CDCF T62: Prizes and Awards Received
Common Data Collection Format (CDCF) is the annual statistical reporting exercise to UGC. 68 different statistical tables with data coming from across the institution are required to submit to the UGC every year. Starting from 2020/21 reporting exercise, data of some research related tables administered by the Research Office will be collected via the University’s Integrated Research Information and Management System (IRIMS). The following illustrates how an academic staff input Prizes / Awards in IRIMS:
Input of Prizes and Awards by Academic Staff / TPg Students / RPg Students
As an academic staff / TPg Student / RPg Student, you are assigned the role of “Personal User” in IRIMS. As a “Personal User”, you can add a prize or award by the following steps:
1. Go to the “Personal” section, click on “+ Add content” button on the right.
2. A window will pop up, click on “Prize” in the selection menu and choose “Prize”, “Honorary award” or “Other distinction”.
3. Those marked with “*” are compulsory fields in IRIMS. For a completed Prize / Award record, please fill in:
- “Title” (compulsory field: it is the name of the Prize / Award)
- “Description” (optional field: please provide a brief background information of the Prize / Award)
- “Awarded date” (compulsory field: please input year, month and day)
- “Degree of recognition” (optional field: please select the level of the award, International, National, Regional, or Local)
- “Granting Organisations” (optional field: please input the name of the organisation granted the Prize / Award)
- “Awarded at event” (optional field: please input the name of the event at which the Prize / Award ceremony held)
- “Recipients” (compulsory field: please input all recipients of the Prizes / Awards, particularly for those team award / prize. Please include all HKBU and non-HKBU recipients)
To add an Internal Recipient:
· Click on “Add person…”
· For internal recipients, type his/her name briefly (e.g. TaiMan) in the “Search” section, then select the corresponding entry.
Click on "Create"
“TaiMan Chan” is added successfully to the list of Recipients.
To add an External Recipient:
· Click on “Add person…”
· For external recipients, click in the “Create external person” section, then input the “First name”, “Last name”, “Country/Territory” and “Add organisational unit”. Then click on “Create”.
· “Peter Chan” is added successfully to the list of Recipients as an External Person.
- “Managing organisational unit” (compulsory field: by default, it is your Department)
- Check if the status is “For validation” and click on “Save”
4. The record will be passed to the delegated administrative staff of your respective academic unit who are assigned as “Editor of Prizes” in IRIMS for checking and validation before submission to the Research Office.
Input of Prizes and Awards by “Delegated Administrative Staff”
Delegated administrative staff of academic units assigned as “Editors of Prizes” are required to input Prizes / Awards received by the sub-degree students and undergraduate students, who are not granted permissions to add Prizes / Awards by themselves in IRIMS:
Go to the “Editor” section, click on “+ Add content” button on the top right.
2. A window will pop up, click on “Prize” in the selection menu and choose “Prize”, “Honorary award” or “Other distinction”.
3. You are required to fill in:
- “Title” (compulsory field: it is the name of the Prize / Award)
- “Description” (optional field: please provide a brief background information of the Prize / Award)
- “Awarded date” (compulsory field: please input year, month and day)
- “Degree of recognition” (optional field: please select the level of the award, International, National, Regional, or Local)
- “Granting Organisations” (optional field: please input the name of the organisation granted the Prize / Award)
- “Awarded at event” (optional field: please input the name of the event at which the Prize / Award ceremony held)
- “Recipients” (compulsory field: please input all recipients of the Prizes / Awards, particularly for those team award / prize. Please include all HKBU and non-HKBU recipients)
To add an Internal Recipient (remarks: SD and Ug students are not counted as "internal person" in IRIMS because they are not granted access to the system):
· Click on “Add person…”
· For internal recipients, type his/her name briefly (e.g. TaiMan) in the “Search” section, then select the corresponding entry.
· Click on “Create”
· “TaiMan Chan” is added successfully to the list of Recipients.
To add a SD / Ug Student:
· Click on Add person:
· For SD / Ug students, click in the “Create external person” section, then input the
o “First name” = “(SD)” OR “(UG)” + “Student ID”
o “Last name” = Full name of the student
o “Country/Territory”
o “Add organisational unit” = “Hong Kong Baptist University”.
o Then click on “Create”.
To add an External Recipient:
· Click on “Add person…”
· For external recipients, click in the “Create external person” section, then input the “First name”, “Last name”, “Country/Territory” and “Add organisational unit”. Then click on “Create”.
· “Peter Chan” is added successfully to the list of Recipients as an External Person.
- “Managing organisational unit” (compulsory field: “Editors of Prizes” need to choose their “Managing organisational unit” in the form
- “Editors of Prizes” should choose the status as “Validated” and click on “Save”. (Important Notes: Please make sure all information is correct as the Prize / Award information will be displayed at the Research Portal and accessible to the public)
Validation of Prizes and Awards by Editors of Prizes
“Editors of Prizes” with the validation right can validate a prize or award inputted by the academic staff, RPg and TPg students of your respective units, by following below steps:
1. Go to the “Editor” section, click on the “1 Prize is waiting to be pushed to the next workflow step”.
2. Click on the entry you want to validate
3. In the pop-up window, check on all the details inputted by the academic staff / RPg student / TPg student, such as:
- “Title”
- “Description”
- “Awarded date” (make sure there is year, month and day)
- “Recipients”
- “Managing organisational unit”
- “Visibility”
Important Notes: Please make sure each entry is with Visibility as “Backend – Restricted to Pure users” before changing the Status to “Validated”, otherwise the details of the entry will be displayed in the public Research Portal.
4. Should all the details provided be correct, you can change the Status to “Validated”. (Important Notes: Please make sure all information is correct as the Prize / Award information will be displayed at the Research Portal and accessible to the public)
