Getting Started with your Publications
Is your publications HERDC, QUT Research, QUT Scholarly, Creative Works? Where is the first place you enter it or who do you tell? This page answers those questions and helps both researchers and administrators get started with the collection.
All publication categories, with the exception of Thesis, Conference Item and unpublished works, will be imported from QUT ePrints into ResearchMaster. The below table provides details of which collection your publication fits into.
QUT has administrators in each faculty/institute who are able to assist with your publications queries and are the central point for submission to each collection. To find out who is the contact person in your area, please view our research administrators list.
The single point of submission of publications is now QUT ePrints and this will flow into ResearchMaster and then into a researcher's RAD profile. Please note that the data in RAD is updated overnight, so any changes to your publication will be reflected the day after they are made in ResearchMaster.
QUT ePrints is the central repository of research outputs created by QUT staff and postgraduate students. Whenever possible, the outputs deposited in QUT ePrints by their creators can be downloaded or viewed online, free of charge. This ensures the widest possible dissemination for the outputs of QUT researchers and contributed to the growing body of research literature that is now freely available online.
At the point when the publication is being deposited into QUT ePrints, it is recommended that the evidence about the publication be compiled into a PDF and uploaded to ePrints at the same time - there is a drop down in the item types for HERDC Evidence. For more information on how to deposit in QUT ePrints contact email@example.com
If for some reason the evidence cannot be supplied at the time of the original ePrints deposit, it needs to be emailed to the Office of Research at firstname.lastname@example.org - we will put it against the ePrints record (please send to us so we can assess it).
Once deposited and processed by the QUT ePrints team, the Office of Research will push the publication into ResearchMaster and will then manage the record as normal - checking evidence, missing material, Author AOUs, etc.
Each faculty/institute has its own research office and thus has slightly differing ways of coordinating the HERDC Publications data collection and submission. For detailed information on how your faculty/institute processes publications please contact your research administrator.
You will need to provide your publication and associated verification material to your research administrator who will ensure all verification material has been sourced (remember that in some instances only the author has access to verification material so please try to provide your administrator with as complete a publication as possible!) and then upload via QUT ePrints. Once deposited and processed by the QUT ePrints team, the Office of Research will push the publication into ResearchMaster and will then manage the record as normal - checking evidence, missing material, Author AOUs, etc. Each month, the Office of Research will issue a report where a nominated faculty/institute senior academic (in most cases the ADR or Head of School), independent of the author, will check and/or accept that the definition of research has been met and that the publication should be included in the HERDC collection.
What can you do to assist the HERDC process?
Each publication which is submitted for HERDC needs to be verified by the Office of Research. We ensure that all verification material has been included and is appropriate and that all details on ResearchMaster have been correctly recorded. If any material is missing, OR staff generate an email from ResearchMaster which lists the missing item and any further details. This email is sent to the first named QUT author and the nominated research administrator.
The Office of Research also double checks that the publication has been submitted in the correct category and for the correct collection year. If the publication is moved out of the HERDC or the category is changed all QUT authors on the publication (in addition to the nominated research administrator) are sent an email advising of the change.
The final main check which is performed by the Office of Research is that the publication is not a duplicate. A check is done on ResearchMaster by author and the title/keywords are checked against the authors other publications. If two HERDC publications are deemed as potentially having similar content they will be pulled aside for closer inspection. Having a publication noted as being a potential duplicate does not mean that the Office of Research has deemed it automatically as a duplicate but rather that it should be checked. Please keep in mind that for a publication to be submitted more than once in a collection it needs to have significant new research findings in the second publication in order for it to be accepted. Frequently we come across publications which are identical duplicates (just in a different journal or presented at a different conference) which cannot be accepted. In these instances, we will send the author an email advising them of this findings and giving them the opportunity to respond if they feel that there is significant new material presented in the second publication.
Once the publication has been verified, the Office of Research marks it as verified on ResearchMaster. This then locks down the record (so no further changes can be made) and the status in your RAD profile will update from "Unverified" to "Verified" the following day.
You can check the status of your publication at any stage via your RAD profile. RAD profiles are available to research academic staff (Teaching and Research or Research Only) so if you fall outside this category (for example Teaching Only, Postgraduate Student) you can contact your research administrator who will be able to search on ResearchMaster.
Please note that the data in RAD is updated overnight, so any changes to your publication will be reflected the day after they are made in ResearchMaster.
It is important that you check your RAD profile to see what may be missing and liaise with your research administrator accordingly. It is worthwhile to note that if a publication is not showing on RAD it is because it has not been entered in ResearchMaster (RM). This may be because your administrator may not know about this publication or that they are yet to enter the publication on the system. In RAD, you are able to see if the publication has been verified or not - this stage is undertaken by the Office of Research. Whilst we strive to process publications as soon as they arrive in our office, it is a large undertaking every year with over 2000 publications to evidence sight - thus in the later stages of the collection the turnaround time for verification may be slower.