Library

Elements FAQs

 

Getting Started

How do I access Elements?

Elements can be accessed at the web address: elements.sussex.ac.uk

You will need to sign in using your University login details (e.g. aa001@sussex.ac.uk) and password.

BSMS users will need to sign in using their BSMS username (e.g. BSMS####@sussex.ac.uk) and password.

Why am I having trouble logging in to Elements?

If you have successfully logged in previously:

Firstly, make sure you are using the correct username (e.g. aa001@sussex.ac.uk) and password.

If you are still unable to log in, your account may have become inactive. The user information is pulled from the University's central HR feed, and contract information may sometimes be outdated or incorrect, particularly if you have recently changed roles. Please contact your school or divisional HR officer to ensure your details are up-to-date.

If you have left the University, access to your Elements account will have finished on your contract end date. 

If this is your first time logging in:

The feed is pulled across nightly so, if you have just started, it may take a short while before your account appears. 

Access to Elements is currently restricted to academic roles and select professional services staff.

I have made changes to Elements, why are these not appearing?

Data in Elements refreshes at intervals, so any changes you make may not be immediately visible.

A daily data synchronisation is auto-run by the system every morning, alongside these smaller data refreshes.

If the change has still not appeared after 24 hours, please contact us and we will investigate further.

What has happened to SRO?

Elements replaced Sussex Research Online as the University’s publication management system in early 2020.

SRO remains in the background as the institutional repository, but Elements is the system you are required to interact with to deposit and manage your publications.

Will Elements impact on the preparations for REF 2021?

Although Elements will not impact on our preparations for the current REF, it will prove an invaluable tool for future submissions.

Elements will positively improve the University's REF submission by allowing individuals to upload a variety of evidence easily and in a standardised manner.

 

Your Profile

How do I edit my profile?

Click on Menu > My Account > Profile > View Profile. Once on your profile page, you can edit each section either by clicking on the ‘edit’ button, or the ‘Add…’ options.

Your photo will automatically pull across from Sussex Direct, depending on the settings you have previously set. To add or change your photo, click on the 'Manage photo' option at the bottom of the profile picture. You can then select, or drag and drop, a new image of your choice to upload to Elements. 

I am a PhD student - where is my profile?

PhD students have profiles in Elements that are hidden, or ‘Internal’ only. This is the default for non-staff members.

If you wish to make your profile externally visible, this can be done easily within Elements:

Go to Menu > My Account > Profile > Edit Profile. Select the privacy level you wish from the top of the page. Selecting ‘Public’ will make the profile externally visible.

I am a member of Professional Services - when will I get an Elements profile?

Access to Elements is currently restricted to academic roles and select professional services staff.

It will roll out to all members of staff within the coming months. This will be publicised via University Communications.

If you have published work since the move to Elements, but do not have an Elements login, please contact us at: elements@sussex.ac.uk

How do I make my profile, or parts of my profile, private?

The ability to change the privacy settings for an entire profile is dependent upon an individual’s role within the University:

  • Staff profiles will always be set to public, and be visible externally
  • Research Student profiles will be private by default, but can be changed to public by the individual. To do this, go to Menu > My Account > Profile > Edit Profile. Select the privacy level you wish from the top of the page.

Individuals who have previously informed the University that they wish their profiles to not be visible externally will also be hidden by default.

All users will have the option to change the privacy settings for separate sections of the profile:

Click on Menu > My Account > Profile > Edit Profile

Scroll to the section of the page you want to change. Next to the edit button, there will be a second button which says either 'private' or 'internal' (depending on your page privacy settings). Click this, and you will be presented the option to match the page privacy settings, or set the section as 'private'. Click 'save'.

Are my records deleted if I leave?

No.

The University's aim is to create and maintain a full historical record of research output. You can, of course, add your full publications record to your new institution's repository.

My title, job role, department or contact details are wrong. How can I change them?

Your details on Elements are pulled in from the University's HR feed, and cannot be changed via Elements.

If any of your personal details are incorrect, please contact HR: human.resources@sussex.ac.uk

Any changes made by HR will be applied on the next Elements data refresh.

Can I add hyperlinks?

Elements does not currently allow you to embed hyperlinks into the body text of your profile. Instead, you can add links to websites and social media under the ‘Web addresses and social media’ section of your profile.

Publications are linked in the Publications section.

How do I generate a CV?

Click on Menu > CV and Reports. Specify the date range that you wish the CV to encompass, and select if you want the CV in PDF or Word format. Click “Download”.

