Features of submission forms

(and RGC requirements)

D1. Basic Features

Managing Organizational Unit

The "Managing organisational unit" is the unit that approves your item submission before it goes to the Portal or next step. See Approval and Verification Procedures below
Your primary affiliated department has automatically been selected
If needed, you can change it to another affiliated department by clicking "Change organisational unit..."

Relations

[Required by RGC]

Always set "Relations" to connect Research Outputs and Datasets to the corresponding Projects funded by RGC
You can also connect other items as long as they come from the same research

Visibility

We will set "Public - No restriction" for published textual research outputs by default, so outsiders can see them through the Portal. It can help build institutional reputation.
You may consider choosing "Campus", "Backend", or "Confidential" for non-textual forms of research outputs, activities, etc. for documentation purpose including the APR exercise.

Save

If you have NOT finished inputting a record and wish to come back later, choose "Entry in progress" and click "Save"
If the record is ready to go, choose "For approval" and click "Save" to progress to the next approval or verification step

D2. Highlighted Features

Publication Status

You can submit publications that have not been published for reporting purposes
Choose a publication status

(a) In preparation: The manuscript has not been submitted to any publisher yet

(b) Submitted: The manuscript is submitted and is undergoing an editorial screening or a peer-review conducted by a publisher

(c) Accepted/In press: The manuscript has entered its production stage but has not yet officially published. At this point, you should have received an acceptance letter from the publisher

(d) E-pub ahead of print: Your article is already available electronically on the publisher's website with a DOI, although it has not reached its print release status

(e) Published: Your article is officially published with identified volume number, issue number, and page numbers.

Only accepted/in press/e-pub/published outputs will be shown in the Portal

Publication Dates

Ensure to input a date corresponding to the publication status that you have selected
Provide the published month as much as possible, because this information will help accurately identify which year(s) of APR, CDCF, and RAE this research output falls under

Journal Selection

Choose the Journal title from the pull-down menu
Input Volume and Issue numbers

File Uploading

[Required by RGC]

In compliance with RGC Open Access Plan, please upload the accepted manuscript (post-print) as far as possible

Also provide a link to access your output:

(a) the article DOI, or

(b) the article URL on the publisher's website

For publications with an Accepted/In press status, please upload the acceptance letter or an email record from the publisher under "Other files" to assist the Library's verification
For non-textual form, you are welcome to upload videos, images or any other files here. If your media has a large file size, we strongly suggest that you upload it to other platforms (such as HKBU Heritage or HKBUTube, if appropriate) and input your web link here

OA through APC Payment

[Required by RGC]

If you have paid an APC (article processing charge) to the publisher to make your article open access, please provide the article title in the FO system when you do reimbursement
We will then retrieve and manage this information to report to RGC