You need to complete the Status and Private Profile sections here. Under Status, you should select Active.

Under Private Profile, please keep the No option checked here, in order to allow designated categories of information within your Profile to appear on the DCU website, under the staff phone book

For information on the other fields within this category, please refer to section 2.6

2.2 Adding and Editing Research Outputs

Information should be entered into the other categories listed within your Profile. Note this will vary according to experience and research discipline. However, there are some key research outputs reported on at institutional level that, where existing, should always be recorded in your profile

¾ Refereed Journal Article (recorded in Publications – Journal)

¾ Refereed Conference Paper (recorded in Conferences, under Type= Peer Reviewed

Conference Proceedings)

¾ Research Book (recorded in Publications – Books)

¾ Chapter in a Research Book (recorded in Publications – Chapters)

¾ Commissioned Report (recorded in Publications – Other, under Type= Commissioned

Report)

¾ Policy Paper (recorded in Publications – Other, under Type= Policy Paper)

Please note that outputs should only be recorded in your profile when they are in the public domain, and therefore available to be viewed.

For details on the information each profile category should contain, please refer to sections 2.5 and 2.6. As a general rule, research outputs should be recorded in the following Profile categories. If you have a research output which is not included below, please contact [email protected]

for guidance.

Research Output Profile Category

Media work, Multimedia, Software

Reports, Newsletters

Peer-reviewed journal articles

Journal Refereeing

Publ-Other, select specific type

Publ-Other, select specific type

Publ-Journal

Journal Refereeing

Books, Monographs

Funded Research Projects

Publ-Books

Ex-Research (Public)

- 7 -

DCU RSS User Guide – Oct 2011

Office of the Vice President for Research

Conference Activity (Invited Oral

Presentation, Poster, Keynote Speaker etc.)

Conferences

Conference Proceedings

Consultancy Activity

Practitioner Activity

Clinical Trials Activity

Acting as a reviewer, or external examiner

Conferences (unless appearing in a peerreviewed journal – Publ-Journal)

Consultancy

Custom Category, under the Current Practice section

Custom Category, under the Clinical Trials section

Custom Category, under the Reviewer

Activity section

Plays, Performances, Exhibits

Workshops, courses organised

Creative Activities

Custom Category, under Events Organised section

Public Lectures/Talks (non-conference) Custom Category, under Public Lectures section

Most categories have similar, if not an identical method for adding a new record. For example, to enter a Peer Reviewed Journal article, click on the Publication – Journals category from the menu. Any existing journal entries within this screen will be displayed here in summary form.

To add a journal article, click Add New. This will bring up a blank template to complete.

- 8 -

DCU RSS User Guide – Oct 2011

Office of the Vice President for Research

Note that the Research Outputs upload refers to a product not used by DCU, so can be ignored.

NB - The Authors field should be used to record all authors of an article, with the order of

authors as per published article. Therefore, the option to use the Co-Authors field has been removed for new publication entries. As you can see from the screen shot, the following convention should be used: Smith AA, Jones BB, Black CC. Please note that that no other punctuation is necessary, nor do you use the word ‘and’ before the final author name in the string.

This is the case when recording authors in all Profile categories.

Select the Journal title from the drop-down list, and the system should automatically populate the

ISSN field for you. This is important, as it facilitates a link from the publication outputs exported to the DCU website and the Library OPAC system. If you find that a journal title does not appear in the drop-down list, please e-mail [email protected] with the full journal title and

ISSN number, and the drop-down list will be updated accordingly.

The Year field must be completed, this is essential for accurate reporting.

Other fields to note include:

Confidential – this button, if ticked, prevents the journal article from appearing on the DCU website. This functionality allows you to control what publications are displayed on the website

(you may only want key articles to appear, or may prefer your 5 most recent articles to display)

Digital Object Identifier - A Digital Object Identifier is a digital identifier for any object of intellectual property. A DOI name provides a means of persistently identifying a piece of intellectual property on a digital network and associating it with related current data in a structured extensible way. A typical DOI would look like this: 10.1000/182

Article Number – similar to the DOI, this is a six digit convention, allowing articles to be fully citable as soon as they are published electronically

- 9 -

DCU RSS User Guide – Oct 2011

Office of the Vice President for Research

Please complete as many other fields as are relevant. When the record is complete click Save.

