Minerva Elements User Guide

Minerva Elements
User Guide
Contents The Publication Process .......................................................................................................................... 2 Workflow Comparisons. Themis and Minerva ....................................................................................... 3 View Publications ................................................................................................................................... 4 By category ......................................................................................................................................... 4 All publications ................................................................................................................................... 5 Claim Publications .................................................................................................................................. 6 Link a Unimelb author to a publication .............................................................................................. 8 Add Publications ..................................................................................................................................... 9 Update your search terms .................................................................................................................. 9 Import a BibTeX file or an RIS file ..................................................................................................... 11 Import a BibTeX (LaTeX) file from WoS. ....................................................................................... 11 Import an RIS (Endnote) file from Scopus. ................................................................................... 12 Add a publication manually .............................................................................................................. 15 Add manual record ........................................................................................................................... 16 Adding HERDC, FoR and SEO labels ...................................................................................................... 18 HERDC Review Process ......................................................................................................................... 19 An Explanation of the HERDC TABS .................................................................................................. 19 HERDC information for Academics and PCs and ALOs ..................................................................... 20 Nominate – A step for Academics or PCs similar to THEMIS’s ‘Submit’ ....................................... 21 Review – A step for PCs, similar to THEMIS’s ‘Verfiy’ ................................................................... 22 Minerva Access – how to add a version of the manuscript in accordance with the Open Access Compliance program .................................................................................................................... 22 Impersonate another user ............................................................................................................ 25 Accept – A step for ALOs, similar to THEMIS’s ‘Certified’ ............................................................. 26 What to do with publications in the ‘Not nominated’ tab that don’t belong to your department. . 27 HERDC reporting in Minerva ............................................................................................................ 30 Searching HERDC .............................................................................................................................. 32 If you have any further questions about today’s training session, contact Paul Quilty [email protected] or Celia King [email protected] University of Melbourne. Minerva Elements. Publications User Guide. November 2014. v.11 1 The Publication Process The diagram below outlines the publication process. The process can be initiated by either the
researcher or the Publication Coordinator. Where the Publication Coordinator enters the publication
details, the researcher will still be able to view the status of the publications via their researcher
workbench.
Researcher – Publication Coordinator or Researcher – Publication Coordinator Publication Imported (Harvested) from external sources Create Manual Publication Record Publications Coordinator (PC) Review, complete & verify the publication Place Under Review Request information Request information Academic Liaison Officer (ALO) Approve publication (or refer back to PC) Research Windows Find an Expert University of Melbourne. Minerva Elements. Publications User Guide. November 2014. v.11 2 Workflow Comparisons. Themis and Minerva Publication created 'Draft' Work to be done 'Submitted' 'Verified' 'Approved'/ 'Certified' Themis PC or Academic creates a draft. Minerva Minerva automatically searches databases weekly for publications according to academics' search terms. It uploads all the info except HERDC category and FoR/SEO codes Add: Add: Year HERDC category HERDC category ‘FoR’/’SEO-‐post2008’ codes. (You Title will be able to add other types of volume, issue, article number, codes, but only these two are DOI required). page numbers journal Click on green tick symbol to ‘claim’ ‘FoR’/’SEO-‐post2008’ codes publication for academic. publication attachments counted contributors department external indexes Publication is submitted to PC Publication is 'Nominated' in HERDC section of Minerva. PC checks all the particulars PC checks all the particulars and 'verifies' the publication. Adds attachment as per the new 'Open Access Compliance program' and 'reviews' the publication. ALO checks all the particulars ALO checks all the particulars and and 'approves' the 'accepts' the publication. publication. HoD checks all the particulars and 'certifies' the publication. Themis Minerva Publication created Work to be done 'Nominated' 'Reviewed' 