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RISResearch Information SystemProfile Module

Training Manual

May 2016

Version: 1.3

RIS Training Module

TABLE OF CONTENTS

What is the new Maynooth University Research Information System?...........................................4

The New Research Profile Module...................................................................................................4

Getting Started - The Five Steps Quick Start.....................................................................................5

Step 1: Logging In for the First Time.................................................................................................5

Step 2: User Preferences..................................................................................................................7

Step 3: Profile...................................................................................................................................9

General Information.....................................................................................................................9

Professional & Qualifications......................................................................................................11

Teaching.....................................................................................................................................13

Research Information.................................................................................................................14

Step 4: Publications........................................................................................................................15

Review your Publications Uploaded to your Profile...................................................................15

Claim References which the System has Matched Against your Name......................................16

Adding New Publications –Online Sources.................................................................................18

Adding New Publications Manually............................................................................................18

Uploading Publication to Institutional Repository......................................................................22

Step 5: Manage Profile...................................................................................................................24

Tools...........................................................................................................................................24

Manage CVs................................................................................................................................27

Maynooth University | RIS [3 May 2016] 2

RIS Training Module

Figure 1: Login Screen......................................................................................................................5

Figure 3: User Preferences Login......................................................................................................7

Figure 4: User Preferences...............................................................................................................7

Figure 5 General Information...........................................................................................................9

Figure 6 Update Biography.............................................................................................................10

Figure 7 Professional & Qualifications............................................................................................12

Figure 8 Teaching Activities............................................................................................................13

Figure 9 Research Information.......................................................................................................14

Figure 10 Migrated data.................................................................................................................15

Figure 11 Claiming Publications from External Databases..............................................................17

Figure 12 Image of Duplicated Entries............................................................................................17

Figure 13 Import/Export Publications.............................................................................................19

Figure 14 Manually adding a publication........................................................................................20

Figure 15 Manage Profile...............................................................................................................24

Figure 16 Manage Profiles..............................................................................................................25

Figure 17 Manage CVs....................................................................................................................27


RIS Training Module

What is the new Maynooth University Research Information System?The Maynooth University Research Information System (RIS) is a user-friendly, intuitive, web-based system that provides functionality for academics.

Research Profile Module: This module allows academics to create, update and maintain their own web profiles.

Proposal Tracking (PT) Module: This is an administration module used daily by those in administrative functions to manage the end to end application and awards process, reduce paperwork, and streamline workflows.

Ethical Review Module: This is a specific module that brings all the ethical compliance process online.

The New Research Profile Module

This is the module which will be of most importance to academic staff. It will provide the information to populate your academic webpages in a much more flexible way. It provides academics, research fellows and now postdoctoral researchers with a self-service portal where you can input manage and validate your own research data (personal information, publications, research outputs, professional experience). Previous InfoEd data will migrate over to Vidatum RIS; new publications appearing on external databases can be imported with a click of a button, and allows greater flexibility around how profiles are presented on the web.


RIS Training Module

Getting Started - The Five Steps Quick StartFrom a user-friendly dashboard, you can build up your professional profile. Starting with your qualifications and teaching experience, you can add as much information - or as little - as you like.

Here are five quick steps required:

1. Logging In to RIS See Logging In to RIS

2. Update your User PreferenceSee User Preference

3. Updating Your ProfileSee Profile

4. Adding PublicationsSee Publication.

5. Review and Publish your profileSee Tools.

Step 1: Logging In for the First TimeThe current URL (web address) for the system is https://ris.maynoothuniversity.ie/live/. Please log in using your Maynooth University Username and Password. After May 11 2016, when the system is fully live, you will be able to log in to RIS from the Staff workbench on the web.


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FIGURE 1: LOGIN SCREEN

Overview

The Home Page

The Homepage of RIS is a summary of your activities and profile. It is the first page which you see when you log into the system.

There are four main sections to the Homepage:

FIGURE 2: THE HOME PAGE

1) Your Profile.This contains the summary information which is kept on the system. By clicking on the Edit link, you are brought to General Information where you can update your profile


RIS Training Module

accordingly. By clicking on View Profile, you will get a preview of what your profile looks like on Maynooth University’s website; by clicking on Download Profile, your profile can be downloaded as a Microsoft Office file.

2) Search Profiles.Allows you to find research collaborators within the University by searching your colleagues’ profiles and / or publications by keyword.

3) Publications That May Be Yours.This section automatically suggests publications which might be authored by your. This feature searches catalogues and databases such as Scopus, for your publications.

