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UWA Profiles and Research Repository Support

Frequently asked questions (FAQs)

Below you'll find answers to common questions you may have about the UWA Profiles and Research Repository. Can't find your question on the list? Our staff are here to help you. Contact us for further advice or to book an appointment: 

Logging in

If your login isn't working, please try the following steps:

1. Clear the cache on your browser.

2. Check that you can log into other UWA systems like LMS and Outlook. If you are experiencing issues logging into other UWA systems, you may need to reset your Pheme password. Please go to the Pheme - UWA Access Management System.

3. For Office365 or Multi-factor authentication (MFA) help, please contact the IT Service Desk via Service Portal; email IT-servicedesk@uwa.edu.au; or call +61 8 6488 1234.

4. In-person support is also available from the TechDesk (Mon-Fri, 9.00AM-4.00PM) on the ground floor of the Reid Library.

5. If you are still experiencing login issues please contact staffsupport-lib@uwa.edu.au (for Staff) or hdrsupport-lib@uwa.edu.au (for HDR Students).

Link to this FAQ

My profile

A number of fields within your profile in the UWA Profiles and Research Repository are automatically entered from the UWA HR system and Alesco.

These appear in your top level introduction on your public staff profile:

The top of a profile which features the profile holder's name, title, job title, organisational affiliation, phone number, address and email address.

You can see which fields are synchronised with other systems when you are logged into your profile as they appear with a circular arrow beside the edit option within the field type:

Title field with circular arrow sync icon appearing to the right of the information.

In order to update any of these fields you will need to contact the appropriate area of the University, as detailed below.

Staff:

  • First Title (Ms, Dr, Professor, etc.): Contact staffresources@uwa.edu.au
  • Organisation affiliations (within UWA): Discuss with your Manager or Head of School to arrange formally correcting your affiliation details in Alesco.
  • Job Description: Discuss with your Manager or Head of School to arrange formally correcting your position title in Alesco. If you have two position titles appearing on your Profile you can select your primary role (displays first) under Organisational affiliations in the Edit Profile screen.
  • Phone Numbers: Update in Employee Self Service under My HR > Personal Details tab > Personal Contacts. See detailed instructions here.
  • First and Last Names: Update in Employee Self Service under My HR > Personal Details tab > Personal Contacts. See detailed instructions here.
  • Address (Mailbag Number): Update in Employee Self Service under My HR > Employment tab > MBDP Maintenance See detailed instructions here.

HDR Students:

  • Name and Title: Contact Student Administration by visiting in-person at the Student Central Building, or submitting an askUWA request. Supporting documents are required for a change in name.
  • Contact Details: HDR students can add contact details in the Repository manually. Please see the FAQ Adding your contact details (HDR Students) below for more information.

Link to this FAQ

The previous UWA Contact Directory has been decommissioned, and the UWA Repository now draws data from UWA’s HR system, ESS.

If your contact details need updating, or are no longer showing correctly in your profile, you can update them in ESS.

If your personal mobile phone number is appearing in the Repository, you may have accidentally entered it into the wrong field in ESS. If so, delete the entry in ESS and re-enter your mobile number into the mobile phone field. This will remove it from appearing in the Repository.

Instructions to change your details in ESS can be found here. Note that changes can take up to 24 hours to appear in Outlook and Teams and 48 hours to appear in the External directory and the UWA Profiles and Research Repository.

If your email is not displaying in your UWA Repository profile, please ensure you have logged in and activated your Pheme.

Link to this FAQ

HDR student names and titles are synchronised from StudentConnect, and can only be changed by contacting Student Central.

HDR students can add an email, office address and work phone number to their UWA Repository profile by following these instructions:

1. Log into the UWA Profiles and Research Repository with your UWA SSO credentials.

2.Once logged in, click Edit Profile.

screenshot of the settings described

3. In the popup window, scroll to Organisational affiliations, where it will say STUDENT and your degree name. Click the Edit beside your degree name.

screenshot of the settings described

4. Scroll down to the section titled Physical addresses click Add Address.

screenshot of the settings described

5. Type in the address details and click the blue Create to create the address.

screenshot of the settings described

6. Scroll to the Electronic addresses section and click on the Add buttons to add a work phone number or email address.

screenshot of the settings described

7. Enter the details and click Create.

8. Click the blue Update button at the bottom of the screen.

9. Click the Save button at the bottom of the screen for your changes to be saved to your profile.

screenshot of the settings described

Link to this FAQ

A trusted user feature is available and allows users to nominate another UWA staff member to make changes to their profile. If you are interested in using this feature, please contact staffsupport-lib@uwa.edu.au.

Link to this FAQ

UWA Profiles and Research Repository calculates your h-index by retrieving citation counts from Scopus or Web of Science for the publications added to your profile. Whichever h-index is higher on your Scopus and Web of Science profiles will show on your profile. You can hover your mouse over the citation count on your profile to see the source of the h-index. Please note there can be significant delays in Web of Science indexing.

If you notice a difference in the h-index between systems this is because although there is a large overlap in their coverage, Scopus, Web of Science and Google Scholar have some variation in the journals they index.

If there is a discrepancy between the h-index on your Profile and your h-index on Scopus or Web of Science, it is likely that not all your publications have been added to the UWA Profiles and Research Repository. Follow these instructions to add any missing publications. The UWA Profiles and Research Repository will then re-calculate your h-index. This will be updated on your profile after every weekend.

