FAQ's
Deadlines
Q: What is the deadline for entering publication information and documentation onto the database?
A: We work with a deadline of the 31st of March for all faculties to have all their publication information and documentation attached to the database.
This deadline is necessary in order to give the research office enough time to work through all the material. The research office must work through and finalise the collection so that it is reported to the government by the 30th of June each year.
As we work through the submissions we will continue to request additional documentation when required. Therefore you will continue to work on the collection past the 31st of March deadline until the end of June when we send the HERDC report to the government.
Q: What if I discover publications after the 31st of March?
A: We recognise that it often happens that additional publication will come to light after the 31st of March. We will accept late submissions, but you need to notify the research office, by email, that you are entering additional publication records.
Affiliation
Q: What authors can we claim?
A: We can claim any author whose University of Sydney affiliation is shown on the paper. This can include academics, students, visiting scholars, honoraries, and adjunct appointments.
The affiliation criteria for claiming HERDC publications is where the research for the publication was done, not where the author is now, so a ‘currently at’ address is not sufficient to claim affiliation.
Sometimes we can claim authors who’s affiliation is not University of Sydney on the paper (see the following questions for when these authors can and can’t be claimed).
Q: What about honoraries, adjuncts or visitors?
A: If the author undertook research leading to the publication while at USYD, but the byline lists another institution and not USYD, then we cannot claim this publication. If the publication lists no affiliations what so ever, we can claim using the author affiliation letter.
Q: If a publication shows another university or organisation as the author's affiliation, but the research was carried out at the University of Sydney, can we still claim the author's contribution?
A: If the publication affiliates the author with another institution, but you know the research was done at USYD, then we need a statement signed by the author stating that the research leading to the publication was carried out at USYD. You can use the author affiliation letter or proforma.
Q: What if the author’s affiliation is shown with the University of Sydney and another university?
A: Each university may claim the full value of the authors at their institution.
Q: What if the author’s affiliation is with two different departments within the University of Sydney?
A: Affiliation can be split amongst USYD departments. You will need to make a note to this effect in the database.
Publication Year
Q: For an e-publication that is published online one year and in print the next year, which one can we claim?
A: If you have the e-publication version of the paper you can claim it in the earlier year, if you only have the print version (as the e-publication version disappears as soon as the print version comes out) you have to claim it in the later year’s collection. You can only claim the article once.
Q. What if we missed a publication in last year’s collection, can we claim it this year?
A. If we are currently collecting 2009 publication and the missed publication only has a 2008 date on it and was available in 2008, then we cannot claim it with the 2009 publications.
Q: What if a publication was published in the year preceeding the current collection year, but was not available until the current collection year?
A: If the publication has the current collection year date on it, it can be claimed, therefore look for that current collection year date on the publication.
It is possible for publications to have multiple years, ie copyright 2005 but the issue year is 2006 or the issue year is 2006 but came out in 2007. Sometimes the online documentation can help show year information. Some foreign publications have the print information which can show a year of print on the last few pages.
If you can find the current year on the publication and retain a copy of that as documentation, then we can claim it.
A: If the publication only contains the previous year's collection date:
If the publication contains the previous collection year date but was not published or made available until after the submission date for that collection year, then we can claim it if we can get a letter from the publisher stating, for example, that the publication, although containing a 2008 publication date, was not published until after 30 June 2009 (it would be good if they could specify the date it was available).
Non-Employee Research Affiliates
University of Sydney Research Affiliates that are not employed by the University
Q: What is a Research Affiliate?
A: A Research Affiliate is an individual, who is not a paid employee of the University and who does not hold a Conferred Academic title, who is contributing to the University of Sydney’s research productivity as a named investigator on a grant and/or as an author on a publication (with USyd on the by-line) or as a creator of any other form of research output.
Q: What is a Research Administrator?
A: A Research Administrator is an individual who is not a paid employee of the University who is involved in the management or administration of research information for the University and who requires access to University systems (i.e. the Research Information Management System or RIMS) in order to perform this task.
Q: Why is the date of birth required?
A: The date of birth is used as a unique identifier to ensure duplicate records are not created. Similarly we would prefer evidence to be attached if at all possible.
Q: Who has the delegated authority to sign off on the Recognition of a Research Affiliation Form?
A: Please refer to the list of Delegated Officers in your area in accordance with the Delegations policy: http://www.usyd.edu.au/generalcounsel/resources/delegations_admin_function_5feb07.pdf
Q: Who will provide support to the local levels and assist with clarifying questions?
A: The HR Service Centre Non-Employee Team can provide local level support. The members of the HRSC NEP team as of 1st Oct 2009 are Nick Brewster, Razia Ansari and Carrie Pluchino. The team can be contacted by phone: 9351 5580 or email:
Q: Why apply for a research affiliation rather than a conferred academic title?
A: There are a large number of people who contribute to research (particularly authors who include USyd on their byline) who do not supervise students or contribute to teaching and therefore may not be eligible for a conferred title. By implementing a new ‘lighter touch’ affiliation, these individuals are able to be captured and maintained in T2 and subsequently RIMS, providing a true account of the University’s research activity and therefore maintaining or increasing current levels of funding as well as ensuring visibility of paid employee and non-paid affiliates contributing to the University’s research performance.
Q: What is the maximum term for a research affiliate/administrator?
A: A maximum term of three years in the first instance, with the possibility of renewal/s for further periods of up to three years.
Q: What privileges can I receive once affiliated?
A: University card, library borrowing, Unikey & Exchange email access and buildings access (where appropriate).
Q: How do I determine the type of affiliation?
A: The Faculty should determine the nature of the affiliation with the assistance of the HR Service Centre Non-Employee team e.g. Conferred Academic Title Holder or Research Affiliate etc.
Q: How do I apply for a conferred academic title?
A: Link to the conferring of all academic titles policy document:
http://www.usyd.edu.au/hr/policydev/Conferring_of_Academic_Titles_280207.pdf
Q: Should enrolled University of Sydney students who are authors on research outputs be captured as Research Affiliates?
A: As students are already captured in the student administration system, they are not required to be captured in T2. Note that students receiving a scholarship stipend are already in T2.
Q: Could a conferred academic title holder or research affiliate have multiple affiliations?
A: Yes.
All Faculty of Medicine enquiries on multiple affiliations, please contact Marie Topping, by email: .
All other faculties enquiries please contact the HRSC non-employee team for further information and assistance via email or phone: 9351 5580.
Q: Who has access to the personal Information given and how is it used?
A: The HR Service Centre staff including the non-employee team, have access to the people data in the HR database. It is strictly confidential and only used as necessary to enable staff to perform their responsibilities.
Q: Are affiliates required to comply with the Code of Conduct?
A: Yes. The University’s code of conduct is included in the letter of affiliation given to an affiliate. The letter of affiliation is required to be signed by the affiliate as recognition that they agree to abide by the code of conduct and other relevant policies of the University.
Q: I have been an affiliate here for three years. Do I have to complete a form?
A: No. Your local affiliate contact will complete the renewal of research affiliation form on your behalf if applicable and may confirm there has been no change to your personal details held in the HRIS. If you are still contributing to the University’s research output you may be renewed for a further period of up to 3 years, otherwise your record and subsequent access will expire.