Tips for PIMS – Give us your Org Unit!

Back in EPrints, our old repository, one of the mandatory fields for every record was a Department and Faculty. This was in the field named (unsurprisingly) Faculty/Department.

In PIMS this field has a different name – Org Unit – chosen by the developers. The developers have also not made this a mandatory field, so authors are able to deposit an output without selecting it. Unfortunately we are not able to change this setting.

However UWE Bristol requires a Department and Faculty on each output, as they are necessary for reporting, and for filtering outputs by faculty in PIMS and the Research Repository. Please ensure that when uploading an output you put your Department and Faculty in the Org Unit field.

Org Unit field displayed on the Add New Output menu
If you are uploading a new output, you will find the Org Unit field towards the bottom of the details list (as in the screenshot above.)

Org Unit field on the Library tab
If you are editing a record that you still have in progress, you will find the Org Unit field on the Library tab. Edit it by clicking the pencil icon on the right hand side.

If you leave the Org Unit field blank when you deposit your output, we may send the output back to you for you to fill it in. So to cut out a step, include it when you upload.

Tips for PIMS – Press the button!

We’ve had several queries from researchers asking why we haven’t reviewed their output and moved it to the external Research Repository. When we check, the answer is inevitably ‘because you didn’t press the deposit button.’

Your output will only be reviewed by the Repository Administrator when it has been deposited and the status changes to ‘in review’. Until then, the Repository Team won’t see your output, it won’t be compliant for REF 2021, and it won’t appear on your staff profile.

If you are uploading an output, remember to fill in all the mandatory information and press the green Deposit button to deposit the output. Before uploading, take five minutes to watch our video or read our guidance – it tells you exactly what you need to do in order to correctly upload and deposit your output to PIMS.

PIMS update – notifications incoming

We’ve recently switched on notifications in PIMS. This means that when the Repository Team need to request more information about an output, you will receive an email and a notification in PIMS. Check the email for details and instructions about what information is needed and what to do next.

PIMS is also issuing notifications for outputs that are not compliant with the REF policy and are approaching the deadline for compliance. For example, if you uploaded an output, but not completed the deposit process (so the output is still ‘in progress’) you will receive a notification asking you to deposit the acepted manuscript.

Notifications will make it much easier for the Repository Team to request missing information and hopefully provide important reminders about REF compliance. Keep your eyes open for more information in the future.


Photo by Cristian Dina from Pexels

We’re alive!

It’s been about six months since our new PIMS and Research Repository launched and we’ve been a bit too preoccupied to update the blog, dealing with the usual array of teething issues, training sessions, guidance updating, and promotion that accompanies the launches of any new system.

We’ve got a detailed guide on our webpages that outlines the how to deposit process, which we have been updating in response to the queries we received in the first few weeks of launch. The webpage also has a video guide showing the process of how to deposit a journal article.

The how to deposit guidance is a general guide, so we have further information about specific item types on our item type guidance page. This also contains all the information about copyright and personal data in your thesis, if you are uploading a thesis to PIMS.

We are happy to run training sessions for small groups or as one-to-ones, just contact us and we will organise a suitable time.

The repository is dead, long live the repository!

Earlier this week we officially launched the new Research Repository, part of the Project Information and Management System that is being implemented at UWE Bristol. The Research Repository is the first part of PIMS to be launched. Our old EPrints repository is offically retired, having served us well during its time. Our new repository set up is slightly different as there are now separate systems for uploading and viewing outputs.

In the new system, users need to access PIMS in order to deposit their research outputs. This can be done in the aptly named ‘Outputs’ tab at the top of the page, and there is guidance about how to deposit in PIMS available on our webpages.

PIMS then feeds through to the new Research Repository, which can be browsed by anyone with an internet connection. This is where all the records from EPrints can be found, plus all the new records uploaded to PIMS.

For any questions about the new system, you can contact us at our NEW email address: repository@uwe.ac.uk


Crown image by skeeze from Pixabay

Leaving EPrints – update on implementation of new PIMS

UWE is implementing a new Project Information and Management System (PIMS) and the first stage is the Research Repository. We will be moving from the old repository, hosted on EPrints, to a new Research Repository. The new repository will be launching on the 23rd of July.

As part of the switchover process we will be switching the EPrints Research Repository to read-only mode on the 15th of July. Users will not be able to deposit any outputs or make any changes after this date. Users will be able to resume depositing outputs to the new repository when it launches.

We will keep posting updates about the project over the next few weeks as it progresses, including our forthcoming new email address and any important announcements.

For more information you can still contact us at eprints@uwe.ac.uk (for now!)

Photo by Mantas Hesthaven on Unsplash

Let’s play! Games and open access

Our version of the Game of Open Access created by the University of Huddersfield

In September 2018 we had a team away day where we looked at some of the games that have been developed to teach about research and open access. One that we played was The Game of Open Access which was created by the University of Huddersfield, and which is available under a Creative Commons license (CC BY-NC to be precise.) We liked how simple the game was to play, so we decided to adapt it to use at UWE.

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