Login

The system can be found at the following address:

http://wsis.ioe.ac.uk/onlinepubs/default.asp

You should use Internet Explorer to access the system. It will not work with Netscape.

To login you need a username and password. The system is case sensitive and you should use lowercase only.

Username: your IoE email address prior to the @ sign eg: j.smith

Password: the first 4 letters of your last name (or your entire last name is this is less than 4 letters). (NB: your password should be changed after first use – see how to do this at the end of this document).

NB:

(i) If your name includes an apostrophe please ignore this for the purposes of the both your username and password (eg: J O’Dowd should enter j.odowd as the user name and odow as the initial password).

(ii) Bedford Group colleagues should follow the format above for user name even though their email address is constructed different (eg: use j.bynner not jb).

Opening Pages

After login, the first page you will be shown is the publications list page. You can chose between display mode for all publications (by all IoE staff) or just your publications. If you chose ‘my publications’, on first entry the list will, of course, usually be blank. However, it is possible a colleague who shares a publication with you will have already entered the details. For further details about these cases see the section below ‘Joint publications with IoE authors’.

To Enter Publication Details

1. Open the Form

Click the ‘New Publication’ icon

You will now be presented with an on-screen ‘form’ which runs over several pages. You can move between the pages by using the next/back buttons at the top of the form.

2. Enter Details

Basic Details

Complete all the boxes marked with a red star * . If a compulsory (red starred) box is not completed, the form will not be accepted by the system and will be marked ‘incomplete’. You must, therefore, complete all these boxes.

On the first page of the form complete the red starred boxes ie: ‘title’ and ‘publication type’ (which can be chosen from a pick list by clicking on the arrow to the right of the box). You do not need to complete the boxes marked ‘status’ and ‘Research Administrators Comments’ (see below for details about these).

Click the button marked ‘Next’ to move between the different screens, completing all the red starred boxes as you go.

At the bottom of the third or fourth page you will see a box marked ‘RAE Information’ this does not need to be completed at this stage, but may be used in the future if we need to ask you for more descriptive information for the RAE.

Journal Details

If you are entering details of a journal article, you will need to select the title of the journal by clicking on the ‘select journal’ button next to ‘journal title’ box. The journal can then be picked from the list shown – clicking on the name of the journal will insert that journal’s details into the ‘journal title’ box. If the journal is not listed, you can add it by selecting the ‘add new’ button and entering the name of the journal and the type (ie: academic, professional and popular).

Author Details

You will be requested to supply information on the authors of the publication. As creator of the record, you will automatically be listed as first author. However, if there are co-authors you will need to add these and then adjust the order of the authors so they appear as they do on the publication.

To add an author, click on the ‘add author’ button. You can then pick from a wide range of authors already set up by clicking in the ‘pick’ box and then clicking the ‘add selected authors’ button. If your co-author is not listed you can add their details by clicking on the ‘add new’ button. When you have added all the authors, click the ‘close’ button in the ‘add authors’ button and you will then be presented with the summary page of all the authors for the publication. You need to review two fields to ensure they are correct – rank (ie: the order in which the authors should appear) and ‘employed at IoE at time of publication’ (a field required for the RAE).

It is crucial that you add details of all your co-authors so that the publication will be correctly attributed and appear under the listings for your co-authors. If you do not add all co-authors, the co-author will not know that you have entered details of the publication and may duplicate the record.

Saving & Reviewing Details

When you are satisfied that the details entered are complete and correct, click on the ‘save’ button. You will then return to a full listing of all your publications.

You should check the status of your entries. Each publication will be marked in one of the following ways in the status box: Incomplete; Pending; Not Accepted; Accepted. This refers to the status of the publication on the system.

Incomplete entries have not been accepted by the system and will not be included in the Research Admin reports. The incomplete entry will remain on hold for you to return to and complete.

Pending entries have been accepted on the system and are awaiting review by Research Admin before being finally accepted. If you have submitted a complete record it should be marked as ‘pending’. You should be aiming to have all your records marked as pending at this stage.

Not Accepted and Accepted - after review by Research Administration each publication will be marked to show whether it has been accepted or not accepted on to the system.

If you wish to delete a publication record you can do this by pressing the delete button to the right of each record.

Joint Publications with IoE Authors

If you have written a publication jointly with another IoE author and that person has entered details of the publication on the system, the record will also appear under the listing for your name. You may view the details of the publication but you cannot change them as each record only has one ‘owner’. If you wish to alter the details, you will need to contact your co-author and request the changes. You should not enter the publication again as only one record for each publication can exist on the system.

3. What happens next

All entries will be reviewed be Research Admin staff at regular intervals. If there are no queries or concerns, the publication details will be confirmed on the central system and the status of the publication marked ‘accepted’. If Research Admin do have queries or concerns, the publication will be marked ‘not accepted’ and details of the problem entered in the ‘Research Administrator’s Comments’ box on the first page of the publication details screen. We will also contact you by email to alert you to look at your publication details should the publication not be accepted.

4. Publication Collection 2002

The online system can be used at any time of year (unlike the paper based system when details were only requested once per year). However, to feed into Institute systems, there will be times when deadlines will be set for details to be updated. The first task is to collect details of all items published during 2002 and you should ensure these are submitted by 5.00pm on Friday 9^th May 2003. If you have not submitted details by that time, we shall assume you have not published any items in 2002. You should ensure that all the publications you wish to submit for 2002 are marked ‘pending’ (not incomplete).

5. Other features of the system

Other People’s Publications

You can look at the summary list of all publications recorded on the system (ie: including those for other staff) by clicking the ‘All Publications’ button and the ‘Update Display’. You cannot change the details of other people’s publications.

Searching

You can search for specific publications or other features by using the search facility available by clicking the search icon

Reporting

You can produce a report of publication details to download into a .csv file which can be merged into Excel and Word. The reporting procedure is currently being fine-tuned and a separate note on how to produce reports will be produced by the end of April 2003.

Changing your password

To change your password, click on the ‘My Details’ icon . Delete the existing password in both the ‘password’ and ‘verify password’ boxes (it will show as a number of xxxxs). Type your new password in both boxes and then save the new record of your details.

Contact for support/advice

Matthew Darling ext 6770 (m.darling@ioe.ac.uk)