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Research Publications Service (RPS) upgrade: what’s changed?

Harry8 November 2022

Post by Alan Bracey, Open Access Compliance Manager.

RPS has been upgraded from version 5 to version 6. While most of the functionality is unchanged, users will notice a refreshed look and feel, differences to the Homepage layout, and a new menu structure and navigation.

The guides to RPS for researchers on the Open Access webpages will soon be updated. Our RPS videos will be updated soon!

The following changes are outlined in this post:

  • Homepage
  • Menu and shortcut icons
  • Publications page
  • Preprints
  • File deposits turned off: preprints, data, software/code
  • Reporting, exports and ‘collect later’ functionality
  • Changes to administrator roles

Homepage

The Homepage has a revamped ‘My Actions’ section, with new visuals and additional guidance to help researchers complete key tasks.

Menu and shortcut icons

The main menu structure has been redesigned. The icon in the top left now opens the Menu to navigate around RPS, and the icons at the side are shortcuts to Home, Profile and the Reporting Hub.The Menu used for navigating around RPS has been reorganised. Pages generally have the same names as currently, though, and users can find pages with the new ‘search’ functionality.

(The menu items depend on roles and permissions: not all of those in the screenshot will be available.)

The three icons at the top of the screen link to ‘Impersonate’ (for administrators who have been given this functionality), ‘Help’ (with links to UCL guides), and a notifications window (e.g. ‘There are 14 Publications for you to claim or reject’). Clicking on your name opens a sub-menu with key system settings.The System Search is now found at: Reporting > Search > System Search

Publications page

The tabs containing information related to publications have been rearranged. There is a new ‘labels’ tab, and the display of metrics and relationships has been redesigned.The tabs show information relating to the publication as follows:

  • Summary shows the basic bibliographic data and is displayed by default.
  • Metrics displays the Times Cited and Altmetric data.
  • Deposits displays details of uploaded files.
  • Labels presents ontologies available to be associated with the publication.
  • Relationships lists the other RPS users who are linked to the record.
  • Sources shows a list of the data sources that comprise the publication.
  • History is the log of all activities performed against the record.

To change the publication type, select the pen icon next to the article type when viewing the summary tab.A new ‘focus on’ feature allows you to show the same tab for all outputs, e.g. if you wanted to review whether files have been uploaded for all publications.

Preprints

The upgrade to version 6 will introduce a new Preprints publication type. Previously, preprints came into the system as journal articles, and would be manually changed to ‘Working/Discussion paper’. Preprints will now come into the system under the new Preprint type. Preprints already in the system will keep their current publication type but can be changed manually (contact the Open Access Team for help if required).

Uploading files is now turned off for preprints (see below), but these can be uploaded by the OA Team on request.

Preprints should automatically link to articles, so that the system creates an ‘is preprint of’ relationship between the preprint and a published article (providing both outputs have Crossref identifiers). These links can also be created manually by researchers or administrators if desired.

Depositing files restricted for some publication types

The new version of RPS allows file deposit to be turned on and off for different publication types. We have taken advantage of this functionality to turn off deposits for preprints, datasets and software/code. This is to prevent researchers uploading a preprint instead of an accepted manuscript, which does not meet funders’ open access requirements. Preprint servers are also typically open access. Data, software and code should be uploaded to the Research Data Repository. Please contact the Open Access Team if you need to upload a preprint.

Reporting, exports and ‘collect later’ functionality

Reports and dashboards in version 6 are collected in the new Reporting Hub, accessed by using the bar graph icon on the left of the screen, or at Reporting > Reports & Dashboards > Reporting Hub. The ability to set ‘favourite’ reports has been introduced, and reports and dashboards should be easier to find.

The Reporting Hub includes some exports and reports formerly found on the Basic Reports page, but not all of them have been migrated. Basic Reports are still available at Reporting > Reports & Dashboards > Basic Reports. More reports will migrate from Basic Reports to the Reporting Hub in later upgrades.

If a report takes longer than ten seconds to show, then you will be offered the option to collect the report later. When the report file is ready to download you receive a notification and can collect the report file from the new Download Centre (Reporting > Reports & Dashboards > Download Centre).

Changes to administrator roles

Some roles will be renamed due to the upgrade. Access and permissions are expected to remain the same, but please contact openaccess@ucl.ac.uk if you experience any issues.

 

New Year open access reflections

Catherine Sharp11 January 2021

Fireworks over Eiffel Tower.Whether you were tucked up in bed early on New Year’s Eve 2020, or come midnight enjoyed what limited indulgences are available nowadays, there’s no doubt that many of us are keen to put 2020 firmly behind us. Here in UCL’s Office for Open Science and Scholarship (OOSS) 2021 appears bright, with lots of exciting developments in open research and open access coming up; but we wanted to spend our first post of the new year unfashionably looking back, and highlighting some of the great things that happened in open access in 2020.

Without further ado, here’s a rundown of some of UCL’s 2020 open access highlights.

