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RPS FAQs

General information on RPS

 

What is the Research Publications Service?

The Research Publications Service is an online service providing a central internal hub for details of all UCL research outputs. Authors can maintain a full publication profile by importing or manually creating publication records. Subject to the author’s search settings, publication details can also be harvested from publication databases, such as Scopus and Web of Science. Records can be associated to co-authors at UCL ensuring one shared record per publication. RPS is also the principle route for depositing full text to UCL Discovery, UCL’s institutional repository.

What is the data in RPS used for?

Publication details are transferred daily from RPS to IRIS and UCL Discovery. Both services offer a highly visible showcase of UCL research with UCL Discovery also providing open access to the full text of UCL publications, where possible. The data held in RPS is also made available to a number of different systems and web front ends including SLMS web site, personal web pages and departmental web pages. The data is also used for REF and Professorial Appraisal.

Systems that feed in to RPS and systems to which RPS data is pushed out…

Fig 1. Illustration of systems that feed in to RPS and systems to which RPS data is pushed out

Who owns the data held in RPS?

The data is owned and remains the responsibility of the authors of the outputs recorded. However, manual records may be subject to centrally managed quality control mechanisms to ensure that they are complete and accurate for the purposes of public presentation and national research assessment exercises such as REF. It is essential that publications which are intended to be put forward for submission to REF have a full and correct bibliographic record. For these reasons, Library Services/ UCL Discovery will monitor quality of data and may make changes as necessary to RPS data including merging and deleting duplicate records.

Which browsers can I use with RPS?

As the complexity of RPS grows, the cost of supporting a large number of platforms has an increasing impact on our speed of delivery and quality of support. So that Symplectic can continue to deliver a great product and excellent support, it is necessary to limit support for older technologies.

Currently, Symplectic supports the following browsers for RPS:

 

Browser Version Notes
FirefoxLatest stable version supported Minimum screen resolution of 1024 x 768 (when browsers are maximised).
ChromeLatest stable version supportedMinimum screen resolution of 1024 x 768 (when browsers are maximised).
Internet ExplorerVersions 9.0, 10.0, 11.0Minimum screen resolution of 1024 x 768 (when browsers are maximised). 'Compatibility View' is not supported.
Safari Version 6+ on OS X and aboveMinimum screen resolution of 1024 x 768 (when browsers are maximised).

 

Are there any other systems which use RPS data?

Yes - the data entered in RPS is used by the following systems:

  • UCL Discovery
  • IRIS
  • Professorial Appraisal
  • Senior Promotions (by exporting data)
  • REF 2014
  • Lists of publications embedded in personal or departmental web pages
Someone has changed my data. Why?

Staff in Library Services/ UCL Discovery need to monitor the quality of the data in RPS and may find it necessary to make changes. The UCL Discovery team will often amend publication details when making full text available in order to comply with copyright. Departmental staff may also perform quality checks at a local level.  If you find that the reasons for any change made to their data are not clear, find the publication record affected and click on the History tab. Here you will find the name of the person who has made the change so that you can contact them for more information.

Can I add a photo to my RPS profile?

As RPS is not a public facing service, any profile picture would only be seen by yourself, someone you delegate access to your profile, or to an administrator. The public facing profile per researcher is IRIS and it is here that you can upload a picture not in RPS.

Can I edit the information in my profile?

You can click to edit the information included in your profile, however this information will only be seen by yourself, someone you delegate access to your profile, or to an administrator. The public facing profile per researcher is IRIS and it is here that you can edit your details.

Login problems

I can't log in - my userid isn't recognised. What can I do?

First check that you can log into other UCL sites (such as UCL Moodle). If not, you may have a problem with your UCL password and should contact the ISD Service Desk.

If your password works OK elsewhere, you may have more than one UCL account with RPS using the incorrect one, or you may have an inactive RPS profile. Log into the UCL Directory Self Service page - from here you can see your UCL accounts. By selecting 'Exclude email?' against a particular address, you can set it as 'least preferred' account and it will not be used by central systems such as RPS.

Alternatively, contact RPS Support at rps-support@ucl.ac.uk for further advice.

Open Access requirements

Why am I being prompted to deposit full text?

Making your research available open access is a requirement for REF and for certain funding bodies. Depositing full text in UCL Discovery via RPS will assist you with meeting the requirements; for this reason authors will be prompted to deposit papers published after a certain date set in the system. Authors are also encouraged to deposit copies of author’s final versions for any publications in their RPS profiles.

How can I deposit my full text in UCL Discovery?

There are three key ways to deposit full text to UCL Discovery: selecting a file for upload via the full text tab on each publication record, depositing from an external source via the full text tab (when available), or by email to discovery@ucl.ac.uk.

