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We will add more questions and their answers to this compilation as we progress through the Bibliographic Data Collection.  

1. When should I start gathering information required for the collection? 

It is best to start collecting evidence as soon as possible. Many staff have found in previous collections that contributors may not always be present to sign material needed as evidence, or that it may take longer to gather important documentation such as statements from editors. In the weeks prior to submission, eSpace can be quite slow, owing to all the people trying to use it. Therefore, the more time you give yourself, the better. Even if you are not sure of current HERDC specifications, it is best to gather your evidence as soon as you can, whilst waiting on confirmation. 

1. Do I need proof of an ISBN or ISSN if my publication is not a DIISR category?

   No. The only categories that need proof of an ISBN or ISSN are the HERDC categories: A1, B1 and C1. It is optional to provide an ISBN for an E1 publication (conference papers). 

2. It's near the end of the collection and there is no chance I will be able to provide affiliation owing to authors being absent. Will I still be able to submit this publication?

   If you are chasing evidence from authors, we will wait for your evidence and classify them as internal until the last possible minute before submission. If you are certain you cannot obtain the necessary evidence, they will have to be reclassified. This means that UQ will gain funding for all other internal authors on the publication, but not the external author. Submit as much information as you can, including a note to explain the difficulty you are experiencing with that author.  

3. Where can I find out when training sessions are and where do I sign up?

   This information for the 'Bibliographic Collection – Data Entry & Category Verification' training can be found here.  

4. I have a book where we can claim multiple chapters. I have only provided one copy of main information (Contents, Introduction, etc.) to cover all of the chapters. Is this okay?

   No. Each chapter must be self-sufficient. There is a possibility that we could be audited by DIISR, in which case we will need to prove that all submissions are complete. 

5. Can I submit electronic publications that are located on a restricted website?

   Yes, you may. Remember though, that these will need to be submitted just like any other publication. You will need all of the required evidence, as per usual. Remember too, as for all evidence located on the internet, you must submit a hard copy of all relevant information on the website.  

6. I can't find a preface in my publication. Do I need proof of this?

   If, in the contents, it specifies that there is a preface, then you must find and include it. Otherwise, you will not need to include this. 

7. I can't find the author I need to enter in eSpace.

   Remember that the name search is 'surname, first name'. This may help you locate missing authors. Please be aware that not all UQ staff are included in eSpace. If a UQ staff or student cannot be located using the Author ID search, you may need to request that the staff member or student is added to the system. Please send an email to: biblo@research.uq.edu.au and give the following information: the author's surname and given name, whether they are staff or student, their Aurion or Student number, and if a staff member their user name. We will create a new author ID record in eSpace and notify you when the author is added.

8. My academic has requested that I add some publications from a previous collection, that were not accounted for at that time. Is this possible?

   Publications from previous years may be entered, but they will be listed only for bibliographic purposes in your unit's collection and will not be eligible for this year's HERD Collection or attract funding. 

   My publication is in a different language. Do I need to get the complete publication translated for the collection?

   No. You will only need to translate anything that helps to prove your evidence.