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Publication Count Guide Annual submission of research output to

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					                                                                                    ACCREDITED/APPROVED JOURNALS

                                                                                     DoE Definition                 of    an     accredited/approved
                                                                                     journal
 Annual submission of research output to the
           Department of Education                                                           Journals refer to peer-reviewed periodical publications devoted
                                                                                             to disseminating original research and new developments within
The publication count is an annual compilation of the University's                           specific disciplines, sub-disciplines or field of study. These
research output, which is submitted to the national Department of                            include original articles, research letters, research papers, and
Education (DoE) for the allocation of government subsidy to the                              review articles. However, only approved journals are subsidised
University.                                                                                  (see below).

Each department is responsible for collecting and capturing data for the             Lists of DoE accredited/approved journals
publication count as well as the annual research report. Below is detailed
information on the publication count process, partly extracted from the         For purposes of subsidy, only DoE accredited journals are recognized for
DoE’s policy on measuring research output of public Higher Education            subsidy. The accredited lists are available on the Research Office Website:
Institutions (available on our web site click this link DoE Policy). Please     http://www.researchoffice.uct.ac.za/publication_count/overview/
note that all outputs in the recognised categories must meet the criteria of
accreditation in order for these to qualify for inclusion in the publication    Journals listed in the following indices are accredited by DoE:
count.
                                                                               a) The Sciences Citation Index of the Institute of Scientific Information {ISI}
                                                                                    (ISI-Sci list)
                                                                               b)   The Social Sciences Citation Index of the ISI (ISI-SocSci list)
                                   Content
                                                                               c)   The Arts and Humanities Citation Index of the ISI (ISI-ArtHum list)
        Accredited approved Journal                                       1
                                                                               d)   The International Bibliography of Social Sciences {IBSS} (IBSS list)
        Guidelines for inclusion of journals to the DoE accredited list   3
                                                                               e)   The Department of Education (DoE) List of Approved South African
        Books                                                             4
                                                                                    Journals (South African list)
        Refereed Conference Proceedings                                   6
        Author Affiliation                                                7
        Loading Publication data on IRMA                                  7
        Submission of hard copies                                         7              Note:      The South African journals are subject to an annual review.
        Research Office Contacts                                          7




    Updated 26 Sept 2008 (APJ)                                                                                                                                   1
         Submission of hardcopies                                                                  Journal articles not subsidised
Please supply the following information and hardcopies for accredited/                         The following types of articles appearing in journals are not subsidised.
approved journal articles:                                                                        Correspondence to the editors
        A photocopy of the first page of the article, containing the following:                  Abstracts or extended abstracts
         name of journal, volume, year of publication, title of the article, page                 Obituaries
         numbers, name(s) of author(s) and proof of author affiliation to UCT                     Book reviews
         (see Author Affiliation).                                                                News articles
                                                                                                  Advertorials
        If the information listed above is not published on the first page,
                                                                                                  Editorials
         please copy the relevant pages with the required information (usually
         at the back of the article).
        Highlight the relevant information (as per the example below) on the
         hardcopies. Please highlight the UCT authors and the affiliation.
                                                                                                   Calculation of Units
                                          Example of a journal article first page              A research article published in an approved journal will be subsidised as a
                                                                                               single unit, if all the authors are affiliated to the claiming institution. In the
Systemic Botany (2007) 32 (4): pp 847-855                                                      case where authors are affiliated with two or more institutions, the subsidy is
Volume 32, Issue 4 , 2007, Pages 847-855                                                       shared between the claiming institutions.

     Plastid DNA Sequences Reveal Generic Paraphyly
                                                                                                   Journals not on accredited lists
          Within Diosmeae (Rutoideae, Rutaceae)
                                                                                               Please refer to guidelines for inclusion of journals to the accredited list.
    Terry H. Trinder-Smith, H. Peter Linder, Timotheủs Van Der
                                          1,4                    2

          Niet,2 G Anthony Verboom,1 and Tracey L Nowell3
     1
         Bolus Herbarium, Botany Department, University of Cape Town, Private Bag X3,
                          Rondebosch, Cape Town South Africa 7701

2
    Institute of Systematic Botany, University of Zủrich, Zollikerstrasse 107, 8008 Zủrich ,
                                         Switzerland

3
    Botany Department, University of Cape Town, Private Bag, Rondebosch, Cape Town,
                                   South Africa 7701
                                                                                                   GUIDELINES FOR THE INCLUSION
                    4
                        Author for correspondence (Terry.Trinder-Smith@uct.ac.za                      OF JOURNALS TO THE DOE
                                                                                                         ACCREDITED LISTS

         Updated 26 Sept 2008 (APJ)                                                                                                                                             2
                                                                                      g) Editorial board, the status of the members of the editorial board must be
                                                                                         provided together with their institutional affiliations.
1.   International Journals
                                                                                      h) In the case of electronic journals, the journal’s internet Uniform Resource
For journals published outside South Africa, which do not appear on the ISI or           Locator (URL).
IBSS indices, the editorial office of the particular Journal should be requested to
apply for inclusion on the ISI or IBSS Indices.                                       i)   Indication of library holdings should be provided.