For deposit via the full text tab, locate the required publication and click on the full text tab. If a file is available from an external source, such as arXiv or Europe PMC, click on upload. Otherwise locate and select a copy of the final accepted version of your paper. 

Vimeo Widget Placeholderhttps://vimeo.com/63326248

 
Why has the file I deposited in RPS disappeared?

The full text tab/manage full text screen is a window to UCL Discovery. If the file you deposited cannot be made available under the publisher’s copyright conditions, UCL will remove the file and contact you to advise if a different version can be used instead. A file will only display in your full text tab if it still present in UCL Discovery.

Search settings for harvesting publication details

Which Datasources are searched by RPS?

RPS currently searches against:

  • arXiv
  • CiNii
  • CrossRef
  • DBLP
  • Europe PubMed Central
  • figshare
  • ORCiD
  • PubMed
  • Scopus
  • Web of Science (Lite)
What do I do if the imported data is incorrect?

You can edit data that has been imported by adding a manual source to the record. This will enable you to correct or add to harvested details that you can then set to be your preferred version (see the User Guide for more details on setting preferred data sources).

If the data is incorrect in an online data source, you can report the error directly. For Web of Science, for example, this can be done by using the data change request form available here:

http://science.thomsonreuters.com/techsupport/datachange/
 

I have too many pending publications - most of them aren't mine. How can I change my search settings?

The default Search Settings for RPS can be too broad for some people allowing incorrect matches to be harvested to their pending publication list. This can occur when authors share surname and initials either with authors at the same institution or with authors on papers from other institutions who happen to have UCL co-authors. This is because the search matches against data that includes your name and your institution but it can’t determine which authors are at which institution.

You can update your search settings to refine the results for online searches. Try adding Address information to limit results to UCL (add "UCL" and "University College London") and for other any previous institutions. You could also try limiting results by entering a start date, i.e. for when you started publishing.

Search Settings can be updated by clicking the 'Search Settings' link on your homepage (below the Publications section) or by selecting 'My Elements' > 'Search Settings' from the RPS menu.

Searching by your ResearcherID or using the ORCiD data source will reduce incorrect matches. Information on searching by ResearcherID is given under the question ‘Can I use my ResearcherID to retrieve my publications?’

More information on updating search terms can be found in the User Guide.
 

The online search hasn't found all my publications. How can I change my search settings?

Make sure that your Search Settings are broad enough to cover most scenarios:

Try adding name variants if you sometimes publish under a different name or use a different first name or initials. Try adding Address information - if your default search just lists UCL/University College London, RPS will not find any publications you may have for previous institutions. Whilst adding ‘London’ as an address variant may pull in publications from other London based institutions adding only part of the institution’s name can overcome variations in how publishers record the details.  For example, adding the term ‘Newcastle’ will harvest publications regardless of whether papers have authors at The University, Newcastle, University of Newcastle or Newcastle University. In the case of UCL, some publications have been known to have an address of "Univ Coll London" in which case this address should be entered in the search settings.

If you have other restrictions, such as searching only for specific Journals or by Keywords, try removing these as such options make the automated searches very restrictive.

Search Settings can be updated by clicking the 'Search Settings' link on your homepage (below the Publications section) or by selecting 'My Elements' > 'Search Settings' from the RPS menu. Click on the Plus (+) button to the right of 'Default search terms' or the other search terms to see the settings.

More information on updating search terms can be found in the User Guide.
 

I often publish under a different name. How can I add that name to my search settings?

You need to enter a new name variant under your Search Settings. Search Settings can be updated by clicking the 'Search Settings' link on your homepage (below the Publications section) or by selecting 'My Elements' > 'Search Settings' from the RPS menu. Click on the Plus (+) button to the right of 'Default search terms' or the other search terms to see the settings.

Name variants help you match publication metadata for a successful harvest. Suggested formats include:

“Firstname Surname” e.g. Charles Darwin
“Surname First Initial” e.g. Darwin C
"Surname Initials" e.g Darwin CR
"Surname Firstname" e.g. Darwin Charles
“Surname, First Initial” e.g. Darwin, C
“Surname, Initials” e.g. Darwin, CR
“Surname, Firtsname” e.g. Darwin, Charles

Click on the Plus (+) button to the right to add each new variant.

Once the terms have entered click on Save at the bottom of the screen.
 

How do I include items published before I was at UCL?

