Reporting your publications

How and why to have your research publications recorded.

The Higher Education Research Data Collection (HERDC) runs once per year, reporting to the Australian Government the number and amounts of eligible Research Income and Publications.

The collection must be reported by 30 June each year, and the collection covers the previous calendar year.

The data reported is used to calculate Research Block Grant Funding, which is allocated according to specific criteria (usually a share of the total funding available).

The HERDC collection also forms the basis of the Excellence in Research Australia (ERA) collection.

The Deakin Research Online (DRO) repository has been established in order to make Deakin's research highly visible and accessible through a global network of services such as OAIster, TROVE, Google Scholar and Internet search engines.

All staff and student research publications are now being entered onto DRO, where open access to full text versions can be made possible in most instances. Data is extracted from DRO for the annual HERDC submission and to update reports on the University's Research website.

Reporting your research publications

Elements is the system Deakin is using to streamline the deposit of Deakin research into DRO.

How Elements Works:

Using appropriate search terms, Elements harvests (on a weekly basis) researchers' publications from external databases such as Web of Science, Scopus, PubMed, and Repec, and notifies them of any new publications found. Approximately 80% of publications will be found through this approach.

Manual entry will be significantly reduced, although still required for creative works and some conferences, books, book chapters and journal articles.

Researchers are required to:

  1. Claim or Reject the publication (once notified by email from Elements) or manually enter.
  2. Upload the full-text file of the publication or supporting evidence to the repository.
  3. Enter the 6 digit Field of Research (FOR codes), 6 digit Socio-Economic Objective (SEO codes) and appropriate School, Institute or Centre (under 'labels' top right side). If the publication pertains to an ARC/NHMRC funded project you are also required to enter the project Grant Id.
  4. Complete the submission for approval by the Faculty Research Office.

NB: If you do not provide all relevant information and supporting documents the record will be returned to you and a message will appear in your Elements inbox advising of the action to be taken. Therefore if you are worried your publication is not in the DRO repository check your Elements inbox first.

Submission process

The Publications wiki contains written instructions as well as an instructional video that will take you through the process for entering your publications.

  1. Staff and student authors claim or submit publications directly through Elements. (Researchers are required to add 6 digit Field of Research (FOR codes), 6 digit Socio-Economic Objective (SEO codes) to each record, and upload a full-text file or supporting information of the publication).
  2. Faculty and Library staff check and 'publish' the record via Elements & DRO (the record will not appear in your list of research outputs until published).
  3. Research publications data is uploaded from DRO to the Deakin Research database, to update publication reports by individual, Faculty or School.

The categories of outputs which are reported for the HERDC are:

  • research books (A1);
  • chapters in research books (B1);
  • peer-reviewed journal articles (C1); and
  • peer-reviewed published conference papers (E1)

Deakin University also collects publication data in many additional categories. The full list of research output categories and definitions for the HERDC and Deakin collection is available from the Deakin Research Publications website. All other publications, including items published prior to appointment to Deakin University can be self-submitted for access, storage and preservation.

Reported research publications are also used to support applications for research support, including Overseas Conference Leave, research grants and Academic Study Leave, and for academic promotion. Staff can access their list of reported publications via the Find a Researcher page.

DRO - Open Public Access

Please note that to ensure open access to full text research publications through DRO, the Library requires authors to send the electronic or print copy of the final manuscript (post print version) of journal and conference papers as an email attachment to: If the published version is available and the publisher allows open access, the published version will be made visible instead, provided you supply a signed DRO Deposit agreement.


Staff, students and visitors can search the University's publication reports by individual researcher or by School or Faculty for a specific year or check their publication record at these links. Most publications submitted to DRO will appear on the above reports within two weeks.


Ms Kylie Koulkoudinas

03 5227 2368

Page custodian: Faculty of Arts & Education
Last updated: