Annual Collection: FAQ

This article contains some Frequently Asked Questions FAQs about the Annual Collection Module. It is used by the Australian Elements clients.

Yes -- no other Elements object types are included in Annual Collection. The focus is on a per-publication assessment as it was originally based on the HERDC research outputs collection. HERDC is no longer required by Australian Universities and replaced by the ERA Research Outputs collection component.

Firstly, the Researcher must be included (Generic Field in HR feed) and the publication must have a reporting date in the collection year.

Annual Collection uses the reporting date of an item because there are multiple dates available and these vary from data source providers. This article explains more about how the Reporting Date is derived.

No, each year requires a separate collection to be setup.

No, once a collection is created for a year it cannot be removed but it can be disabled. If you need to experiment use the Symplectic Preview sandbox.

First, it is selected based on reporting date and is in the "not nominated" state. If the auto-nomination rules apply and are enabled, then the item will automatically be changed to "nominated" when the Scheduled job runs. Admin staff can then assess the item and determine if it should be accepted or not.

The available states are "In Progress," "More Info required," "Accepted," "Accepted (internal only)," "Declined," and "Withdrawn." You can also Delete an item so it no longer appears in a collection.

Yes, using the file upload option on the My nominations page, administrators can also do this on behalf of researchers.

On the Elements server in Filestream Storage.

No, the list is fixed.

No, the list is fixed but if you have suggestions for new types create a support request.

Some reasons: In Progress awaiting more information, Reporting date missing or wrong; the Researcher(s) not included (HR data missing)

Yes, items that meet the Annual Collection rules will be displayed for collection administrators on the Elements view object page, top right under "more" (the 3 dots)

The HR data for the researcher may have changed or the group descriptor may not be defined for the group.

The scheduled job: "HERDC Autonomination" may have failed or has not executed.

Automatically nominates publications that are either flagged whilst adding/editing a manual record and/or where a publication contains a bibliographic record sourced from either PubMed, the Web of Science or Scopus.

The Collection Category mapping has not been completed. In the screen shot example below, the title should be selected and updated.

Use the "Missing Key Fields" report. It requires the Key Details checkbox to be enabled in collection mapping.

The default source record can be defined at the system level in the "Data Source Precedence" section on System Admin > Data Sources > Data Source Management and during Nomination Assessment up until the item is assessed.