Features of submission forms
(and RGC requirements)
D1. Common Features across Forms
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. Research Output Forms -- Feature Highlights
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
File Uploading Policies
After choosing a Journal title, a new section named "Open Access guidance" will pop up
You can study the OA policies of this particular journal there before submitting a full-text file
For information on Open Access, please refer to Scholarly Communication User Guides
File Uploading
[Required by RGC]
In compliance with RGC Open Access Plan, please upload the:
(a) published version (if the publisher allows), or
(b) accepted manuscript (post-print) version
Also provide any other means to access your output:
(c) an article DOI
(d) a link to the publisher's website
(e) a link to the library record, paid subscription, etc.
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
APC & Copyright
[Required by RGC]
Free-text boxes under "RGC requirements" are new information requested by the RGC Open Access Plan. Please provide answers as much as possible
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APC related:
APC - article processing charge, money paid to a publisher to make an article freely available to all readers
In compliance with RGC policies, always pay APCs from the corresponding grant project accounts
Also provide the article title in the FO system when you do reimbursement
(a) Amount paid for APC
(b) Source of APC payment
(c) iExpense Report, PRV or PO number for APC
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Copyright related:
(d) Description of the copyright as agreed with the publisher
copy the corresponding information from the license you signed with the publisher
D3. Project Forms -- Feature Highlights
Projects created from Grants
Do not manually input new projects here. Click "Save and create project" within the blue box of a "Grant" record to create the corresponding "Project" record. See user guide created by Research Office
If you have successfully created at least 1 "Project" record, you can see the "Projects" section under the timeline
Click "Projects" to see the full list of your projects
Click the Project record that you wish to update or provide additional information
Click the pencil icon at top left corner to start editing
Fill in additional information, e.g., Life cycle, Files and links, and Visibility. Also consider establishing relations with Research Outputs or other records