Alternatively, go to your profile page, and click on the “CV and Reports” button in the top right corner.

Why is my publication histogram empty? Can I hide it?

To appear in your publications histogram, your publications have to be claimed. Your graph will then update following the daily data synchronisation that is auto-run by the system.

The publication histogram/graph is not something that can be hidden within Elements. It is only visible on your internal profile, however, and will not display on your external profile pages.

A section that used to appear on Web Profiles/Sussex Direct does not appear in Elements (e.g. Roles). Where should I put this information now?

Not all the sections that were previously in Sussex Direct map across identically to Elements, so the information from these sections will need to be reinput into a new sections. For example:

  • ROLES - Information from your Roles section can be copy and pasted across into the bottom of the Elements ‘Overview’ section.
  • COMMUNITY & BUSINESS - these can be recorded in the Professional Activities section.
  • STUDENT FEEDBACK & DROP-IN SESSIONS - Information about these times can be added into the Elements Teaching Summary section.
I had videos and images on my Web Profile - where have these gone?

Unfortunately, Elements is not currently able to support embedded videos and images.

It is possible to add links to videos and images manually to your profile by using the ‘Web addresses and social media’ section.

A later version of the software is expected to provide increased media support but we do not yet have a firm date from our suppliers for this.

All users affected by this change were contacted by email in January 2020 to make them aware of this issue. The Library has stored copies existing embedded video URLs, and can provide individuals with their URLs on request.

I have publications to add but do not have a profile on Elements. What should I do?

This will most likely affect Professional Services staff.

If you would like to deposit publications but do not yet have an Elements profile, please contact SRO (sro@sussex.ac.uk) with the details of your publication (including the DOI where possible) and we will advise.

I have more than one role at Sussex- can I show/ change that on my profile?

Your details on Elements are pulled in from the University's HR feed, and cannot be changed via Elements.

If you have multiple roles the HR feed will determine which one shows as your primary role and if you are registered as a student alongside your professional role, this will be your primary role.

Forthcoming updates from IT Services around identity management system should mean that, in the future, you will be able to select your most appropriate role for display. In the meantime, we recommend you add text outlining your roles in the Overview box in the About section.

If any of your personal details are incorrect, please contact HR: human.resources@sussex.ac.uk

 

Adding Publications

Where can I deposit my research outputs?

Elements has replaced SRO as the system you interact with to deposit research outputs. It integrates with other databases to pull details of your publications into your profile, so you can claim and manage existing publications. You can add details of new publications on acceptance and upload your accepted versions.

What do I need to know before I add my publications?

Elements can locate your publications on external data sources using various identifiers. Elements will pull details of identified publications into your pending publications list, where you can claim or reject as required. It is important that you check and modify your identifier settings before you begin adding publications, this will give Elements the best chance of identifying your publications correctly and minimise the need to manually add records. See 'What are identifiers?' below.

Elements will not be able to retrieve details of publications which have just been accepted. If you need to add a record on acceptance, you will need to add a manual record of the publication. If you are adding the record to meet REF Open Access requirements for articles and conference proceedings, you will still need to do this within 3 months of acceptance.

When should I add a manual record?

You should add a manual record for articles and conference proceedings which have just been accepted for publication and which need to be added within 3 months of acceptance in order to meet the Open Access requirements for REF. You should also upload a copy of the accepted manuscript (the version post peer review but prior to any copyediting or layout work).

If you are updating your profile to include older material that has already been published it is unlikely you will need to add a manual record unless it is a publication type that is not included in the data sources Elements searches, for example a newspaper article, a blog post, an exhibition or performance, or an article from a journal that is not widely indexed. If you are not sure if you should add a manual record contact sro@sussex.ac.uk.

What are identifiers?

Elements uses a number of identifiers to search for publications. You will need to check and modify your identifier settings to enable Elements to correctly locate your work. There are two types of identifier: name-based and unique identifiers. 

Name-based

You can amend how Elements performs 'name-based searches' for you. This is useful because your name may have been formatted in various ways from one publication to another. Items located through a name based search will be placed in your pending publications list, for you to claim or reject. The default name-based searches have been set up as 'Family name, Firstname' and 'Family name, Initials'. If you only ever publish with your full name and  are being offered too many publications that are not yours, remove the broader option. You can also narrow the results returned by name-based searches by including additional information, such as addresses.

To modify your settings click on Menu > My Account > Data Source Search > Name-Based Search Settings. Use the green plus icon to add a new name variant.

