IRIS User FAQs
Please view the HERDC FAQs, for HERDC specific questions.
What are the IRIS RMENet compatible browsers?
Internet Explorer and Mozila Firefox.
Please note that the Safari browser(Mac OS) is currently not compatible to run the IRIS RMENet web application.
How do I get a login and password?
Please contact IRIS Help to acquire a Login.You can report the issue via MQ's new helpdesk system OneHelp or phone ext 4455 (02 9850 4455).
Password Access to IRIS is provided by IT Services.
Now I have my login and password, how do I login?
To login, please go to the IRIS website and click on the 'LOG ON & ACCESS IRIS' button. Type in your Username and password. No spaces allowed in Username or Password.
Why do I keep getting an error message every time I try to login?
If you receive this message, your IRIS User Profile may not be fully configured. All you need to do is contact IRIS Help, tell us about the error message, and provide your Name, User Name [this is your ID] and your Department. Contact IRIS Help by sending an email to IRISHelp@mq.edu.au or phone ext 4455 (02 9850 4455).
Why doesn't my password work?
If you are a staff member using a staff number to access IRIS, all account administration is completed on the MyMQ Staff Portal accessible by the following web address: https://staff.mq.edu.au/
On this page there is a link titled "Forgot your password?" under the section titled "Login Assistance" where you can attempt to retrieve your password.
If you are unsure of your current password and have not set up your "Secret Questions and Answers" or are unable to answer the questions correctly, you will need to contact the IT Help Desk and supply your full name and staff number so that IT can reset the password.
You can contact ITS on (02) 9850 HELP (ext 4357) or Freecall 1800 063 191. You can also fill in an IT Services Request Form or email ITHelp@mq.edu.au
If you are a student member using a student number to access IRIS, all account administration is completed on the MyMQ Student Portal accessible by the following web address: https://my.mq.edu.au/
On this page there is a link titled "Forgot your password?" under the section titled "Login Assistance" where you can attempt to retrieve your password by correctly answering the "Secret Questions and Answers".
If you have not set this up, you can log in and on the "Student Communications" tab, there is a section titled "Account Administration" where you are able to set up your "Secret Questions and Answers" and change the current password.
If you are unsure of your current password and have not set up your "Secret Questions and Answers" or are unable to answer the questions correctly, you will need to contact the IT Help Desk and supply your full name, student number, date of birth and either the barcode from your student card or address so that IT can reset your password.
How can I obtain admin access to my faculty or department?
To be able to view and validate your faculty/department entries your faculty/department dean/head will have to authorise your access. Please fill in this form and fax it to the Research Office on +61 2 9850 4465 in order for you to be granted the Admin access for your faculty/department. Please notify IRIS Help on +61 2 9850 4455 when you have faxed the form in order to grant access.
I'm getting "Authentication failure" error when I try to login
If you are getting the "Authentication Failure" message when you try to log into IRIS, please try the following:
- Tools --> Clear Recent History...
- Expand on "Details", select "Cookies", "Cache", "Active Logins":
- Click on "Clear Now"
- Close and re-open the IRIS tab(s) that is open (if any)
- Tools --> Delete Browsing History...
- Click on "Delete all..." and "Yes" in the resulting prompt
- Close all instances of Internet Explorer, reload the page
- Retry the above steps if it is still not working
How to run publications report?
What if the byline shows Macquarie and another university?
Each university may claim the full value of the authors at their institution. For example, if the byline states that Mr X is affiliated with Macquarie and UNSW, both Macquarie and UNSW can claim this author at 100%. An affiliation is only split at less than 100% if the author shared research between different departments at Macquarie. Use the appointment details box on the author screen to indicate the proportion of the appointment.
What about authors who were only visiting Macquarie temporarily?
If the author undertook research leading to the publication while at Macquarie, but the byline lists another institution and not Macquarie, Macquarie can still claim the publication if the author signs a statement certifying that he/she undertook the research leading to the publication while a visitor at Macquarie. You will need evidence, such as an entry in an annual report, to show that the visitor was in the department.
