Introduction to RPS and IRIS at UCL IOE
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Presentation used in hands on RPS and IRIS training sessions at UCL IOE including contact details for central and local support
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Introduction to RPS and IRIS at UCL IOE
- 1. Research IT Services We Provide: • Research Software Development • Research Computing Platforms • Research Data Services • Research IT Applications Visit: www.ucl.ac.uk/rits Email: rits@ucl.ac.uk
- 2. RPS & IRIS Overview
- 3. Why do we have RPS and IRIS? UCL Open Access Mandate: 1. Copyright permissions allowing, a copy of all research outputs should be deposited in the UCL repository in Open Access. 2. Individual UCL academic researchers should be directly responsible for providing and maintaining details of their publications in relevant UCL databases so as to support both Open Access and the requirement for UCL to keep an accurate record of its research outputs. Full details at: www.ucl.ac.uk/library/open-access/publications-policy
- 4. Add full text RPS Interactions RPS Research Publications Service IRIS Institutional Research Information Service UCL Discovery (EPRINTS)Publications Web of science Scopus PubMed Automatic harvesting based on user specified search settings Publications list Publication detail With full text
- 6. Research Publications Service (RPS) - Output Data held in RPS is used for: – Displayed in IRIS profiles and UCL Discovery – To inform the Professorial Appraisal system (PAR) – Research Excellence Framework (REF) 2014/2020 – To assist in the Senior Promotions process – RPS records for individuals or whole departments can also be imported directly into web pages.
- 7. Getting data into RPS • Online searches – Data sources include Web of Science, PubMed, Scopus, arXiv, DBLP – Authors maintain their own search terms – Authors accept/decline their own records • Manual entry – Typing individual records • Import from file – Import from Reference Manager, EndNote, BibTex, Google Books
- 8. Manual Entry • Publications are entered by typing in details • Look out for mandatory fields • Authors must be entered as ‘Surname' and 'Initial’ in the appropriate fields. – e.g. Smith, J • To enter a Book or Book Chapter: – Type in ISBN – Matching book found from Google Books • Check the user guide: – ‘Guide to Publication Types and Manual Entry’
- 9. Importing Publications • Text files that can be imported: – RIS formatted as exported from Reference Manager & EndNote – BibTex • Duplicate checks take place on import – Options available to merge or overwrite if duplicate found
- 10. Full Text to UCL Discovery • You can deposit in UCL Discovery through RPS • UCL Discovery team will take care of compliance with copyright… • …but, to help comply with copyright, your final/ accepted version (post peer review) is recommended • Supplementary files also welcome • Further details: https://www.ucl.ac.uk/library/open-access To comply with UCL's open access policy, and the open access policy for the next REF, UCL authors must deposit the final manuscript of all publications in a repository within 3 months of acceptance.
- 11. RPS Administrators • RPS administrators can ‘Impersonate’ authors: – Impersonators have access to full range of functions for that user at IOE this is Bryan Johnson (IOE Resource Discovery Librarian) • Authors may ‘Delegate’ responsibility to any other UCL staff members
- 12. IRIS - Institutional Research Information Service “A one stop shop for information on research activity at UCL” 12/13
- 13. IRIS Data Sources RPS: Publications IRIS Institutional Research Information Service FIS: Projects, awards, sponsors Portico: PhD student supervision HR: Academic record / employment details Manual: - Biography - Interests - Achievements …
- 14. Research Themes • Umbrellas of related subjects that can cover multiple disciplines. • Users cannot create or modify themes; these must be passed through the Office of the Vice-Provost Research. • Clicking on a theme displays a summary of the theme as well as a list of departments, research groups and researchers associated with that theme. • For more information about research themes see this website: http://www.ucl.ac.uk/research/themes
- 15. Research Groups • Circles of like minded individuals with respect to a specific area of Research. Each group can be associated to one or more Research Themes. • Researchers may add themselves to research groups but only departmental heads (or Lead Department Administrators) may create them.
- 16. Research Activities • Research projects you are associated with. • Join existing activities or create new ones. • UCL Research World Map displays these activities: – Topic-related countries – International collaborators
- 17. Research Activities • Research projects you are associated with. • Join existing activities or create new ones. • UCL Research World Map displays these activities: – Topic-related countries – International collaborators
- 18. A good IRIS profile should have… • A biography, research and teaching summaries • A nice picture • Links to website, twitter etc. if you use them • Research themes, groups and activities • An up to date publications list from RPS Also: • Check everything else to make sure it’s correct. 18/13
- 19. Support and training for IOE authors • IOE authors have full access to central support: – rps-support@ucl.ac.uk – iris-support@ucl.ac.uk • In addition support is offered locally by the IOE Library (including in departments and 1-2-1s): – Bryan.Johnson@ucl.ac.uk • Combined RPS, IRIS and open access training is held in the IOE Library PC Labs, you can book a place at: – http://libguides.ioe.ac.uk/ioeoa 19/13
- 20. Who to contact if data is incorrect HR hr_helpdesk@ucl.ac.uk RPS rps-support@ucl.ac.uk FIS myfinancehelp@ucl.ac.uk Portico portico-services@ucl.ac.uk IRIS IOE Support Incorrect data in IRIS can be changed by you (If you require help with this then contact iris-support@ucl.ac.uk) At IOE additional local support is offered by Bryan.Johnson@ucl.ac.uk for RPS and IRIS data issues
- 21. Useful Information • Access RPS via: – rps.ucl.ac.uk (UCL ID and Password required) • Access IRIS at: – iris.ucl.ac.uk • User guides and FAQs on the Research IT Applications website: – http://www.ucl.ac.uk/isd/services/research-it/research-apps • Email support: – Bryan.Johnson@ucl.ac.uk (for IOE authors) and: – rps-support@ucl.ac.uk – iris-support@ucl.ac.uk
Editor's Notes
- So the reason I’m talking to you today about RPS as well as IRIS is that you can’t really have a good IRIS profile without also engaging with RPS – the research publications service.
