Publications/Outputs Tip Sheet
http://www.otago.ac.nz/researchpublications/
publications@otago.ac.nz
 Publication/output lists and statistics can be supplied for use in:
 University of Otago outputs listings
 Department web pages
 University of Otago annual reports
 Funding applications
 External accreditation processes
 Institutional reviews
 Department prospectuses
 External reviews
 Departmental reviews
 PBRF rounds
 Departmental reports
 CVs
 Translate ‘Publications’ as ‘Outputs’ ie more than journal articles.

Include: Conference presentations and posters, Reports, Editing (books, journals, special editions),
Exhibitions, Performances, Working Papers, Theses. . . . .
Searchable Publications Database:
 Publications/outputs can be viewed at: http://www.otago.ac.nz/researchpublications/

This is updated twice-weekly to incorporate amendments and additions
 Use the feedback button for the relevant publication/output if any amendments are required

The Publications/Outputs Office automatically sources and records the following publications/outputs, with
University of Otago attributed authors:
o
o
o
o
o
o

Journal outputs via RSS feeds from SCOPUS, PubMed, ScienceDirect, EBSCO, Web of
Science, and CSA Illumina databases. This includes articles, editorials, letters,
commentaries, and some conference proceedings.
New Zealand Medical Journal (NZMJ) publications/outputs as each issue is released online.
Published conference proceedings via internet searches/websites
University of Otago based conferences via handbooks/websites
Annual national and international conference outputs, sourced via internet or departments
Publications/outputs identified from other sources eg University of Otago Media Releases,
Staff Bulletin, Otago Magazine.
NB: These publications/outputs will be recorded automatically (ie no need to submit separately), please
check the Searchable Database and only submit those publications/outputs that have not already been
recorded (http://www.otago.ac.nz/researchpublications/).
Manual or email submission:
 Only publications/outputs that are unable to be sourced as above need to be manually submitted for data
entry, using a coversheet and attaching the required verification evidence.
 Only one submission per publication/output is required for joint outputs ie not one per staff member


Please indicate student authors (if any) and their departmental affiliation
Please indicate external authors (if not already specified on the supporting evidence/information)
Version: (Draft) November 2011
Page 1 of 4
Evidence required for verification/audit as per University of Otago Publications/Outputs guidelines:
 Verifying evidence must directly show the staff member(s) name and title of work clearly.
Eg conference evidence must directly link the presenter to the conference by a listing on the programme
or in the handbook and not just be the PowerPoint presentation or notes used.
 Membership in Group authorship must be clearly stated on the evidence for an individual to be listed as a
contributor/presenter or author.
 Information is unable to be entered without it appearing on the supporting evidence
Eg handwritten information (such as an ISSN or page number or date) is unable to be used, please
supply a copy of what you are handwriting it from.
Citation Style:
 Data entry is based on the APA citation style
 Contributor names and initials will be recorded exactly as per the verifying evidence, except for
typographical errors which will be corrected
 Some category titles may have additional words added for clarity eg ‘Proceedings of the ...’
 The print version publication date is used as the definitive date for recording publications/outputs, although
‘Advance online’ is used to denote electronic/internet-first versions of articles available ahead of print.
Whose publications/outputs are recorded?
 Staff - including clinical, honorary, visiting, and emeritus staff. Clinical staff includes those holding joint
positions with district health boards, or those contracted to departments for provision of clinical
teaching/tutoring.
 Students (sole or co-authored outputs)
 Possible exclusions: If authorship is not clearly shown. eg a staff member is listed as a project
supervisor only, or mentioned in the acknowledgements only. This can be clarified on a case-by-case
basis by contacting the Publications/Outputs Office.
 Student PhD and Masters theses are collated via Graduate Research Services, there is no need to
submit them to the Publications/Outputs Office.
What publications/outputs are recorded?
All publications/outputs are recorded. 29 categories are available (25 are PBRF eligible, 4 are not PBRF
eligible); please check the Coversheet or Category table in the guidelines for the list of various options.
 All publications/outputs produced by an individual staff member in a given year will be recorded if that
individual was an employee of the University of Otago at any time during that year. E.g. if employment
started in July 2009 any publications/outputs from the whole of 2009 will be recorded and attributed to
their University of Otago department.
 Publications/outputs produced before a staff member was employed by the University of Otago can
also be submitted and entered so that these outputs are available to the staff member for use in PBRF
rounds and CVs etc. NB: Please clearly mark these as EXTERNAL on the coversheet
 These outputs will be recorded as External outputs rather than being attributed to a University of
Otago department; the output will be available for the staff member but will not be available for
departmental use in statistics, reports and reviews etc. (So for the same employment example
above, any publications/outputs prior to 2009 will be recorded as External outputs.)
Version: (Draft) November 2011
Page 2 of 4