Follow the same process to enter records into other publication categories, e.g. Chapters,

Books, Reviews, Non-Peer, Other, Thesis etc., remembering to Save your work each time.

To edit a Journal entry, select the icon displayed under the Edit column:

Follow the same process to edit Chapters, Books, Reviews, Non-Peer, Other, Thesis etc, remembering to Save your work.

2.3 Other Profile Categories

To view another category, for instance Conferences, click the relevant tab from the left menu.

Select Add New to input additional information. Note that within the Type drop-down list, you can select the relevant research activity carried out

- 10 -

DCU RSS User Guide – Oct 2011

Office of the Vice President for Research

You can also record publication details of any peer reviewed conference proceedings which emerged from the conference, in the Conference Proceedings section

All profile category input screens follow a similar layout. Each category is described in

Appendices 3.1 and 3.2

2.4 Adding Keywords to your Profile

You may list specific keywords appropriate to your work so that when another user searches a particular area of interest, your profile will be viewed for reference if their search criteria match your keywords.

To enter or edit your keywords you need to click on the SMARTS tab on the left hand menu:

Note the SMARTS option (ability to receive e-mails re. SPIN matches) is unavailable, as DCU no longer subscribe to SPIN.

On the right hand side under Preferences, click Keywords

- 11 -

DCU RSS User Guide – Oct 2011

Office of the Vice President for Research

To select keywords, you may:

ƒ search the term using the Search box provided

ƒ use the A-Z listing by selecting the first letter of the keyword

ƒ select a category by clicking on the blue hyperlinks to see a detailed list of keywords, which then populate the Keyword box below, then select chosen keywords within that category

ƒ check the box to the left of the category to select all the associated keywords

If you find a particular keyword does not currently exist, please notify [email protected]

The keywords which you selected will appear at the bottom of the screen. To delete any of the keywords, check the relevant term and click on the Remove icon (blue arrow). Save your selection.

- 12 -

DCU RSS User Guide – Oct 2011

Office of the Vice President for Research

2.5

Profile Category Summary Descriptions

NB – for a description of specific fields within any category, please refer to section 2.6

Backups

This category is currently not used by DCU

Biosketch

This category is currently not used by DCU

Certifications

This category is currently not used by DCU

Classification

This section of the profile enables the assignment of classification codes to categorize your work, research, area of expertise, etc. These classification codes are created and managed by the administrator.

Collaborators

List individuals with whom you have collaborated on a project, publication, etc.

Conferences

List details of conferences at which you have played an active role, along with any published proceedings

Consultancy

List periods of consultancy work stating field and availability.

Courses Taught

List the courses you have taught in DCU. Note that the Institution Reference Number field refers to the Module Code.

Creative Activities

List any exhibits, performances, public collections, public artistic presentations, etc., in which you have participated.

Custom Category

This category holds institution-specific fields created to capture data that does not fit into the standard Profile categories (e.g. practitioner activity, acting as a reviewer or external examiner, events organised etc.). Contact [email protected] for any questions regarding the content of existing sections within this category, or to request that additional Custom Categories be added.

Donations

List types of donations received and their value.

Editorial Boards

Detail all journal editorial boards you work/ have worked on.

Education

List your educational background.

Employment

List your current and previous employment.

- 13 -

DCU RSS User Guide – Oct 2011

Office of the Vice President for Research

Ex-Research (Public)

Record funded research projects that you wish to make public (if they are not already set up under My Proposals)

Ex-Research (Private)

Record funded research that you wish to keep private (if they are not already set up under My

Proposals. This will not be visible through CV Database search).

Honors and Awards

List any honours and awards received.

Journal Refereeing

List any journals for which you review articles.

Languages

List your proficiency in any languages.

Memberships

List any committees on which you have served or been a member

Other Information

List optional personal data

Patents

List all patents issued to you.

