EVALUATION AND RATING Guidelines and instructins fr cmpleting the applicatin fr evaluatin and rating via the NRF Online Submissin System Please nte that the clsing date fr applicatins is 15 February 2017 September 2016 1
APPLICATION FOR EVALUATION AND RATING: 2017 Guidelines and instructins fr cmpleting the applicatin fr evaluatin and rating via NRF Online Submissin System (https://nrfsubmissin.nrf.ac.za) Clsing date fr applicants: 15 February 2017 Clsing date fr final submissin f rating applicatins by Designated Authrities (DAs) t the NRF: 28 February 2017 A. GENERAL INFORMATION 1. The evaluatin f researchers is based primarily n the quality and impact f the research utputs in the recent past and is undertaken by natinal and internatinal peer reviewers wh are requested t critically scrutinise the cmpleted research. Recent, in the cntext f the NRF evaluatin and rating system, means utputs f the past 8 years, i.e. frm 1 January 2009 t 31 December 2016 (fr applicatins which will be submitted fr the 2017 clsing date). The nus is therefre n applicants t present the necessary evidence in a manner that will enable reviewers t make fair judgement. 2. Please nte: Applicants are urged t determine the internal clsing date fr submissin t the designated authrity at their emplying institutin and ensure that they strictly adhere t their wn institutin s internal deadlines as this will be prir t the NRF s clsing date. Applicatins must successfully pass thrugh the institutin s internal evaluatin prcesses befre submissin t the NRF. A time-ut will appear when there is n activity n the system fr 25 minutes. Click the refresh buttn (in the pp-up bx) as this will enable the cntinuatin/cmpletin f the applicatin. When licking the clse buttn the system will clse. 3. Please nte the fllwing imprtant pints: Rating applicatins n NRF Online Submissin System will be accessible frm mid-septmber 2016 and the system will autmatically clse at 23:59 n 15 February 2017. N late applicatins will be accepted as the IT system is prgrammed t: - disallw the creatin f rating applicatins after the clsing date - disallw the submissin f existing applicatins The nly valid applicatin will be the nline applicatin. Uplad cpies f yur 5 best research utputs captured in the sectin Best research utputs in the last 8 years under Attachments. Nte: Please ensure that the title f each research utput crrelates with the descriptin e.g. title f article. Applicatins must be accurate, cmprehensive and cntain sufficient detail t allw fr prper assessment, as the infrmatin supplied prvides the fundatin n which peer reviewers base their judgements. If applicants d nt adhere t this request, their applicatins will be returned, thus leading t a delay until the next clsing date. An * dentes that this field is cmpulsry when cmpleting the infrmatin n the NRF Online submissin System. If migrated data is all in CAPS, please change t title case/lwer case (whichever is relevant) as it is difficult t read. Applicants are advised t cmplete their submissins via the NRF Online Submissin System as sn as pssible t prevent IT systems verlad at their institutins. Applicants are advised that shuld they be successful in btaining an NRF rating the result will be published n the NRF website. 2
Applicatin Statuses The fllwing is an explanatin f each f the statuses that an applicatin can have: In Prgress This status means that an applicatin has been created by an applicant. Submitted t Institutin This status means that the applicant has cmpleted the applicatin and clicked the Final Submit buttn. An applicant cannt edit their applicatin when it has this status. Under Designated Authrity Review This status means that the Designated Authrity at the relevant institutin is prcessing/reviewing the applicatin. An applicant cannt edit their applicatin when it has this status. Designated Authrity Submitted t NRF fr review This status means that the relevant Designated Authrity has apprved the applicatin and that it is available fr the NRF t prceed with its internal prcessing. An applicant cannt edit their applicatin when it has this status. Open fr Amendment This status means that the relevant Designated Authrity has enabled the applicatin t be edited ( unlcked ) by the applicant due t infrmatin being missing etc. Rejected by DA This status means that the relevant Designated Authrity has rejected the applicatin. An applicant cannt edit their applicatin when it has this status. Call Clsed This status means that the relevant call has clsed. The applicatin is n lnger available fr prcessing by the relevant Designated Authrity, r cannt be edited if it was previusly pened fr amendment by the Designated Authrity. Landing Page PLEASE NOTE: The summary nly lists utput recrds that were migrated frm the previus NRF Online system. New recrds that are added n this system will nt frm part f this summary. Applicants must ensure