HERDC: Instructions for Authors

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The 2008 Higher Education Research Data Collection (HERDC) for 2007 publications internal deadline has now closed. Coversheets and the associated verification material should have been submitted to your research administrator by March 2008. The collection of 2008 publications will be opening shortly.

You can view your publications and the status of each via the Research Activity Database (RAD).

*** The HERDC is not retrospective; only 2007 publications can be collected.
If a 2006 or earlier publication was not previously submitted then it will be recorded in the QUT Scholarly Collection. ***

Publication categories

There are four HERDC publication categories. For information on these categories, including the criteria that must be satisfied to ensure inclusion in the HERDC please follow the links below:

1. A1 - Book
2. B - Book Chapter
3. C1 - Refereed Journal Article
4. E1 - Refereed Conference Paper

The Process

1. The first-named QUT author of a publication is responsible for submitting the publication to the HERDC. If you are a subsequent QUT author on a publication you should check with the first-named author to ensure the publication has been submitted, and if not, prepare the paperwork as required for inclusion in the HERDC.
2. The author must complete and sign the appropriate coversheet for each publication to be submitted to the HERDC. Please note all publications included in the HERDC must meet the General Requirements, the HERDC Definition of Research (DOR) and the criteria specified for the publication category.
3. The author submits the coversheet and the verification material to the research administrator. NB. If the author is not listed as affiliated to QUT on the actual publication, and has indicated that they should be considered a QUT author) they must complete a Statement of QUT Affiliation to verify that the publication resulted from research activity undertaken whilst a QUT staff member or student. This statement should be submitted to the research administrator with the verification material.
4. The publication is checked by a nominated academic staff member within the Faculty/Institute to ensure it meets the HERDC Definition of Research (DOR). The academic staff member will be designated by your Assistant Dean (Research) or Chair, Faculty/Institute Research Committee. Please note that if QUT is audited by DEEWR, the Faculty/Institute will be responsible for justifying any queries related to the DOR of their publications and their RTS/IGS funding reduced by the amount of any penalty DEEWR impose.
5. The publication is entered in the ResearchMaster (RM) database by the Faculty/Institute.
6. The research administrator sends the publication to the Office of Research, Level 3, O Block Podium, GP for verification.
7. The Office of Research verifies the publication and checks it for:
   1. General Compliance - ie correct year, QUT author affiliation, scholarly publication, proof of publishing
   2. Category Compliance - eg book is not an edited book, conference paper is at conference of national/international importance, etc
   3. All requested verification material supplied - eg proof of peer review, copy of the publication, etc
   4. RM Record - information entered on RM database is checked and then verified
   5. Duplication - a publication can only be submitted once to the HERDC
8. Notifications:
   1. If the publication does not pass the various verification checks listed above, an email will be sent to the authors and their research administrator advising them that the publication has been moved out of the HERDC and into the QUT Scholarly Collection. If authors wish to dispute this or provide additional verification material this must be forwarded to the Office of Research by 1 May 2008 in order for their publication to be reconsidered for the HERDC.
   2. If the publication meets verification checks i) to iv) listed above the publication will be provisionally accepted for the Collection. Authors can view their submitted publications and the status of each via the Research Activity Database (RAD). For information on the publication statuses in RAD please visit the RAD Help Manual. If you do not have access to RAD, please contact you research administrator who can provide you with a detailed list of your publications.
9. The Collection is finalised and figures submitted to DEEWR in June 2008.

Checking your publications on RM

You can check your publications listed on the RM Database at any time of the year via the Research Acitivty Database (RAD) (member access only). Alternatively, your Research Administrator can run reports for you which lists your publications included in the RM database.

Useful links

• FAQs - Frequently Asked Questions (updated December 2007)
• Classifications and Codes (provides lists of AOU and FOR codes)
• HERDC: A1 - Books
• HERDC: B - Book Chapters
• HERDC: C1 - Journal Articles
• HERDC: E1 - Conference Papers
• 2008 HERDC Specifications
• Statement of QUT Affiliation - the HERDC specifications state that any QUT author that is not listed as affiliated to QUT on the actual publication (and who should be considered as a QUT author), must complete a statement verifying that the publication resulted from research activity undertaken whilst a QUT staff member or student. This statement should be submitted to their research administrator with their verification material.

• Instructions for Authors - General
• Instructions for Authors - QUT Scholarly Collection