Research information system Tuhat: Add and edit content

Log in

To add and edit content, please go to http://tuhat.helsinki.fi

  • Help texts in the submission forms, click the icon to keep the texts visible.
  • Help and Support is after login in the right bottom corner

Public research portal is available at http://www.helsinki.fi/tuhat

New portal: https://researchportal.helsinki.fi/

From mid November 2018 onwards, HR contract or doctoral student status is required to use this system. University user name and email are also required. Person information will be automatically synchronized  from

  • HR system (research and teaching and administrative personnel, professor agreements, docent agreements, visiting scholars). 
  • student registry (doctoral students)

For more information on

 

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Contact information

Language settings: Finnish, Swedish and English

In Tuhat-system, content can be submitted in Finnish, Swedish and English. Portal shows content as it is submitted in Finnish, Swedish and/or English. 

After log in, click your user name in top black bar, to set your language preferences.

Research portal

New research portal

Portal profile at https://researchportal.helsinki.fi is created automatically to current persons and organisations with related research output, research infrastructure, datasets, activities, prizes, press/media submitted to the research information system.

Persons' profile pages

Please see instructions below on how to edit personal profile for research portal.

This has changed in the overview page

  • Direct link to person profile is readable and supports all alphabets
  • Name can be modified in Name variants, select Known as name. 
  • Postnominal title can be added after your name. Add other titles below your name.
  • Affiliations are shown below name, but person can select which affiliations are visible in this overview page. Please note that affiliations are going to be heavily updated on Nov 12, 2018 to include all contracts and doctoral students. Wait until then to make these changes. 
  • Street map is automatically created from contact information.
  • Bar chart shows time period and volume of publications and projects.
  • Links section is located under portrait as icons. CV and link to Scopus profile are shown as text links. CV link can be created using Curriculum Vitae tool
  • Education and professional qualifications can be added.
  • World map shows collaboration during past five years. This information is country of external organisation on publication or project. Quickest fix is to update collaboration to projects.
  • Summaries of related content have been added. Content can be highlighted to your overview page (selected publications and projects).
  • Publication list has PlumX and Altmetrics icons. 

These are no longer available in the profile pages: 

  • CV as uploaded file -> a link can be created
  • Research related picture -> a link can be created
  • Further information on affiliation -> text can be added to Description research and teaching.

Links from old to new

We are working on this to create links from old portal to the new one. 

Research Assessment 2018

Current information from the assessment office is available in this Yammer group: Research Assessment, latest information regarding schedule and data in this post

It is recommended that you update your Tuhat information from years 2012-2017; your personal profile, projects and their fundingpublications, activities and press/media

Tuhat Impact data is not used. 

 

Annual reporting on research

Annual reporting requirements and performance indicators are explained at the University of Helsinki Intranet.

See video below, or read these instructions on how to add  publicationsvisitsORCID, personal fields of science, for annual reporting.

Reported data will be available in these services.

Edit Personal Profile in Tuhat

Edit your personal information for CV, research portal and reporting

A person can add publications and other related content, modify personal information and have own page in the research portal. 

To edit personal profile

Click Edit profile to open person template:

Page you see after login

Login and click Edit profile (pic 1). This opens personal information form (pic 2) - to save changes, please press "Save".  Read more information here:

 

These fields can not be edited: 

  • personnel and student identifiers
  • Affiliated organisations, period and job title (job description field can be modified).

Personal identification

Name variants

Official name of the person is synchronized from HR system. If you would like to use other name in Tuhat, do this:

  • Click "Add name variant..."
  • Select type
    • Default publishing name = system uses this name in all content related to person, e.g. research output, activities, projects. 
    • Former name = Any former name you have been known by, not visible in the portal
    • Known as name = Name in new portal
  • Add First name and Last name, clik Apply

 

Titles

In the new portal titles are shown right below your name. Please add titles as you best see.  Please add your education to Education/ Qualification section. 

Your university title will be visible with your affiliation information. 

Title classification is:

  • Postnominal title. This is shown in the portal after your name. 
  • Title. General title type, most commonly used. 
  • Designation
  • Honorary title

(Previously this section had synchronized information on Education and career phase. This synchronized information has now been removed, but any data submitted by yourself still remains. Education should be moved to new section Education /Qualification).

 

ID

  • Here you can automatically see your University HR number  and student number if applicable.
  • To add Web of Science Researcher ID and Scopus Author ID, click Add ID.

 

ORCID

  • ORCID is a persistent identifier. Read more at https://orcid.orgresearcheridentifier.fi/ or watch these videos.
  • The University of Helsinki encourages researchers to register for an ORCID and to use it in all web presence, including grant and manuscript submissions, blogs, homepages etc. 
  • ORCID is also a research portal that can collect your scientific activities from various sources.
  • A) To authorise your data to be weekly exported from Tuhat to ORCID, please follow this procedure to connect your Tuhat and ORCID profiles. Please note that you need to do this procedure yourself due to data protection regulations. Also read here, how ORCID will then support the visibility of you and your work:
    • Click Create or connect your ORCID.
      Follow instructions on the screen. See example in this video
    • Form takes you to ORCID.org where you can create a new ORCID ID or link a previously added Tuhat ORCID ID.
    • While doing this, you automatically allow UH to synchronize your data to ORCID.
    • You are now back at your Tuhat profile page, do remember to press Save!
      • After pressing Save button, you can open your profile and verify that the ORCID number is there. It will be also visible on your portal page.
    • Following content will exported from Tuhat to ORCID:
      • Institutional organizational affiliation
      • Other personal identifiers (e.g. Scopus author ID, Researcher ID)
      • Your Pure portal URL
      • Your research outputs, where:
        • the publication state is either 'E-pub ahead of print' or 'Published'
        • the visibility of the record is 'Public - No restriction'
        • the workflow status is at least 'Approved'
  • B) If you don't want to export your Tuhat content to ORCID but want to inform University of Helsinki of your ORCID ID and show it in the portal, please do the following: 
    • Create ORCID-ID directly at orcid.org.
    • Copy paste this ID to your email and send it to Tuhat-info for submission. This submission does not activate the content export.

 

Portrait or CV file (CV only visible in the old portal)

Portrait will be shown in both new and old portal, but Curriculum Vitae added here as file and research related photo are only visible in the old portal (example). 

  • Click Add document. Select document type and upload file. Available document types are
    • Portrait
    • Research related photo
    • Curriculum Vitae 

To publish CV in both new and old portal (example), please do the following: 

Links

Add links to your other homepages. 

Links are shown in the new portal as icons below your portrait. Use link type to use specific icons for Facebook, Twitter and LinkedIn.

 

Curriculum vitae and description of research and teaching

There are three different texts that can be published in the portal. Select correct title: 

  • Description of research and teaching
  • Education information
  • Curriculum Vitae

Texts should be short and tight to maintain webpage readability. 

 

Organisational affiliations at the University of Helsinki

Affiliation information is mainly synchronized from other University systems, these are marked with . If this information is incorrect, please contact your personnel office or student registry.

Tuhat customer service handles affiliations that are marked with . If this information needs correcting, please contact tuhat-info@helsinki.fi.

(In the picture above, all affiliations are manually added and therefore only show icon. )

 

External affiliations

  • Add external organisation: search catalog or add a new external organisation (please only use organisation top level information, e.g. University of NN, don't use sub units)
  • Add title, start date and end date

 

Keywords -> FIELDS OF SCIENCE

Fields of Science are reported to the Ministry of Education and Culture. Reported information is available at this national reporting service and in the State of scientific research in Finland

  • Add new field, select as accurate field as possible (use 3 or 4 numbered codes; if there is a code with 4 numbers, please use it)
  • Add free keywords to provide more specific information

 

Education /qualification

Education together with professional and other qualifications are added here.

This form also shows the Principal investigator information (orgnisation, period) if applicable. (in the picture, this person lacks information on Principal Investigator organisation and period, and therefore has no PI position)

Visibility

Visibility opens or closes person profile in the research portal. By default all profiles have Public visibility. Researcher may change this. Also only active persons are shown in the new portal.

  • Public - No restriction = Person profile is open to Internet if person also has active affiliation.
  • UH network = Currently not applicable. This option was used in previous portal.
  • Backend - Restricted to Pure users = Not visibile 

 

Portal profile (new portal)

Portal profile (subsheet) allows modification of organisations and related content for portal overview page.

Show affiliations: 

  • Select which affiliations are shown in your portal overview page.. 

Show metrics

  • (not applicable at UH)

Highlighted content 

  • Select which publications, activities, projects (related content) are shown on your portal page (highlighted content)

 

 


Save!

Always save your editing.


Reporting for Ministry of Education and Culture and the University:

  • Fields of Science: Ministry of Education collects Fields of Science information on all research and teaching staff -> Edit profile -> Fields of Science
  • ORCID ID: is open researcher identifier and it enables linking research information across platforms. University of Helsinki follows ORCID-ID's to monitor open science ->  Edit profile -> ORCID ID.