4) Navigation Menu:The Main Menu allows you to navigate between all sections in the system.


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Step 2: User PreferencesThe first time you enter the system before entering any new publications, you need to record your Author Name and Keywords in the User Preference. You can do this by clicking on the “cog” icon at the top right of the webpage, circled in the screenshot below.

FIGURE 3: USER PREFERENCES LOGIN

The User Preference page has three sections which help you to establish your Profile. They are:

FIGURE 4: USER PREFERENCES

1. List of Author NamesThis information defines your publication name for RIS to search external databases. We suggest using your surname followed by a space then your first initial only. Do not add any punctuation. For most users a single entry (e.g. Murphy B) will be sufficient. Click on the Add / Save button to add / save each entry e.g. Murphy B. These settings allow the system to match publications from the Web of Science and PubMed, among others. However, if the result of publications extracted from the SCOPUS, Web of Science does not reflect the number of the publications linked to your profile, you are advised to insert only your surname.

2. Search Keywords


RIS Training Module

Vidatum Academic can track publications and people that may be of interest to you. You may leave this bland or enter keywords. Press Add to add to the list. If you want to remove a name, click on the in the Action column.

3. Other Receive Alerts: Select ‘Yes’ to receive alerts from the system, this allows the system to suggest reminders of unclaimed publications, and other communications from the system administrator. This is the recommended option. Select No only if you are certain you do not want reminders.

4. Select Profile Theme (s): Selecting a profile theme will allow your profile to appear on theme-specific departmental and institute listings.Remember to save your action.


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Step 3: Profile

General InformationThe General Information section allows you scope to change some of your Profile details. Please note contact information and the photograph uploaded will not be published to your departmental profile, but information given here can be used by RIS to help you create a downloadable word document CV and in future may be used to directly populate some funding applications (e.g. SFI format CVs).

FIGURE 5 GENERAL INFORMATION

1. Contact InformationThe contact information and the photograph uploaded will not be published to your departmental profile. Information given here will be downloaded to your word document CVs.

2. BiographyThe Biography section, on the General Information page gives you a summary of your biography. To edit it, press the Edit link and you are brought to the screen below. You can cut and paste information from Word processing applications or update and format your details with the text editor and press Save.


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FIGURE 6 UPDATE BIOGRAPHY

3. Profile PictureThe photograph uploaded will not be published to your departmental profile. Information given here will be downloaded to your word document CVs.


RIS Training Module

Professional & QualificationsThe Professional & Qualifications section contains eleven categories which cover most areas of your professional life and is used to build CVs and/or feed your web profile. To help you, we have imported information from our previous system (InfoED), you should check/update/edit as necessary

The areas are:

1 Honours & Awards Directly extracted from InFoEd, editable content.2 Professional

AssociationsDirectly extracted from InFoEd, editable content. This section should be populated if you are a member of a professional association. There is the ability to record the function within the association, but this should only be used if the function does not fit into a committee structure, otherwise please use the Committee section.

3 Patents & Licensing Not editable. Content will be pulled directly from Commercialisation Office.

4 Committees Directly extracted from InFoEd, editable content f. Please check relevance, accuracy.

5 Employment Directly extracted from InFoEd, editable content.6 Education and

Professional Development

Directly extracted from InFoEd, editable content.

7 Languages Directly extracted from InFoEd, editable content.8 Consultancy Directly extracted from InFoEd, editable content. This section refers to

expertise/services/consulting which are activities within your area of professional academic expertise that advance or communicate that expertise through interaction with Government state bodies, industry and the community/public. This section can be used by the Research & Commercialisation Offices to direct enquiries for partnership to academics. Leave blank if not applicable

9 Public Engagement/Outreach Activity

Directly extracted from InFoEd, editable content. This refers to research-related initiatives directed to the general public, rather than academic peers. The goal of this activity is to create awareness among the general public about the research work performed in MU and its impact. It assists Maynooth in capturing the many outreach activities which might otherwise go unnoticed.

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Editorial/Academic Reviews

Directly extracted from InFoEd, editable content. Information entered here describes your role as a Journal editor or similar not published outputs (i.e. not edited books etc) Any published outputs should be entered in the publication section.

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Other Professional Activity

Optional. Directly extracted from InfoEd, editable content. This section applies to any other non academic professional activities which arise from your academic position.


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FIGURE 7 PROFESSIONAL & QUALIFICATIONS


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Teaching This section is optional. The Teaching section contains four categories which cover your teaching and supervision activities and was included after feedback from users. It is especially suitable for researchers who research teaching approaches in their discipline and wish to showcase their practice.

