FAQs

IRIS General FAQs

What is an Institutional Research Information System (IRIS)?

IRIS (Institutional Research Information System) is a research software system that allows researchers to maintain an up-to-date research profile that showcases their publications and other research outputs, successful grants, honours and awards, research interests, education and work history, teaching involvement, patents, committee membership, consultancy activities and journal activities.

 

What are the benefits of having an IRIS profile?

There a wide array of benefits of IRIS, including:

  • It is an excellent way to provide the wider community with an insight into your research on your school/department page
  • A list of updated publications allows for other researchers to cite you more easily
  • It allows accurate measuring and analysis of research output activity to support effective strategic planning
  • It integrates seamlessly with Cork Open Research Archive (CORA), UCC’s institutional open-access repository
  • It is automatically updated from HR, Student Registration and Finance
  • There are multiple options for downloading information for your own use

 

Do I have to have a profile?

If you are an academic, then yes! IRIS is mandatory for all UCC academics to ensure their research activities are displayed to the public and to comply with UCC reporting requirements for national and international ranking exercises. If you are postdoctoral researcher or research assistant then an IRIS account is not mandatory, but you can chose to have one. It is up to the ‘owner’ of your departmental/school website whether your profile will be displayed publicly on it. Research students do not have IRIS profiles.

 

How do I first login to IRIS?

Navigate to the following URL: https://iris.ucc.ie

  1. Click on the 'Forgot' link
  2. Enter your UCC email address in the page that opens. This will send you a password to set up your account.

 

Forgot your IRIS password? Can’t login?

Navigate to the following URL: https://iris.ucc.ie

  1. Click on the 'Forgot' link
  2. Enter your UCC email address in the page that opens. This will send you a password to set up your account.

If you are having other login issues, please contact iris@ucc.ie.

 

Does the system work from home?

Yes, as IRIS is fully accessible off campus and worldwide and does not need to be installed to use.

 

How do I edit my profile?

When you first login to the IRIS system you will be brought to the homepage. Click on the ‘Profile’ tab in navigation bar to begin editing. Certain information that comes directly from HR will already be in your profile and can only be changed by contacting HR on hrqueries@ucc.ie.

You can select the section of your profile to edit using the navigation bar on the left-hand side of the page.

When you add professional activities or publications to your profile, they will be automatically set to hide (in case there is data, such as grant data, that you need on your profile for UCC reporting purposes but would prefer not to show to the public). To show your added publications or professional activities, go to ‘Tools’ on the navigation bar, select the publications/professional tabs and select ‘Show’ next to individual entries or ‘Show All’ next to a category of entries to display these on your public profile.

Importantly, you need to click ‘Publish’ on this page and then ‘Publish my Profile to Web’ before these will appear on your public profile. Alternatively, you can click ‘Save’ and publish your profile at a later time point.

 

How do I add a profile picture to my IRIS account?

Go to the ‘Profile’ tab on the navigation bar and select ‘General Overview’ from the menu on the left-hand side of the screen. Click ‘Choose file’ under ‘Profile Picture’. You can select to add a JPG or GIF (under 500k) from your computer. Click ‘Save’ and your picture should be added. You need to republish your profile before this will be visible to the public.

 

How do I add publications?

Publications can be added by clicking on ‘Outputs’ and then ‘Add Publications’.  You can select to search online sources for your publications, import them as a BibTex/EndNote file, or add manually.

 

How do I add a journal title?

Navigate to ‘Outputs’ on the toolbar and click ‘Add Publications’. If when you click on the journal look-up button and type in the start of a journal title, your journal is not displayed in the listing, please email the journal title and ISSN to iris@ucc.ie for inclusion in the Master Listing.

If the journal title contains only one word which is commonly found in other journal titles, search for it with inverted commas around it e.g. "Nature".

 

Can I paste my information from elsewhere?

Yes; however, when copying and pasting text, it is advisable to first paste the text into Notepad or Wordpad as this removes unwanted formatting and will help ensure that our information is presented correctly.

 

Is there an easier way to enter data?

IRIS takes data feeds from many systems internally and externally to the University to make data entry as easy as possible. 