'Accepted' University of Melbourne. Minerva Elements. Publications User Guide. November 2014. v.11 3 View Publications From the home tab you have two options for looking at your publications. By category – In the section ‘My Publications’ click on the Category of publication you wish to look at (eg ‘Book Chapters’) or the blue underlined number in the column ‘Author’ (in this case ‘5’) University of Melbourne. Minerva Elements. Publications User Guide. November 2014. v.11 4 All publications – Or you can scroll to the bottom of ‘My Publications’ and click on the blue underlined number next to ‘TOTAL’ (in this case ‘141’) What you see there are all the publications linked to you in Minerva: University of Melbourne. Minerva Elements. Publications User Guide. November 2014. v.11 5 Claim Publications From that screen it is easy to look at your pending publications by clicking on the tab with the red exclamation mark with ‘Pending’ next to it. There you will find a list of publications that have been attributed to you. You can claim them as your own by clicking the green tick or reject them by clicking the red cross If you accidentally claim a publication you can ‘unclaim’ it by clicking on the red cross. That will send it to the ‘Not mine’ tab, nothing ever gets deleted in Minerva. If you accidentally reject a publication you can go to the ‘Not Mine’ tab and click on the green tick to ‘reclaim’ it. University of Melbourne. Minerva Elements. Publications User Guide. November 2014. v.11 6 You can also get to the pending publications page from the home page by clicking the red underlined numbers from the ‘My Publications’ section. University of Melbourne. Minerva Elements. Publications User Guide. November 2014. v.11 7 Link a Unimelb author to a publication Another way to link yourself to a publication (or link the publication to your profile) is to first search for it in Minerva. Then scroll down to the bottom where you can find two ways to add yourself to the publication. If your name appears there already you can click the green tick to add yourself. Or type your name into the field under “Relate Organisation users to this publication” and click the green plus sign to link yourself to the publication. University of Melbourne. Minerva Elements. Publications User Guide. November 2014. v.11 8 Add Publications There are several different ways of getting publications into Minerva. Update your search terms – The publications will then be added to your ‘pending’ list. Import a BibTeX file or an RIS file – The publication will be added to your claimed publications list. Add a publication manually – And link yourself to the record. Edit a ‘manual record’ – And link yourself to the record. Update your search terms On the home page click on the small orange cross next to ‘Publications’. Then click on ‘Search Settings’ University of Melbourne. Minerva Elements. Publications User Guide. November 2014. v.11 9 On that page add any name variations you’ve published under (or been listed as in Web of Science) and add any addresses that you have been affiliated with when publishing (as they appear in Web of Science). Then scroll to the bottom of that screen and press Save. It will take around an hour for your search to be updated and the new publications to appear in your Pending list. University of Melbourne. Minerva Elements. Publications User Guide. November 2014. v.11 10 Import a BibTeX file or an RIS file You can use Web of Science to import a BibTeX file or Scopus to import an RIS file. Web of Science is most useful if you need to search for one publication at a time. Scopus is most useful if you want to add all of an author’s publications in one go. Import a BibTeX (LaTeX) file from WoS. Go to Web of Science and add the publication (or publications) you wish to add to the ‘Marked List’. Click on ‘Marked List’. Click on the ‘Core Collection’ tab. As well as the boxes already checked, check: Addresses, Document Type, Publisher Information, Page Count / Chapter Count and Research Areas. Click ‘Save to Other File Formats’. Choose BibTeX. Click ‘Send’. (See after ‘Import an RIS file’ to see the next step University of Melbourne. Minerva Elements. Publications User Guide. November 2014. v.11 11 Import an RIS (Endnote) file from Scopus. Go to Scopus. Search for the author you are interested in (the easiest way to do this is to start with a DOI of one of that author’s publications and then click on the linked name of the author within that publication). Click ‘View all in search results format’ University of Melbourne. Minerva Elements. Publications User Guide. November 2014. v.11 12 Check the publications you want to add and click ‘Export’. Check ‘RIS Format’. Under ‘Choose the information to export’ change the drop down list to ‘Specify fields to be exported’. Check the box next to ‘Bibliographical information’. Click ‘Export’. University of Melbourne. Minerva Elements. Publications User Guide. November 2014. v.11 13 Go to ‘Import’ in Minerva, you will find the link with the ‘Search settings’ link when you click the orange plus sign next to ‘Publications’ in the left hand navigation bar. When you click on ‘Import’ you’ll be taken to a new page. Click Browse to upload the file you’ve just saved. Check the box for ‘BibTeX’ or Reference Manager/Endnote to indicate which type of file it is. Click ‘Upload’. If you are satisfied with what appears, click ‘Import’, if not ‘Clear’. University of Melbourne. Minerva Elements. Publications User Guide. November 2014. v.11 14 Add a publication manually Go to the home page. Click on the blue cross next to the type of publication you want to add. If you are adding a book or book chapter, you will be able to search to see if the book is listed in Google. If it is, some of the information you need to add will be populated automatically. The process is relatively self-‐explanatory, but further description of what to do will be forthcoming. University of Melbourne. Minerva Elements. Publications User Guide. November 2014. v.11 15 Add manual record Sometimes the data coming in from the external databases will be wrong. You can’t edit it directly, but you can ‘Add manual record’. University of Melbourne. Minerva Elements. Publications User Guide. November 2014. v.11 16 All the existing information will be brought in to the ‘manual record’, but you will be able to edit any of it. You’ll also be able to re-‐order or delete authors if necessary. University of Melbourne. Minerva Elements. Publications User Guide. November 2014. v.11 17 Adding HERDC, FoR and SEO labels Each publication needs to have FoR, HERDC and SEO (post 2008). Go to the publication in Minerva and click on the ‘Labels’ link. A pop up screen will appear. Click on the orange cross to add new values to ‘Fields of Research’ (FoR), ‘HERDC Labels’, and ‘SEO-‐