FIGURE 8 TEACHING ACTIVITIES

1. Teaching InterestsTo update your teaching interests and opportunity to outline your personal approach to teaching and the rationale behind what guides your practice.

2. Modules coordinatedContent for this will be pulled directly from the Module Database and will not be visible until late 2016.

3. Current Research StudentsThis information will be directly populated from the Student Record System and cannot be changed here. It will show your current registered research students. Content will not be visible until the summer 2016.

4. Former Research Students SupervisedThis section will be pulled directly from it's the student record system. It indicates the history of your research students in Maynooth University. Only students who have completed their research will be displayed on your departmental profile. Any errors should be reported directly to the Records Office. Display of this information will appear later in 2016.


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Research InformationThe Research Information section contains four categories that populate your staff web profile. They are:

1. Research InterestsThis section indicates the key areas of your research interest. The system may use this to perform research key word searches to identify researchers for funding opportunities.

2. Research ProjectsThis section is divided into funded and non funded projects. The information for funded projects will be populated automatically from the PT module which is implemented after the profile project. You will be needed to complete information on any non-funded research manually.

3. Post Doctoral Fellows/Research TeamExisting information has been directly populated from InFoEd. Content is editable

4. CollaboratorsExisting information has been directly populated from from InFoEd. Content is editable

FIGURE 9 RESEARCH INFORMATION


RIS Training Module

Step 4: PublicationsThis section contains your bibliography of published work and is used to populate your web profile. All your previously recorded publications in the old system have been migrated from InfoEd. In the new Publications section, RIS searches for your publications, you can search manually (by ISBN, DOI etc) or even bulk upload from Google scholar. You will be able to:

Review publications uploaded to your profile

Claim references which the system has matched against your name

Manually add references to your profile

Import references from personal bibliographic databases such as BibTex, Endnote etc. and

export references from your profile to personal bibliographic databases

Upload the full text of your publications to your university institutional repository (optional).

Review your Publications Uploaded to your ProfileBefore entering any new publications, you need to record your Author Name and Keywords in the User Preference. (See above)

Publications from InFoEd have been migrated to your profile. These publications are identified as “migrated”.

FIGURE 10 MIGRATED DATA


RIS Training Module

On your first use of the system (or shortly afterwards) please review all publications that were uploaded against your profile to ensure that the right information is in the right fields.

These publications are categorised into the following publication types:

Books Book Chapters Books Edited Peer Reviewed Journals Other Journals Conference Publications Conference Contributions Published Reports Other Publications

You can navigate through these sections to review works that have been pre-populated to your profile. This may time on your first visit while you verify publications/remove duplicates etc.

Claim References which the System has Matched Against your NameThe system automatically shows all the latest publications associated your name from online sources such as Scopus. The system attempts to match publications to your profile based on the publishing alias mentioned earlier, but you must still claim those publications to verify they are yours. You can claim publications here, but a Claim Publications box also appears on the homepage and shows all publications that you have not claimed or rejected yet. The latter function is a shortcut to assist you when you are using the system regularly, to save time working through multiple pages etc.

To claim a publication Click in the checkbox at the right of the entry, and then click on the “Claim Publications“ button at the bottom of the page.


RIS Training Module

FIGURE 11 CLAIMING PUBLICATIONS FROM EXTERNAL DATABASES

For Initial Start Up We recommend you accept all your publications from external databases on your first visit

and then delete duplicates. If you discover duplicates, in the example below you see two entries referring to the same

publication:o Migrated from InFoEdo Imported for external database

FIGURE 12 IMAGE OF DUPLICATED ENTRIES


RIS Training Module

We recommend you accept the imported database entry (e.g. SCOPUS) and reject/delete the migrated version (pressing the red circle with the cross). Imported citations typically have few transcription errors, more metadata etc.

To disclaim a publication If there are publications shown which are not yours (for example, publications from others with your surname from online databases), you can disclaim/reject them by clicking the checkbox at the right of the entry, and then clicking on the Reject Publications button at the bottom of the page.

Disclaimed a publication in error?If you had previously disclaimed a publication in error, tick the box labelled “Bulk Actions”. From here you can view all rejected publications. Please indicate publications that you wish to reclaim and press Reclaim Deleted Publications.

Institutional repository

Links to your published work in the institutional repository appear as a green book icon. If links to your published work in the institutional repository break in transfer to the new RIS.

