Facultys’ research activities appear as Intellectual Contributions on ACADEM. These informations are added to facultys’ profiles, published in their CVs and then valued in accreditation reports.
Intellectual contributions can be added:
- by the administration team of the school/institution,
- or by the faculty him/herself, if he/she has access to his/her profile to complete it.
This article explains how to add an intellectual contribution to a faculty’s profile, with a role of DA (Academic Director) or DEPT_MGR (Department Manager).
If you are a faculty member, see this article ➡️Add an intellectual contribution to your CV
Add an Intellectual Contribution from the ACADEM screen
Access the faculty’s profile from the Faculty Roster menu > Select the faculty’s name and edit his/her profile (by clicking on the edit button or by double-clicking on his/her name).
Once in the faculty’s profile: in the menu on the left, select Research > Intellectual contributions: click on the blue ‘+Add’ button at the bottom of the screen.
An editing window appears on the screen, with several tabs and fields to fill in.
Fields marked with a red asterisk * are mandatory.
The editable fields, mandatory fields, tabs and buttons accessible on this screen can be customised, and/or conditioned to roles and contribution types, from the screen rules.
➡️ Customise screen rules
General tab
This tab is used to define the contribution: type and category of contribution, title, date and geographical origin, discipline, publication status, etc.
Even if they are not all mandatory, we recommend you to fill in as many fields as possible to make the most of the contribution for the faculty and the institution.
The information to be selected from the drop-down menus on the screen depends on the data entered in the reference tables below.
Referential tables used
Type of contribution: TYPECONTRI
Category of contribution: CATCONTRI
Category of contribution (AMBA): CATCONTRI (AMBA must be entered as a value in the category of contribution)
Publication status: STATPUB
Type of research: TYPEREC
Level: NIVEAU
Language: LANGUE
Academic department: UNIT
Disciplin anchor: DISCIPLIN
Choose whether the contribution will appear in the teacher’s CV and on the institution’s website.
⚠️ If the type of contribution has not been added to the CV template, the contribution will not appear, even if the box is ticked.
ℹ️When adding an intellectual contribution, from the screen or via an import: the ‘Publish in CV’ and ‘Publish on website’ boxes are ticked by default.
A preview appears at the bottom of the window, indicating what information will appear on the faculty’s CV about this contribution.
ℹ️ This preview can be modified with the APA, Harvard and IEEE templates.
Contact our team with a Redmine ticket, to request a preview modification ➡️Using Redmine
Media tab
For certain types of intellectual contribution (journal articles, book chapters, book direction, etc.), a Media tab appears in the editing window: the name of a publication support must be associated with the contribution in order to save it.
Search for the name of the support by clicking on the magnifying glass icon to the right of the search bar.
ℹ️Enter keywords in inverted commas in the search bar to limit the list of results to media whose name contains exactly the keyword(s) you are looking for.
By default, the support is searched according to the type of contribution entered (e.g. if the contribution is an Article, the search is launched among journals only).
ℹ️Tick the ‘Extend search’ box to search for the name of the support among all the media registered in ACADEM.
✅Select the media name from the list of results.
If the support for this contribution does not appear in the results, it can be added by clicking on the blue + button next to the magnifying glass.
⚠️ The blue button becomes available when at least 3 characters are entered in the search bar.
ℹ️ When several media with the same name appear in the search results, they can be merged: from the menu Data > Journal > Journals & Other media.
Fin instructions on how to proceed in this aricle ➡️Merge duplicate media
Authors tab
This tab is used to add one or more authors’ names for this contribution.
ℹ️ If the co-authors are internal faculty member, the contribution will also be linked to their profile.
Click on the blue +Add button to add a co-author to the contribution > search for the co-author’s name among the contacts registered in ACADEM by clicking on the magnifying glass to the right of the search bar.
If the co-author does not appear in the list of results: click on the blue + button to the right of the search bar to add the contact to ACADEM.
⚠️ The blue button becomes available when at least 3 characters are entered in the search bar.
When several authors have contributed to the same research, one of them must be designated as the main author.
Tick his/her name in the list of authors, to make him/her appear at the beginning of the bibliographic note.
In this example, BERGER is the main author.
Other tab
There are several useful fields in this tab, depending on the type of contribution.
- A summary of the contribution, in both ACADEM languages, requested for research publications.
➡️Add institutionals axes (e.g. SDGs)
- Institutional headings, such as SDGs (Sustainable Development Goals) for work that contributes to UN objectives, for example.
- A URL: to consult the publication online
- A DOI: for contributions added from an external source (see next section)
The following tabs : Research returns, Citations, History, Links and Attachments, allow you to complete information about the Contribution.
Once you have entered the data in each tab:
Click on the Save or Submit buttons at the bottom of the editing window.
- By clicking on Save: the Contribution is first saved as a draft in the list of contributions. It can then be modified/completed if necessary.
- By clicking on Submit: the contribution is submitted to a validation group for validation.
If the contribution is added by a user with a DA role, it does not need to be submitted first to be validated. The user can choose himself to Accept or Reject the contribution.
⚠️Once submitted for validation, the Contribution can no longer be modified by a faculty member.
Add an Intellectual Contribution by DOI import
To add an Intellectual Contribution by importing DOIs, go to the faculty profile > Research > Intellectual contribution: click on the blue +Add button at the bottom of the screen.
From the add window: select the button at the bottom right Import from an external source.
Enter a valid DOI (Digital Object Identifier) according to the format of the chosen platform (here CrossRef) and Upload it.
Click on the arrow under Download to display the contents of the file.
Click on the Import [DOI] button to import the list. A list of the previously imported result(s) is displayed.
Select the Intellectual Contribution to be added, and link the contribution to an internal author.
⚠️ By default, the authors of the imported contribution are considered as external authors.
However, if they belong to the Institution, it is possible to link an author with an internal one: next to the author’s name in the list, click on the magnifying glass icon to search for the internal author to link with.
If the author’s name does not appear in the list of internal authors
- He/she can be created in ACADEM, using the blue + button to the right of the search bar
- or he/she is added as an external author in the Contribution file.
It is also possible to remove an author from the contribution by ticking the Ignore box.
Validate the author(s) of the contribution so that it is added to the list of existing contributions in the database.
Add Intellectual Contributions by import – CONTRIB table
Intellectual contributions can also be added from an import with the CONTRIB data table.
From the menu Data > Import > Data > Group: Exportation > Task: Standard export data = search and select the CONTRIB table.
The export can be downloaded from the inbox, which can be accessed over the wheels at the top right of the screen.
In the CONTRIB excel table, enter the data relating to the new contributions: enter a unique code, the year of the contribution, the type of contribution, its title, its status, the name of the faculty author, his/her co-authors, etc.
⚠️Mandatory fields are identified by orange column headings in the file.
ℹ️ Use the CTR_wf column (attached to the workflow) to define the status of the Contribution: Draft, Submitted or Validated.
Once the CONTRIB file has been filled in, save and import the file.
From the menu Data > Import > Data > Group: Importing > Task: Standard import data > Download the CONTRIB file.
See the article ➡️Import mass data
New intellectual contributions are added to teachers’ profiles.