Add Projects and link to Awards

Projects describe your ongoing research. The module "Projects" can be used to present long or short term projects, projects can have hierarchy and be related to each other. Other content types;  e.g. funding (awards module), publications, datasets, research infrastructure, can be linked to projects.

Projects are submitted manually. Funding (awards) data is synchronized every night from the financial system (more details below).

Projects are submitted manually.

  • Click green button , select Project -> Research project
  • To modify existing project, open the project and then switch to editing layout by clicking the pen icon in the top left corner
    .
  • Add name and write description, add/remove dates, persons and other information.
  • Link to funding data. Select the money bag icon and search for financial information (wbs)
  • Create relations to other content.
  • Keywords. First select Field of Science and then add free keywords. Please see instructions here.

  • Save!

Awards (grants, research funding)

Research funding data is in the Awards (funding wbs) module.

Data is synchronized every night from UH financial system and its visibility is set to Confidential (only visible to researchers linked to this award and Pure Administrators). You may change this visibility to public.

Project can be linked to one or more fundings. Also funding in other organisations can be linked (first create this funding in the Awards module, then link it to project).

Portal visibility

You can set the portal visibility of your and your co-workers projects and awards. All persons who are linked to a project and its awards have this access. To show awards in the portal, both the project and award need to be visible.

Visibility is set at the bottom of project and award content forms.

Add publication (research output)

First some general information:

  • National publication reporting definitions are available here.
  • All publications can be added to Tuhat as "Research output", all types of publications with any affiliation are welcome. Only publications created at the University of Helsinki are linked to University's internal organisations, other publications get external affiliations.
  • A new publication classification was implemented to Tuhat in October 2017 , please read more here.
  • Publications are self-archived into University’s publication archive to ensure long-term access. Submission instructions are below.  
    • More information on self-archiving is available here.
    • University's Principles of Open Publishing are available here.

To create a publication to Tuhat, please create a template (form) for your publication. Templates are type-specific, please see article template here.
  • Click the green button, top right corner. 
  • A pop-up window opens. Click Research Output in the left panel
  • Select method to create a template for your publication:
    • Create from template is for manual submission ->  Select research output type -> A template opens.
    • Import from online source -> Select import source -> Search and select research output -> Import -> A template opens
    • Import from file -> Select import source -> search and select publication ->  import -> A template opens

You have now created a research output template and should add meta data. Please go through the form and provide as much information as possible.

Please pay special attention to these sections in the template:

Publication type.

During template creation (above) you have selected general publication type. To further define the Ministry of Education publication type, please select "Scientific", "Professional" or "General" and then "Peer-reviewed" or "Not peer-reviewed". Latter option is only available for Scientific Publications. System will then select correct Ministry of Education type. See the full publication type mapping here

 

Authors and affiliations

Add external organisations and authors with country information. This data is used for international and private company collaboration classifications for the Ministry of Education reporting.

Open Access and other electronic versions; files and links. By art designer at PLoS, modified by Wikipedia users Nina, Beao, and JakobVoss (http://www.plos.org/) [CC0], via Wikimedia Commons

Open Access is reported as parallel publishing and as links that are openly available. Publication should be available openly without login or other dedicated access. 

Click Add electronic version (self-archive file, add DOI or other link)...

Choose type. Electronic version can be file, DOI or other link (preferably permanent link). 

  • Select Upload an electronic version  to create a self-archived publication into University's Open Repository HELDA. Depending on the archive policy of the journal, you have different rights to create a self-archived version of the publication. This archive policy is visibile in the publication template as RoMEO color (see picture above, text with yellow backround)) as soon as the journal from Tuhat database has been linked to your publication. If RoMEO -information is missing, please check your publishing contract. As soon as your publication has been approved by librarian, and the embargo date has passed, the file is transferred to HELDA. Read more on self-archiving here. 
  • Additionally Add DOI of an electronic version.  DOI = Digital object identifier. DOI helps in linking you and your research output with other services, e.g. Orcid.org and Plu.mx. Portal uses DOI to show Plum Print of your publication, example
  • And/or further Add link to an electronic version. Add permanent identifiers (URN, handle) or other links here. Please note that in national reporting only permanent links are accepted.

A form opens to submit electronic versions. Please add this information to all above-mentioned electronic versions (file, DOI, link):

  • Document version
  • Access to electronic versions (Open, Embargoed)
  • License (read more info on licensing here). 