This will be fixed centrally in May 2016- you need take no action. After the training sessions are complete, the Eprints link to migrated data will be mapped via the DOI to the accepted database entry. In other words, the Eprints link to the deleted migrated entry will be automatically added to the imported database entry for you. Please do not try to upload the entry again into the repository.

Adding New Publications –Online Sources The blue button at the bottom of the page allows authors to claim from other online databases e.g. by ISBN, by DOI (digital object identifier) or via other searches. This feature is recommended if the system has not found your publication and suggested it to you as above.

Adding New Publications Manually If you know an ISBN number, DOI number etc or can perform an online search we recommend the method above (Adding New Publications –Online Sources. If you still cannot discover a publication that you have authored.

You can add new publications manually in two ways:

1. Bulk Action. By uploading them from your existing personal bibliographic database (see below Publication import/export), (e.g. BIBTEX, EndNote & RIS.) Whatever the type of personal bibliographic database you use, you must provide your entries in one of the three compatible formats: EndNote-XML, BIBTEX, or RIS. All known personal bibliographic databases are capable of saving your entries in one of these forms, and you must do this before uploading them.

Endnote


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Click on Import Publications from EndNote xml format file and then click on Browse to select your .xml file of entries from your computer disk. Note that you must already have saved the entries from EndNote, ProCite, Reference Manager, or other system into EndNote-

BIBTEX Users of LATEX, ConTEX t, and other TEX systems using BIBTEX: click on Import Publications from BIBTeX and then click on Browse to select your .bib file. Click on Import to upload and import the entries. You may need to tidy entries after import.

RIS The RIS format (Research Information Systems) can be used as an export and import format by most personal bibliographic database systems. Click on Browse to select your .ris file. Click on Import to upload and import the entries.

FIGURE 13 IMPORT/EXPORT PUBLICATIONS

2. By clicking on one of the links under ‘Add a new publication’ at the foot of the page for the relevant type of publication and adding the entry in the form provided. The publication categories are as follows:

Book Book Chapters Books Edited Peer Reviewed Journal Other Journal Conference Publication Published Report Other Publications

The Other Publications link provides access to a drop-down submenu in the form with dozens of other publication types not shown here for reasons of space. If a specific type of publication that you need is not shown, please email RDO office to ask for it to be added.


RIS Training Module

FIGURE 14 MANUALLY ADDING A PUBLICATION

The ‘new publications’ form is slightly different depending on the type of publication because each has different requirements: Most of the fields are self-explanatory, but a few require foreknowledge, which is noted in the list below:

All types Author and Editor Names: Enter in the name in the format: Surname First name Middle name.

Multiple authors must be separated by a semicolon. Month is currently compulsory; if you do not know the month please enters select

“unknown”. Titles must be given in full and without enclosing quotes.

"Laughter and Language in 'Romeo and Juliet'" Laughter and Language in 'Romeo and Juliet'

Embedded quotes around cited titles should remain. There is no provision for italics, bold, orequations (TEX mark-up can be used for mathematics).

Books See the general comments in All types above.


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Book chapters If your chapter is untitled, please assign a notional chapter number.

Books edited See the general comments in All types above.

Peer-reviewed journalsThe list of journal titles is held separately in an Authority list maintained by the Systems Administrator. If the title of your peer-reviewed journal is not shown, email [email protected] and ask for it to be added.

Other journals For these journals, give the full journal name.

Conference publications This type is for papers published in a volume of Proceedings. Other forms of conference presentation which have been published can be loaded in the ‘Conference Contribution’ type under ‘More Publications’. Conference presentations and other contributions which have not been published go in the ‘Professional’ section under ‘Conference Contribution’.

More publications This section provides access to a much longer menu of more publication type. If there is a further type of publication you need which is not in the list, please e-mail the Research office and ask for it to be added. The grouping ‘More publications’ is only used here to save menu space because the list is very long. When your profile is published to the web, each publication type is presented separately under the specific type, and the heading ‘More Publications’ is not used.


RIS Training Module

Uploading Publication to Institutional Repository

You can now send your publications from the RIS to the University Institutional Repository. When you have your publication data completed, simply attach your publication and click on the red book

icon to begin the process.In the Actions column of the table, you have the following options:

Click on the Spanner icon to edit an entry.

Click on the X to delete an entry.

This icon means that the publication has yet to be uploaded to the repository.

This icon means that you have started the uploading but not yet sent the

document

This icon means that the publication has started the upload to repository

process. At this point your publication is being checked by library staff for

submission

This icon means that the publication is in the repository.

