FAQs
Submitting to CRO
- What should be deposited in CRO?
- How do I log in?
- I’m logged in – how do I deposit?
- What information and documentation will I need to complete my submission?
- How do I complete the “submission status” section? What do the options mean?
- A checklist for bibliographic information.
- Research Codes (ANZSRC 2008 Codes – FoR and SEO)
- Author Details
- Will my publications still count for Publication Points (formerly DEST Points)?
- How are publication points apportioned?
- When do I submit the document/electronic work?
- What version of an academic paper can be used for my Research Publications Data Collection submissions to CRO?
- What do I do if have not kept a copy of the final accepted draft?
- What if I need to exit / suspend the submission process?
- I’m ready to submit – what now?
- What do I need to know about copyright?
General Information
- What is CRO?
- What is an Institutional Repository?
- What is the HERDC?
- What are the benefits of having papers in CRO?
- What if my paper is already freely available on a webpage?
- Is self-archiving the same as publishing?
- Is self-archiving legal?
- Will institutional repositories replace journals?
- What about quality control?
- Where can I find more information about the Open Archives Initiative?
- Can I search across a number of eprint repositories with one search?
- Will my papers be found by Google Scholar?
- Contacts and Useful Links
What should be deposited in CRO?
- 2008 Publication that meets the HERDC criteria – Submission of these publications is mandatory. (see: CRO Policy)
- Pending Publications – not yet eligible for HERDC inclusion
- Other – including, but not limited to past publication, non-CSU byline, non-HERDC category (Research publications listed on staff web pages should be submitted to CRO and the URL to the full text can be added to the reference on the web page.
How do I log in?
- Log in to the system (follow this link)
- The first time you submit an item to CRO a profile will be created. If you submitted 2007 publications your profile will still be there.
- Use your staff number with CS (must be upper case) as a prefix as your login, and your birth day and month (ddmm) as your password (ie. CS12345678 for login and 0101 for password).
- You will then need to wait an hour before entering your publication details.
I’m logged in – how do I deposit?
- Select ‘New Deposit Activity’ from the top menu.
- This will show five categories. Select the appropriate type for your publication/output.
- Best viewing is achieved when "window" is maximised and screen resolution is set at 1024 x 768 pixels.
What information and documentation will I need to complete my submission?
- Full bibliographic information (if available), including a link (preferably a Digital Object Identifier - DOI) to the published work;
- Author details (including share of Publication point/s claimed);
- The appropriate FOR and SEO Codes. Please locate these before entering your data - they can be found by clicking on the FOR and SEO Codes tab at the top of the page;
- Abstract and subject keywords;
- Electronic copy of the final accepted draft of the item – after peer review and before layout adjustments by the publisher. This is NOT the final or ‘publisher’ version of the paper.
Before entering your data, you are strongly urged to read the rest of these FAQs for important additional information about how to complete the form. Note that inclusion in the Higher Education Research Data Collection, and the distribution of performance funding resulting from successful publication will directly depend on the accuracy of information submitted. This information will also be used for Academic Promotions, staff profiling and other research-related analyses.
How do I complete the “submission status” section? What do the options mean?
Choose the relevant option from the drop-down menu, as follows:
- Pending publication: Select this option if the publication has been accepted for publication, but is not yet published. Your submission will subsequently be assessed by CRGT against HERDC criteria in anticipation of publication. If deemed eligible for inclusion, you will be advised, and the appropriate publication funds will be transferred either to your Research Centre (if you are Centre member) or to your School (if not affiliated with a Research Centre). NOTE that it is your responsibility to advise us as soon as pending publications are published. We will require all the relevant additional bibliographic details (year of publication, volume and issue number, for example) in order to include the publication in the University’s HERDC claim. This information can be emailed to cdean@csu.edu.au (cc. cro@csu.edu.au.)
- A 2009 HERDC Submission: Select this option if the work has a publication date of 2008. Your submission will subsequently be assessed by CRGT against HERDC criteria. If deemed eligible for inclusion, you will be advised, and the appropriate publication funds will be transferred either to your Research Centre (if you are Centre member) or to your School (if not affiliated with a Research Centre).
- Other: This includes past publications, publications without a CSU byline (eg, publications undertaken at other institutions), and some publications that do not meet the HERDC criteria. Examples of the latter might include: encyclopedia entry, editorial, government report, textbook, Introduction or Conclusion. If you are unsure whether your submission may be included in CRO, please email the Special Project Officer at CRGT (cdean@csu.edu.au)
- Creative Works: Select this option if your work/output is being submitted under the Creative Works Selection Criteria.