- Background: UCL Academic Board, in May 2009, agreed two principles to underpin UCL’s publication activity and to support its scholarly mission… The UCL repository is known as UCL Discovery and it is a public facing website providing information about UCL’s research output and access to the full text where possible i.e. it is your responsibility to maintain an up to date record of your research output.
- RPS provides a central hub for researchers to maintain a comprehensive record of their research outputs. The information in UCL Discovery and IRIS is automatically updated from this source, as well as any other web pages which have been linked to the RPS profile. You can also export the information in your profile into a reference management system such as Endnote or Reference Manager, in rich text format for Word, CSV for Excel and databases or pdf. This makes your information portable so if you leave UCL, you can take your publications list with you and upload it into another university’s system (hopefully). To make things even easier for you, RPS is set up to automatically search online repositories (including WoS, Scopus and PubMed) for articles you have written. When it finds an article it thinks you’ve written, you’ll be notified by email and all you have to do is log in and accept or reject that publication from your list. You can also upload the whole text of an article you’ve written to be deposited in UCL Discovery via RPS. By doing this you will be fulfilling the open access aspect of the UCL publications policy. This is subject to copyright compliance, as there are various different limitations that publishers may put on articles, but the library reviews everything that’s uploaded before releasing it so you don’t have to worry about it.
- Direct imports from online sources. RPS regularly searches through online bibliographic databases such as PubMed, Scopus, Web of Science, ArXiv for publications which match your search criteria. RPS will send you an email if it finds new articles which it thinks may be yours. All you have to do in this case is go through the list of articles and confirm which ones are yours. [Switch to RPS for demo] If you find that the search is returning too many matches, you can alter your search settings to make them more specific to you by adding information such as publication date and addresses. Default search term is authors name, but if name is very common, researchers can narrow the search term by adding things like location details (i.e. previous institutions worked at) or a date range for publication. Emphasise: search settings are a way to limit the harvest to make it manageable. It is better to err on the side of having too many articles to check. Be wary of using keywords or specific journals in searches as this will limit the search to positive matches. Avoid advanced search unless very comfortable with writing search strings. Search term has to match repositories’ meta data. Names are a common reason for articles not being returned as formatting is very specific. Check how repositories like Scopus are recording your name and include every variation in the search. Harvest is scheduled to happen every two weeks, but if you want to trigger a search, click in your search settings and click on save to fool it into looking. This should take a few hours to return.
- Information in IRIS is updated every night, so don’t worry if you don’t see changes immediately. Other systems such as the PAR system are updated less regularly so if you are expecting a professorial appraisal, double check that that system has all of your information up to date. For REF 2014, we had a tool in RPS which allowed researchers to select the publications they would like to submit. We’ll probably have something similar for 2020. RPS web query: http://sql-ssrs01.ad.ucl.ac.uk/RPSDATA.SVC/pubs/Null?&deptcode=igh Igh = institute of global health ic = institute of child health Ee = electronic and electrical engineering
- Online searches: when you join UCL as a researcher, an RPS account is created for you. This account will include a default search criteria which will search for combinations of your name and UCL
- [Still in RPS] If you’ve written or contributed to a book, you can import the information into RPS quickly by typing in the ISBN number and then just provide details of what you contributed. Failing that, you can also upload information from a reference management system or enter records manually. There are a huge variety of different options for different types of publication on RPS from art installations to conference proceedings. We have detailed instructions for all of these in our online supporting documents. Example ISBN: 0394900014
- RPS is set up to have one record for each publication. This means that two UCL researchers who are both authors should both be referenced to the same article in the database. To avoid duplicates in the system it is important to communicate.
- If researchers have opted for gold open access, a team in the library (Catheryn?) should be sent a copy of your publication which they will then put into UCL Discovery. An alternative method of getting your articles into UCL Discovery is to send them in an email to discovery@ucl.ac.uk
- The RPS web interface is designed for ease of use, so that you should find it easy to log in and make basic changes to your profile. If you find that you need to go a bit deeper though and change various settings, merge records or import data from somewhere else, we have a lot of documentation online that covers almost all eventualities. Failing that, the library provides support via email: rps-support@ucl.ac.uk
- The key focus is the Researcher Profile which brings together information from a variety of sources to create a profile for every researcher at UCL. - displays HR information, the publications list from RPS, individuals’ grants and contracts, and details of supervised students. You already have an IRIS profile. If you’ve googled your own name since you joined UCL, you should have come across it because IRIS is optimised to have a high ranking in search results. If you google ‘your name’ and ‘UCL’, it should be in the top three. Unfortunately, if you haven’t done anything with your IRIS profile, it looks a bit drab. This is where this manual aspect comes in: you can write a biography, research summary and/or teaching summary which will be displayed in the profile section. Anthony Finkelstein has a good one. One of the things that you can do to make yourself more discoverable is to add Research Themes, Research Groups and Research Activities to your profile.
- Not mutually exclusive
- Because IRIS creates your profile by pulling in data from multiple sources, you should go straight to the relevant source in order to correct anything you think is wrong. HR helpdesk for: Job role, academic record (LERS), name (try myview self service e.g. I’m Tom on IRIS not Thomas) RPS: for publications obviously Funding information: Comes from the Financial Information System (FIS) – myfinancehelp@ucl.ac.uk Students tab: Comes from Portico -
- Or google “UCL RPS”