There are some things that you can do to make your data entry a bit easier:

  • You can import your peer reviewed journals and conference publications from Pubmed or Web of Science
  • You can import your publications from other platforms in Endnote, Bibtex or RIS format
  • Add your ORCiD ID to your profile and synchronize your profile to ORCiD (see question below)

 

How do I add my ORCiD ID to my IRIS profile?

Click on the icon to the left of the ‘Log Out’ button on the top right of the screen. Add your ORCiD ID to the ORCiD integration section.

Once you have added your ORCiD ID, you may do a one-off synchronization of ORCiD with IRIS and pull data (eg. Bibliography, education details, employment history and publications) from your ORCiD profile into your IRIS account by clicking ‘Synchronize’. This will pull data from your ORCiD profile which you can select to add to your IRIS account by ticking the box to the right of an item on the ‘Sync ORCiD profile’ screen. You will need to select to show these items and republish your profile before these changes are visible on your public profile. This is not a permanent link/synchronization between ORCiD and IRIS so new publications that appear on your ORCiD profile will not be automatically added to your IRIS account.

 

How do I make my publications/professional activities appear in chronological order?

To put your publications/professional activities/other activities in chronological order, click the ‘Tools’ tab, then on your profile displayed, click on the appropriate tab (e.g. ‘Publications’) and click the refresh button next to the title of the activity/publication. This should arrange your activities/publications chronologically.

 

How do I publish my profile?

When you add professional activities or publications to your profile, they will be automatically set to hide (in case there is data, such as grant data, that you need on your profile for UCC reporting purposes but would prefer not to show to the public).

Before you publish your profile, select to show your added publications or professional activities, by going to ‘Tools’ on the navigation bar, selecting the publications/professional tabs and selecting ‘Show’ next to individual entries or ‘Show All’ next to a category of entries to display these on your public profile.

Importantly, you need to click ‘Publish’ on this page and then ‘Publish my Profile to Web’ before these changes will appear on your public profile.

 

How does IRIS ensure my data is safe?

Your IRIS account is a password protected account and all information will be maintained and archived while you are a member of UCC staff.

 

How do I export my data to Microsoft Word?

Go to the ‘Tools’ tab in the navigation bar and select ‘Manage CVs’. Here you can export your data to Microsoft Word.

 

I have made amendments, but I don’t see them in my published profile?

The most probable cause of this is that you have not selected to show your newly added publications/professional activities or you haven’t republished your profile after adding changes.

When you add professional activities or publications to your profile, they will be automatically set to hide (in case there is data, such as grant data, that you need on your profile for UCC reporting purposes but would prefer not to show to the public).

Before you publish your profile, select to show your added publications or professional activities, by going to ‘Tools’ on the navigation bar, selecting the publications/professional tabs and selecting ‘Show’ next to individual entries or ‘Show All’ next to a category of entries to display these on your public profile.

Importantly, you need to click ‘Publish’ on this page and then ‘Publish my Profile to Web’ before these changes will appear on your public profile.

 

What happens to my IRIS profile after I leave UCC/retire?

When you leave UCC, you will lose access to your IRIS profile and it will no longer be shown on the UCC website. This is so that the display of staff on UCC’s website accurately reflects who is an active member of UCC research. Certain exceptions can be made for staff members who will continue to participate in UCC research but only if they get the permission of their Head of School/Department.

 

My title/qualifications are incorrect. How can I change them?

This data comes directly from HR and IRIS administrators cannot change them. If this data is incorrect, please contact hrqueries@ucc.ie and inform them of the required change.

 

How do I add something to CORA?

Publications can be added to Cork Open Research Archive (CORA) by clicking on the red book icon in the ‘Actions’ column next to your publications under ‘Outputs’ and ‘View Publications’.

 

IRIS Proposal FAQs

I can't log in. What should I do?

Navigate to the following URL: https://iris.ucc.ie

Click on the 'Forgot' link. Enter your UCC email address in the page that opens. This will send you a password to set up your account.

If you are having other login issues, please contact iris@ucc.ie.

 

Can I access IRIS proposals from home?