Portal Preferences

This screen enables the configuration of the portal’s behaviour. The many available options include such traits as whether or not an email is sent to the person when they are assigned a record or task or which types of locations/resources, contacts, and sponsors are available when the person browses for them. Currently this does not require completion by the user.

Professional Associations and Societies

List all professional associations and societies to which you have belonged.

Professional Licenses and Certificates

List all professional licenses and certificates obtained.

Post Graduate Students

List information about Post-Graduate students you are currently working with.

Publ-Journals

List articles you have had published in a peer reviewed journal.

Publ-Chapters

List chapters published and the books they were in.

Publ-Books

List books or monographs you have published.

Publ-Reviews

List reviews published in journals.

Publ-Non Peer

List articles published in non peer reviewed journals.

- 14 -

DCU RSS User Guide – Oct 2011

Office of the Vice President for Research

Publ-Other

List any other publication outputs not covered by the previous categories. e.g. Commissioned

Reports, Policy Papers, Newspaper Articles, T.V., Radio, Software, Multimedia, etc.

Publ-Thesis

List theses you have written.

Research Interests

Enter information about your research and research interests/areas of expertise. Use as many terms as possible when explaining your research interests

2.6 Field Level Descriptions

What follows is a description for all but the most obvious fields within your Profile categories:

CATEGORY FIELD

Academic Rank

General - core details relating to the researcher

DESCRIPTION

Academic Rank is defined as the rank held by those members of the professional staff, having the title of professor, associate professor, assistant professor, and instructor. Contact OVPR if required choice is not available.

Active Investigator Profile is only available for use in

Proposal Tracking (PT) if this is set to

Yes. If an individual needs access to the

Portal only for administrative purposes,

Active Investigator should be unchecked. This will prevent the individual’s profile from erroneously appearing in GENIUS search results

Address (3x fields) Full University address, not including department.

Affiliation to

Research Centre

More than one value can be selected. A

'blank' entry can be selected if have no affiliation.

Appointment Date Enter in mm/dd/yyyy format. This is the appointment date of current position.

Biography

Degree (Degree name, Abbreviation)

Short summary of background

Highest qualification gained

Email

Email SMARTS output

Will generally contain DCU email address.

Not used by DCU

- 15 -

DCU RSS User Guide – Oct 2011

Office of the Vice President for Research

General cont.

Expose profile within global

GENIUS search*

Image

Lock

Option in setups for all/none of profiles to be exposed or for the individual to make the choice. If investigator choice is selected, an additional field appears in the Portal Preferences section of

Expertise allowing the individual to choose yes or no. Their choice is reflected in this box.

Personal photograph of profile user.

Ideal size of image is 125w x 175h pixels. Note this is not exported to your staff web page

Removes profile from searches.

Other Title

Positions

Positions

Primary department

(select)

Field used for job title(s) as opposed to academic rank

Used by system to identify role of individual in Proposal Tracking as assigned by system administrator

Only one primary department may be designated. Additional departments associated with the academic can be added.

Collaborators - list individuals with whom you have collaborated on a project, publication etc

Private Profile

Research Interests

Summary

Roles and

Responsibilities in

Portal

Salutation

Status

Suffix

No' by default unless 'Yes' is selected.

The 'Yes' option ticked will make profile visible to self and administrators only.

Key areas of research interest

Displays access rights of the individual as assigned by system administrator

Dr., Mr., Mrs., etc.

The status of the profile. List values include: Active, Former Employee,

Honorary, Study Leave etc. i.e. III, Esq., etc.

Web Page (url)

Name

Organisation

Type of

Collaboration admin) profiles are unable to receive funding opportunities and are not returned in searches

Personal or institutional web page

Entries made are displayed chronologically according to the most recent entry.

Institution or company

Project, publication etc.