    ISI selection process: http://www.isinet.com/selection/
                                                                                           Minimum criteria for a journal to be eligible for inclusion to the list of
    IBSS selection process:                                                               approved journals
     http://www.lse.ac.uk/collections/IBSS/support/informationPublishers.htm
                                                                                      a) The purpose of the journal must be to disseminate research results and the
                                                                                         content must support high-level learning, teaching and research in the relevant
2.   South African Journals                                                              subject area.
South African journals, which in the opinion of the Institution comply with the       b) Articles accepted for publication in the journal must be peer reviewed.
minimum criteria for inclusion, may be proposed for inclusion. A minimum of           c) The majority of contributions to the journal must be beyond a single institution.
three consecutive issues must be published for journals with a quarterly or           d) The journal must have an International Serial Number (ISSN).
higher publication frequency and one issue for annual publications before             e) The journal must be published regularly.
submission for accreditation.                                                         f) The journal must have an editorial board that includes members beyond a
                                                                                         single institution and is reflective of expertise on the relevant subject area.
                                                                                      g) The journal must be distributed beyond a single institution.
For the journal to be considered for inclusion, effective the following calendar
year, please send a physical copy of the journal to Patricia Jacob, Research
and Innovation, 2 Rhodes Avenue, Mowbray by 31st May


Please include the following information with your submission
a)   Title, including translations if not published in English.
b) The ISSN of the journal
c)   Publisher and the publisher’s address and contact details
d) Frequency of publication
e)   Evidence that the journal has been published for the minimum prescribed
     cycle (the most recent 3 copies of 3 consecutive issues for a journal with a
     quarterly or higher publication frequency, 2 copies, for a journal published
     semi-annually, and 1 copy for a journal published annually)
f)   Editorial policy, including evidence of the peer review process


     Updated 26 Sept 2008 (APJ)                                                                                                                                          3
                                 BOOKS                                             Submission of hardcopies
                                                                               For qualifying submissions, please supply the following information:
    DoE Definition of a Book                                                    Chapters in books: copies of the front and back covers, evidence of
                                                                                   ISBN, table of contents, lists of contributors & their affiliation, preface,
Books refer to peer-reviewed, non-periodical scholarly or research                 introduction, foreword, and evidence of peer-review and all pages of the
publications disseminating original research on developments within                claiming chapters by UCT authors.
specific disciplines, sub-discipline or field of study. Only books that meet    Books: Same as above, except that three or more chapters should be
specified criteria are subsidised. Examples of different types of books            photocopied, e.g. first, middle and last chapter. It is not necessary to
include monographs, chapters and edited works.                                     send submit the whole book.
                                                                                Please highlight the following on the copies: UCT authors and proof of
    Criteria for subsidising books                                                 affiliation, ISBN, peer-review process.

                (a) The purpose of the book must be to disseminate original
                    research and new developments within specific                      Note:
                    disciplines, sub-disciplines or field of study.
                                                                                            The Department of Education establishes for each reporting
(b) The book must be peer-reviewed as a research output and                                  year, an evaluation panel of senior professionals from the
    supporting evidence provided in the book or from the publishers                higher education community to evaluate all books and proceedings
                                                                                   submitted by claiming institutions. This independent panel evaluates
(c) The book must have an International Serial Book Number (ISBN).                 these outputs together with the relevant accompanying information
                                                                                   individually prior to recommending the allocation of units for each book
(d) The length of the book must be a minimum of 60 pages, excluding                or proceeding based on the above minimum criteria.
    references, bibliography, appendices.                                         As a rule, research output emanating from commissioned research or
                                                                                   contracts paid by contracting organisations will not be subsidised by the
(e) The target audience of the book must be specialists in the relevant            DoE.
    field.                                                                        An internal screening process will be implemented by the Research Office
                                                                                   prior to submission to the DoE.
(f) In the event that the book is published in a language other than
    English, the author must submit a summary of the entire book in
    English (minimum of one page). Similarly, any supporting evidence
    or documentation must also be provided in English.                             Books not subsidised
                                                                               The following types of book publications are not subsidised:
(g) The minimum contribution from a book that will be considered for
    evaluation will be a complete division of a book such as a chapter.
                                                                                  Dissertations and theses
                                                                                  Text books, manuals and study guides
                                                                                  Inaugural speeches
                                                                                  Reports forming part of contract research




    Updated 26 Sept 2008 (APJ)                                                                                                                                4
   Works of fiction
   Translations
   Documentation of case studies
   Book reviews
   Dictionaries
   Encyclopaedia
   Autobiographies
   2nd, 3rd, etc. editions, unless new research is included

    Evidence of peer review
One criterion for books is that the book must be peer-reviewed as a
research output and supporting evidence must be provided in the book
or from the publishers. The Research Office has compiled a list of
publishers of which we have their peer-review process on file (available
from our web site). It is therefore not necessary to contact the publisher
in these cases. Please print the peer review and include this submission
to the Research Office. Where you do contact a publisher directly please
request a generic statement indicating their peer-review process.