Finally – not a number, but an achievement for the Open Access Team nonetheless – we overhauled our open access funding webpages, Wellcome and other funders webpages, and in fact most of our online guidance. Since open access continues to be rather complex, to say the least, we also added a glossary to the webpages. We’ll be making more improvements soon, but hope that you’ve found these ones useful so far.

I’d like to say a thank you to my magnificent colleagues, who’ve processed such huge numbers of papers and kept on top of the ever-growing numbers of enquiries about open access: hard to count, but probably up to a hundred questions every day, many of them very complicated. Thanks also to everyone in the UCL community who works with us to make open access happen. Look out for new transformative agreements coming soon, and very best wishes for a good 2021.

Open Access Week highlights

Catherine Sharp25 October 2019

It’s nearly time to say farewell to Open Access Week 2019. The Open Access Team would like to thank all the academic and library staff who’ve come to our training sessions and retweeted us. In case you haven’t been following us this week, we’ve been celebrating UCL academics’ open access achievements, and encouraging everyone to learn about Plan S in preparation for new UKRI and REF open access policies in 2020. We’ll be updating our webpages, tweeting and offering training sessions once the new policies are announced, but get in touch with us if you’d like to know more now.

If you haven’t already downloaded the OA Button and Unpaywall browser extensions or added your ORCID ID to RPS, we’d like to suggest that you try this today. It’ll only take a few minutes, and will help you find open access outputs, and make your own work open access.

Here’s a quick reminder of this week’s highlights, with many thanks to our communications and publicity colleagues for all their help!

Spring dates for RPS and the REF open access policy training sessions

Patrycja26 March 2019

Booking is now open for training on RPS and the REF open access policy in April. Last term’s training sessions proved very popular, and feedback received was extremely positive: respondents found sessions very useful (65%) or useful (35%).

All UCL authors are required to maintain a list of their publications in UCL’s Research Publication Service (RPS). To comply with the REF open access policy, they must also upload the final accepted manuscript version of their research articles and conference proceedings to RPS. This needs to be done no later than three months after first online publication. The Open Access Team review the manuscript and make it open access through UCL Discovery, UCL’s open access repository.

Our training sessions will explain the REF open access policy and what to do to comply with its requirements. They will also show you how to, in RPS:

  • set up name-based search settings
  • use all the advantages of RPS’s automated claiming tool (including linking RPS to your ORCID ID)
  • record a publication
  • upload a file

The sessions will be a good opportunity to ask questions about RPS and the REF open access policy, and they are open to all UCL staff and interested research students. New members of staff, and anyone who is unsure about any of the features mentioned above, are strongly encouraged to attend. Regular reports on compliance with the REF open access policy, and on academics’ use of RPS, are sent to Faculty Deans and Heads of Department. 

Upcoming sessions

Thursday, 4th April, 14:00 – 15:00
Foster Court, room 132

Tuesday, 30th April, 11:00 – 12:00
Foster Court, room 235

To book, and if you have any questions, please email: open-access@ucl.ac.uk
Also let us know if you would like to organise group training or drop-in sessions in your department.

UCL response to Plan S consultation

Catherine Sharp21 January 2019

UCL has submitted an institutional response to the Plan S consultation. This response was shaped by the UCL Plan S Town Hall meeting that was held on 8 January (and also takes into account subsequent feedback received from UCL academics). The response, and the supporting document (notes from the Town Hall meeting) are available below.

UCL response
UCL Plan S Town Hall meeting notes

UCL Plan S Town Hall meeting

Catherine Sharp10 January 2019

Plan S requires that, from 2020, scientific publications that result from research funded by public grants must be published in compliant Open Access journals or platforms.

Plan S is an initiative for open access publishing that was launched in September 2018. The plan is supported by cOAlition S, an international consortium of research funders. This group currently comprises 13 national research funding organisations (including UK Research and Innovation/UK Research Councils) and three charitable foundations (including the Wellcome Trust and the Bill and Melinda Gates Foundation) from 13 countries. Together with the European Commission and the ERC, they have agreed to implement the 10 principles of Plan S in a coordinated way.

UCL held a Town Hall meeting on 8 January to discuss the principles of Plan S, as well as what its implementation will mean for researchers. Around 115 staff from across UCL attended. The Open Access Team would like to thank everyone who shared their views and questions.

Presentations from the meeting are now available:

cOAlition S is running a consultation on the Plan until 8 February 2019. You can contribute to the consultation directly. To arrange a meeting in your department to discuss the implications of Plan S, contact the Open Access Team at open-access@ucl.ac.uk.

Update: UCL’s response to the Plan S consultation is available in a separate post.

RPS and the REF open access policy training sessions

Patrycja3 January 2019

In the new year we are back with our programme of regular training sessions on RPS and the REF open access policy.

