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Annual cycle and communication

Read more about the four stages of the annual cycle below

Preparation

June 15th - September 30th

Final BFI points:
The Board of Research and Education releases  the final points for the previous year at the beginning of September. Thus, in September 2017, final BFI points will be released for the 2016 reporting year.

Read more about BFI here.

'September' communication:
At the beginning of September, Pure System Manager, AU Library, Pure Year Wheel, communicates: an overview of the most important dates, initiatives and liveraces of the year to the University's institutes.

Validation

January 16th - March 1st

Validation is a blue stamp that Pure bibliographic data is correct. Validation does not address the declaration of science in Pure (category and peer review) as this responsibility lies with the researcher. AU Library validates for the faculties ARTS, Aarhus BSS and ST, while the Faculty HE validates locally at departments (Institute of Clinical Medicine). Validation is ongoing as publications are reported / recorded, but most of the validations occur during this period.

'Februar'-communication:

In mid-February, library management, AU Library, communicates the status of Pure reporting to the University's institutes. The February communication takes the form of 1) a publication list from Pure and 2) a cover letter. Communication focuses on:

  • Validation deadline the 1st of March.
  • That all publiactions are registrered.
  • That science (category and peer review)  is correctly specified.
  • AU in Numbers og harvest for BFI.

In addition to the February communication, the Department Management has a short window (typically one week) before validation deadline on 1st of March to point out errors and deficiencies. This window is the option of the Institute Management to approve the registration of production for the previous year according to AU key figures and BFI.

AU Library comes with a number of recommendations, but it is up to the individual departmental management to decide how and whether internally followed up on this communication.

Deadline: Validation:
On March 1, there is a deadline for validating previous year's publications. This deadline is communicated in a timely manner via Pure newsletter, direct communication to the university's validators as well as Pure web.

AU Library and faculty HE guarantees to publications registered before January 15th (registration deadline) is validated on March 1st.

Registration

October 1st - January 15th

Registration takes place at Aarhus University on a decentralized basis. The university's researchers are thus responsible for registering publications in Pure. Publications are registered continuously in Pure, but mostly during this period.

'November'-communication:
At the beginning of November, the library management, AU Library, communicates the status of Pure reporting to the University's institutes. The November communication takes the form of 1) a publication list from Pure, 2) an extract from test fall to the OA Barometer, and 3) a cover letter. Communication focuses on:

  • Deadline for registration the 15th of January.
  • That all publications must be registered.
  • Following up on publications with any other status than 'Published'.
  • Status for Open Access & harvest for the OA Barometer.

AU Library comes with a number of recommendations, but it is up to the individual departmental management to decide how and whether internally followed up on this communication.

BFI & OA-meetings:
6th and 7th December, Pure System Manager and OA Coordinator, AU Library, will hold a series of information meetings with a particular focus on the relationship between Pure and respectively. BFI and OA Barometer. The meetings are open and addressed to all interested parties.

You can read more about the BFI and OA information meetings here.

OA Barometer harvest:
At the beginning of January, the Board of Research and Education receives the University's publications for the OA Barometer. A year's delay has been built in the autumn to accommodate long embargo periods. Therefore, it is harvested on the reporting year two years back. In 2018, thus, 2016 reporting year is harvested.

Deadline: Registration:
On January 15th, there is a deadline for registration of previous year's publications. It is the responsibility of researchers for this deadline to be observed. This deadline is communicated in a timely manner through the faculty newsletters, Pure newsletter, AU Library newsletter, and Pure web. The deadline is 2018 for the first time, even across universities and university hospitals.

Prior to registration deadline, AU Library searches Scopus and Web of Science for any missing registrations.

Quality assurance

March 2nd - June 14th

During the period following validation, SP / Pure, AU Library, has a central quality assurance of data up to the final BFI harvest on June 15th.

Quality assurance focuses on whether a number of BFI-critical rules are complied with in registered publications, as well as follow-up on non-validated publications.

AU Key figures:
On March 2, Pure System Administrator, AU Library, draws figures of scientific output to AU key figures. The numbers are drawn pba. validated publications and delivered to AU Economy.

The key figures are used for the university's annual report and the publication 'AU in Numbers'.

BFI harvest:
The night to June 15, the harvest ends for the previous reporting year and the harvest for the reporting year is considered final. It is harvested on the reporting year, which lasts a year. In 2018, thus, 2017 reporting year will be harvested.

Aarhus University only displays validated publications for the BFI harvest.

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