Yes, as IRIS is a web-based programme, it is fully accessible off campus and worldwide. 

 

Do I have to complete all fields?

Yes. In order to submit your proposal, you are required to fill out the mandatory fields, as well as any other applicable fields.

 

Are there any character limitations in the proposal title field?

IRIS supports UTF8 character encoding which accepts all characters that are typed directly into the field. Characters that are copied and pasted across from other documents e.g. Word/Excel may not be accommodated by UTF8 due to formatting issues.

The dates you enter regarding the duration of your proposed project and your budget information are very important. You must verify dates because it is possible in the MM-DD-YYYY format to enter invalid dates, such as 06-30-0000. Double-check the entries.

 

How do I fill in the 'Number of Years' field for projects of less than 1 year in budget information?

Should the duration of your project be 1 year or less, you are required to enter 1 into the 'Number of Years' field. By doing so, this will allow for your budget table to be populated.

 

Can I copy and paste information from an MS Word document?

Copying and pasting data into IRIS from MS Word may lead to errors unless the information is copied and pasted from a text editor such as "Notepad" which does not have proprietary fonts and/or special characters. This is because text from MS Word documents are often formatted.

 

Do I need to complete the research outputs section of my profile to submit a proposal?

No, it is not currently necessary to complete the research outputs section (publications, awards, patents etc.) of your IRIS profile to submit a proposal; however, it is recommended to keep an up-to-date IRIS profile. This information may be required if an award is made.

 

Are there restrictions on the file names for any attachment?

Yes. Avoid using any special characters (example: %, /, #, -, &, *) in any file name. Do not include spaces in the file name and keep the name of the attachment short.

 

What type of attachments may be added to my proposal?

While using the compatible version of Adobe Reader, any type of file can be attached to your proposal. IRIS Proposals does not restrict types of file attachments.

 

Can I save my proposal before submitting it?

Yes. In order to do so, the first page of the proposal form, with the exception of proposal abstract, must be filled in. After this point your proposal can be saved at any time. Thereafter, to complete the application you have already saved, go to the ‘My Proposals’ section in IRIS and find your saved proposal.

 

I am having trouble submitting my proposal. Do you have any suggestions?

If the system will not let you go to the next page, it is likely the system has found an error in a required field (such as an invalid character, skipped a field etc.). You will not be allowed to continue until these errors have been corrected. If a mandatory field (indicated by an asterisk) is not filled in properly, the system will continually return you to the previous page.

If your computer freezes up and will not let you continue, the problem is most likely with your browser or your computer capacity. You may need to use a different computer.

If you are still having technical problems, please contact iris@ucc.ie.

 

How do I print all of the forms within my submission?

You may print all sections within your proposal, excluding attachments. Once your proposal is visible under ‘My Proposals’, click on the Print button next to the title and it will be printed.

 

How can I check a submitted proposal's status?

You can check the status of your proposal(s) any time after submission by logging into IRIS and clicking on the ‘My Proposals’ link on the left-hand menu.

 

How will I know if my proposal has been approved/rejected?

Once the Approver has received your submission, IRIS Proposals will send an email message to advise you of the progress of your proposal through the system.

You will receive one email. This email will indicate whether your proposal has been approved, rejected or otherwise. 

Email spam guards put in place by your internet service provider may prevent you from receiving email notifications from IRIS Proposals. Check your spam guard settings and or junk email box to make sure that a notification was not blocked or sent to the incorrect folder.

If you do not receive an email confirmation or an approval/rejection email message within two days, please contact research@ucc.ie

 

If I realise that my proposal is incomplete after submitting, can I withdraw and submit a revision?

No. After submission, a proposal cannot be withdrawn and modified for resubmission. However, should your submission be rejected, you will have an opportunity to correct any errors and resubmit.

 

If I cannot access the internet, can a proposal form be posted to me?

No, you must complete an online application through IRIS. You will need a working email address to use this facility as all correspondence regarding your application will be communicated to you by email.

Research and Innovation

Taighde agus Nuálaíocht

Office of Vice President for Research & Innovation 4th Floor Block E, Food Science Building UCC

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