Check your Search Settings. For some users, an address "UCL"/"University College London" is already added. This will mean that only publications related to UCL will be imported from online databases, or in some cases pending publications may be authored by someone of the same name and have a co-author from UCL. If you have published prior to joining UCL, you can add names of other institutions as additional address variants. This will enable you to have complete research profile in RPS and help generate an accurate h-index calculation within RPS. You do not need to add the institution’s name in full. Adding only part of the institution’s name can overcome variations in how publishers record the details.  For example, adding the term ‘Newcastle’ will harvest publications regardless of whether papers have authors at The University, Newcastle, University of Newcastle or Newcastle University.

Search Settings can be updated by clicking the 'Search Settings' link on your homepage (below the Publications section) or by selecting 'My Elements' > 'Search Settings' from the RPS menu.

More information on updating search terms can be found in the User Guide.
 

Can I use my ResearcherID to retrieve my publications?

Yes - there is an option under the advanced search settings for the Web of Science (Lite) data source. To enter the ResearcherID:
 

  1. Login to RPS.
  2. Click on the 'my elements' menu then 'search settings'.
  3. Scroll to the bottom of the page to see the list of data sources.
  4. Expand the Web of Science (Lite) section as seen below:
  5. Enter the ResearcherID as indicated above. Make sure you have selected the Web of Science (Lite) data source. Click on 'save' at the bottom of the page.

NB:  When records from Web of Science are added to a ResearcherID profile, the records in Web of Science are updated to get associated with that ResearcherID.

This association between Web of Science and ResearcherID happens periodically and the usual time taken for this process is 7 to 10 days.  It is after this period, the ResearcherID publication becomes searchable in Web of Science.

How do I increase Open Access content using the ‘Upload a file from an external source’ option?

Certain data sources in RPS may offer full text retrieval, such arXiv and Europe PMC. This tool is an easy way to increase your Open Access content in UCL Discovery as it saves you locating your files. To see if a file is available, click to upload a file via the full text tab or via full record details. Available files will be displayed under the heading Upload a file from an external source’. Click upload and then grant rights. The UCL Discovery team always check copyright before making any full text publicly available.

You may also receive a message alert if a file is available. Any alerts are indicated by the envelope icon and number on the top bar of your RPS screen. Click on the link in the text alert to see the list of files ready for upload in the arXiv messenger Inbox.
 

Maintaining publications

I have just received an email from RPS what do I do?

If you receive and e-mail from RPS about having Pending Publications awaiting approval, have a look at the Getting Started with RPS guide.

How do I change a Publication Type?

There may be times when you need to change a publication type. This may be because [DELETE?] some OnCite publication types could not be directly matched to the RPS publication types a conference paper has been harvested as an article or you wish to change an entry that you have entered or imported manually.

Changing a publication type is different from making other changes to you publication details and is done from the publications list.

Find the publication you wish to change on your list of publications (from the Home Page select Publications)

For each publication, the Publication Type is listed above the summary:

Click the publication type and a drop-down box will appear:

Click Save once you have selected the new publication type, or cancel if you do not wish to make a change. As there is not always a direct match between fields when changing publication types, you should now click on the blue hyperlinked title and either add or edit a manual record to ensure the data appears in the correct fields.
 

How do I make a publication favourite?

When you make a publication favourite they appear on a tab in your profile page in RPS and also are displayed at the top on your IRIS page.

To make a publication favourite first find the publication you wish to change on your list of publications (from the Home Page select Publications).  Then click the heart shaped icon next to the publication.
 

Can I add Grants or link Grants to Publications in RPS?

Unfortunately Grant facility is not currently utilised and there is no way to remove Grants from the header on the Profile page, nor the prompt to link publications to grants.

What is the Reporting Date?

Depending on the publication type, there may be various date fields including event start and finish dates, and date of publication. The reporting date is based on the publication date. For this reason, it is important that a date is entered in the Date of publication field, even if the paper is unpublished or if an event date is given.

The reporting date is also used for reporting and sorting purposes. The reporting date is now clearly displayed at the bottom of the summary section for the publication.

My publications aren't being sorted by date order. How can this be fixed?

If any of your records do not have a reporting date, they may not display correctly. The reporting date is based on the publication date. For this reason, it is important that a date is entered in the Date of publication field, even if the paper is unpublished or if an event date is given. If a publication date is in the record but the reporting date is blank, you can manually edit the reporting date. In the publication list view, the reporting date field is under the publication summary. Click on Edit to add or change details. Click on Save or Cancel, as appropriate.

RPS data in external systems and web pages

Are there any other systems which use RPS data?

Yes - the data entered in RPS is used by the following systems:

  • UCL Discovery
  • IRIS
  • Professorial Appraisal
  • Senior Promotions (by exporting data)
  • REF
  • Lists of publications embedded in personal or departmental web pages
How do I embed my publications or departmental publication in a web page?