A checklist for bibliographic information.
It is in your interests to ensure each submission is as comprehensive and accurate as possible. Note that substantially incomplete submissions will be returned to the depositor and/or may not be considered for inclusion in the HERDC.
Journal articles:
- Pending publication: If your article has been accepted but is yet to be published, please leave unknown fields blank (eg. volume, number, month, year). You will need to provide this information to CRO immediately upon confirmation of publication.
- ISSN/s: You must provide at least one ISSN. If you have an online ISSN as well as a hard copy ISSN, please fill in both fields as appropriate. Note that uploading of journal ranking data will depend on the accuracy of this information, and will therefore have a direct bearing on publication funds and School research profiles. Both types of ISSN can be sourced online via Ulrich’s.
- Direct URL to article (DOI): This is required in order to verify CSU bylines as part of the HERDC submission process. If the DOI is not known, please provide a link to the journal home page. Where there is no common CSU access to a particular online journal, you will need to provide the Special Projects Officer at CRGT with a PDF version of the published article.
- Online vs. hard copy publication years: You may not claim both online and hard copy publications of the same article. Where an article has been published online but is also to be published in hard copy in another/subsequent year, you are requested not to enter it into CRO until the later publication year. This avoids confusion and prevents possible duplication in subsequent HERDC year claims.
Books:
- Pending publication: If your book has been accepted but is yet to be published, please leave unknown fields blank (eg. year). You will need to provide this information to CRO immediately upon confirmation of publication.
- ISBN: Please remember to enter this number without hyphens, dashes or spaces, and ensure it is accurate. Note that when the ranking of publication outlets (commercial publishers) is released, the data will be loaded against the ISBN, so accuracy is essential.
- Publisher URL: This field is required in order to verify publication, the standard of the publisher and authorship details.
Conference papers:
- Pending publication: You can only make a submission under this category if the resulting paper has at least been accepted for publication. You may not make a submission solely on the basis of attendance and presentation at a conference. If your paper has been accepted but is yet to be published, please leave unknown fields blank (eg, date of publication). You will need to provide this information to CRO immediately upon confirmation of publication.
- Title of conference/name of conference: For example, Title of conference: ‘Answers and questions: Special Interest Group of the CRO Users Association’; Name of conference: ’Inaugural CRO Symposium’
- Paper URL: This is required in order to verify CSU bylines as part of the HERDC submission process. If it is not yet known, please provide a link to the conference home page in the appropriate field.
- Conference URL: You must provide a working URL for the conference itself.
- Online vs. hard copy publication years: You may not claim both online and hard copy publications of the same paper. Where a paper has been published online but is also to be published in hard copy in another/subsequent year, you are requested not to enter it into CRO until the later publication year. This avoids confusion and prevents possible duplication in subsequent HERDC year claims.
- ISSN / ISBN: Depending on the manner of publication, proceedings may be published with an ISSN or ISBN.
- ISSN: If you have an online ISSN as well as a hard copy ISSN, please fill in both fields as appropriate. Note that uploading of publication outlet ranking data will depend on the accuracy of this information, and will therefore have a direct bearing on publication funds and School research profiles. Both types of ISSN can be sourced online via Ulrich’s.
- ISBN: Please remember to ISBN’s without hyphens, dashes or spaces, and ensure it is accurate. Note that when the ranking of publication outlets (commercial publishers) is released, the data will be loaded against the ISBN, so accuracy is essential.
Book Chapters:
- Pending publication: If your chapter has been accepted but is yet to be published, please leave unknown fields blank (eg. year, chapter number, pages, total number of chapters). You will need to provide this information to CRO immediately upon confirmation of publication.
- ISBN: Please remember to enter this number without hyphens, dashes or spaces, and ensure it is accurate. Note that when the ranking of publication outlets (commercial publishers) is released, the data will be loaded against the ISBN, so accuracy is essential.
- Publisher URL: This field is required in order to verify publication, the standard of the publisher and authorship details.
- Total number of chapters in book: We require this information in order to calculate the relative contribution of individual CSU authors to a book.
NOTE: Additional information required for chapters. If you have submitted a book chapter, you will be contacted and requested to complete and return a Book Chapter Calculation Spreadsheet. This is an Excel spreadsheet formulated by DEEWR in order to assist in the calculation of total author contribution to any given book, which attracts a proportional allocation of points (for example, a second chapter will attract less points than an initial chapter). A link to this spreadsheet can be accessed via the Useful Links section of these FAQs.
