University of Bath

Adding research outputs to Pure

How to add your research outputs to Pure, the University’s research management system and institutional repository.

Research output types in Pure

Pure allows you to create a record of all types of research output that are relevant to your work. This covers all the more ‘traditional’ records of research such as journal articles, book chapters or conference proceedings. It also includes many other types of research output, such as conference posters, exhibitions and other forms of output, that may or may not be subject to peer review.

Research outputs you should add

You must add journal articles and conference papers published in formal proceedings accepted for publication from 1 April 2016.

These are the most important because they are the ones covered by the UKRI REF Open Access policy. This policy states that you must make outputs open access within three months of their acceptance for publication.

You should also add your older publications and non-journal research outputs so that they appear on your Research Activity Report, are displayed on your research portal profile page, and can be linked to your other records in Pure.

Three ways to add research outputs

Click on the green ‘Add new’ button at the top right of the screen, select ‘Research output’ and choose one of the following options:

  • ‘Create from template’: select the appropriate template and manually fill in the details
  • ‘Import from online source’: search a database to automatically populate your template (you can use this option if you have the DOI for the publication)
  • ‘Import from file’: upload in bulk if your portfolio of publications is in BibTex or RIS format (if you moved from a university that used Pure or hosted an institutional repository you should be able to obtain this file from them)

Filling in the template

  • Fields marked with a red asterisk are mandatory
  • Add as much information as possible to increase the visibility of your research. An abstract is particularly useful
  • Leave the following sections empty: ‘Bibliographical note’, ‘External publication ids’ and ‘Article Processing Charge (APC)’
  • Make links under 'Relations' to your other content in Pure
  • Remember to click on ‘Save’ before you close your record
  • The Library Open Access team check the details of all research outputs, so you don't need to worry about breaching copyright agreements

Publication statuses

Your research output will go through a number of stages on its journey to publication. Each time you update its status the record will need to be revalidated by the Library Open Access team, meaning that for a few days the publications will not be visible on the research portal.

  • In preparation: the date the work is being prepared for submission. By default, the record's visibility is set to ‘Backend - restricted to Pure users’ and so will not appear on the research portal
  • Submitted: the date the work was submitted to a journal for peer review. By default, the record's visibility is set to ‘Backend - restricted to Pure users’ and so will not appear on the research portal
  • Accepted/In press: the date the work is approved, following all peer review changes. You should upload the version of the work that was last sent to the publisher within three months of this date. (This version is also referred to as a ‘post-print’, ‘author’s accepted manuscript’ or ‘author’s final version’.) By default the record's visibility is set to ‘Public - No restriction’ and will appear on the research portal once it has been validated by the Library team
  • E-pub ahead of print: the date the publisher-formatted version was made available on the publisher’s webpage. The Pure record can be updated to include a link
  • Published: the date the work was formally published. The Pure record can be updated to include volume, issue and page numbers
  • Unpublished: this category should be used for PhD theses only

Authors and affiliations

You may have multiple organisational affiliations in Pure, including research centres and institutes. If not all are relevant to a particular research output you can remove them by clicking on the minus sign next to the name. Conversely, you can add an organisational unit by clicking on ‘Add organisational unit …’

To add additional authors to an output click on ‘Add person …’ and either select a name from your previous co-authors, search for a University of Bath staff member, or create an external person.

If you are new to the University, and importing publications from online sources, make sure that your Bath affiliation is added under your name (to do this, click on ‘Edit’ against your name and tick the box next to your Bath affiliation).

Please note that if you need to change your status on a research output from an external author to an internal author the Pure team can do this for you automatically.

Each research output on your Research Activity Report must be accompanied by a percentage that reflects your contribution to the work. To add your author percentage contribution:

  1. Click on the ‘Edit’ button next to your name.
  2. Scroll down to ‘Author contribution & percentage’ and move the sliding scale to the appropriate number.
  3. Click ‘Update’.

Event

If your research output is connected to a presentation at a conference or workshop, fill out the details of the event.

Relations

By [linking your research outputs to projects records] you will improve reporting to funders (eg, ResearchFish and OpenAire). Where project records are set to ‘Public’ visiblity, these linkages will also be displayed on the research portal.

Visibility

An explanation of the four visibility settings.

Adding full text documents

Electronic version(s) and related files and links

To meet the UKRI open access policy you must attach the author accepted manuscript within three months of the article’s acceptance date.

  1. Click on ‘Add electronic version’.
  2. Select ‘Upload an electronic version’.
  3. Click ‘Browse’ and select the file you want to add.
  4. Select the most appropriate version under 'Document version'. In most cases this should be the ‘Accepted author manuscript’.
  5. Select 'Closed' under 'Public Access to File'. The Library Open Access team will set up any embargo required by the publisher and ensure that the output becomes open access at the appropriate time.
  6. The other fields can be left blank. Click ‘Create’ to finish.

The full-text document take down procedures are described on the Library pages.

Output validation process

All research outputs and the attached full text documents are validated by the Library before they are displayed on the research portal. We aim to validate the records within a working week, but it can take slightly longer during particularly busy periods.

By default, output record status is set to ‘For validation’ and will be added to the validation queue once saved. Record details can be updated after it has been validated; this will trigger a re-validation process during which the record will not be visible on the portal for a few days.

It is important to check the content prior to sending it 'For Validation'. It is not the Library's role to check spelling and grammar or to be experts in specialist areas. As articles are added and processed the Library can send messages to you if content needs clarifying or correcting. You will see these messages in your Pure message box and depending on when you set the frequency for receiving email alerts, these will be summarised in an email to you.

If you are a new member of staff, and have imported your publications from an online source, make sure that your Bath affiliation is displayed under your name (in the Authors section). Once your Bath’s affiliation has been added, change the record status to ‘For validation’ (rather than ‘Entry in Progress’, next to the ‘Save’ button).

Troubleshooting

  • my publication is in preparation or in press and the exact publication year is not know: add your ‘best guess’ year and amend the Pure record later once the exact date is known

  • my publication is on the research portal but is not linked to my Pure profile: do not add the publication details to Pure again

Instead, ‘Claim’ this output record. To do this:

  1. Log onto Pure.
  2. Open the ‘Research outputs’ list.
  3. Remove ‘My content’ filter (underneath the search box) and search for the publication.
  4. Hover over the output record and click on the ‘cog’ icon that will appear in the bottom right corner of the record.
  5. Click on ‘Mine – claim content’.
  • I have uploaded my thesis but cannot find the Pure record ID required for the HD3 form: this is listed in the top left corner of the record (eg, Id:123456)

Library's open access webpages

For more information about open access see the Library’s pages on open access.

Pure user guides

See other Pure user guides.