Annual Collection - Quick Start User Guide

This document is a guide to functionality for Academic staff to use the Elements Annual Collection module. The Annual Collection module is to assess publications for a given year and to determine they meet the criteria for acceptance as research.

Begin by navigating to Annual Collection > My Nominations > Nominate Publications and the screen will open to the default return. You can change the collection under review using the dropdown in the upper right-hand corner of the page. A summary of your publications progress and status displays at the top of the page. 

The My Publications tab shows all publications and their current status. You can alter the number or results or sort the results by Publication Title, Research Category, or Assessment Status to organise the display. Select the options from the "Actions" column to change the status of the item and mouse over the icons available for each status for additional options.

If questions or information requests arise during the Assessment process they will be flagged on the Publications requiring attention tab. Select this and view the comments and history to see what may be required from you.

As an academic, you must first claim publications so they are available in the appropriate return. The steps are as follows:

1. Claim your publications within Elements

2. For those publications not found in Elements, add manually

3. Nominate your eligible publications, noting that some publications that meet the eligibility criteria will be automatically nominated, though you will need to check the details for these.

4. Where appropriate, update your publications with correct affiliation or assessment information

The Annual Collection module will only display publications which have been claimed or added to Elements. 

The usual path for claiming is as follows:

• Setup Automatic Claiming based on your identifier like Scopus author ID, Researcher ID, ORCiD or email address.

• If you use name based Search Settings in Elements, then the system will email you when it finds new publications in the online databases that match your search terms. 

• These will be placed in the Pending list of your records to await your approval. One of the actions in your My Actions on the Home page will take you to the pending publications. 

• Claim or reject individual publications using the green tick or red cross buttons. Also you could select a number of publications using the checkboxes, then claim or reject the marked publications with the large buttons at the top of the list. Claimed publications will move to the Mine list and rejected to the Not mine list. 

• If you have lots of items that do not belong to you, use Automatic Claiming to improve the accuracy of the searches, and re-run your search. 

Sometimes publications are not found on external data sources and will therefore need to be added manually. To do this select the + add link and manually add your publications.

Your publications must be nominated so that they may be assessed and accepted (or declined) for inclusion in the return. To nominate your publications:

1. Select My Nominations from Annual Collection.

2. To nominate a publication it is as simple as clicking the “Nominate” button next to the publication if it has not been automatically nominated.

3. To retract the nomination the user may click the “Withdraw” button. 

It is important to ensure that a publication is recognised as being published in association with the correct internal department, or for an external institution if that is the case. Affiliation information may be updated by selecting from the drop down lists. If enabled, you have the ability to identify multiple internal affiliations and designate a percentage for each unit as well as specify whether a publication was authored in affiliation with an external party. Click the "Save Updates" button to preserve your changes. 

You will be required to save the updated information so the affiliation calculation = 100%. 

Occasionally, more information will be requested by your Annual Collection administrators. This could be to clarify details on a publication or other assessment criteria (such as information on co-authors). The request will be highlighted on the Publications requiring attention tab and if enabled on My Actions page.  Select the “Provide info” button, fill in the comment dialog and "Confirm." You can see details of the request being made and who sent the request. You can also select the "Add Comment" from the drop down list to communicate with an Assessor or make a note.

If enabled, you can also upload a file by selecting the file upload icon from under "Actions" to provide evidence or clarify a request. There is a limit to the size and type of file.

If the appeal configuration is enable you may ‘appeal’ the assessment of a nominated publication once it has reached an assessed state.

This process is much like the response to a request for information, in that a dialog is produced allowing you to enter a message. The status of the nomination will then become “Under Appeal” and will await action from an assessor.