Research Codes (ANZSRC 2008 Codes – FoR and SEO)
The ANZSRC 2008 research codes are now the correct ones to use in identifying all your research outputs. These comprise FoR (Fields of Research) codes, and new SEO (Socio-economic) codes. The old RFCD and SEO codes can no longer be used.
Research codes will be integral in providing data for evaluation to the ERA (Excellence in Research for Australia) initiative. It is therefore vital that you enter the correct research code/s. A link both to the codes and a conversion tool from old to new codes can be accessed via the Useful Links section of these FAQs.
Author Details
Please note, personal details and information will not be picked up by search engines or viewable in CRO. This information is required for internal use only.
- Author order – byline vs. submission form: In CRO we are only able to capture detailed author information for the first 8 authors (Authors A to H). Because this detail is required for internal staff profiling and funding purposes, you are asked to ensure you list CSU authors first, regardless of the order in which they appear on the byline. Byline order should be noted in the ‘Author order (as per publication)’ box.
- Information required for non-CSU authors: You need only list the name and affiliation (ie, ‘non-CSU’) for authors not affiliated with CSU. Please do not enter Faculty, School, or Research Centre against non-CSU authors.
- Affiliation – CSU authors: From 2009, funding awarded from publication points will go to either: a) the relevant Research Centre (where an author is a member), or b) to a School. There will no longer be payments to individuals/individual accounts. It is therefore vital that in the ‘Research Centre’ menu you specify EITHER a particular Research Centre OR ‘Not applicable’.
- Proof of CSU affiliation: If CSU is NOT listed in the publication itself and the work WAS completed in your capacity as a member of CSU, we require an ‘Author Declaration’ form to this effect. This form can be accessed via the Useful Links section of these FAQs.
Will my publications still count for Publication Points (formerly DEST Points)?
Yes, BUT for 2008 publications, the pre-print draft must be entered onto CRO to count for Publication Points.
How are publication points apportioned?
For categories other than Book Chapters, where there are multiple authors, the count must be apportioned according to the number of authors. For example, if there are three authors of a publication, one third should be counted for each author who was a staff member or student of CSU.
When do I submit the document/electronic work?
You will be prompted to submit the Word or electronic copy of the final accepted draft once other details are complete. It will then be converted to a PDF document prior to being uploaded to CRO.
What version of an academic paper can be used for my Research Publications Data Collection submissions to CRO?
You will need to ensure you keep an electronic copy of the final accepted draft (after peer review, before layout adjustments by publisher). These pre-print copies are now no longer superfluous documents to be deleted, as they are the currency for open access.
A number of different terms are used for the versions of papers that can be placed in a repository - preprint, postprint, manuscript or publisher's version.
A preprint is the version of an academic paper which is submitted by an author for peer review (to a journal or conference). This version may be revised by the author as a result of comments made by reviewers.
A postprint is the final version of an academic paper, incorporating the revisions made as a result of the peer review process or as accepted for publication if no changes were made. This is the version most commonly used on institutional repositories.
A manuscript version is the final draft version post peer review. This term is not commonly used within Australia, as 'manuscript' may imply an unpublished item. However it is used elsewhere, and equates to a postprint.
The preferred version for CRO is the final draft version post peer review, as this is the version allowed by most (>90%) publishers. CRO staff will determine what each publisher will allow to be loaded into the repository.
As part of the upload process the paper will be saved as a PDF with a title page containing bibliographic information and acknowledgement that the paper has originated from CSU Research Output Repository. Printed versions of manuscripts can be scanned and saved as PDFs. Ensure that they are scanned at 300 dpi. Please refer to instructions for setting scanners at http://www.csu.edu.au/division/dit/compshop/printers/mfprinters.htm.
What do I do if have not kept a copy of the final accepted draft?
If you have not kept an electronic copy of the final accepted draft of your 2007 then only the citation details can be made available on CRO. Where the final accepted draft is not available then academics, general staff and students are strongly encouraged to have the manuscript retyped in Word and uploaded into CRO. This is not mandatory but would certainly be helpful
What if I need to exit / suspend the submission process?
- Click through all screens and select "Save" if you are not yet ready to submit the item.
- You can return to your saved submissions via the "Folders" screen. Saved (and not submitted) items will be found in the Drafts folder.
I’m ready to submit – what now?
- Check that all the information is correct, then click "Submit" for approval.
- When the item is submitted for approval it will be sent to CRGT to determine suitability for Publication points. It will then be passed to the Library to ascertain if there are copyright restrictions on the publication that has been deposited. Please note, personal details and information entered specifically for DEEWR will not be picked up by search engines or viewable in CRO.