- 16 -

DCU RSS User Guide – Oct 2011

Office of the Vice President for Research

Conferences - list details of conferences at which you have played an active role, along with published proceedings Title of Conference Title of the event

Title

Location

Title of presentation/talk/poster, etc

Location where the conference took place

Type

Select your primary activity

Publication Title

Title of the journal that your conference proceedings appeared in

Consultancy - list periods of consultancy work stating area and availability

Courses Taught - list the courses you have taught

Previous

Consultancy

Area

Availability

Creative Activities

- list any exhibits, performances, public collections, public artistic presentations, etc.

Title

Custom Category - institution specific categories, capturing data not entered in other categories,e.g.

Events Organised Event Type

Public Lectures Title

Reviewer Activity

Clinical Trials

Activity

Description

Field of expertise the consultancy fits into

Yes/No

Institution

Reference Number Module Code

Year Year module was delivered

The title of activity/exhibit/performance

Workshop, course, etc.

Title of lecture given (non-conference related)

Record acting as a reviewer (General

Reviewer Activity) or external examiner

(External Examiner Activity)

Record involvement in Clinical Trials

- 17 -

DCU RSS User Guide – Oct 2011

Office of the Vice President for Research

Custom Category cont.

Current Practice Type

Donations - list type of donations received and their value Donation Type

Detail the category of practioner activity

- there should be some consistency in the categories used by any particular discipline. For example, categories used within Nursing would include

Practice link role

Sessional therapy

Clinical supervision

Organisational development work

Community development work

Clinical practice

Select from drop-down list

Editorial Boards - detail all journal editorial boards you work/worked on

Date From

Date To

Role

Education - record your educational background Institution Name

Date started editorial duties

End date of editorial duties

Editorial role

Employment - list your current and previous employment

Institution Location

Field of Study

Employer

Position or Title

From

Through

Ex-Research

(Public) - record funded research projects you wish to make public

Description

Project Summary

Contract/Agreement

Number

Finance Code

Principle

Investigator

Name of institution at which degree was attained.

The location of institution i.e.

Cambridge, MA, USA for Harvard

University, or Dublin, Ireland for DCU

Major subject area of users degree

Name of employer

Job title

Start date

End date

Area of research carried out, degree taught etc

A brief layman's description of the project

Stores the Proposal Tracking ID number, if available

Stores the Agresso P number

If Yes, the next two fields should be left blank. If No, provide details in the following two fields.

- 18 -

DCU RSS User Guide – Oct 2011

Office of the Vice President for Research

Ex-Research

(Public) cont.

Principle

Investigator Name see above

Principle

Investigator

Institution see above

External

Collaborators (eg

Name/Inst)

Other researchers on project who are not based at DCU

Other Internal

Collaborators (eg

Name/Dept)

Contract Agreement

Amount (€)

Other researchers based at DCU

Amount awarded to DCU

Ex-Research

(Private) - record funded research projects you wish to keep private

Honours and

Awards - list any received

Name of

Honour/Award

Month

Year

Reason Conferred

Details as per Ex-Research-Public

The name of award/honour

The month won/awarded

The year won/given award/honour

Description as why won/given award/honour.

Journal Refereeing

- list any journals for which you review articles Journal Name

The title of journal - if not available from the list, contact [email protected] with the full title and ISSN

End Year Refereed Leave blank if ongoing

Journal Ref. cont. Type of refereeing e.g. Expert Reviewer

Languages - list your proficiency in any languages

Memberships - list committees on which you have served or been a member Committee

Note your level of competency across categories

Period

Function

Abstract

Name of the committee

Year or span of years if not using full dates

User's role

Description

Other Information - optional personal data, in addition to

DCU academic group membership

Patents - list patents granted

Academic Work

Groups

Record the academic group you belong to

- 19 -

DCU RSS User Guide – Oct 2011

Office of the Vice President for Research

Publ-Journals - reviewed journals

Portal Preferences

- list preferences

Professional Assn

and Soc - detail all associations and societies you are affiliated to

Professional

Licence and Certs

- list all obtained

Post Graduate

Students - list current

Profile Preferences

Association Status record articles published in peer-

Authors

Issn/Isbn

Other Details

RAE

Link

Option to make profile available on the external Portal and therefore viewable by others outside of DCU

Indicate whether your affiliation is assessment based or membership based

Record all authors in this field, with the order of authors as per published article.