Save changes. Note that you'll need to select Run searches in order for the changes to have an effect on the search results. 

Unique identifiers

Throughout your publishing career you may have created or been given one or more unique author identifiers. These distinct codes help avoid the problems that can come from publishing under different name variants and different authors having the same name. Elements integrates with ResearcherID (Web of Science) and Scopus IDs, if your work is included on these databases you are likely to have a corresponding identifier. Elements also integrates with ORCID, this is a unique identifier that is not affiliated with any particular database and can be used across a number of different research systems. See “How do I get an ORCID ID” below.

To add a unique identifier click on Menu > My Account > Data Source Search > Automatic Claiming.
Under 'Add external profiles', you will be given the option to add in your identifiers.

Save changes. Note that you'll need to select Run searches in order for the changes to have an effect on the search results.

How do I add publications?

Make sure that you have checked and modified your identifier settings and checked your pending publications list. See 'How do I add an identifier to my search settings? below.

If Elements has not identified your paper go to your homepage, click on ‘+add’ button in the publication box, then select the publication type. You can then search for the publication using the DOI or the title. If the correct publication is found, you can claim it and it will instantly add it to your publications. If the publication is not found, click on the ‘skip’ button, then enter the details onto the following form. Include the full name of the journal and all authors as they appear on the paper. Click ‘Save’.

On the next page, you can link the publication to grants if desired. The final page allows you to upload the file you wish to deposit. To select the file to deposit, click ‘choose file’, then select the version type, then click ‘use this file’. You then have the option to upload another file, if desired.

Complete by clicking deposit, which will lead to a confirmation screen. This last step is vital, even if you are not uploading a file. 

Submitting large-scale collaboration publications (e.g. ATLAS)

Due to the extensive list of authors included on large-scale collaboration publications, these records are difficult to manage within SRO when they are deposited from Elements. A workflow for this process is currently in development.

If you need to submit a large-scale collaboration publication please contact the SRO team: sro@sussex.ac.uk 

Do I need to add my publication details?

Yes, if the item is being manually deposited you will need to fill in the mandatory fields.

Please complete all other fields, such as the DOI and abstract, if these are available.

Which version of the manuscript should I upload?

We recommend you upload the author's accepted manuscript (or AAM; sometimes referred to as a 'postprint'). Most publishers allow this version to be uploaded to an institutional repository, often with an embargo period specified. This is the author's final version incorporating any peer-review comments, but not the publisher's formatted and copy-edited final PDF. With a few exceptions, publishers do not allow the use of the final PDF, unless Gold open access has been paid for.

The AAM is the version required as a minimum to fulfil the requirements for articles and conference proceedings submitted for REF2021, and other funder open access requirements.

What are the benefits of adding my work to Elements?

There are multiple benefits to adding your work to Elements including, but not limited to:

  • Greater visibility of your work leading to increased access, more downloads and increased citations.
  • Compliance with funders' open access policies, and requirements for REF2021.
  • Increased potential for collaboration, and attracting research students.
What do I do if a publication was appearing on SRO, but is not appearing on Elements?

If you think your paper should be in Elements owing to a previous deposit into SRO, please do not deposit it again.

Log into Elements and check your list of pending publications. Click on Menu > Manage > Publications. Once on the publication page, click on the ‘Pending’ tab and click ‘claim as mine’ to add it to your profile.

If your publication does not show in pending search Elements for the paper first (Menu > System Search) as it may already be in the system, but not linked to you. Click on the title and the publication record, scroll down to 'Links' and add yourself as a User/Author.

Contact sro@sussex.ac.uk if you are not able to find yor publication in Elements.

How will copyright/embargoes be managed?

Library staff will check copyright status of all full-text items added to Elements, and will apply the appropriate restrictions to the full-text of your paper, whether this is applying an embargo period or restricting access completely.

You do not need to check publisher permissions yourself when depositing to Elements.

Where can I deposit my research data?

You should continue depositing research data to Figshare. Please see the Figshare support pages for further information.

 

Searching & Harvesting Publications

Why do I have no pending publications, even though I have current publications?

Elements locates your publications on external data sources by using your identifiers. If no items show in your pending publications, you should check and modify your identifier settings. (See 'How do I add an identifier to my search settings?' below.)

If select publications are still not showing, you may need to add them manually if they are not on external data sources.

I have numerous pending publications that are not mine - how can I reduce the number of incorrect suggestions? 

You should check your identifier settings, and add or modify settings to improve the suggestions in pending. This is particularly important if you have a common name. (See 'How do I add an identifier to my search settings?' below.)