that their CV is updated/cmpleted befre creating an applicatin. In rder fr yur migrated research utputs t shw n the CV r be accessible fr selectin n applicatins that require yur publicatin recrd, yu must verify (review) the utputs listed in the Research Outputs Summary table. In rder t d this, click n the utput type that still has utputs t be verified (see the T be Reviewed clumn), scrll t the bttm f the screen and a heading saying Cleaned-up research utput recrds frm NRF Online will be displayed. Click n the little black arrw. This will display the utput(s) that needs t be verified. Then click n the View icn, it will pen a screen with the data fr the utput. Please fill in the missing infrmatin and save the page. If yu have mre than ne utput per utput type, click n View fr the next utput. D this fr all the utputs, the utput type n the Landing Page shuld nw say 0. Mve n t the next utput type and repeat the prcess. Shuld yu wish t delete an utput, click n the Feedback bx, fill in the Feedback t the NRF bx (e.g. utput duplicated please delete) and in the Status field please select Delete. In sme cases, researchers utputs dn t shw at all. The reasn fr this is that n utputs were added n the ld NRF Online system s there was nthing t migrate. If there were utputs n the ld NRF Online system but they d nt shw in the summary yu need t ensure that the ID/passprt numbers used n bth the ld NRF Online and this system (NRF Online Submissin System) are the same. Please cntact the NRF shuld yur utputs nt shw s that this can be rectified. 3
B. INFORMATION ABOUT COMPLETING THE RATING APPLICATION VIA THE NRF ONLINE SUBMISSION SYSTEM 1. Additinal imprtant infrmatin Selected sectins f infrmatin already captured in the CV sectin f NRF Online Interim r NRF Online Submissin System (nt relevant t users registering n the system fr the first time) will autmatically be migrated t the rating applicatin. Please check all the data fields f the migrated infrmatin fr crrectness and cmpleteness. Mst f the fields are selfexplanatry and in a number f cases drp-dwn lists have been included fr yur cnvenience. The sectins relevant t the rating applicatin are accessible via the Edit Applicatin link. Click n the Edit icn next t each sectin t add r edit the relevant infrmatin. An * at the end f a field label within a sectin dentes that this is a cmpulsry field and the sectin will nt be saved unless all cmpulsry fields have been cmpleted. A time-ut will appear when there is n activity n the system fr 25 minutes. Click the refresh buttn (in the pp-up bx) as this will enable the cntinuatin/cmpletin f the applicatin. When clicking the clse buttn the system will clse. Nte Fr the narrative sectins an A4 page (in fnt size 10, single spacing) is the equivalent f 5 500 characters and carriage returns are cunted as tw characters. In rder t prevent any lss f infrmatin shuld the system g ff-line, lng text sectins (e.g. sectins n self-assessment, cmpleted research, and nging and planned future research) shuld be prepared in MSWrd r ther wrd prcessing applicatins and pasted int the relevant sectins f the applicatin. D nt insert images, graphics, graphs, tables r mathematical r scientific frmulae int the text. It is especially imprtant t nte that when pasting text frm any wrd prcessing applicatins (e.g. MSWrd) any frmatting e.g. underlining and bld text will be lst. In text sectins where the number f characters has been specified please check the character cunter at the bttm f the text bx t see hw many characters are left. The system will nt allw yu t exceed the specified number f characters. Click the SAVE buttn befre clicking the RETURN TO MENU buttn t ensure that infrmatin is saved therwise all captured data will be lst. In the event f an ERROR message appearing address the errrs befre clicking the SAVE and RETURN TO MENU buttns as unsaved infrmatin will be lst and yu will need t recapture the infrmatin. Yu are als required t verify the infrmatin displayed in the field Type f evaluatin applicatin (click n link t dcument defining the types f applicatin). If yu d nt agree with the infrmatin displayed n the screen select N and indicate the crrect infrmatin the Cmments bx. There are fur types f applicatins: New applicatin fr evaluatin Researchers wh have never applied fr rating in the past r researchers wh previusly applied fr rating but the applicatin was withdrawn Re-evaluatin by invitatin Researchers whse rating is current (valid) and wh have been invited by the NRF t submit an applicatin fr rating. Re-evaluatin Researchers whse ratings have lapsed (n lnger valid) r researchers whse applicatin fr rating was unsuccessful three r mre years ag. Special re-evaluatin An applicant may apply fr special re-evaluatin if since a previus evaluatin he/she has shwn such prgress that, in the pinin f the relevant authrity at the emplying institutin, the existing rating is quite incnsistent with the applicant s present standing. 4