All UCL authors are required to maintain a list of their publications in UCL’s Research Publication Service (RPS). To comply with the REF open access policy, they must also upload the final accepted manuscript version of their research articles and conference proceedings to RPS. This needs to be done no later than three months after first online publication. The Open Access Team review the manuscript and make it open access through UCL Discovery, UCL’s open access repository.

Our training sessions will explain the REF open access policy and what to do to comply with its requirements. They will also show you how to, in RPS:

  • set up name-based search settings
  • use all the advantages of RPS’s automated claiming tool (including linking RPS to your ORCID ID)
  • record a publication
  • upload a file

The sessions will be a good opportunity to ask questions about RPS and the REF open access policy, and they are open to all UCL staff and interested research students. New members of staff, and anyone who is unsure about any of the features mentioned above, are strongly encouraged to attend. Regular reports on compliance with the REF open access policy, and on academics’ use of RPS, are sent to Faculty Deans and Heads of Department. 

Upcoming sessions

Tuesday, 8th January, 11:00 – 12:00
Gordon House, room 309

Thursday, 24th January, 11:00 – 12:00
Engineering Front Building, room 104

To book, and if you have any questions, please email: open-access@ucl.ac.uk
Also let us know if you would like to organise group training or drop-in sessions in your department.

Open Access Week – REF and beyond!

Catherine Sharp24 October 2018

It was great to see so many people, both academics and research support staff, at our REF and Open Access Lunch today. Thanks to Adam Cresswell, UCL’s REF Manager, for an in-depth look at how the REF submission is managed at UCL.

We hope that everyone enjoyed the event, and that you were inspired to think beyond REF compliance, and to make open access a priority for all your research.

The slides from this session are now available:

REF2021 overview for beginners

Open access – REF and beyond

 

RPS and the REF open access policy training sessions – more dates

Patrycja18 October 2018

This academic year, UCL Open Access Team introduced a programme of regular training sessions on RPS and the REF open access policy. October dates proved very popular, and now we’ve added more sessions in November and early December.

All UCL authors are required to maintain a list of their publications in UCL’s Research Publication Service (RPS). To comply with the REF open access policy, they must also upload the final accepted manuscript version of their research articles and conference proceedings to RPS. This needs to be done no later than three months after first online publication. The Open Access Team review the manuscript and make it open access through UCL Discovery, UCL’s open access repository.

Our training sessions will explain the REF open access policy and what to do to comply with its requirements. They will also show you how to, in RPS:

  • set up name-based search settings
  • use all the advantages of RPS’s automated claiming tool (including linking RPS to your ORCID ID)
  • record a publication
  • upload a file

The sessions will be a good opportunity to ask questions about RPS and the REF open access policy, and they are open to all UCL staff and interested research students. New members of staff, and anyone who is unsure about any of the features mentioned above, are strongly encouraged to attend. Regular reports on compliance with the REF open access policy, and on academics’ use of RPS, are sent to Faculty Deans and Heads of Department. 

Upcoming sessions

Thursday, 1st November, 11:00 – 12:00
IOE, 20 Bedford Way, room W3.07

Tuesday, 6th November, 11:00 – 12:00
Foster Court, room 243

Tuesday, 20th November, 14:00 – 15:00
1-19 Torrington Place, room B09

Thursday, 6th December 11:00 – 12:00
1-19 Torrington Place, room B09

To book, and if you have any questions, please email: open-access@ucl.ac.uk
Also let us know if you would like to organise group training or drop-in sessions in your department.

RPS and REF open access policy training sessions

Patrycja27 September 2018

This academic year, UCL Open Access Team is introducing a programme of regular training sessions on RPS and the REF open access policy.

All UCL authors are required to maintain a list of their publications in UCL’s Research Publication Service (RPS). To comply with the REF open access policy, they must also upload the final accepted manuscript version of their research articles and conference proceedings to RPS. This needs to be done no later than three months after first online publication. The Open Access Team review the manuscript and make it open access through UCL Discovery, UCL’s open access repository.

Our training sessions will explain the REF open access policy and what to do to comply with its requirements. They will also show you how to, in RPS:

  • set up name-based search settings
  • use all the advantages of RPS’s automated claiming tool (including linking RPS to your ORCID ID)
  • record a publication
  • upload a file

The sessions will be a good opportunity to ask questions about RPS and the REF open access policy, and they are open to all UCL staff and interested research students. New members of staff, and anyone who is unsure about any of the features mentioned above, are strongly encouraged to attend. Regular reports on compliance with the REF open access policy, and on academics’ use of RPS, are sent to Faculty Deans and Heads of Department. 

Upcoming sessions

Tuesday, 9th October, 14:00 – 15:00
Engineering Front Building, room 104

Tuesday, 16th October, 12:00 – 13:00
IOE, 20 Bedford Way, room W2.06

Tuesday, 23rd October, 10:00 – 11:00
Engineering Front Building, room 104

To book, and if you have any questions, please email: open-access@ucl.ac.uk
Also let us know if you would like to organise group training or drop-in sessions in your department.