Keywords -> FIELDS OF SCIENCE.
se as specific fields as possible. Ministry of Education and Academy of Finland use field of science for university comparisons.

Visibility

This sets Where the content can be seen. 

  • Public - No restriction, e.g. website/portal
  • UH Network, from allowed IP-addresses
  • Backend - Restricted to Pure users,only visible when logged in to PURE.
  • Confidential - Restricted to associated users and editors, only visible for persons associated with the content and also administrators. N.B.! Publications marked as confidential are not included in reporting.

Bottom bar

Check "Status" at the bottom of the template. "For approval" indicates that this publication is ready for validation process (library). To keep this publication at your personal use, please select “Entry in progress”.

Save!

Add activities

General information

Other scientific output and interaction with the society are submitted as activities. Press/Media information is submitted to Press/Media module. It is recommended to keep activities updated regularly.

Activities classification in Tuhat

As societal impact it is recommended to use classifications marked with an asterix*. 

  • Publication peer-review and editorial work
    • Editor of research journal
    • Editor of research anthology/collection/conference proceedings
    • Peer review of manuscripts
    • Editor of communication journal*
    • Editor of series
    • Editor of special theme
  • Participating in or organising an event
    • Organisation and participation in conferences, workshops, courses, seminars
    • Public Talks (will be moved to Talk or prentation)
  • Talk or presentation
    • Invited talk*
    • Oral presentation
  • Consultancy
    • Consultancy
  • Membership
    • Assessment of candidates for academic posts
    • Membership or other role in review committee*
    • Membership or other role in research network
    • Membership or other role in national/international committee, council, board*
    • Membership or other role in public Finnish or international organization*
    • Membership or other role of body in private company/organisation*
    • Other tasks of an expert in private sector*
  • Visiting an external institution
  • Hosting a visitor
  • Examination
    • Supervisor or co-supervisor of doctoral thesis
    • Supervision of other thesis (Master's, Licentiate)
    • Member of doctoral thesis committee / follow-up group
    • Pre-examiner of doctoral thesis
    • Opponent of doctoral dissertation
    • Director of doctoral programme
    • Assistant director of or other significant role in doctoral programme
    • Post doctoral mentor
  • Other
    • Other
    • External teaching and subject coordination
       

Visiting an external institution and hosting a visitor

Visits only include research or teaching visits to/from foreign universities, universities and research organizations (including companies)). For example, participation in a conference is not counted as a visit. 

Information is collected per visit. One person can have multiple visits per calendar year. The visit is marked for the calendar year in which it has begun. The travel dates are counted on the work day.

To add "Visiting an external institution"

  • Click the green button, top right corner. A pop-up window opens
  • Select Activities –> visiting an external institution –> Academic visit
  • A template opens

  • Visiting other institution information
    • Add visited organisation and its country: Create new organisation (preferred) or use the Search (this data is not curated). Only use the top level name (e.g. University of Oxford), no subunits.
    • Add duration: start and end data. Use Period of Time -field (see the red box in the template picture).  Visits 5 days or longer and by research or teaching staff are included in the Ministry of Education and Culture annual statistics. The  length is calculated using both Visit start date and End date.
  • Add other data
  • Save!
     

To add "Hosting a visitor"

  • Click the green button, top right corner. A pop-up window opens
  • Select Activities –> Hosting a visitor –> Academic visit
  • A template opens
    • Hosting a visitor information
      • Add visitor: both visitor name, visitor's home organisation and country are added. Create new person and organisation (preferred) or use the Search (this data is not curated).
  • Add other data
  • Save!

Add Press/Media

This module captures mentions of you in Press and Media. Mentions can be bundled together as a theme or story ( e.g. all mentions of one scientific article are collected to one theme; this is new feature introduced Dec 2016). Information can be submitted manually or synchronized from NewsFlo using your Scopus Author ID (add Scopus Author ID to your personal information).

To add Press/Media manually:

  • Click the green button
  • Select Press/Media
  • Add Title, Description
  • In Details of Media Contribution and Media Coverage you can add one or more mentions of same theme/story. Here you also provide dates and link your colleagues. 
  • Add relations to other Tuhat content and fill in the rest of the fields. 
  • Save!

Add impact

Impact definition is available in the Academy of Finland guidelines concerning impact beyond academia (April 2017).

Impact is a new module in Tuhat and it currently only used by the University in the reporting of three-year research grants. Data from Impact module is not used in 2018 Research Assessment.

