NICAI: PBRF EVIDENCE PORTFOLIO COMPLETION AND SUBMISSION GUIDE
TIMELINE
The key dates, milestones and deadlines for each PBRF eligible staff member, including support within NICAI.
All eligible staff (other that new staff who may have joined the university this year) should have a completed draft of their EP by this time. Each School in NICAI has established an internal peer review process. It is import for all staff to take advantage of this process.
Completion of draft EP’s Early 2012.
Submit for School–based peer reviews by 20 March 2012
Finalise EP’s for the University Review process 21-30 March 2012
EP’s signed off by Heads for internal review by 31 March 2012
EP’s reviewed by the University panels. In the case of NICAI,
most EP’s will go to either the Creative Arts Panel or
the Engineering, Technology and Architecture Panel. Over April 2012
Feedback will be provided from this process. At the same time
The library will check every NRO to ensure that the necessary
‘full text’ is correctly uploaded, or that ‘hard copy’ is sourced.
(see further information below on this NRO check).
Final sign off of EP’s by Heads 31 May 2012
University submission of EP’s to TEC 6 July 2012
SUPPORT AND HELP
EP Functionality Tool Training
By now all staff should have attended one of the Evidence Portfolio ‘Functionality’ workshop (learning to use the EP ‘tool’). This is necessary to complete you EP. However, assistance with the technical aspect of using the tool is still available on an ad hoc basis. Should any staff member in NICAI still need training and/or further advice on the EP tool, please discuss/contact your School PBRF co-ordinator: Architecture and Planning: Errol Haarhoff; Music: Alan Badley; Dance Studies: Carol Brown, and Fine Arts: Jonathan Mane-Wheoki
AND also contact Vicky O’Connor (University PBRF support team) who can make arrangement
School/Programme-based Peer support
Each School/Programme has established an internal peer review process for EP’s. Basically this involves your peers reading you EP and offering advice. Please contact to relevant person in your School/programme to initiate this process.
Architecture and Planning: Errol Haarhoff
Music Alan Badley
Dance Studies: Carol Brown
Fine Arts: Jonathan Mane-Wheoki
In addition, NICAI has engaged an independent EP reviewer (with experience from Engineering) who is available to review all EP’s within Architecture and Planning, and Fine Arts. Dance Studies and Music have already established external review processes. To have you EP reviewed this way, please contact ANN FRENCH and send her your EP. Needs to be done by the 20 March (see timeline above).
OR
Relevant internal panels will also review all EP over the month of April, and further feedback will be provided from this process.
Staff are also reminded to make use of the EP examples available on the University Website (Click PBRF; the big button on the right for a direct link), and the Guide “Crafting your Evidence Portfolio’ also available on this website.
Also circulated with this briefing note is another document from the University PBRF Team: ‘PBRF Tool Tips and Tricks’.
NOMINATED RESEARCH OUTPUTS (NRO) UPDATE
NRO’s are the (up to) four publications selected by staff to represent their best research outcomes over the survey period, and using the descriptor area to outline content, significance, impact and the evidence of being ‘quality assured’. You should make sure that you fully use all the available space for this description.
As you know the Tertiary Education Commission (TEC) requires a full text version of all NROs to be submitted in digital or hard copy format with each Evidence Portfolio. It is the preference of TEC that NROs are made available in digital format given the large number involved – there will over 7000 NROs from the University of Auckland alone!
To assist with this process, a small team will work behind the scenes to ensure researchers have full text versions uploaded, and, where required, hard copy versions available, ahead of the submission to TEC. Researchers should be reassured that confidentially and copyright issues relating to their NROs will be managed appropriately.
Attached is a guide to assist staff as they complete this process. It outlines what to do with digital and hard copy NROs (please note this process is completed in the Research Outputs module itself, not in the PBRF tool). In summary:
NROs are available in digital format
Go to the NRO in the Research Outputs module, click on the full text tab, upload the document and click ‘grant’.
NROs are not available in digital format
Go to the NRO in the Research Outputs module, and click ‘grant’.
Where the NRO is only available in hard copy, in the first instance, an author copy will be sought to reduce the cost and timing of finding an alternate copy. Researchers are asked where they have an author copy and/or creative work/s to place these aside for collection by the PBRF project team in April. The team will be in contact with you to arrange collection.
Any questions on the NRO process can be directed to PBRF Project Manager, Vicki O’Connor,
Where NROs have been uploaded, but ‘grant’ has not been completed, the PBRF NRO team will complete this process on behalf of researchers. This new process remains in line with current copyright requirements.
Where the NRO team has processed an item on behalf of researchers they will see a green tick on the full text tab -
In this case (1) means one file has been uploaded on their behalf. They will also be able to link to a URL containing the citation details and a link to the publisher website -
The NRO team will make contact in April directly with researchers whose NROs require additional processing, such as book chapters, books and creative works, to ensure a hard copy or alternative is sourced and available. In readiness for this process, researchers are asked to set aside any hard copy NROs they may have available to them, so these can be collected by the team in April.
The NRO team is located at the General Library and is made up of John Liu, Brigida Figuiera, Kshitij Dhoble and Rachel Torbett. All team members are familiar with research publications - two are recent PhD graduates, one is nearingPhD completion and the other has submitted a Masters thesis.
Please contact or phone ext 87942 if you have any questions about the NRO process.
CITATIONS
One way in which the impact of your publication can be demonstrated is by referring to citations of your work by others. This can be retrieved (and reported on) through Internet systems such as the “Web of Science’ and ‘Scopis’. However, these systems trawl though Journals, and may miss important citations to other forms of publication such as book (authored and edited). For this reason, a new facility available on Google Scholar may be very useful. A link to this tool (provide by Wendy Garvey – Architecture & Planning library) is:
http://googlescholar.blogspot.co.nz/2011/11/google-scholar-citations-open-to-all.html
Also circulated with this briefing is a PowerPoint presentation on the Google Scholar citation tool that demonstrates what it can do.
ERROL HAARHOFF
NICAI PBRF Co-Coordinator
22 February 2012