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Computing and Information Services

Version: 13 July 2005

  • CHANGE: Alterations to publication display formats.
  • CHANGE: MS Word "smart quotes" now dealt with more usefully.
  • CHANGE: Staff Consultancy replaced with Indicators of Esteem.
  • CHANGE: Output of "Undergraduate Courses" content type modified.
  • REMOVED: Export to Endnote removed.
  • CHANGE: Entry of 'year' information in the Profile system improved.
  • NEW/CHANGED: Large changes to publication storage and editing interface in profile system. Details below.

CMS and Profile System Documentation (Guides 181 and 182) has been updated. Please download the new versions if you use the features above.

Alterations to publication display formats

Publication display now uses more appropriate formats for citations. Not all publication categories have a defined citation style. If you use one of these categories and feel that the style used is wrong, please send a sample of the information that should be displayed for that category of publication.

MS Word "smart quotes" now dealt with more usefully.

MS Word "smart quotes" are now converted into standard Unicode quotes when entered into the Profile system. This will give no change in appearance but will increase compatibility with other systems. This will make copy-pasting from Word into the Profile System more reliable. Copy-pasting from Word into the Content Management System remains discouraged and this facility may be removed entirely at a later date.

Indicators of Esteem

The old "Staff Consultancy" section in the Profile System has been replaced with 'Indicators of Esteem'. This allows more detailed information to be entered for the coming RAE submission. All existing information has been transferred across but should be reviewed and extended or deleted as appropriate.

Undergraduate Courses content type

The Undergraduate Courses content type has been altered to only display a list of courses and no other information.

Export to Endnote removed

The export to Endnote facility has been removed. A replacement for this facility will be available later.

Entry of 'year' information

Entry of 'year' information now uses a text entry box rather than a drop down selection. This allows any year to be entered. Please use four-digit years when doing this.

Changes to publication storage and editing

This version sees the start of some widespread changes to the publications system. These changes are intended to help with the following things:

  1. Extension of the publication records to meet the needs of the RAE;
  2. Integration with the library E-prints archive;
  3. An easier interface for editing publications.

The new documentation (Section 9 of Guide 181) covers adding and editing publications under the new system in more detail.

Publications interface

The publication editor has been changed. You now pick a category for the publication when you create it, and from then edit that publication. The advantage of this is that you will only be shown fields relevant to the publication (so you will not need to skip the 'book title' field when entering a journal article).

Multiple authorship

The system now supports co-authors on publications. This means that you can no longer delete a publication, only unregister yourself as an author of it. The removal of deletion will also help with future integration with the e-prints archive.

There is also a duplicate-checking routine in place, to warn against the entry of duplicate publications and encourage the use of the co-author features.

The EndNote and BibTeX import functions have been updated to cope with multiple authors on a single publication. Departmental administrators should ensure that import files are changed to cope with this by separating multiple authors with spaces

Categorisation

Some categories of publication have been removed as a result of this change. Most of these categories were entirely unused, whereas others have been implemented in a different way.

Requests for additional categories should be accompanied by a list of the necessary fields and an example of the citation line (or a request to "display like an Authored Book" or similar).

In addition to the categories listed below, all entirely unused categories have been removed.

Conference Contributions

  • Conference contributions, refereed
  • Conference contributions, other

These two categories have been merged. A new 'refereed' field has been introduced to the publication data and set to the correct value.

Editorships

  • Editorships: Journal
  • Editorships: Newsletter

These two categories have been removed. They were little used, and now should be entered through the new 'Esteem Indicators' section. Existing entries of this sort have been moved to 'Esteem Indicators' and should be reviewed by their authors.

Accepted for publication

This category has been removed. The 'Publication Status' field on a publication can be used to show this data. All existing entries of this type have been set to 'Uncategorised' and had their publication status set to 'Accepted'.

Extra fields

All publications now have a 'refereed' field. This has been set to 'yes' except where known to be otherwise. Please check your records to set it correctly if you have entered un-referred publications.

The 'Show on staff profile' and 'RAE submission' fields have been removed from the publication form. These are now set on a form for each member of staff. Additionally, 'principal author' information on publications can be set through this form, and RAE-specific information can be entered.

With the next RAE coming up, the 'RAE submission' flags from the 2001 RAE records have been cleared.