What do I need to know about copyright?
When the paper has been peer reviewed and submitted for publication, ownership of copyright depends on what rights have been transferred to the journal publisher when the contract was signed. This often prevents a copy of the publisher version being loaded into a repository such as CRO. Over 90% of academic publishers now routinely allow authors to self-archive a copy of the peer reviewed manuscript version of their papers (Note: not the publisher's PDF version). The Library will always check that the publisher is not one of the few that have objected to author self-archiving (in which case, access to your manuscript version will be blocked but the freely accessible record will still increase the visibility of the work).
You will be contacted when your item is loaded. We will follow up if the item cannot be loaded immediately because of an embargo or if the publisher does not allow self archiving.
For further information, see the Copyright page.
What is CRO?
CRO - CSU Research Output is an open access digital archive, also called an institutional repository. CRO includes CSU scholarship and research output of various types, including refereed journal articles and conference papers. The aim of CRO is to collect and make available to the world the research output produced by CSU. Information submitted to DEST for the Research Publications Data Collection each year will be submitted to CRO, including prepublication versions of each publication - this will form the bulk of the content and will ensure that current CSU research is available to the world. When full text of articles cannot be loaded into CRO for copyright reasons the bibliographic citation will be loaded. Academic and research staff can self archive their research output prior to 2007 into CRO. This allows research to be located through search engines and for copyright compliant links to full text articles attached to references in staff web pages. See the Policy for CSU's Institutional Repository. CRO provides a stable and sustainable storage environment for digital versions of research output.
What is an Institutional Repository?
Institutional Repositories (IR) are databases bringing together under one umbrella a University's published research output in digital form. Aiming to preserve and provide access to that research, IRs are an excellent vehicle for storing journal articles, conference papers and other ouputs such as working papers and reports. The majority of institutional repositories are 'open access', meaning that the works held within them are freely accessible and can be located using internet search engines such as Google Scholar .
There are an increasing number of scholarly digital repositories around the world. Some are discipline-based (e.g. CogPrints - cognitive sciences, arXiv - physics, mathematics), whilst others are institutional (e.g. Demetrius - Australian National University, QUT ePrints - Queensland University of Technology).
What is the HERDC?
The Higher Education Research Data Collection (HERDC) is used to collect publications in four categories:
- A1: Books - authored research (5 points)
- B: Book Chapter (1 point)
- C1: Journal Articles - refereed article in a scholarly journal (1 point)
- E1: Conference Publications - full written paper refereed (1 point)
For further information, see: The 2008 specifications outlining research criteria and eligibility for inclusion of 2007 publications.
2009 specifications will be available from the above site shortly.
What are the benefits of having papers in CRO?
When you search google or google.scholar for information you often come across freely available preprints of excellent research papers. These are coming from the Institutional Repositories of universities around the world. Your articles on CRO are contributing to this scholarly information exchange and can be located in the same way.
Further benefits of depositing your articles on CRO:
- Creating a list of your publications with links to the full text: The list of your publications on your website must be linked to full text versions of the articles or conference papers in CRO. This creates a permanent secure link to a copy of the article and ensures that a legal copy is available for downloading via your site. The library will check to ensure that copyright compliance is met and the legal copy is loaded. Submission to CRO also ensures that your papers can be discovered using search engines, if they sit on personal or university web pages this is not necessarily the case.
- Wider access to your papers: When you publish your paper in a journal, it can only be accessed by those who have a personal or institutional subscription to the journal. If, in addition to this, you deposit a copy of your paper in CRO, not only have you provided an additional access point but, you have provided a copy that can be accessed free of charge by everyone on the internet.
- Enhanced research impact shown by increased citations: Wider access often leads to an increase in citations as more researchers (academics and students) are able to gain access to your research output. Institutional repositories have been shown to increase citation rates by 50-300%.
- Safe storage of copyright compliant versions of your papers: Depositing copies of your papers in the CRO digital archive means peace of mind when your hard drive crashes. The material is backed up on a regular basis. The centralised IR brings together and simplifies the processes involved in dealing with intellectual property and copyright issues. The library ensures that it uploads only versions of articles that meet copyright requirements. This may mean observing embargo periods or uploading preprint versions.
- Facilitation of research sharing: If you receive requests for copies of your papers you can direct the requester to CRO where they may obtain a copy free of charge. This saves time and money. Publishing your paper on CRO reduces the amount of time between discovery and dissemination of research findings to scholarly communities
- Showcase for CSU research output: Presently CSU research outputs are disseminated across thousands of different journals, publications and web sites around the world. Once CSU researchers and scholars begin to deposit electronic copies of their papers in CRO it will create a valuable showcase for their work. Within CRO users are provided with the full citation for the formally published version. In many cases links are also provided.
