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RMS FAQ

 

General

 

Q. How do I get access to the system?
A. All staff have access to the system at https://napier-research.worktribe.com using their standard university login id and password. If you have problems despite using the correct credentials, email RMSsupport@napier.ac.uk for assistance. You can only access the system from a device connected to the University network - see IT Services Remote Access to the Network for assistance on access when outwith the University.

 

Q. When do I need to start using the system

A. All research applications, outputs and recognition activity should be added to Worktribe from Aug 2016.


Q. How do I get training to use the system?

A. Contact your School Research and Innovation Manager, who will organise a training session for you on how to create projects. Your school Research and Innovation Officers can provide general assistance on using Worktribe.  There will be drop-in sessions on all campuses for all other aspects of Worktribe. User information guides are available on the Research and Innovation RMS Training page.

 

Q. What support is there for me?

A. The School Research and Innovation Officers (SR&IO) should be your first point of contact for research related questions. If they are unable to answer your question they will direct you to the School’s Research and Innovation Manager in RIO or other relevant person.

 

Q. Who do I contact in my school for help?

A. Within the School the first point of contact for profile information should be your School Research and Innovation Officer. For projects at bid development you should contact your Research and Innovation Manager

 

Profiles and Outputs

 

Q.  What information will go automatically from Worktribe (the Research Management System) to the University website?

A. Your name, contact details, photograph, biography, details of all your outputs except any embargoed, basic details of all of your projects (investigators, title, dates, funder, abstract, amount) , your recognition entries (esteem measures and research activity), and any News or Events you create which are approved by your School Public Engagement Officer. In general for any of these items you can set them in Worktribe to be discoverable or private – any marked private will not be transferred to the website.

 

Q.  What control do I have to make things accessible or not?

A. You can control your profile summary information, recognition, news and events by setting them as discoverable. Output discoverability is controlled by the library and any request for embargo must go through the library. Other items are manually managed by the academic.

 

Q.  If I do nothing on my profile what will show on the university Website?

A.  A greyed out silhouette picture with basic staff directory information: name, phone and email and any outputs or projects that have been entered into the system (from ePrints, legacy projects held at Napier, from an existing Napier research database or from a CV provided to RIO).


Q. How do I get my LinkedIn account to connect to my external web profile?

A. You can add this in your profile on Worktribe. Use your LinkedIn profile URL and add in your name and ID, do not include the www.linkedin.com/in/


Q. I am new to the University, I have all my outputs, project s and qualifications with me, do I have to update all my profile manually?

A. You have to update all of the data manually but Worktribe can assist you with this. If you have an ORCID, then you can enter your ORCID and Worktribe will find all related content and load it into the system for you. If you have a list of outputs you can either load these automatically into Worktribe from a Bibtex file or you can enter them individually based on the DOIs. You can also enter them manually or based on the publication full text. If you want to use a Bibtex file please contact repository@napier.ac.uk for guidance before uploading. Details such as qualifications, recognition (including projects and PhD completions obtained at another institution) must be entered manually, however this is very straightforward in Worktribe. Individual school administrators may or may not be able to help you with this.

 

Q. Some of my outputs are missing/have wrong information, what should I do?

A. If you have access to the add comment button on your output you can contact the library by adding a comment and requesting the changes. If not you can email repository@napier.ac.uk requesting your changes. Please include the output Worktribe ID in your request when emailing.

 

Q. Some of my projects are missing/have wrong information, what should I do?

A. If you notice a problem with the information on your project the first point of contact should be your school Research and Innovation Manager. They will be able to fix the problem or refer it onto Worktribe Admin.

 

Q. Some of my qualifications are missing/have wrong information, what should I do?

A. You should edit these directly in Worktribe or enter new ones manually.

 

Q. Will my student supervisions appear against me?

A. Any internal research student supervisions should appear on your records. This information comes from SITS and cannot be edited. If there are any missing please report to Lindsay Ramage who can determine why they are not showing. For any PhDs external to Edinburgh Napier, these must be managed manually through the recognition tab.


Q. I am a research student how can I access my profile?

A. If you are a member of staff who is also a PhD student you may already have access to Worktribe. We are working with various departments across the University to allow access for the other research students to have access to Worktribe. This will take a little longer to be developed but we will announce once this has been finalised.

