Page 1 of 16

Symplectic Elements

Manually Add Creative Research Output Quick Reference Guide

You can add creative research outputs manually into Elements. This guide will assist you in adding your research output in Symplectic Elements. Manually adding a creative research output is essentially a ‘four-stage’ process:

1. Filling in the manual entry form 2. Depositing your creative research output (for processing by the Library Team to make

discoverable in GRO, the institutional repository). 3. Nominating the output for the annual collection (the annual collection contains all Griffith’s eligible

research outputs for a calendar year) 4. Uploading evidence and/or supporting files

Symplectic Elements uses terms that relate more to traditional research outputs:

• “Publication” refers to “research output”, regardless of what type of research output it is (e.g. a book or a creative work)

• “Author” refers to the creator of the research output If a creative research output has already been entered in Elements by another Griffith user, you can simply click “Claim.” If the record is found in an external database through assisted search, you can simply “Add” it. Note: If your creative research output is an eligible major research output (e.g. Q1, R1, S1, or T1), tick the Eligible research output checkbox when filling in the manual entry form. All eligible outputs are assessed and verified by the Office for Research.

UPLOAD FILE(S) NOMINATE FOR ANNUAL COLLECTION

DEPOSIT OUTPUT

MANUALLY ADD CREATIVE RESEARCH OUTPUT

STEP 1

Log in to Symplectic Elements using your Griffith University login details. The landing (Home page) page will display your name and basic profile information.

Page 2 of 16

STEP 2

Select on the home page.

STEP 3

Select the relevant type from the choices offered. In this example, we will select “original creative work”.

STEP 4

Your research output may already exist in Elements. Search for it first. If located, claim it.

If you cannot locate the research output in the list (as in this example), click Skip to continue adding it

manually. Enter the Title or DOI, then click

Page 3 of 16

STEP 5

Use the manual entry form to enter details of the research output, noting that mandatory fields are marked with an * In addition to the guidance text at the top of the page (in the blue section, under the heading “What do I

need to do?”), you can also obtain field-specific help by hovering your mouse over the symbols.

Tips to help you fill in the form: • Regarding the What is your relationship with this original creative work? field, be sure to select

‘Author of’ if this is your major output. You will be added to the author list on the form. To select the role, edit your name in the author list to select the creative role.

• If required, add other collaborators in the ‘Add another person’ section of the form. Be sure to select their Creative role from the drop-down list. Note that you need to provide institution and country details for any collaborators that are not affiliated with Griffith University.

• FOR code is mandatory, and you can add up to three FOR codes for an output. • If your output is showcased on a website, ensure you enter the URL for that website in the URL

field. This link will be visible on your Griffith Experts profile. • Be sure to enter your Research Statement in the Research Statement field, ensuring you enter it in

three distinct parts - Research Background, Research Contribution, and Research Significance. There is a 2,000-character limit on the Research Statement field.

• Check the Eligible research output? checkbox if your research output is an eligible major research output. If not eligible, select ‘Minor research’ or ‘Professional practice’ from the If not major research: field directly below.

• When finished, click the Save button.

Page 4 of 16

Page 5 of 16

STEP 6 If required, link the research output to funding by selecting the relevant grant by clicking the checkbox of

the relevant grant, and clicking the button.

In this example, no grant is associated with this research output, so we click Not externally funded.

STEP 7

The Deposit publication page displays. You have the option of either uploading a file or entering an Open Access (OA) location. Follow either the steps in a) to upload a file, or the steps in b) to enter an OA location.

Even if you are unable to provide a document or file, it is still important for you to deposit the metadata for your research output using 'Deposit Without Files'. After you have deposited the metadata it is automatically sent through to the Library Team to process and make discoverable in GRO.

Note that if you do not have access to the full text yet, you can elect to and deposit the text at a later date (refer instructions in the SYMPLECTIC ELEMENTS DEPOSIT PUBLICATION QUICK REFERENCE GUIDE).

Page 6 of 16

a) Upload a file

Click the button to select the required file. Note that you can upload multiple files.

Browse to the file you wish to upload, and once selected, click Open

Page 7 of 16

Select the File version from the drop-down list (referring to the definitions below), and click

Accepted version – the final manuscript after peer review, and changes, or your original manuscript submitted to the publisher, updated to include the peer-review editing; sometimes referred to as the author's post-print

Publisher version – the professional version of the record that is published on the publisher’s website

Submitted version - the original non-peer reviewed version of a manuscript, as it is submitted to a journal or other publication; sometimes referred to as the author's pre-print

Which version of a publication can be made freely available through GRO depends on the publisher's copyright policy and the copyright transfer agreement (CTA) signed between an author and a publisher.

We recommend depositing the accepted version as it is the version most commonly allowed by publishers to be archived into institutional repositories. If your research publication is open access and/or the published version can be archived into GRO, we will download the version from the publisher's website and replace it for the accepted manuscript you deposit.

Page 8 of 16

Click to complete the deposit process.

A thank you message displays, confirming your publication has been deposited.

OR

Page 9 of 16

a) Enter an OA location

Click the Enter an OA location tab.

Enter the required OA location address, and select the File version from the drop-down list.

Page 10 of 16

Click

Click to complete the deposit process.

Page 11 of 16

A thank you message displays, confirming your publication has been deposited.

STEP 8 To check the output was added, and the deposit was successful, firstly click the View your publication details button.

Page 12 of 16

STEP 9 The research output details display. The message “There is 1 file in the repository:” confirms your successful deposit. Note that whilst you have deposited the file, it awaits processing by a GRO team

member. This is indicated by the message. Once processed, the file will be made live in

the repository, and the message will change to

If however you elected to either enter the OA location or selected the option to deposit without files, you will see a message “There are no files for this item in the repository.”

Page 13 of 16

STEP 10

Nominate the research output for the Annual Collection by firstly clicking the (2019 or other annual collection year) button under the Annual Collection heading.

STEP 11 The Assessment Status of the research output is currently Not nominated. Click Nominate to nominate the output.

STEP 12 The Assessment Status changes to Nominated.

Page 14 of 16

STEP 13 Upload any evidence or supporting documentation by clicking the View or upload associated files icon.

STEP 14

The Evidence dialog box displays, prompting you to upload your file. Note that Elements has size and file type limitations on what can be uploaded, as per the message on the screen. Importantly, the file size must be no more than 10 MB. If the file size is greater than 10 MB, please email a Research Publications Officer on rpso@griffith.edu.au to make alternative arrangements for uploading the file. Click + Select files …

Page 15 of 16

STEP 15

Browse to the file you wish to upload, and once selected, click Open

Page 16 of 16

STEP 16

Select the attachment type from the drop-down list and click Upload.

STEP 17

Click Done when finished.

STEP 18

Once the upload process is successful, a (1) will appear beside the View or upload associated files icon.