The Research Unit receives a report annually on its compliance with the mandatory ePublish system, so checks will be regularly made to ensure published papers have been entered.

What goes into ePublish?

Internal approval is mandatory for a range of article types, including scholarly articles, conference publications and client and technical reports, both confidential and non-confidential. The type of publications which are entered into ePublish are:

• Journal articles
• Other journal items such as letters, news, book reviews, obituaries or corrigendum
• Books, book chapters or monographs
• Conference papers, abstracts, and posters for external conferences
• Presentations at an external conference, either as a link to a recording or in slide format
• Final reports and report chapters (including client and technical reports, whether commercial-in-confidence or not)
• Progress or milestone reports written for external parties
• Short analyses of test results where sent to clients
• Online research media (such as The Conversation)
• Standards
• Astronomers’ telegrams
• Novel encyclopedia entries
• Fact sheets

Timing for entering papers into ePublish

All publications are required to be submitted for approval in the ePublish system at the time of submission to a journal or media outlet and prior to publication. If this is not done, a reason for the late submission will need to be entered into the ePublish submission, and the Research Unit Director and relevant Program Director will receive email notification of the late submission.

Submitting a publication to ePublish

Whose responsibility is it?

Generally, it will be the lead CSIRO author (who appears first in the author list) who is responsible for entering the publication into ePublish. Co-supervised students are not expected to use ePublish – their ATNF co-supervisors are responsible in such cases.

Instructions and tips for using ePublish

Instructions on using ePublish are available on Confluence and the ePublish system can be accessed via this link (nexus credentials are required to access both).

What information is required?

For a paper, the obvious details need to be entered: title, journal, authors, and whether the first author is from CSIRO or external. The current version of the paper also needs to be uploaded. It is expected this will be done before the paper is submitted for the journal, but if that has not been done, then the accepted or published version should be uploaded.

All authors need to be entered into ePublish, with names, affiliations and email addresses. Co-authors from previous papers are already in the system, so it is simply a matter of selecting them from the database. If they are not in the database, you will need to enter their details. For large author lists, a bulk upload of a file containing a formatted author-list is possible. Detailed instructions for adding authors individually and in bulk can be found in the guides on Confluence.

Author contribution statements/declarations

The Australian Code for the Responsible Conduct of Research requires that agreement to be an Author on a paper should be formally recorded, and this is done in ePublish. CSIRO requires all CSIRO co-authors (for externally led papers) and all co-authors (for CSIRO-led papers) to provide author contribution statements, to ensure all authors have met accepted
criteria for inclusion on the paper, and that no other significant contributors have been overlooked. These can be gathered in two ways:

• ePublish can be used to email the appropriate co-authors, using the email addresses in its database, asking them to log into ePublish to complete their contribution statement. This approach involves the least effort for the person entering the paper into ePublish, but can have a relatively low success rate, and usually requires reminders to be sent to co-authors.

• gather author contribution statements by email from all necessary co-authors and upload that file – for more detail, refer to the guides on Confluence.

It is not possible to submit the paper for approval until author contributions have been gathered (or a realistic effort made to gather them – it is recognised that not all author declarations may be obtainable). As this implies, moving a publication through ePublish will take several sessions in ePublish at various stages through the publication process, with the final step being inputting the final published journal reference for the paper (and uploading the published version if it differs significantly from the initially uploaded version – as that is what will end up in the open access CSIRO repository).

When are internal reviews required and what is the process?

Types of publications	Are internal reviews mandatory?
CSIRO-led publications going to peer-reviewed journals, conferences (papers only) and online media sites	No
CSIRO-led publications going to journals, conferences and online media sites which are not peer-reviewed	Yes, 2 are required
CSIRO-led books, reports, conference posters and presentations, and other publication types	Yes, 2 are required
CSIRO-led conference abstracts and brief analysis of tests reports (The exception for abstracts is when conference envelope is selected then 2 are required)	Yes, 1 is required
Externally-led publications	No

Review process

If an internal reviews are required, the publication cannot be approved in ePublish until the reviews are completed. This can be done in one of two ways:

• Author managed reviews – this is where the author arranges the reviews prior to submitting the publication to ePublish. Email trails of these reviews can then be saved as a pdf an uploaded to ePublish.
• Suggested reviewers – this is where the author suggests that names of reviewers in ePublish at the time the publication is submitted for approval. The approver will then request the reviews via ePublish.

Detailed instructions regarding the review process can be found in the guides on Confluence.

More information

For assistance or advice on the use of ePublish, first contact your Team Leader. Further assistance will be available from Phil Edwards, or by emailing epublishadmin@csiro.au.