Research impact is described using narrative text and classifications. Impact is then linked to publications, projects, datasets, research infrastructures etc. 

To add impact:

  • Click the green button
  • Select impact
  • Add impact information.
  • Add relations to  publications, projects, datasets, research infrastructures etc.
  • Save!

Create CV with Tuhat data

You can create many CV documents. 

  • Click green button , select Curriculum Vitae -> Select CV type:
    • Public CV is published in your portal overview page. You can set your CV to be automatically updated with  new data (dynamic CV). CV can also be static, unchanged.
    • Private CV is for your own use. Also this CV can be dynamic or static
    • Highlighted CV picks data to your portal overview page: With this CV type you can select which publications, projects and activities are shown in your personal overview page. By default the system shows last submitted data.
    • EuroPASS CV enables your data to be transferred from Tuhat to EuroPASS where you can modify the CV.

Apply for Principal Investigator Status

A principal investigator at the University of Helsinki is typically a person who:

  • Steers and leads research independently
  • Has completed an applicable doctoral degree and is qualified as an independent researcher
  • Has access to the necessary resources (facilities, funding, equipment) for independent research
  • Supervises doctoral students and/or mentors post-doctoral researchers as well as (in applicable research fields) leads a research group, and
  • Is placed on the third or fourth level in the hierarchy of research positions.

Principal investigator application

To apply for Principal Investigator status, please do the following:

  • Click "Edit profile".
  • Go to tab "Principal Investigator".
    • Tick box that says "I would like to submit....". Select organisation.
    • Write application.
  • Click Save.

This application is then evaluated according to your Faculty policy and the decision is submitted to Tuhat. This process is managed by research administration advisors, see link below.

The decision can be viewed in your person profile,

  • Click "Edit profile".
  • Scroll down the form and view "Qualifications".

Add Research Group/Community

Research groups and other research communities can be created to Tuhat as organisations this form (what is the start date of the organisation, who is Principal Investigator, who will keep updating Person information, parent organisation, contact information, research group members' names and email addresses etc). Please note that leader of this organisation should have Principal Investigators status at the University of Helsinki. Very soon after you have filled in the form, Tuhat-info will then start processing your group information and is likely to have questions regarding start date and how your group members' data publications, activities and projects should be linked this group. The linking is limited to persons' affiliation start date.

Benefits for research groups and other researcher communities are in statistics and visibility.  As soon as this new organisation is created to Tuhat and persons are also linked to it,  any new data added to afiiliated persons to Tuhat will also be linked to this organisation. Reports can then be created of organisation's activities using Tuhat reporting tool. Organisation will automatically get Tuhat portal pages, but also separate Drupal web pages where publications can be linked from Tuhat portal can be created, more information here.

Once the group is created in Tuhat, Principal Investigator and Person Editor can

  • Modify organisation information
  • Add end date to outgoing group members, and
  • Create reports on research group's data.

and they should do the following:

  • Check data linked to organisation. If incorrect data has been linked, it can be removed by Tuhat-info. Future data (e.g. publications, projects and activities) are automatically linked to research group.
  • Modify group information. See more information below.
  • Publish the group in Tuhat portal. By default, during the group creation process, visibility of the group’s Tuhat pages is set to “Backend – Restricted to Pure Users”. When the group page is ready for publication, set the visibility to “Public – No restriction”.

Person Editor should continue updating incoming and outgoing group members.

  • If incoming person, person editor sends email to tuhat-info@helsinki.fi with the following information:
    • Group name and link to group’s Tuhat portal page
    • New persons email and start date. 
  • If outgoing person, person editor adds end date to person’s affiliation in this group.  

Modify organisation

Research groups and other research community organisations are created in Tuhat, see instructions above. Othewise the organisation hierarchy is the same as in University's organisation registry.

Organisation editors can modify following information in Tuhat. Log in to Tuhat -> Go to Master data -> Organisations -> Open organisation template.

  • Name versions. Organisation web name is shown in the portal overview page. Mostly Tuhat uses the organisation registry data.
  • Organisation profile.
  • IDs. If your organisation has PlumX profile, add your organisation's PlumX abbreviation to "Organisation ID". This will add Plum Print widget to organisation's portal page. Example.
  • Photo is published in the portal.
  • Physical Address.
  • Electronic Address. Regarding web addresses, please fill in all language versions so that links are available in Tuhat portal's EN, SV and EN versions.

To get organisation editor privileges, please contact tuhat-info@helsinki.fi.