Reporting your publications

How and why to have your research publications recorded.

The annual Higher Education Research Data Collection (HERDC), measures staff and student research outputs, in order to calculate part of the research funding awarded to each institution.

The publications collection information is submitted to DIISR which uses the information in its performance based funding to Deakin in the Institutional Grants Scheme and the Research Training Scheme.

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 new 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. Enter the 6 digit FOR Codes, 6 Digit SEO codes, appropriate School or SRC and Research Output Category (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.
  3. Upload the full-text file of the publication or supporting evidence to the repository.
  4. Complete the submission for approval by the faculty.

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 FOR and SEO codes to each work, and upload the full-text file 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.

Links to the Specifications for the HERDC, Register of Refereed Journals and Register of Commercial Publishers, the Field of Research (FoR) and Socio-Economic Objective (SEO) codes and the ISI Indicies and Ulrich's Periodicals Directory, are available on the Deakin Research Publications Collection Links website.

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

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

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 listed in the current Guide to Reporting Publications, available from the Deakin Research Publications Forms and Guidelines 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 webpages link directly to their list of reported publications.

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.



Please contact:

Ms Kylie Koulkoudinas (Waurn Ponds) Ph: +61 3 522 72368

Page custodian: Faculty of Arts & Education
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