Reporting Officers

Tasks of the VBN reporting officers

As the department's reporting officer, you are the link between the individual researcher and the VBN Editorial Office, where the data is finally approved and validated.

In the list below you can see the tasks and responsibilities of the VBN reporting officer. Please notice that there may be certain adjustments from time to time.

Publications

The main task of the reporting officer is working with the researchers' publications. Once a researcher has reported a publication, you must go through the record and check that all relevant information has been stated. VBN serves as the university's full text archive. Therefore, it is important to add a full text file to the record if possible. It is your responsibility either to communicate this to the researcher or to upload the file yourself.

The reporting officer vouches for the correctness of the information. If information is missing, or a link is not working, you must contact the researcher to get the missing information for the record. This process is highly important in order to secure the workflow and the correctness of the publication records entered into the system.

Furthermore, you must keep abreast of the situation in order to avoid any accumulation of unfinished publications from either researchers or the VBN Editorial Office.

Organisations

Reporting officers clear up the department affiliations of the AAU employees. You must see to that the organisation entered in VBN and your organisation is identical. Thus, if you close down old departments and sections, or set up new ones, your organisational profile must be updated accordingly.

Projects

When researchers report their projects in VBN, you must see to that the projects are updated annually (20 February). It is also your responsibility to check whether or not the project descriptions are correct and to see to that there is and end date on completed projects.

Press Clippings

Most press cuttings enter VBN automatically. Your task in relation to press cuttings is to register those press cuttings that do NOT enter the system automatically AND which the researchers hand over to you for registration.

New Employees

As reporting officer it is your task to see to that new employees are attached to the right department or section.

Communication Tasks

Apart from the above mentioned tasks pertaining to the researchers' publications, reporting officers also have a number of important communication tasks. You must communicate information from the VBN Editorial Office to the staff at the department - including information regarding reporting deadlines, new functionalities and political announcements.

Furthermore, you must train department staff in how to register their publications (the editors at VBN will be glad to be of assistance) and tell new employees about VBN and whatever is demanded of the individual researcher by the department. You act as "primary support" - i.e. the researchers come to you in matters pertaining to VBN. If you are unable to answer their queries/questions, please forward it to the VBN Editorial Office.

It is also the task of the reporting officer to answer queries/questions from other VBN users who may inquire about a specific publication from your department.

Finally, you must be of assistance whenever the management or someone else inquires about data extracts from VBN.

If you have any questions or queries, please contact one of the VBN editors.