Data collection surgery

1

• Data collection surgery
• Modern Universities Research Group
• York St John University
• 12 June 2007
• Davina Madden Gareth Edwards

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Agenda

• 1110-1230 Overview and new issues
• 1230-1330 Lunch
• 1330-1445 Dealing with difficult issues
• 1445-1500 Tea
• 1500-1530 Providing research outputs
• 1530-1545 Final questions and close

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RAE data collection system

• Went live on 3 January 2007
• Rebuild in June 2007 to incorporate submission
  process functionality
• Fix outstanding bugs
• Continue developing back end functions, load
  testing, disaster recovery processes etc

4
Getting started

• Help! Im locked out
• Locked user accounts - administrator must reset
  password
• Locked records
• Locked by another user
• Locked by oneself
• Dont use Back button
• Dont quit browser - use Log out
• Wait 30 min. for locks to clear or administrator
  can clear timed out locks

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Focus on formsRA1

• Entering new records
• HESA staff identifier and/or staff reference code
  to save new record
• HESA staff identifier required for Cat A and B to
  pass validation
• Exclude record from submission (also RA2)
• Record remains in database until submission
  deadline
• Automatically deleted after 30 Nov 2007

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Data validation

• System includes validation routines - errors
  warnings
• All validation conditions in User Guide
• Context sensitive help
• Error messages help with validation requirements
• Prior to submission all data must be validated
• Warnings will pass validation

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Focus on formsRA2

• RA2 DOI look-up/batch look-up
• and check via CrossRef
• Remember its a tool, not a requirement!
• DOIs not always found, system continues to query
• ISSN and ISBN all formats supported
• Date format for Type D journal article
• Co-authors sorted alphabetically

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Focus on formsRA4

• RA4 entering data by research group
• UOAs 13, 19, 24, 27, 36
• Overall totals page
• Deleting research groups in Research Groups form

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Focus on formsRA5

• RA5a/b/c EditLive!
• Also an issue for RA2 output title field
• Incorrect Java applet or no Java applet
• Locked form
• Proxy servers and caches
• Copy/paste from MS Word may render text
  inaccurate
• Use RTF import for RA5a
• More allowable tags in June07 rebuild

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Newer functionality

• April rebuild
• New reports
• documented in on-line help only not user guide
• June rebuild
• Submit
• Bug fixes

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File names for pdfs

• Journal articles without DOI
• Scanned or downloaded pdf of each journal article
  for which no DOI
• Deposit AFTER submission deadline (with hard copy
  outputs)
• Prescribed filename for each pdf, based on RA2Id
• New report available
• Lists all type D outputs for which no DOI and the
  filename

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How to submit

• Two authorised submitters
• Before deadline
• post-submission changes possible after an
  authorised submitters approval
• After deadline
• changes only permitted following data
  verification (at RAE Team request)

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Finalising submissions
1.Once all submissions are complete HEI may
proceed to submit
Finalise submission
2. Two-stage process
6. Validation and submission then need to be
repeated. Post deadline, changes only possible
following verification (by RAE Team) 5.Authorised
submitter may unlock submission to make changes
before deadline
3. Validate undertaken by an RAE System
Administrator If data validates, institution may
submit. System now locked, administrators can
unlock

• Validate
• All

4. Submit only by an Authorised Submitter.
2. Submit
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Data verification
Routine Checking Dec 2007 Feb/March2008

• Data Comparison
• Dec 2007-
• Jan 2008

Targeted Audit March 2008 onwards
Panel Instigated Audit Throughout 2008 mostly
April-August
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Further information

• http//www.rae.ac.uk/datacoll/
• Email data_at_rae.ac.uk

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Collecting outputs

• All outputs must be available for verification or
  assessment
• Most outputs must be deposited AFTER the
  submission
• In Dec 07 Jan 08
• Indicative deposit date for each HEI
• Delivery, probably to Bristol
• Firm guidance to HEIs in June 2007

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We are collecting

• The actual output, or
• A copy of actual output, or
• Appropriate evidence that the output exists/was
  disseminated and comprises research, or
• A combination of these

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What we are collecting

• Varies according to output type (A-0)
• Is separate and different from
• RA2 bibliographic information
• Data in other relevant details field
• Could be part of the portfolio for UOAs 63-67,
• Full portfolio should only be submitted on
  request

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Further information

• http//www.rae.ac.uk/aboutus/policies/outputs
• Email info_at_rae.ac.uk

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Contacts

• Data queries data_at_rae.ac.uk
• Reporting bugs bugs_at_rae.ac.uk
• Policy queries info_at_rae.ac.uk