Once you have modified your identifier settings, return to your pending publications tab and click on 'clear your pending list' at the top of the page. the pending list will repopulate using your modified settings when Elements runs its next scheduled search.

How do I add an identifier to my search settings?

Making sure your identifier settings are accurate is important. Please read 'What is an identifier?' above, to find out how these settings affect your account. 

Access identifier settings through Menu > My Account > Data Source Search.

For each individual identifier, select the 'manage' button to change the settings for that identifier. Alternatively, if the identifier is not correct for you, select 'remove profile' to get rid of it.

How do I add/connect to my ORCID or Scopus ID?

Click on Menu > My Account > Data Source Search > Automatic Claiming.

Under 'Add external profiles', you will be given the option to add in your identifiers for a range of external sites, including ORCID and Scopus.

How do I get an ORCID ID?

ORCID provides a persistent digital identifier (an ORCID iD) that you own and control, and that distinguishes you from every other researcher. To register for an ORCID iD, go to orcid.org and fill in the online registration form.

What sources does Elements search to find my publications?

Elements searches several databases to identify your work. You can modify these data sources according to your own preference. You may wish to do this if Elements is not identifying a lot of your work.

Click on Menu > My Account > Data Source Search > Name-Based Search Settings. At the bottom of the page you will find a list of the databases Elements supports. You can select or deselect the sources to reflect your field.

Once you have chosen your sources, click save to apply the changes.

Can Elements automatically claim my work?

You can change your settings to enable Elements to auto-claim publications that meet certain criteria. This can save you time, but we recommend you consider the reliability of the criteria you use. A unique identifier such as ORCID will correctly claim your work, while setting up an auto-claim for your name could lead to incorrect claims of work by authors with the same name.

See the user guide to auto-claiming on the Elements Support pages.

 

Managing Publications

What will happen to the publications I had on SRO?

Your existing publications on SRO were pulled across on to your Elements account. Check your list of pending publications and click ‘claim as mine’ to add them to your profile.

If any publications from SRO are missing, please ensure your name-based identifiers include all the different name variants you have published under (see 'What are Identifiers?' for further information).

How do I claim or reject publications?

Click on Menu > Manage > Publications. Once on the publication page, click on the ‘Pending’ tab.

For each pending item, select ‘Claim as mine’ or 'Reject (Not Mine)’ as appropriate.

How to I add a file to an Elements record?

If you have not yet deposited the record from Elements into SRO by using the deposit button when you claimed it, you can add a file by clicking on Menu > Manage > Publications.

  • Find the publication record you require and click the icon showing a page with an arrow
  • Choose the file you wish to upload and state the file version (ideally this will be the author's accepted manuscript)
  • Click on the 'Deposit' button to complete


If the deposit button is not visible, there is already a record in SRO for this publication. You will see instead a button labelled 'fulltext' that will tell you whether there is a file for this record in SRO. To add a file to records already in SRO please contact sro@sussex.ac.uk.

Can I clear the "not mine" list of publications?

Yes, but this is not advisable. Elements uses your rejected list to ensure the same article does not appear again in your pending items.

If you do still wish to clear it, go to Menu > Manage > Publications, then select the ‘Not Mine’ tab. A box at the top of the page should give the option to ‘clear the not mine list’.

How can I showcase a particular publication?

You can select publications to feature. Featured publications will display at the top of your publication list in your external profile, irrespective of the sort order.

Click on Menu > Manage > Publications. Then select the 'Mine' tab. 

On the publication you want to feature, click on the heart button.

How do I hide a publication/make it private?

Click on Menu > Manage > Publications. Then select the 'Mine' tab. 

On the publication you want to hide, click on the eye button to toggle the visibility.

What should I do with duplicate records?

Elements may identify more than one record for the same item. You can merge records to eliminate duplicates. Only do this if you are confident that the records are the same and not, for example, an article and book chapter with the same title.

Go to Menu > Manage > Publications. On the publications you want to merge, click on the ‘Add to workspace’ button (a green bookmark) on each item. When you have selected all the items you’d like to merge, go to the banner at the top of the page and click on the ‘Workspace’ button.

Check the box for the items in your workspace are ones you would like to merge, then click on ‘Join’.

If you are uncertain about whether records should be merged please contact sro@sussex.ac.uk

There are errors in a publication record- what do I do?

Once a record has been deposited you will not be able to edit it. If a record contains errors do not create a new record with the correct information, instead please contact us at: sro@sussex.ac.uk.

