SEBE RESEARCH DEVELOPMENT WORKSHOP SERIES 2018 SEBE Introduction to Elements Workshop By VMP across Campus, Wednesday 18 April from 11-12. Presented by Leanne Swaneveld (Digital Repository Services Coordinator) This presentation gives an overview of Elements, what it is, what it does and how it works in conjunction with your staff profile and DRO. It also advises what you, as the author, are required to do and provides links to additional help sheets and DRO support, should you have problems using Elements. If you have queries relating to your publications in Elements please contact SEBE Admin staff Sandra Dunoon sandra.dunoon@deakin.edu.au [Schools of Information Technology and Architecture and Built Environment] Teresa Treffry teresa.treffry@deakin.edu.au [School of Life and Environmental Sciences] Barb Robertson barb.robertson@deakin.edu.au [School of Engineering] Additional information is provided in the workshop notes along with some frequently asked questions. Links to PowerPoint presentation and notes. PowerPoint presentation..... Page 2 Workshop notes and FAQ.. Page 8 Details of all previous workshops are also available via the following https://wiki.deakin.edu.au/display/sebe/research+forums+and+workshops http://www.deakin.edu.au/sebe/research/student-information
SEBE Elements Hands-On Workshop 18 April 2018 Leanne Swaneveld Digital Repository Services Publication Co-ordinator 2
What is Elements? Elements is the University s publications management tool and is designed to capture, research publications and outputs, including Non-traditional research outputs - It harvests publication metadata from various sites, such as Scopus, Web of Science and ORCID - Allows you to manually add publications metadata - Allows you to attach copies of your publication to these records 3
What is Elements? - Helps linking publications to Grants - Can provide citation counts and your h-index Admin note: Please be aware that the h-index may not be up to date as Elements has to wait for information to come in - Helps you to fulfil your responsibilities as a Deakin researcher, under the University s Research Repository Policy 4
Elements works in conjunction with your staff profile and DRO. 5
Elements Email New publications have been found for you! Admin note: SEBE no loner requires the SEO code and will accept the 4 digit codes associated with the Journal, if you wish to use these. 6
Useful URL s and Elements/DRO support contact Publications Wiki - https://wiki.deakin.edu.au/display/respub/publications+home Element Help Page - https://symplectic.its.deakin.edu.au/information.html DRO Support Contact drosupport@deakin.edu.au or Phone 52272700 7
Notes and FAQ: SEBE RESEARCH DEVELOPMENT WORKSHOP SERIES 2018 How do I find Elements? There are several ways to access Elements and reach your home page. Via GOOGLE search for Deakin Elements Via Deakin Sync https://sync.deakin.edu.au/staff/research-home access Elements directly via the drop down box under research support (in the top bar), OR for a summary of the progress of your publications, go to information and services tab / Research support/your publications. (in the second bar) The Your publications tile gives a summary of the progress of your applications and advises what to do if data is missing. You are also able to print off a list of your publications. Directly @ https://symplectic.its.deakin.edu.au/default.html What information does the Elements home page give? From the home page, you are able to view your profile, deposit a publication, find a summary of publications claimed and pending and also see a list of any actions you should attend to. Your profile may be edited if you wish (use pencil icon). My actions can be shown in either the default carousel or as a list. Summary of publications gives publications by year and the h-index I keep getting emails about publications that are not mine, how can I stop this? Have you added an ORCID ID? If not, please update your profile via your Home page under My Actions select Add your ORCID. After 30 minutes check your updated profile. If your profile is still receiving publications that are not yours you can also adjust the search settings. To do this, go to the menu tab on your home page and chose search settings. From here, you are able to add any variations of the name you publish under (Note: Elements only uses the first initial of given names) and any external profiles ie La Trobe. You should only need to set up the search settings once. Tip: if you add information in the search setting keep it as brief as possible (e.g. if an external profile, name only, not full address).these can be removed later if you wish. If you link publications to a source specific name ID ie ORCID, they will be claimed automatically and you will not be sent an email asking you to claim or reject. Admin staff will only contact you if they need any further information. After any search settings are changed, it will take Elements about 30 minutes to complete a new search. If publications have not been linked to a source specific name ID then you will be sent an automatic email asking you to claim or reject. If you reject a publication please leave in the system and do not delete, as Elements may find the publication again.
SEBE RESEARCH DEVELOPMENT WORKSHOP SERIES 2018 What happens if I don t claim publications? You will receive an automatic email that lists publications that may be yours and asks you to do a number of things, (however as noted on the slide presentation, SEBE now do not need all of these things) The most important thing to do is claim and nominate your publications as this brings them to the attention of admin staff for processing. If you do not nominate your publications, they will not appear in the Nominated tab processed by admin staff. Please see following for more information. FoR code. You are able to add as many codes as you wish either as 6 digit codes (Labels box, first line) or as 4 digit codes (Labels box, Fields of research, bottom line.) Many Journals now have nominated 4 digit FoR codes and these will be shown with the labels. If you are happy with the 4 digit code assigned or are unsure of the correct code Admin Staff will add this. SEO code. This is no longer needed and DRO are in the process of updating the automated email. Grant ID. If the publication is connected with a grant please give the grant ID. School/SRC. If this affiliation is clearly stated on your publication there is no need to add this. If the article has been published under another affiliation, please advise your School/SRC. Publication. If you are able to add the publication please do so. When adding the publication please complete the action by pressing the Deposit my publication key. (You are able to remove attachments if you make an error.) TIP: the email you receive will have links to each publication. Open each one in a new window. Do I need to let admin staff know each time I have a publication accepted or published? No, if you have linked your publication to a source specific name ID then Elements will find your publications. If any are missed, you are able to add them yourself. Publications can be deposited from the home page icon Accepted for publication? Deposit your work. Or from any single publications page via Add a new other. (For both pages, these are found at top right). By entering the DOI or title, Elements often finds the publication and uploads the information directly. If this does not happen you will be directed to a template to fill in. Only items marked * on the template are mandatory. Remember to scroll down and hit save. Does every Deakin Author on the paper have to claim the publication before it can be processed? No, even if it is claimed by only one author, admin staff will still check the entry and claim the publication for any missing Deakin authors.
SEBE RESEARCH DEVELOPMENT WORKSHOP SERIES 2018 Some of my publications aren t showing on my staff profile page, why is this? This may be because the publication does not meet ERA/HERDC specifications. At present staff profiles only show publications that fit the ERA/HERDC criteria. This ruling is in the process of change and the aim in the future is to allow staff to have all of their publications showing on their staff profile if they wish. At present, if you have claimed your publications and have concerns about any that are missing please contact one of the SEBE admin staff for advice. Sandra Dunoon sandra.dunoon@deakin.edu.au [Faculty staff, Schools of Information Technology and Architecture and Built Environment] Teresa Treffry teresa.treffry@deakin.edu.au [School of Life and Environmental Sciences] Barb Robertson barb.robertson@deakin.edu.au [School of Engineering] What if I have publications that I don t want to appear on my staff profile, can I choose those that I want to appear? Yes, from your home page access your publications by year from the bar chart. Under each entry are a number of icons. The eye icon enables the publication to be retained but makes it invisible in your profile. What if I need my staff profile updated urgently, e.g. because of a promotion or grant application. Please contact DRO Support drosupport@deakin.edu.au and relative admin staff as soon as possible and they will assist with this. Sandra Dunoon sandra.dunoon@deakin.edu.au [Schools of Information Technology and Architecture and Built Environment] Teresa Treffry teresa.treffry@deakin.edu.au [School of Life and Environmental Sciences] Barb Robertson barb.robertson@deakin.edu.au [School of Engineering]