If a publication shows another university or organisation as the author's affiliation, but the research was carried out at Macquarie, can we still claim the author's contribution?
If the publication affiliates the author with another institution, but you know the research was done at Macquarie, then we need a statement signed by the author stating that the research leading to the publication was carried out at Macquarie. You can use this proforma. Advice by fax or email is acceptable.
What about adding authors external to Macquarie?
You will be able to do this, completing as many of the data fields as possible. You may find that the external author is already entered.
What if I want to enter my book chapter, but the book isn't there?
If your book is not in the list, it may be worth trying a more careful search - e.g. by ISBN. If none of your searches manage to find the correct book then it will need to be added to the IRIS database.
Please contact your faculty administrator or IRIS help to add the book for you.
You will need to provide:
Title, Total number of Chapters in book, ISBN, Editor(s), Publisher, Place Published, Year of publication
Once the book has been added to the database, you (and any other chapter authors) will be able to add the chapters of that book.
What if my journal isn't there?
If your journal is not in the list, it may be worth trying a more careful search - e.g. by ISSN. If none of your searches manage to find the correct journal then it will need to be added to the IRIS database.
Your Faculty Administrator will be able to add the journal for you.
In the meantime, the IRIS Help Desk staff will be able to add the journal for you. The most effective way to make this happen is to send an email to IRISHelp@mq.edu.au with the following details about the journal:
Journal name, ISSN, Publisher, Place Published
Once the journal has been added to the database, you (and any other article authors) will be able to add articles from that journal.
How come the system does not recognise re-ordering of authors when I click on the arrows?
This is an issue with the software that we have reported to the software supplier for correction.
The fastest work-around is to delete the authors (including you) and then add them back in the correct order.
Why can't I upload documents as evidence for my publications?
The Upload Document link relates to the planned development of a feature to create a dynamic link between a publication record and a digital repository, and should not be used.
If you select this link, you will see a page displaying the following message: "Arrow interface service not present - upload not available"
Currently, the New Document link will only enable you to record a static piece of information about the name and location of the document. It does not load the actual document and replace any requirement to provide a printed evidence of your publication for auditing.
My publication is marked as data entry complete, but why have I still not received a confirmation email?
Due to the way that the email program works, confirmation emails can take an hour or more to arrive in your inbox.
If you've been waiting longer than two hours, please check your SPAM FOLDER first. If your email is there, please click the checkbox and then click WHITELIST so it will be sent to your normal GroupWise email inbox.
If the email is not in the SPAM folder, please either phone the IRIS Help Desk on x4455 or send an email to IRISHelp@mq.edu.au, so that we can investigate and correct the problem as quickly as possible.
Why can't I edit one of my records?
You can edit publications which have not yet been audited.
Login to IRIS and click the link 'Show Publications I have entered'.
If a publication appears under the headings 'Data Entry in Progress' or 'Submitted for Verification', you can click the publication Title to view more information. In the top right corner of the next screen, you will see the Entry Status is either 'Complete' [meaning you cannot edit at this point], or 'In Progress'.
To allow editing of your publication [before it is audited and marked Complete] you can click the link 'Edit Publication Details' in the left menu, under the heading 'Actions'.
If the Entry Status is 'Complete', you will see a different link under the Actions menu called 'Mark Data Entry Incomplete'. Click this link to proceed.
Can I add publications for previous years?
Yes, publications for previous years can be added to IRIS. There is currently no requirement or plan to audit such records and therefore verification materials do not need to be provided.
Please note ERA may require that you will be asked to provide verification materials at a later date.
After logging into IRIS please take the following steps:
- Select the appropriate category from the 2007 or 2006 collection year list.
- When you are entering the details of publication, you will need to change the Publication Year from the default of 2007 or 2006 to the correct year.
Can my additional publications from previous years be loaded as a batch?
The Research Office is unable to use a batch import to load records into IRIS at the moment. You can contact your Publications Administrator who can help you entering these into the IRIS system.
Why can't I give you my publications via spreadsheet or electronically?
The publications need to be entered into IRIS via the web pages in order to trigger the verification process, send the confirmation email, and ensure that these records are audited correctly.