We may not be able to amend data held in external sources, but we can advise on possible resolutions.

My co-author has deposited a publication, but it is not showing on my profile

Firstly, check your list of pending publications. If it is showing in the pending list, click ‘claim as mine’ to add it to your profile.

If the publication is not showing in pending, check that your name-based identifiers match the name on the publication (see "How do I add an identifier to my search settings" in the 'Searching & Harvesting Publications' section above). If you modify your search settings, re-check your pending publication list and claim the publication if it has appeared.

If your identifiers are correct and the publication still does not show, you will need to manually add the publication to your profile:

On your homepage, click on ‘+add’ button in the publication box, then select the publication type. Search for the publication using the DOI or the exact title. Once you click search, the publication should appear, and allow you to ‘claim

Can citation metrics be removed/ hidden?

These metrics cannot be removed or hidden.

The citation count is informed by the Dimensions database, while Altmetric tracks an items DOI to generate a score. Both metrics offer a useful indication of the reach of your work, but no single metric source can offer a complete picture.

 

Grants & Impacts

Can I upload confidential data?

Yes.

Elements allows you to hide items that may be confidential or sensitive, so that they are not shown on your public-facing or internal profiles. 

Go to Menu > Manage and select the area the item is in. Once on the page, find the item you want to hide and click on the eye button

How do I add grants?

Grant information is supplied by a feed from the Research & Enterprise team. Grants cannot be added or edited by indivduals or anyone outside of this team.

Why is my grant not appearing?

Grants are fed into Elements from Research & Enterprise.

If you have a grant missing, this could be due to one of three factors:

  • A missing project code
  • A partial restriction, relating to confidentiality
  • The grant is closed or ended

Moving forward, the number of grants in the system will be reviewed, and additional grant types will be added.

If you believe your missing grant is not impacted by any of the above factors, please contact us at: Elements@sussex.ac.uk

How do I add an impact?

On your homepage, scroll down and find the Impact tab. To add a new impact, select the '+add' button. This will lead you to a form, which you should fill in with as much detail as possible. Click 'Save'.

Will I have to re-enter my details elsewhere?

For Sussex, this is the only place you'll be required to enter publication details. Your funder may have additional requirements for making outputs available externally, such as ensuring additional deposit in Europe PMC or Researchfish.

 

Accessibility

Is Elements accessible?

Elements conforms to a good level of accessibility across the site, and is easily usable by most people. 

Please see the Accessibility Statement for further information.

Is Elements keyboard navigable?

Yes.

Can Elements be used with a screen reader?

Mostly.

There are a few issues encountered when using a screen reader with Elements. Although these do not prevent usage of Elements, they do cause some unnecessary barriers.

Those using a screen reader with a keyboard should set 'My Actions' to list view, whilst those using a cursor should view 'My Actions' as a slider.

Can Elements be used on tablet or mobile devices?

Yes, but we advise using a computer for the best experience.

 

Support

Is there any help available from my school/department?

Departmental procedure for adding records to Elements varies. Check the process for your department below, and contact your Research & Enterprise Co-ordinator for further information.

Business: Researchers should add their own publications. Assistance is offered to new staff in adding their publication history (contact Joy Blake).

English: Researchers should add their own publications. Assistance is offered to new staff on request (contact Laura Vellacott).

ESW: Researchers should email eswresearch@sussex.ac.uk with details of their publication, and it will be added to Elements on their behalf.  Contact: Deeptima Massey

Global Studies: Researchers should add their own publications. Details of newly-accepted articles (only) may be forwarded for deposit on researcher's behalf, if preferred. On request, assistance is offered to new staff in adding their publication history. Email globalsro@sussex.ac.uk.

HAHP: Researchers should add their own publications. Assistance is offered to new staff in adding their publication history.

Engineering/Informatics: Researchers should add their own publications.

LifeSci: Researchers should add their own publications.

LPS: Researchers should add their own publications.

MFM: Researchers should add their own publications.

MPS: For recently accepted publications, researchers should follow the process explained here. Researchers should add earlier publications themselves. Assistance may be offered to new staff in adding their publication history. Email mpsresearchsupport@sussex.ac.uk.

Psychology:  Research faculty can email PsychologySROupload@sussex.ac.uk with details of their publication, and it will be added to Elements on their behalf. Students and other faculty should add their own publications.

BSMS: If you are a researcher at BSMS your Divisional Assistant may be able to upload your publications on your behalf.

How do I contact you?

Details of how to contact us can be found on our Contacts page.