Conference Categories:

The same presentation/poster may have more than one entry, eg one entry may be the conference
presentation itself and another may be separately published proceedings (such as in a journal
supplement, published conference proceedings or WWW link) if the abstract/paper was published
by another source, or in another year, to that of the conference. (If the abstract is published by the
conference organisers in the same year they are considered to be the same output and will only
have one entry)

E1+E2+E3: Published Proceedings are those with publishing details or internet availability

Evidence may include an editor, ISSN/ISBN, other publishing details, WWW link, information
from CD-ROM or other digital format.


Citations of published proceedings will show the publishing details not the conference details
E4+E5: Verbal or poster presentation (Not Published)

Evidence is from Conference handbook/programme only (ie not actually published or on
WWW)

Panel Discussion Members and Debate Participants (where appropriate eg research content vs
conference dinner entertainment) can be entered as publications/outputs in the E5 category.

Exclusions: Conference Chairs, Session Chairs, Convenors, Moderators, Facilitators – these are
not recorded as a publication/output but can be used in the PE/CRE component of a PBRF
evidence portfolio (EP) instead.
Detailed guidelines including the Publications/Outputs Category Descriptions Table can be found at:
http://www.otago.ac.nz/researchpublications/
PBRF Information:

25 of the 29 available categories are PBRF-eligible categories

Publications/outputs entered in any of the PBRF eligible categories must meet the TEC PBRF
Definition of Research (found at the link above)

Quality Assured status must be specified (see TEC PBRF Definition of Quality Assurance at the
link above)

For PBRF auditing purposes the information entered into the database must match that on the
verification evidence (this includes recording initials and names exactly as per the verification
evidence), except for typographical errors which will be corrected.

Contact Lindsay Jenkins, Project Manager (PBRF) for further information regarding PBRF rounds:
Tel 64 3 479 4599
Mobile 64 21 279 4599
Email lindsay.jenkins@otago.ac.nz
Version: (Draft) November 2011
Page 3 of 4
Publications/Outputs Coversheet 20__
Staff
Member(s):
___________________________________________________________________
Department(s):
_______________________________________________________
___________________________________________________________________
Attach the required evidence and submit to the Publications/Outputs Office, Centre for Innovation, University of Otago,
Dunedin.
Originals used as verification evidence will be copied and returned.
If not stated on the evidence please also indicate:
Student Author(s) Name(s)
Student(s) Department
External Author(s) name(s)
Yes
No
Is the Output Quality Assured?
Tick if the Output is Confidential
(as per the PBRF definition - see weblink below)
Please select ONE category per output:

Category

Category
A1
Authored Book - Research
F
Intellectual Property
A2*
Authored Book – Other
G
Software
B1
Edited Book - Research
H
Commissioned Report for External Body
B2*
Edited Book - Other
I
Performance
C1
Chapter in Book - Research
J
Composition/Musical Score
C2*
Chapter in Book – Other
K
Design
D1
Journal – Research Article
L
Exhibition
D2
Journal – Research Other
M
Artefact/Object/Craftwork
D3*
Journal – Professional & Other NonResearch Articles
Conference Contribution – Published
N
Film/Video/CD ROM
O
Creative Work
P
Working Paper/Discussion Paper/Technical
Report
Q
Other – Please Specify
Q2
Journal Editor, Journal Section Editor
E1
E2
E3
E4
E5
proceedings: Full paper
Conference Contribution – Published
proceedings: Abstract
Conference Contribution – Editor of
conference proceedings
Conference Contribution – Poster
Presentation (not in published proceedings)
Conference Contribution – Verbal
presentation and other Conference outputs
R1
(not in published proceedings)
R2
Awarded Doctoral Degree
(Staff member’s own)
Awarded Masters Degree
(Staff member’s own)
* Not PBRF eligible (as per the PBRF definition - see weblink below)
Verifying evidence is required for auditing and PBRF purposes and can include (as appropriate for category):
Authors, Title (conference, presentation, exhibition, report, book, chapter, journal, article), Publication Year, Publisher and Place Published, Page
Numbers, Volume and Issue number, ISBN/ISSN Number, Editors, Web address, CD-ROM, Exhibition/Performance dates, Exhibition/Performance
venue (see weblink below)
For further information go to: http://www.otago.ac.nz/researchpublications/
Or contact the Publications/Outputs Office: 479 8340, 479 3783 or publications@otago.ac.nz
Version: (Draft) November 2011
Page 4 of 4