    Calculation of units
A book may be subsidised to a maximum of five units or a portion
thereof, based on the number of pages being claimed relative to the total
number of pages of the book, if all the authors are affiliated to the
claiming institution. A guideline of a minimum of 60 pages and maximum
of 300 pages will be allocated per unit or proportions and multiples
thereof, if all the authors are affiliated to the claiming institution.
However, where authors are affiliated with two or more institutions, the
subsidy is shared between the claiming institutions.




    Updated 26 Sept 2008 (APJ)                                               5
                                                                                   Submission of hardcopies
           CONFERENCE PROCEEDINGS
                                                                               For qualifying submissions, please supply photocopies of the publication
                                                                               together with the information listed below. Please note that this applies to
    Definition                                                                 CD’s as well as on line publications.
Proceedings refer to a published record of a conference, congress,                Copies of the front and back covers, evidence of ISBN, table of
symposium or other meeting whose purpose is to disseminate original                contents, lists of contributors and their affiliation, preface, introduction,
research and new developments within specific disciplines, sub-                    foreword, all papers by UCT authors, evidence of peer-review statement
disciplines or field of study. Only proceedings that meet specified criteria       from either the publisher, the editor(s) or the conference organisers
are subsidized.                                                                    indicating that the full papers were refereed prior to publication.
                                                                                  Please highlight the following on the copies: UCT authors and proof of
    Criteria                                                                       affiliation, ISBN and evidence of peer-review.
                     (a) The purpose of the proceedings must be to                An internal screening process will be implemented by the Research Office
                         disseminate       original     research and new           prior to submission to the DoE.
                         developments within specific disciplines, sub-
                         disciplines or field of study.

               (b) Articles accepted for publication in the proceedings            Conference Proceedings not subsidised
    must be peer-reviewed and published in full.                               The following types of articles appearing in proceedings are not subsidised:
                                                                                Correspondence to the editors
(c) The proceedings must have an ISBN.
                                                                                Abstracts or extended abstracts
(d) The target audience of the proceedings must be specialists in the           Obituaries
    relevant field.                                                             Book reviews
                                                                                News articles
(e) In the event that the proceeding is published in a language other           Advertorials
    than English, the author must submit an abstract of the proceeding in        Previously published material
    English. Similarly, any supporting evidence or documentation must
    also be provided in English.                                                   Calculation of Units
                                                                               Proceedings meeting the above criteria will be allocated a maximum of one-
                                                                               half of a unit (0.5) if all the authors are affiliated to the claiming institution. In
         Note:                                                                 the case where authors are affiliated with two or more institutions, the
   Where proceedings are published in an approved journal, the output         subsidy is shared between the claiming institutions.
    will be treated as a journal article.
   Conference papers for which only the abstract or extended abstract
    was refereed cannot be submitted for subsidy.




    Updated 26 Sept 2008 (APJ)                                                                                                                                      6
                                                                                Each year the journal articles are audited by external auditors prior to
                  AUTHOR AFFILIATION                                             submission to the DoE and hand written information on hardcopies is
                                                                                 not acceptable.
The DoE requires evidence that the author(s) being claimed were at UCT
when they conducted the research leading to the publication. Should this
not appear on the hardcopy, then the Head of Department must provide
a letter to the Research Office confirming that the author undertook the
research leading to the publication while working at the UCT
Department.


LOADING OF PUBLICATION DATA &                                                        RESEARCH OFFICE CONTACTS
          DEADLINES                                                          Patricia Jacob
                                                                             Manager: Publication Count
Please capture research output data on IRMA.net on an ongoing basis          e-mail: Patricia.Jacob@uct.ac.za
                   (http://irmanet.uct.ac.za). IRMA.net allows for data      Tel: 021 650 2892
                   entry in each publication count category as well as a     Fax: 021 650 5768
                   wide range of other categories used in the annual
                   research report and for internal data collection.         Jacky Sylvester
                   Please contact us in the Research Office if you require
assistance with login details or IRMA.net training.                          Administrative Assistant
                                                                             e-mail: Jacqueline.Sylvester@uct.ac.za
The internal closing date for loading information on IRMA is                 Tel: 021 650 2689
  th
27 February.                                                                 Fax: 021 650 5768

                                                                             Web site: http://www.researchoffice.uct.ac.za/publication_count/overview/
      SUBMISSION OF HARD COPIES                                              DoE web site: http://www.education.gov.za

Please submit the relevant documentation required for the respective         Physical Address:
submissions to the DoE, depending on the type of research output             Department of Research & Innovation
claimed. It is imperative that data logged on IRMA.net is accurate and       2 Rhodes Avenue
that documentation is complete, in order to avoid rejection by the           Mowbray
assessment committee and the external auditors.



          Note


    Updated 26 Sept 2008 (APJ)                                                                                                                          7

				
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Description: Publication Count Guide Annual submission of research output to