 

Q. How do the news items I create in Worktribe get used?  Do I need to alert the news team in ER&C?

A. Any news items created go through a workflow for approval in the system by the School Public Engagement Officer who will ensure the item is appropriate for external publishing. There is no need to contact ER&C as they understand that all staff news will come through Worktribe and will monitor the news for onward dissemination or development.

 

Q. How do the events items I create in the RMS get used? Do I need to alert the events team in ER&C?

A. Any Events items created go through a workflow for approval in the system by the School Public Engagement Officer who will ensure the item is appropriate for external advertising. There is no need to contact ER&C as they understand that all school events will come through Worktribe and will automatically be published on the website.

 

Q. What should I do for the equipment list?

A. The equipment list will be used to list all research facilities that are for hire internal or externally across the University. The list will be compiled through RIO. If you have any facilities that should be included please contact Lindsay Ramage.

 

Q. I am trying to assign an organisation and it’s not available what should I do?

A. If you require the addition of an organisation for a project please liaise with your school Research and Innovation Manager who will organise this for you. If you require this for items on your profile please contact RMSAdmin@napier.ac.uk

 

Q. What tagging do I need to do?

A. Tagging is used to link any of your activities to your School, centre, and research areas. You should select all that are appropriate to ensure that your activities are discoverable when someone searches for that School, Research Centre or Research Area through the facets on the website or within Worktribe.

 

Q. I want to run a report against myself, my area, how do I do this?

A. You can run personalised reports through the search menus. Please contact your School Research and Innovation Officer or school Research and Innovation Manager if you require assistance. Details of how to run reports can be found in the Worktribe guide. A shared search for “My projects which have been awarded” which will list all your awarded projects whether they are live, complete or closed. Shared searchers can be found in the projects menu.

 

Q. What will happened for the next REF event, will my information be used or will I have to submit again?

A. Worktribe will have a REF management module in due course which will allow us to keep track of which academics are being submitted to which UoA, this will link their outputs. Academics will also be able to develop their impact case studies through Worktribe again linking outputs, projects, and evidence to substantiate any claims of impact. Details and training will follow when the module is fully developed after the guidelines for the next REF have been released.

 

Q. Will this replace the University repository – ePrints?

A. Yes, all deposits should be managed through Worktribe now, if you need support with this please discuss with your school research and information officer.  The outputs are shown through our new repository front end on the University website.

 

Q. What do I do with my published dataset?

A. If you want to make a dataset Open Access, please follow the guidelines for Data Management. Datasets are considered a type of output and can be uploaded into Worktribe just like any publication.

 

Q. I want to add more information to my staff profile like pictures and videos, can I do this?

A.  Yes. This data will be stored directly in Sitecore – the University website content management system. Please contact your school web content editor who will be able to support you with this.

 

Projects

 

Q. I don't know the answer to all of the questions when creating my application...

A. Only questions marked with an asterisk are mandatory when creating a proposal in the first instance. Once the proposal is created, your School R&I Officer and School R&I Manager will have access to your project and will be able to assist you, however you should answer as much as possible. Please remember to add tags your project as you wont be able to do this after you submit for approval. ​You can also refer to the training documentation.

 

Q. How does the approval process work?

A. The approval of projects will be based on a risk/benefit approach, where staff and the R&I Managers will identify any risks and benefits to inform the approver. The system approval process follows University agreed financial logic to determine the level of approval required for any given project. All projects will require approval first by the School’s R&IM to verify all the costs and funder guidelines have been checked, then by the School Director of Research will approve projects under the value to £500K unless match funding of more than £20K is required from the School. In these cases or where a high risk of another nature has been identified, projects will additionally require approval by an appropriate member of ULT, VP Prof A Sambell in the first instance.

 

Q. What about applications made prior to April 11th 2016?

A. As part of the preparation for roll-out of the system RIO are pulling together as much legacy data as possible on Edinburgh Napier funded projects for upload to the system, however this data is potentially incomplete and will require the Schools to check to ensure the data on which we build on our progress towards 2020 is as accurate as possible. This is particularly important for REF applicable projects. RIO will contact the Schools when they have completed the legacy data upload to request checking and cleansing if necessary.

 
 
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