1. What Information needs to be submitted?

Each publication claimed, in one of the DIISR categories (A1, B1, C1, or E1) when entered onto the eSpace database, must be accompanied by hard copy (verification) evidence.

The Research and Research Training Division requires both an electronic and hard copy submission of the data. Refer to the information and links below for further information on the submission requirements. 

2. When does the Information need to be submitted?

Electronic eSpace Submission: Friday 16 April 2010
Hardcopy Evidence Submission: Friday 23 April 2010

3. Where should Final Submissions be sent?

Bibliographic Data Collection
Research and Research Training Division
Cumbrae-Stewart Building
St Lucia

Please ensure that all submissions are correctly addressed and clearly labelled as above.

4. Electronic Submission

When you enter and publish data in eSpace it is automatically transferred into Business Objects and should show up there within 24 hours. (If it is not appearing there is possibly a system error and will need time to be fixed.) Once the data has been published you have effectively submitted your electronic version. See How to Use eSpace to Enter Biblio Data.

Draft proformas, to assist in filling in eSpace data, are found on the Draft Proformas, eSpace Proformas and Checklists webpage.

FoR and SEO Codes for research publications can be found under Codes and Classifications.

After the electronic submission deadline your access to eSpace, to add new or alter data to be included in the HERDC submission, is temporarilly withdrawn. Any alterations to publications included in the HERDC submission will need to be sent to the Research and Research Training Division.

After the HERD Collection is submitted to DIISR your access will return and you will be able to add and edit data in eSpace, but it will not be included in the submission to DIISR for that year.

5. Hard Copy Submission

HERDC Categories: (A1, B1, C1, E1)

Each publication that meets the specifications for a HERDC category must be accompanied by a proforma, as found on the Reportal, and which provides an accurate hard copy of the information entered into eSpace. Once completed, the proforma must be signed as accurate by either an author of the publication or the Head of School, Centre or Institute Director.

To access eSpace proformas in the Reportal see Biblio Collection Reports and Proformas.

In addition to the proforma, each category of publication will require photocopies of varying hard copy (verification) evidence, as detailed in the Category Definitions and on the draft proformas themselves. This evidence is to be attached to the back of each proforma generated from eSpace.

Note:  A FULL set of photocopied evidence is required for EACH publication. For example, if there are 5 separate proformas for different articles published in the Journal of International Studies, there must be 5 sets of photocopied evidence for the bibliographic details of this journal.

From the Draft Proformas, eSpace Proformas and Checklists webpage print a checklist for each record from the appropriate category. It is important to use this checklist to verify each record's specific eligibility with all the necessary hard copy evidence.

Please HIGHLIGHT the relevant evidence in the photocopies provided (for example, ISSN/ISBN, UQ by-line etc.). This makes our task of checking the hard copy materials much easier.

NON-HERDC Categories

Publications that do not meet the specifications for HERDC categories will generally be used for UQ bibliographic purposes only. The Research and Research Training Division DOES NOT require a hard copy of the non-DIISR categories evidence or proformas.

6.  Final Requirements and Submission

When all the proformas from the Reportal have the evidence attached, they must be sent for final approval from the Head of School, Centre or Institute Director, who signs the School/Centre/Institute Submission Form. See the document to download below.

To assist in the processing of the materials, it is requested that the final report be submitted in the following order:

1. School/Centre/Institute Submission Form
2.  Submission Order of publications from the Reportal
3.  Hard Copy evidence including Proformas, in alphabetical order within A1 to  E1 categories

7. Viewing and Reporting Bibliographic Data

You can view your collection via several links:

• Business Objects - You will need access to the Reportal by the Management Information Section.
•UQ ReSEARCHers - Publications information is transferred from eSpace onto UQ Researchers web pages.
• eSpace  - Contact biblio@research.uq.edu.au to arrange access.

 

 

Further information