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FAQS: RMS Auto-population of Research Outputs


Must I use ORCID to populate research outputs into an ARC application?

No. The use of ORCID, or BibTex or DOI is not mandatory. But you must list your research outputs within your RMS Person profile, to present your research outputs in an application. You could:

  • link you ORCID account.
  • upload a BibTex file.
  • enter the Digital Object Identifier (DOI), or
  • create the outputs in RMS

How does RMS handle duplicate research outputs? 

RMS cannot prevent duplicate records from being imported. In ORCID, you may import only your ‘preferred source’. But, some duplicate citations may still import.

The ARC cannot resolve all scenarios where duplicates may appear, as this is an ORCID error. Applicants are responsible for managing the outputs in their RMS profile.

Duplicates can be deleted by (details available at Outputs User Guide – PDF FormatWord Format):

  • 'Soft delete' – which hides the duplicates from the available list.
  • 'Permanent delete' – which removes duplicates from the profile.

Why aren’t all of my ORCID Works items importing into RMS?

RMS will only retrieve items in the Works section of the user’s ORCID profile if they have the following:

  • A visibility setting of ‘Everyone’ and ‘Trusted Parties’
  • Either a citation or a DOI (or both)
  • RMS will only retrieve the category (Book Chapter, etc) and the citation text, even if it is invalid. RMS does not retrieve the Works ‘Title’ field; the output title and other relevant information must be included in the citation text.
  • Invalid outputs will display in the Manage Research Outputs screen in Red text. Until corrected at the source and refreshed into the user’s RMS profile, they will not render into the PDF and cannot be added to a research application

My outputs do not appear to format correctly in RMS

Compatible LaTex and BibTex mark-up will render in the generated Application PDF. RMS will not render LaTex and BibTex mark-up in the Research Output’s list screen or Application form. Non-math mark-up will display in its raw format.

Display errors in Research Outputs are system issues that RMS users cannot correct. Consequently, we can assure applicants that should any further research output display errors arise that we cannot resolve prior to scheme application deadlines, the ARC will not deem any affected applications as breaching eligibility requirements. The ARC will also advise Assessors to disregard identified research output display errors in their assessment of applications.

Should I include the ARC Project ID of a co-author where their ARC grant contributed to the output?

In relation to each research output, the RMS user is only required to list ARC Grant(s) that included them as named participants. Co-author’s grants are not required.

How should I enter Non-Standard Research Outputs (NTROs) in ORCID so that they render correctly in RMS?

Add the NTRO citation exactly as the applicant wishes it to appear in RMS and then select the ‘Unspecified’ citation type in ORCID.

RMS will transfer the citation verbatim into your RMS profile and the application PDF.

Alternatively, enter Unspecified Citations directly into RMS as an “Additional Research Output” – See Outputs User Guide – Section 4.1.1 for details – PDF Format Word Format.

The ‘Populate from ORCID’ option in Manage Research Outputs is not available, and/or the ‘Upgrade ORCID Access’ button is disabled.

Try removing the user’s ORCID ID from their profile, save and then re-link ORCID to their RMS account. (See the Outputs User Guide for details of this process – PDF Format Word Format) This will not affect outputs already imported into the user’s profile.
It could also be a browser issue, for best results ensure you are using the latest version of Google Chrome.

My research output is not published yet, but is accepted for publishing, how do I record this?

The following instruction applies for all publications not yet published:
If applicants wish to include forthcoming’ or ‘in-press’ research outputs in their application they will have to enter these manually into their RMS profile, and include the following:

  • An acceptance date - in the Title field, enter Accepted, and the date (dd/mm/yyyy) before the publication title. 
  • If the expected date of publication is known, include this in the date field. If not known leave this field blank.

Screenshot: example for manual entry of Pre-press output.

My Research Office cannot add ‘Additional Details’ to research outputs within the Application form.

Research Office Staff can only add ‘Additional Details’ to outputs via your user profile where your account is administered by that university.

How can I sort my outputs?

In Manage Research Outputs, click on the column headings Category, Reference or Source to alpha-sort the full list of outputs. Alternatively, use the search and filter options, and then sort within a smaller list of results. (See Outputs User Guide for more details on searching and sorting outputs.)

For the Application Question: ROPE - Research Outputs Listing, the outputs sort in the following order when the user saves the application, and/or generates the PDF:

  • The top 1-10 (once the applicant has ranked them).
  • The remainder will group by category, then by date (newest to oldest) within category. If the output has no date, the item will appear last within that category.

I have entered my research outputs manually, but not all the fields are appearing in the PDF.

The ARC is using the Harvard Author-Date style to render outputs into the application PDF, and not all fields are relevant for all output categories.

Note: The Style Manual for Authors, Editors and Printers Sixth Edition (page 188) has details.

My BibTex file will not load into RMS.

A couple of common errors to check if your BibTex file will not load into RMS:

  • Remove the ‘@String’ entries from the start of the file
  • Month must appear as a three character abbreviation: for example month = December must be in the format month = dec

There are many sources for creating BibTex files so it is not possible to provide a full list of possible errors. The ARC will review BibTex import errors on a case-by-case basis.

How do I change the number of authors displayed in the PDF?

The default number of authors displayed for Research Outputs Listing in the application is set to five. 

Users can increase the default from five to a maximum of 40 author names. Any number set that is less than five will default to five. Similarly, if a number greater than 40 is set, it will default back to 40.

Each participant on an Application can set their own author limit in the field above their Outputs list. Enter the number (or use the up/down arrows at the end of the field). You must save the form before generating the Outputs PDF for the updated number of authors to display.

RMS Research Output screenshot showing Maximum number of authors displayed in each reference

If there are more authors than the number set, “et al” will display after the last author’s name. This applies to all citations regardless of type or source.

Whom do I contact for help?

Users should contact their Research Office in the first instance. The ARC will provide support via our RMS helpdesk where required.

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