Legacy data Pure has been pre-populated with publications data from two sources: the University Publications database and a one-off import of data from Scopus. Data from from Web of Science will be added shortly. Data from all three sources has been included to get the best coverage of the publications by past and present Heriot-Watt employees, and to get citation information from both Web of Science and Scopus (note the process of importing and displaying citation information is not yet complete). There are around 25, 000 records currently in the system. Unfortunately not all the data is of high quality, and duplicate records will exist. We are asking academic staff (personal users) to quality check the imported sources. If your data is not in Pure, then you can add the data using one of the three methods below. If you have a lot of data in pdf, or Word or Excel file format, then please contact your Research Administrator, or Linda Kerr, l.kerr@hw.ac.uk New members of staff should manually add or import details of their previously published papers which are not in the system. What should be deposited in Pure? Details of publications/research outputs Research output is defined as anything which results from the research process, with the emphasis on materials which will be considered for REF2014. Pure can store details of published articles, books, book chapters, conference proceedings, conference papers, reports etc. and of non-textual formats, such as exhibitions, digital or visual formats, or software. Files can be uploaded to Pure the full-text of publications (copyright permitting), images, video files etc. At this stage, Pure is not being used to store teaching materials. If you are unsure if something should be entered into Pure, contact Paul Thompson, p.j.thompson@hw.ac.uk Details of activities Awards, Conference participation, External academic engagement, Editorial work or peer review of publications, Business and community, Public engagement and outreach Impact statements These are documents which record details that can be used in statement of impact given to funders. The priority is to include all publications published post-january 2008, but the aim is to create a research publications database which has a comprehensive record of the University s research output. You can link different elements in Pure eg publications to awards and to impact. Personal User Guide : adding content to Pure 1
Adding Publications/Research Outputs You can add details of publications in the following ways: Manual input Import from an online source, including Web of Science, arxiv, PubMed, JournalTocs Import from a BibTex or RIS file. If you have lists of publications in other formats, please contact your Research Administrator, or Linda Kerr, l.kerr@hw.ac.uk. You can also set up Pure to scan the online sources for new publications. Full-text publications can be uploaded/imported (copyright permitting). The Pure system links to the Sherpa/Romeo databases which contain details of copyright permissions for individual journals/publishers.
Manually adding new publications From your personal overview page (the first page you see when you login), click on the Add New button. In the Choose submission screen, click on Research Output, and select Create from template. A number of template types will appear. Hover over the template type and you can further select the type of publication article, book chapter etc. You can see explanatory information about each item in the yellow box at the bottom of the window. Personal User Guide : adding content to Pure 3
When the template opens, fill out publication details. Items marked with a red asterisk are mandatory. Help is available by pressing the information icon at the top of each section. Fields The default Publication State is Published but you can change this if you wish. Enter the Title of the contribution in full and as accurately as possible. It is better if possible to copy and paste from another source. Authors, Organisation, and Placement. By default, your name and organisation is already listed. Placement is set by default to you and your organisation. You do not need to change this setting. Add additional Authors by clicking on the Add person button and either searching for internal persons (as you start to type in the Search field, the results will be updated as you type), or creating external persons (type name in the text field). By adding an author you will ensure that the output will also appear in the co-author s records. Tip: Use the Quick Add button to quickly add multiple authors. To edit the role details of any author, click on the Edit button. To change the order in which Authors appear, click on the up or down arrows next to the names. To remove any entry, click on the minus symbol next to it. Add the Journal in which your article appears by clicking on the Add journal button. You can Search by starting to type the Journal name or ISSN the search results will be updated as you type or Create new. Add where relevant Volume and Issue number. Has this been Peer reviewed? Normally you should accept the default setting Peer Review. Add the Publication dates as appropriate Documents upload an associated document. You can deposit full-text papers and make them available publically, fulfilling open access requirements of funders such as RCUK. You can set the type of full-text pre-print, author-final version etc and place an embargo period. Pure will take the information on copyright from the Sherpa/Romeo databases, using the journal title and publisher details in the record, and inform you of publishers policies:
Optional fields Optional fields (e.g. Subtitle, Abstract, Pages, Number of pages, Group author, User defined keywords, Documents, Links, Bibliographical note, Event, Relations eg link to Impact and Activities ) can be filled in if desired. Visibility You can set the visibility to be only available to users on campus, or for it to be publically available in the Heriot-Watt Pure portal. Saving and submitting content When you have finished working on the record, click on Save. Set the status as entry in progress if you are still working on the record. The item will be shown on your Personal to-do list. After the record has been completed it will be sent for validation to the Library, to help with quality assurance/check copyright. The entry may be sent back for amendment. All legacy content in the system, apart from content which has known issues with the metadata, has been set as validated. It is therefore available to view in the research portal. Personal User Guide : adding content to Pure 5
Importing from an online resource You can import publication details and sometimes the full-text from Web of Science, ArXiv, PubMed, JournalTOCS and CrossRef. If you try to import publication details of a publication already in Pure, you will be notified. You can also set up scans for details of new publications. Select online source. In the search screen, enter details of name, keywords or institution. Note: when searching by institution in Web of Science, search for Heriot-Watt, not Heriot-Watt University You can then import the relevant publication details. A green match icon indicates that a match has been found. Use the drop-down menu to select the correct author if more than one match is found against a name. Check that all the details are accurate in the editing screen before saving the record For validation. See Manually adding new publications for details of how to amend specific fields. Click Import button (at bottom of the screen).
Set up a scan for new publications added to online sources To set up a scan for new resources in an online database, go to your personal profile,and select edit profile: Choose Set up scan for publications in online sources. You can select the databases you wish to scan, based on variants of your name (you can add different versions). You are informed by email when new publications are located, and the details will appear in My personal tasks area on the right hand side of your Personal Overview screen. Personal User Guide : adding content to Pure 7
Import from a BibTex or RIS file You can add publication details to the system by copying and pasting or uploading references from a BibTex or RIS file. The Add item screen opens (see below), click Research output and then click Import from a file, then Select the source, RIS or BibTeX. You can paste text or upload a file exported from Reference Management software such as EndNote. Click Import. All the details should have been imported, but you may need to add or change specific details. See Manually adding new publications for details of how to amend specific fields. Save the record For validation.
Data held in Word or Excel files It is not possible to upload publication data held in these files directly to Pure. To discuss the options, please contact Linda Kerr, l.kerr@hw.ac.uk Personal User Guide : adding content to Pure 9