Please select an eligibility type. Yu will be asked t prvide a brief explanatin in accrdance with the eligibility criteria (click the link eligibility criteria) except if yu select 1. Permanent/fulltime (P/FT) researchers at NRF recgnised institutins Shuld yu wish t preview yur applicatin click the Print Preview buttn at the bttm f the Edit Applicatin screen. The Print Preview versin f yur applicatin will be displayed n the screen. Right click and select Print frm the drp-dwn ptins t print yur applicatin. Applicants are strngly advised t scrutinise and check their applicatin thrughly befre submitting it fr apprval by the emplying institutin in rder t ensure that n inaccurate and/r incmplete infrmatin is cntained in the applicatin. Any misrepresentatin (inncent r therwise) cntained in yur applicatin will be viewed in a serius light. The Final Submit buttn will be enabled nce all cmpulsry fields applicable t the rating applicatin have been cmpleted. When yu have cmpleted yur applicatin, click the Final Submit buttn at the bttm f the Edit Applicatin screen. Once this is dne yu will nt be able t edit the applicatin (i.e. it will becme a READ ONLY dcument) and the Edit buttn next t the applicatin (My Applicatins screen) will becme a View buttn. This will ntify the Designated Authrity at yur institutin that yur applicatin has been submitted t them fr further prcessing. A PDF versin f yur applicatin will be generated nce yur applicatin has been electrnically submitted t the designated authrity. Shuld any changes need t be made after the Final Submit buttn has been clicked the Designated Authrity (DA) at yur institutin will have t unlck yur applicatin fr editing. C. RESEARCH OUTPUTS The varius types f utputs are listed under the headings: Primary Outputs, Patents, and Secndary Outputs. Click n these headings t access the utputs linked t each categry. Please nte: Shuld a status f In Press, Accepted, Submitted r Nt Relevant be selected fr an utput, n year will appear fr the utput, therefre it will nt appear n yur applicatin frm and will als nt be available fr selectin as ne f yur best in the last eight years r ne f the ten best utputs frm the perid prir t the last eight years. Imprtant infrmatin: In rder t restrict the length f applicatins, researchers have the ptin f being selective when including utputs in their applicatin fr rating. Outputs frm the CV can be de-selected frm appearing n the applicatin s that nly significant published utputs that may be assessed by reviewers as enhancing the research status will be included. 1. PRIMARY OUTPUTS The fllwing utputs are listed as Primary Outputs: Bks Chapters in Bks Refereed/Peer-reviewed cnference prceedings Articles in refereed/peer-reviewed jurnals 2. Patents The fllwing infrmatin must be prvided fr each patent: Please prvide infrmatin n all past and current patents under yur name r as a result f a cllabrative effrt. Als include whether the patent is a Utility, Design r Plant patent in the descriptin sectin. 5
Only Granted patents will shw n the rating applicatin. 3. SECONDARY OUTPUTS General Infrmatin The descriptin fr each f the research utputs listed belw shuld be succinct, i.e. equivalent t half an A4 page, fnt size 10. Carriage returns are cunted as tw characters and shuld prvide sufficient detail n the research achievements fr reviewers t give an infrmed pinin. Ensure that nly ne item is entered at a time. Please remember t check the character cunter at the bttm f the descriptin bx t see hw many characters are left. The system will nt allw yu t exceed the specified number f characters. N.B. D nt prvide an exhaustive list f additinal research utputs frm which there were n tangible r published utputs - rather be selective and include nly yur best utputs that may be accessed and assessed by the reviewers as enhancing the research. The fllwing utputs are listed as Secndary utputs: Keynte/Plenary addresses Articles in nn-refereed/nn peer-reviewed jurnals Other significant cnference utputs Technical/Plicy reprts Prducts A Prduct may be defined as smething prduced; e.g. a cmmdity, a play, a creatin, an inventin. Artefacts An Artefact may be defined as an bject that has been intentinally made r prduced fr a certain purpse e.g. a bradcast vide, a film, a dcumentary, an bject, an item. Prttypes A Prttype may be defined as an riginal mdel n which smething is patterned e.g. a mdel, a mck-up, dummies, r paradigm. Other recgnised research utputs Bks edited by Applicant Edited wrks shuld include publicatins that yu have edited, including intrductins r editrial cmmentary. Yu shuld make clear precisely what yur cntributin has been and the ways in which it includes substantial riginal research. Please nte that Chapters (that yu have authred) in edited bks that include substantial riginal research, shuld be listed under Bks r Chapters in Bks. 6