If you are using the Silva CMS to build your page, you can pull in publications data via IRIS. See the Silva CMS: Iris data guide.

If you are developing your own web page, see our How to Include RPS Data on Your Webpages guide.

I have just added/ updated a publication in RPS but the details are not showing in my Web page/IRIS/UCL Discovery/etc.

The external sources do not have a live link to the RPS database and the information feeds to these systems are normally refreshed on a nightly basis.

How do I prevent publications being displayed on public web pages/systems?

At the top right of each publication record you will see a series of icons. The one indicated in the picture below will make the publication invisible from public view.

Once marked the publication will not be available to any of the public views after the next refresh of data. Please note that this will only apply to publications details associated with you, such as in your IRIS profile and on your web pages. Details will be available on profiles and pages related to co-authors unless they also choose to apply the invisibility settings. As UCL Discovery operates per publication and not per author, details will continue to display until otherwise advised.
 

How to add your ORCID ID to RPS

What is ORCID?
ORCID provides researchers with a unique identifier that can be kept throughout their career. It can be used in publications and grant applications, and in UCL’s Research Publications Service (RPS). ORCID distinguishes between researchers with similar names, and helps ensure that publications are attributed and recorded correctly. Even if you already have an ORCID ID, please read on – it’s important that you link your ORCID ID with RPS, to help identify your publications.


Why should I use it?
With ORCID rapidly becoming key to recording and reporting research, UCL encourages all researchers to use ORCID. Funders like the Wellcome Trust and the UK Research Councils now require or recommend the use of ORCID IDs, and systems like Researchfish and Je-S will soon link with ORCID.


What do I need to do?
Follow the instructions below to create an ORCID ID using RPS. If you already have an ORCID ID, you should still follow the steps below to ensure that your ORCID ID is connected to your RPS profile.

  1. Log in to UCL’s Research Publications Service (RPS).
  2. Under “My Data Sources” (bottom right of your home page), click “Configure” next to ORCID.
  3. Register to create an ORCID ID, or sign in to your ORCID account if you already have one, and click “Authorize” to allow RPS to access your ORCID record.
  4. Start providing publishers and funders with your ORCID ID when you submit your work for publication, report your publications and apply for grants.

If you have any questions about UCL’s use of ORCID, please contact open-access@ucl.ac.uk. For more information about ORCID, see http://ORCID.org.

Administration

How do I allow someone else to update my publications data?

RPS includes the ability to Delegate authority to other UCL staff to allow them to update your publications. If such authority has been delegated to you, you can use the Impersonate function to make any changes.

To Delegate:

  1. Click on the Account Settings (top right hand corner), the page will display Delegate menu option in the middle of the screen.
  2. Enter the surname of the person you wish to delegate to in the Name box.
  3. Select their name from the resulting drop-down box and press Enter.
  4. Click Save.

To Impersonate:

If someone has delegated permission to edit publications to you, you will see the Impersonate option on your Home page menu.

  1. Click on Impersonate.
  2. Select the person you wish to impersonate by picking their name from the list of users (use the Filter box if necessary).
  3. RPS will effectively switch to their account and you will see all of their publications and (almost) all of their options. A banner appears in the top-right of the screen telling you who you are impersonating.
  4. When you have finished impersonating them, click the red cross [x] button against their name in the yellow banner.
How do I get access as an Administrator so that I can run reports and manage publications for my department?

Complete the registration form and get it signed by your Head of Department. There are 2 higher-level roles in RPS - select which ever apply.

Statistician - can access RPS reporting functions
Research Manager - can impersonate (see above) other staff in the department to maintain their publications.

Completed registration forms should be sent to RPS Support, ISD, 1st Floor Podium, 1 Eversholt Street, NW1 2DN.
 

I have the Statistician role. How do I access reports?

From the RPS Homepage, select Reporting from the menu. Then select to either run Reports, view Statistics or compare Statistics.

Reports/Statistics can be run for individual users or for groups (i.e. departments) and you can choose start and end dates to see.

Reports can be used to list publications (4.i) or you can pick a predefined report from a list (4.ii)
 

How do I find staff in my department with pending publications?

Individuals are notified when new publications have been found by the online searching but unfortunately there isn't any way to notify Research Managers that their staff have pending publications. 

Instead it is possible for those with the Statistician role to run a report detailing who has pending publications.

  1. Select Reporting from the Homepage menu
  2. Select "Create and download reports"
  3. Select the department you're interested in and the start/end dates for the report
  4. In section 4.ii, select "Approval counts" as the report to run
  5. Click the Go button - the report will open in Excel and is sorted by the number of pending publications (highest first).