post2008’. If you enter the numerical code in the field it will appear in a drop down list of values to click on. Then click the green cross to add it to the publication. Once you have added FoR and SEO codes, a blue percent symbol will appear and you will be able to click on it to add percent values. University of Melbourne. Minerva Elements. Publications User Guide. November 2014. v.11 18 HERDC Review Process (Some of the images used in this section are from the test environment and may vary from the live system – if it doesn’t have the brown of the live system, it is probably from the test system). An Explanation of the HERDC TABS It is possible to open up a record and edit it from any of the tabs. Not Nominated. (Recommend PCs start here) All publications that have not yet been processed within the HERDC module are located here. Once a publication record is created it can be access from this Tab. This means that even publications that have been suggested as possibly belonging to an academic (pending) will appear here, even if that academic is not actually one of the authors, but shares the same ‘surname, initial’ as one of the authors. We are working on cleaning up these false matches, but some will still occur. This a reason why publications will appear in your ‘Not Nominated’ section that aren’t written by anyone from your department. Nominated Publications are nominated by either an academic or PC. PCs will also have to look at this tab to process publications and put them to the status of ‘Under Review’. In Progress (Recommend ALOs start here) Publications under this tab are waiting for the ALO to Accept or request further information. Assessed Publications under this tab have been ‘accepted’ by the ALO. University of Melbourne. Minerva Elements. Publications User Guide. November 2014. v.11 19 HERDC information for Academics and PCs and ALOs To start a publication on the HERDC review process click on the HERDC tab. Then click on ‘Nomination Assessment’ link in the left side bar. Once there, click on the ‘Not Nominated’ tab. You can then ‘Nominate’ your own publications if you are an academic which will send them through the PC who will continue the process. University of Melbourne. Minerva Elements. Publications User Guide. November 2014. v.11 20 Nominate – A step for Academics or PCs similar to THEMIS’s ‘Submit’ Once you click ‘nominate’ for the publication you are working on a tiny blue square will appear next to ‘Research Category’ and ‘Update’ will appear under ‘Affiliation’.
If you click on the blue square you can ‘View or Upload associated files’. You can attach appropriate files. This includes author affiliation or evidence of peer review. If you click on ‘Update’ you can indicate which internal departments author was affiliated with for the publication. or show if the author did the work with another unaffiliated institution either while at the University of Melbourne or before they arrived. University of Melbourne. Minerva Elements. Publications User Guide. November 2014. v.11 21 Review – A step for PCs, similar to THEMIS’s ‘Verfiy’ You should start in the ‘Nominated’ tab. As well as the steps you take as listed above, you can ‘Request information’ from one or more of the authors. ‘Withdraw’ withdraws the nomination and sends it back to ‘Not Nominated’ status. ‘Add comment’ adds a comment. and ‘Delete’ sends it back to ‘Not Nominated’ status. Minerva Access – how to add a version of the manuscript in accordance with the Open Access Compliance program You will also need to add a version of the manuscript to Minerva Access. On each publication record in Minerva Elements, there is a Minerva Access section. In that section you will see the SHERPA RoMEO information that tells you which version of the manuscript you can put in. University of Melbourne. Minerva Elements. Publications User Guide. November 2014. v.11 22 When you click on ‘Upload new file’ You can upload the appropriate version of the manuscript here. The most important thing to note is that if you are a PC the ‘Complete submission’ button will only appear if you are ‘Impersonating’ the author (see following section). University of Melbourne. Minerva Elements. Publications User Guide. November 2014. v.11 23 If you scroll down, another thing you can see on this page is a more complete description of what version of the manuscript is allowed in the repository. For further information about the Open Access Compliance program and the new NHMRC and ARC requirements for placing the [Author's] Accepted Manuscript / Post-‐print version or the Final, Published [Publisher] Version of the Paper in the repository, please see this information provided by the University: http://blogs.unimelb.edu.au/oacp13/information-‐for-‐researchers-‐2/ University of Melbourne. Minerva Elements. Publications User Guide. November 2014. v.11 24 Impersonate another user To impersonate another user (if you are a PC or ALO), click on the ‘Impersonate another user’ at the top of the screen. The easiest way to find someone is to type ‘surname, initial’ into the ‘Name contains’ box and click ‘Set filters’ to search. Then it is a matter of choosing which academic you wish to impersonate: If there is more