If you do not wish for your citation count and the h-index to be displayed on your profile, they can be switched off by following the FAQ below 'How do I switch off the display of metrics or the collaboration map on my profile?'.

Link to this FAQ

Your collaboration map, citation count and h-index may be turned off if they are not appropriate for your profile using the instructions below.

1. Log into the UWA Profiles and Research Repository with your UWA SSO credentials.

2. Click on Edit Profile

screenshot of the settings described

3. Select Portal profile from the menu on the left, then click the toggle switch under Collaboration Map to change its visibility. Under the Show metrics heading, untick the Citations and/ or H-index boxes..

screenshot of the settings described

4. Click Save at the bottom of the screen

screenshot of the settings described

Link to this FAQ

Publications

Publications become visible in the Repository based on their audit status. All records default to private (non-public) when entered into the Repository. Once a Library staff member begins the audit process and changes the status to approved, the record will appear on your profile. This can take up to two weeks depending on how many records are waiting to be approved. If your publication is still not appearing on your profile after two weeks, please contact the Librarian Support Team:

• Staff: staffsupport-lib@uwa.edu.au

• HDR students: hdrsupport-lib@uwa.edu.au

Link to this FAQ

Yes. Your non-UWA affiliated publications should still be added to the UWA Profiles and Research Repository, as they may be eligible for the Excellence in Research for Australia (ERA) submission and for internal reporting. They will also appear on your profile in the UWA Profiles and Research Repository. Please contact your Librarian Support Team if you require assistance: staffsupport-lib@uwa.edu.au

Link to this FAQ

If you are identified as an author of a newly added publication record, you will receive an email notifying you that you have been added as an author to that record. The email will be sent from noreply@repository.uwa.edu.au (please do not reply to this email, as it is not monitored). See this example:

screenshot of the automated message users received from Pure  saying 'A new record has been added to your profile in the UWA Profiles and Research Repository. This record may have been added to the Repository by one of your collaborators or imported automatically from an external source. Please log in to the Repository to check that the details are correct or to disclaim if this is not you publication. If this records relates to a publication that is not already openly available, please upload a copy of your Author's Accepted Manuscript (AAM) to increase the opportunity for impact and citation. If possible, the text of your publication will be made openly available in accordance with the publisher's policy. For more information or assistance, please visit the Repository FAQ or contact staffsupport-lib@uwa.edu.au if you are staff or hdrsupport-lib@uwa.edu.au if you are an HDR student.'

If the publication does not belong to you, follow these steps to disclaim it:

1. Log into the UWA Profiles and Research Repository with your UWA SSO credentials.

2. From the landing page, select Research Outputs to open a list of your outputs and find the record that you would like to disclaim.

3. Hover your mouse over the record preview and click on the settings cog icon ⚙️ that will appear on the bottom right of the record.

4. A pop-up window will display asking if you would like to be removed from the publication record. Leave a message confirming that you are not the author of this publication. Then click Disclaim this content to finalise the changes.

GIF demonstrating how to complete the described process in Pure.

Link to this FAQ

If you believe your publication exists in the UWA Profiles and Research Repository, but it is not listed on your profile, you can search for it within the system and ‘claim’ the publication. Follow these steps:

                 

1. Log into the UWA Profiles and Research Repository with your UWA SSO credentials.

2. From the landing page, select Research Outputs to open a list of your outputs.

3. Remove the My content filter from clicking on the x symbol. This will allow you to see all publications in the Repository, not just your own publications.

4. Search for the missing publication on your profile by typing the publication title in the search bar. If searching by the full publication title does not display any results, try using several keywords from within the title to perform another search and check your spelling. If it does not appear, it is likely not in the Repository and you can one of the methods covered in the Adding Publications section of this guide.

5. One you've found the record you want to claim, hover your mouse over the record and click on the settings cog icon ⚙️ that appears on the bottom right of the record.

6. Click Mine – claim content.

7. A pop-up window will display asking if you would like to be added to the content. Leave a message indicating that you are an author on this publication and click Claim this content.

GIF demonstrating how to complete the described process in Pure.

                 

The Library team will review your claim request and add you as an author to the publication record.

Link to this FAQ

Grants

Grants that are administered by UWA, and therefore recorded in ROAP (Research Online Application Portal), are pulled across automatically into the UWA Profiles and Research Repository, and will display on staff profiles under the Grants tab. Staff can now choose to enter externally funded grants into ROAP and these will be automatically pulled across into the Repository. This information cannot be edited and is updated from ROAP nightly. See the ROAP FAQ for further information.

screenshot of the Grants tab in an example profile.

Grants which are NOT syncronised from ROAP, including student grants, can be described in the 'Funding overview' section found in the Overview tab of your public profile. See instructions for adding to your Overview tab here.

Link to this FAQ

Data displayed in the Grants tab of your profile comes from ROAP (Research Online Application Portal). To amend information in ROAP you will need to contact the Office Of Research's Post-Award team: post-award-oor@uwa.edu.au

If the information displayed in the 'Funding Overview' section of your personal profile is incorrect, see the instructions on how to edit your Overview tab here.

Link to this FAQ

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