The following convention should be used: Smith AA, Jones BB, Black CC.

Please note that that no other punctuation is necessary, nor do you use the word ‘and’ before the final author name in the string.

Auto fills dependent upon journal selected

Any other details relating to the publication

Field not currently used

Enter URL to journal article

Enables the publication to be hidden from external users

Confidential

Digital Object

Identifier Permanent identifier given to the article

6 digit convention, allows articles to be fully citable as soon as they are published electronically Article Number

Publ-Chapters - record chapters published and the books they were in

Publ-Books - record books and monographs published

Publ-Reviews - record reviews of publication published in journals Peer Review

Details as per Publ-Journals

Details as per Publ-Journals

Indicates whether the journal is peerreviewed or not

Other fields as per Publ-Journals

- 20 -

DCU RSS User Guide – Oct 2011

Office of the Vice President for Research

Publ-Non Peer - record non-peer reviewed publications

Publ-Other - details of published research outputs not covered by previous categories

Issn/Isbn

Journal

Type

Manually enter issn relating to journal

Free text journal name

Other fields as per Publ-Journals

Publ-Thesis - list theses you have written

Ex-Research

(Public) - record funded research projects you wish to make public

Peer Review

Select relevant category of research output

Indicates whether the research output is peer-reviewed or not

Other fields as per Publ-Journals

Details as per Publ-Journals

Ex-Research

(Private) - funded research projects you wish to keep private

Research Interests

- enter information about your research interests/areas of expertise

Project Summary

Contract/Agreement

Number

Finance Code

A brief layman's description of the project

Stores the Proposal Tracking ID number, if available

Stores the Agresso P number

Principle

Investigator

If Yes, the next two fields should be left blank. If No, provide details in the following two fields.

Principle

Investigator Name see above

Principle

Investigator

Institution see above

External

Collaborators (eg

Name/Inst)

Other Internal

Collaborators (eg

Name/Dept)

Contract Agreement

Amount (€)

Other researchers on project who are not based at DCU

Other researchers based at DCU

Amount awarded to DCU

Details as per Ex-Research-Public

- 21 -

DCU RSS User Guide – Oct 2011

Office of the Vice President for Research

SECTION 3: My Proposals

My Proposals is where OVPR record your research funding awards. When the funding agency issues a contract and other documentation to the PI, you normally obtain the institutional signature and stamp from OVPR. At this point we scan all relevant documentation and use this to set up the award in My Proposals. Finance have access to this information, and use it in order to set up a corresponding research account for you on Agresso. You have read access to all awards set up under your name via the My Proposals tab.

When you click on the My Proposals tab in the left hand sidebar, you see the following options:

¾ Show/List – this lists the awards set up under your name

¾ Search For – this allows you to filter those awards by sponsor or other criteria

¾ Help-PD – this refers to a module not held by DCU, please ignore

¾ Help-PT – this is a comprehensive guide to the Proposals module

If you have a large number of awards on the system, you may wish use the Search For option to filter by funding agency or other criteria. However, in most cases it is enough to view records through Show/List. Please click this option and your awards will be displayed.

In order to view the contents of an award (including scanned documentation), hover over the folder icon in any record and click the View icon (glasses)

This will then take you into the award itself. The screen will open on the Summary Page

- 22 -

DCU RSS User Guide – Oct 2011

Office of the Vice President for Research

You will see a number of fields listed to the left hand side. The main fields of interest to you will be listed as subfolders of the Research Grant section.

Clicking on Attachments will allow you to see the documentation associated with the award. To view any of those documents, just click on the View Latest icon on the screen, and the document will open up.

For a general overview of the award, click the Snapshot option, which returns a summary of the award:

- 23 -

DCU RSS User Guide – Oct 2011

Was this manual useful for you? yes no
Thank you for your participation!

* Your assessment is very important for improving the work of artificial intelligence, which forms the content of this project

Download PDF

advertisement