than one version of the same name, use clues such as Department, title, and number of publications to help you work out which one is the right one. We are working on reducing the number of double ups. When you have checked that the publication has all the required information, you can click ‘Review’ which will confirm the information and send it through to the ALO for the next step. University of Melbourne. Minerva Elements. Publications User Guide. November 2014. v.11 25 Accept – A step for ALOs, similar to THEMIS’s ‘Certified’ Go to the ‘In Progress’ tab. There you can ‘Accept’ publications, ‘Accept (internal only)’ is for anything that’s not A1, B1, C1, F1, ‘Decline’ or ‘Withdraw’ (which both seem to move the publication back to the ‘Nominated’ tab, ‘Add Comment’ or ‘Request information’ and ‘Delete’. When you are satisfied with the information you ‘Accept’ the publication which sends it to the ‘Assessed’ tab. University of Melbourne. Minerva Elements. Publications User Guide. November 2014. v.11 26 What to do with publications in the ‘Not nominated’ tab that don’t belong to your department. In these first few weeks of going live, there are a lot of publications listed in the ‘Not nominated’ tab that are false positives. They have been suggested for an author from your department, but they weren’t written by that author, but by one with a similar name (in the example below, ‘Yuan, Y’ has been linked to six academics at the University). Here is an example from the Faculty of Business and Economics. University of Melbourne. Minerva Elements. Publications User Guide. November 2014. v.11 27 If your academic did not write the publication, you need to decline the relationship. A way of doing this is to open the publications by right clicking on them, opening them in new tabs and then go through the tabs and ‘decline’ the records for your authors. You ‘decline’ the relationship by clicking on the red ‘x’ next to your author’s name. University of Melbourne. Minerva Elements. Publications User Guide. November 2014. v.11 28 When the page refreshes, you will see that ‘Relationship rejected’. Once you have done this for all the academics listed as possible authors, this article will no longer appear in your ‘Not nominated’ tab. You’ll see that “Low Aspects Score Is Associated with Malignant Middle Cerebral Artery Infarction” no longer appears in this list of publications. University of Melbourne. Minerva Elements. Publications User Guide. November 2014. v.11 29 HERDC reporting in Minerva The first page you land on in the HERDC tab (Summary) gives you four simple reports on the HERDC data. Publication nomination summary – gives you a brief overview of what has already been processed and how much is waiting to be processed. Report -‐ weighted points – Details the points that would be awarded within this HERDC return in its current state. The bracketed figures indicate the potential number of weighted points that would be given if all outputs were accepted. Report -‐ unweighted points – Details the points without weighting applied, i.e. all returned figures are for author apportionment only. The bracketed figures indicate the potential number of unweighted points that would be calculated for authors' contribution if all outputs were accepted. Report – counts – These numbers represent a total count of the nominated publications that have been assessed as either "Accepted" or "Declined" within the HERDC return. In brackets are the number of total nominated publications. You can get more detailed reports by clicking on the ‘Reports’ link in the Navigation sidebar on the left of the page. On the ‘Reports’ page, you will see 11 different reports you can run. Next to each report type is a grey ‘?’ which gives you more information. HERDC Return (by affiliation) -‐ Counts, fractions and unweighted points awarded for nominations accepted for the return, calculated on the basis of nominated affiliation HERDC Return (by group) -‐ Counts, fractions and unweighted points awarded for nominations accepted for the return, calculated on the basis of default group University of Melbourne. Minerva Elements. Publications User Guide. November 2014. v.11 30 HERDC Return Comparison -‐ Counts of accepted, rejected, and yet to be assessed nominations for the selected year compared to the previous year HERDC Return Progress -‐ Counts of nominations by status: non-‐assessed, pending response, under review, accepted or declined Adjusted Affiliations -‐ Lists publication nominations which have had the affiliation of an author adjusted to an internal group other than their default Detailed Nomination -‐ A sortable, filterable list of publication nominations for the selected year and group with underlying data Unaffiliated Nominations -‐ Lists nominations which have been accepted for inclusion in the return but have not been affiliated with a group Unclaimed Publications -‐ Lists publications which have unconfirmed internal authors, but which are eligible for the specified year Potentially Miscategorised Nominations -‐ Lists nominations which have either had their publication type removed from a category, or have moved to a different category since originally nominated Missing Key Fields -‐ Lists nominations where a field that has been marked as a key field is missing detail, including which key fields are missing Finalisation Exception -‐ Lists any nominations of a status which will prevent finalisation, including those not categorised, unassessed nominations, those with no authors or invalid author counts, and unaffiliated nominations University of Melbourne. Minerva Elements. Publications User Guide. November 2014. v.11 31 Searching HERDC You can search for publications in HERDC using the sidebar once you’ve clicked on ‘Nomination Assessment. You can only search within each tab, though. In the example below, the ‘Nominated’ tab. University of Melbourne. Minerva Elements. Publications User Guide. November 2014. v.11 32

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