What if my paper is already freely available on a webpage?
Your paper may be available today but, unless you control the website it is on, can you guarantee that it will be available in the future? Conference websites often disappear after a short period. Web pages can be moved to different servers and, if a journal ceases to be published, its website may disappear.
With CRO operating there is no need to remove your paper from a current website. By depositing a copy in CRO you will be creating an additional access point. A link to the current web site or alternate location can be inserted in the record for your paper.
CRO provides a stable, secure, web presence supported by the University. It also provides enhanced access to internet search engine such as Google and Yahoo.
Is self-archiving the same as publishing?
No. Depositing an electronic copy of an academic paper in a discipline-based or institutional repository is known as 'self-archiving'. This is not the same as self-publishing.
For scholarly and scientific purposes publication requires meeting the quality standards of peer review and acceptance for publication by a peer-reviewed journal. Therefore, self-archiving is NOT the same as publishing. It is a complementary process to peer review and journal publication rather than a replacement. Self-archiving is not the same as self-publishing (vanity press).
Is self-archiving legal?
Yes. For example, when any new work is created the author or creator holds the copyright and is free to give away or sell copies, on-paper or on-line (e.g. by self-archiving). This means that the author can legally self-archive a paper they are about to submit to a journal for peer review and possible publication. This version is known as a preprint.
When authors submit the paper to a journal they are often asked to assign copyright to the publisher. This contract refers to the final, peer-reviewed version (the postprint). If all rights are assigned to the publisher this version of the paper cannot be legally self-archived without publisher permission. CRO staff will obtain this permission and upload the article where possible.
However, it is not always necessary to assign all rights to the publisher. Authors are strongly encouraged to retain their copyright, where possible, in their dealings with publishers.
Will institutional repositories replace journals?
Institutional repositories are complementary to, rather than a replacement for scholarly journals. The peer review process provided by journals is of critical importance to scholarship. However, the proliferation of institutional and discipline-based eprint repositories could accelerate changes that are currently taking place in the scholarly communication process.
What about quality control?
All of the papers in CRO will be copies of peer reviewed academic papers.
Where can I find more information about the Open Archives Initiative?
The following papers provide a good overview of this topic:
- Harnad, S. (2001) The self-archiving initiative: Freeing the refereed research literature online, Nature 410: 1024 http://www.ecs.soton.ac.uk/~harnad/Tp/naturenew.htm
- Lynch, C.A. (2003) Institutional repositories: Essential infrastructure for scholarship in the digital age. ARL Bimonthly Report 226. http://www.arl.org/bm~doc/br226ir.pdf
- Hitchcock, S., Bergmark, D., Brody, T., Gutteridge, C., Carr, L., Hall, W., Lagoze, C., Harnad S. (2002), Open Citation Linking, The Way Forward, D-Lib Magazine Volume 8 Number 10
- Antelman, K. (2004) Do open-access articles have a greater research impact College and Research Libraries, Vol. 65 Issue 5, p372-382,
Relevant Websites:
Can I search across a number of eprint repositories with one search?
Yes. Most repositories have adopted a common set of standards for describing their metadata. This means that they can be cross-searched. There are a number of search engines which can cross-search multiple repositories including:
For a full list of services, see the Open Archives Initiative Registered Service Proivders
Will my papers be found by Google Scholar?
Yes. A paper loaded onto CRO is usually available on Google the following day. Papers in OAI (Open Access Initiative) compliant repositories can be found by Google. CRO is OAI compliant so records are easily retrievable via Google. In fact most hits on papers in the repository come via a Google search.
Contacts and Useful Links
Contact the CRO administrators with any questions:
- Email - cro@csu.edu.au.
- Special Projects Officer - Centre for Research & Graduate Training
Phone - 02 6933 4289 (Internal - 34289) (Tuesday - Friday) - Coordinator, Digital Services - Division of Library Services
Phone - 02 6338 6158 (Internal - 86158)
Links to related websites and documents follow:
- Creative works criteria
- Book chapter calculation spreadsheet [DOC]
- ANZSRC research codes, general information and codes conversion tool
- Publication outlet rankings (not yet available)
- Ulrichs
- Libraries Australia
- New research activity criteria [DOC]
- The Excellence in Research for Australia (ERA) initiative
- Author declaration [DOC]
This information page was developed with the assistance of QUT ePrints.