Publication Data Entry Changes

The major changes are the following:

Publications are standalone entitities, with only one entry per publication, regardless of the number of co-authors. While the lead author should assume the responsibility for creating the publication, any co-author can do so. Regardless of who created the entry, it will be available to all co-authors and will appear in their reports.
Publication data is independent of the reporting year. Status dates are associated with each publication (Submitted, Accepted, Published, and for books only, Under Contract).
Publication citation elements are entered in separate fields. The FSP uses an online service that formats citations to any desired standard - for example APA, MLA, IEEE, Council of Science Editors, and Chicago or Turabian. These styles will be initially available but the formatting service offers several thousand more, including many journal-specific formats.
Publication Types have been significantly expanded, to include many types formerly reported as "Media Presentations." New types include
Blog/Podcast, Dissertation, Film/Video, Government Document, Image, Map, Newspaper Article, Painting, Software, Thesis, Website/Webpage

Advantages:

In the past if a journal article with 10 co-authors was submitted in one reporting year, accepted in the following year and then published in a third year, 30 entries would be needed - one for each author and year. Now only one entry will be needed.
In the past if you wanted to use a particular citation format you would need a style reference at your side, and that format would be fixed and immutable. Now separate fields are entered, and you do not need to be concerned with formatting at all.
Formatted citations can be download as Excel or Word (.docx) documents
Any co-author can correct an error. An audit trail of edits is maintained
The new data entry format is suitable for linkage with almost any publication repository (e.g, the Digital Commons) and is amenable for export to/import from word processor add-ins such as End Note.
The new data entry is compatible with the Research Information Systems (RIS) format. Plans are underway to export RIS format data to any reference manager or portal that supports this format.

Data is entered in four different panels:
1. General Information. Includes publication type, subtype for some cases, media, refereed or peer-revised, number of student co-authors, and publication dates. Publication type must be selected to enable the additional panels.
Screenshot 1

2. Citation Elements (except Authors and Contributors). This section includes 16 different fields. As a guide for data entry, suggested or possible fields for each publication are highlighted with a striped yellow background. Only title is a required field at this time. For users with assistive technology, the suggested fields are indicated with 'aria-label="suggested entry"' as well as the striped background.
Screenshot 2

Some elements have help text that will display if you hover the mouse over the label:
Screenshot 5

3. Authors and Contributors. This includes authors from UMaine faculty as well as other authors. A matching list appears as you type, starting with second character. To link a publication to a co-author, select from the list. If the name is not on the list, just keep typing. To include yourself, just check the "Me" checkbox.
In addition to Author, a contributor can entered as Translator, Editor or Illustrator.
When selecting from matching lists you may edit the first name and suffix after the row is populated. The matching selection enters the ID in a hidden field.
Screenshot 2

4. Alternate Citation / Abstract. If you prefer your own citation format over the generated citation, enter it here. Leave the "Citation Style" blank to substitute this citation in output, regardless of the citation style selected for output. Select a citation style to override just that style. Abstract is an optional field, intended to be used in export and import operations.
Screenshot 2

You will note that the "Delete" button for some publications is disabled . These are publications that have more than one UMaine co-author. Because the publication is a shared resource, it cannot be deleted unless UMaine co-authors are first deleted from the publication.

The screenshot below shows the publications screen with export buttons for Excel and Word. The "Show Formatted Citations" checkbox toggles between the purely tablular display and formatted citation display. You can change citation styles immediately using the dropdown. Currently available styles are APA, MLA (7th and 8th ed.), Council of Science Editors, Chicago, IEEE, American Chemical Society and American Medical Society. Please contact us if you need another style.
Publication Features

Faculty/Staff Profile Database - Publication Data Entry Changes