To provide further information and to alert you to copyright policies, we ask that you answer some questions. If you are unsure you can tick the button that you feel is most representative. The library will perform copyright checks prior to making material available in the IR and can contact you if there are any issues:

Have you checked copyright?Yes I've checked and I have permission to archive in an open access repository.No I haven't, please check for me.You can leave further details in the "Any other comments" text box.

Remember – the Library will always work to ensure no publication will be made available in contravention to your wishes or copyright policies

Please indicate the version you are submitting (different publishers have different policies regarding Open Access repositories. You can normally find this information on your signed Copyright Transfer Agreement or the publisher website however the library will not make material live until we have performed a check)

Draft (Early version circulated as work in progress) Submitted Version (The version that has been submitted to a journal for peer review) Published Version (The publisher-created published version) Updated Version (A version updated since publication)


http://eprints.maynoothuniversity.ie/

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Confirm License AgreementYou should read and agree to the stated deposit agreement. Please refer to the MU Policy on Open Access Research.

Where possible it is recommended that all MU faculty and researchers deposit their publications in the institutional repository. The MU open access mandate can be viewed here.

Although submission via the RIS is now the recommended method of deposit to the Institutional Repository, you can still submit directly and your work will be linked to your RIS profile.

Finally items which you have already deposited but which have the red book icon next to the entry may be broken links from the transfer of information into the new RIS. Please do not deposit an item again. This will be resolved by the technical team and you need take no action. Depositing again will only create unnecessary work for this team.


https://www.maynoothuniversity.ie/sites/default/files/assets/document/ePrints_-_NUIM_MandateUpdated_0-1.pdf



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Step 5: Manage Profile

ToolsThe Manage Profile page allows you develop your profile and publish it to the University website and create CVs which can be downloaded as word documents. A great deal is customisable for the user, and that can be done here.

Please note the contact details and the photograph section shown in the published profile preview will not be published to your departmental profile. This section is managed by the Communications Office.

Information given here will be downloaded to your word document CVs.

There are six categories which you may or may not select in order to build up your profile. These are: Biography, Research, Publications, Professional, Teaching and Collaborators. The Biography section is shown by default. All other sections must be changed to show all at the users and discipline’s preference and custom.

FIGURE 15 MANAGE PROFILE

[1.] Contact Details and PhotographProfile PictureYour System User and primary Contact Details are imported from another System, and cannot be changed in RIS. Please note the contact details and the photograph section shown in the published profile preview will not be published in your departmental profile. Information given here will be downloaded to your word document CVs.

1.[2.] Editing profile details- . To include information, click on the show link. Alternatively, click on the hide link to add information to your Profile.- You can only add or remove items from your Profile in this section. To edit the contents of each category, you must do so in their respective sections (earlier in this document).


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- When you are managing your Profile, you can order the information which you see on screen by clicking on the following links (similar to Moodle):

The Move icon allows you to re-order your list items (eg Books above book chapters etc).

Please note: when new entries are added, the order of your list items may change.

The Up Arrow allows you to move a sub-section up.

The Down Arrow allows you to move a sub-section down.

The Refresh icon will check the system to see if any publications relating to you have been

added.

The Show All icon will add all the information in this sub-section to your Profile.

The Hide All icons will hide all the information in this sub-section to your Profile.

2.[3.] SaveREMEMBER When you are finished with your Profile, click on Save to save it to the system. Otherwise your changes will be lost.

3.[4.] PublishIf you want to publish your Profile to your institute’s website, click on Publish. This will be live after May 11 2016. But prior to that date, you will see a near approximation.

FIGURE 16 MANAGE PROFILES

4.[5.] Publish Profile to the WebsitePlease follow these exact steps:

I. Click on the Save and Publish my Profile to Web


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II. Accept that you comply with MU policies

III. Click on Review your Published Profile to ensure the accuracy of your profile

IV. If your profile is incorrect, press return to Manage Profile and amend your profile. Please remember to Save any changes before clicking the Publish button

V. Repeat I-III


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Manage CVsThe Manage CV allows you to create and manage existing CVs, and soon will allow you to download your CV in a template for funding applications.

FIGURE 17 MANAGE CVS

1. Add New CVTo create a new CV, enter the name of the CV and press Add. Once the CV has been created, it will appear in Your CVs.

2. Manage Your CVsTo add content to your CV, click on the Edit button and you will be brought to the Build CV section. This page is similar to the Manage Profile Section.

3. Download CVYou will be given the option to download your CV to Microsoft Word.

The RDO will develop templates for major funders (e.g. SFI, IRC,) which will appear once the system is live.


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