Frequently asked questions

How do I login?

You log in with your personal user ID - B identifier - and password provided by the Regional Computer Center of the UHH (RRZ). Informationen zur Benutzerkennung (only in German)

I can not log in!

Option 1:

If you do not have a direct employment contract with the University of Hamburg, we cannot automatically create your user account. Only current professors and research assistants automatically receive a user account. Unfortunately, scholarship holders and scientists not employed by the UHH are not covered by our source system. If you have a legitimate interest in becoming a user, please contact us (fis"AT"uni-hamburg.de) or apply for a user ID on your own in the UHH application portal: https://ap.uni-hamburg.de/.

Option 2:

You are a professor or research assistant, but you still get an error message. Please check whether you have entered the correct combination of user ID (B ID) and password. You use the B-identifier for many central applications of the UHH, e.g. for STiNE. The B-identifier consists of 3 letters (the first is always a B) and 4 digits.  If you have forgotten your password, you can retrieve it at this link https://bv.uni-hamburg.de/session/new.

Is the RIS connected to the UHH websites or personal websites?

In addition to the FIS-BOX element, which can be used on personal web pages in FIONA to display in a box the publications and projects entered and released in the FIS, there is now also the possibility for organizational units to display publication lists.

Detailed information on how it works and how to integrate it into FIONA web pages can be found on the following web pages:

• FIS-BOX
  The RIS box is a box element that creates a box on person pages reflecting the publications, projects and activities of the person or organization from the RIS.
• FIS-BOX-AUSKLAPPBAR
  The RIS box fold-out is a box element that creates a box on person and standard pages in which the publications, projects and activities of the person or organization are reflected from the RIS.
• FIS-DATEN
  The RIS Data template can list publications, projects and activities of one or more organizational units from the RIS. The prerequisite is, of course, that this information is in the RIS. 

RIS-Box-Project and RDR-Box

The displayed contents of the RIS can only be restricted in the aforementioned RIS boxes integrated in FIONA using B identifiers and organisation IDs. In addition, the contents of the Research Data Repository (RDR) are not displayed in a similar way. There is a ‘manual’ option for projects, for example, to display the RIS content linked to them (publications, activities, etc.) and also the RDR on FIONA websites:

• RIS-Box-Project: appearance and display options correspond to the normal RIS box offered in FIONA.
• RDR-Box: displays a (filtered) list of entries from the RDR.

All necessary information, a link to an example page and a configurator for the necessary scripts can be found on the website RIS-RDR-Box (available in German).

In RIS, there is content from other systems that are leading systems for this data. This includes all data on your person, the organizational affiliation within the university and the information on third-party funded projects.

Changes to this data are only possible in the leading systems themselves. Example: Names, employment status and affiliation with a particular organizational unit are taken from the university's staff administration system. If, for example, your name is spelled incorrectly, you can notify us and we will arrange it with the Human Resources Department.

My name is officially correct - that's how it appears in my passport - but I publish under a different name.

If you publish under a different name, used to be called by a different name and are also known by a different name, you can edit name variants independently in your own profile (-> Edit profile -> Add alias/name variant).

Can I change my title and employee group in RIS?

You can update your title independently. You cannot change your current employment group. This information is supplied automatically from the source system (UHH master data management). If you discover an error, feel free to get in touch using the contact information provided.

There are many more employees in my area - why aren't they all listed?

We can only automatically transfer persons into the RIS that we are provided with in the central source systems of UHH. This applies to all UHH employees. For reasons of clarity, we have not included some groups of persons. These are primarily those who do not directly "do research" - e.g. administrative staff or student assistants. Unfortunately, we also cannot automatically synchronize scholarship holders - they do not appear in the staff master data of our source systems. If you find any discrepancies, feel free to get in touch using the contact information provided.

Why can't I add organizations? For example, in addition to my professorship, I am still active in an overarching center.

Your organization affiliation is synchronized along with your personal data. If changes are necessary, they should be made in the source systems. However, you can assign your content to another organizational unit if you wish. Keep in mind, however, that this may have an impact on your overviews.

In some cases, e.g. for approvals, the organizational affiliation is synchronized from the source system. You cannot change this yourself, but it must be changed in the UHH source system if necessary. Feel free to get in touch with us at the contact information provided if this is the case.

What happens if I change my organizational affiliation within UHH?

Your personal data including the organizational affiliation will be automatically updated when synchronizing with the UHH source system.

This note is displayed if the authors themselves have changed something (e.g. the organizational affiliation) after the publication has already been validated.

The note "For revalidation" is a marker for the RIS team or the responsible editors in the faculty to revalidate the data changed by the authors. The marking therefore requires no further action from the users of the RIS.

Why is my publication list incomplete?

We have taken all publications from the UHH University Bibliography from the year 2009 onwards, as UHH publications were only recorded digitally from this point onwards. To be on the safe side, please search for the title of the publication - maybe the publication was just not mapped correctly.

Do I have to laboriously type in all the publications?

You can automatically and manually add to your publications at any time or correct any errors. You can import your publication from an online data source like ORCID, Web of Science, Scopus etc. or from a literature management file (BibTeX, RIS). GoogleScholar does not allow direct access to the data via an interface. Data from GoogleScholar can only be transferred via export to a BibTex list and import into RIS.

Is it possible to add my publications to the RIS that were published before my contract with UHH or at other institutions?

You can also add publications that were created before your time at UHH. For example, if you are working at another institution at the same time, you can also add your publications to the RIS. In these cases, please note to specify an external affiliation when creating "Authors and Affiliations" to enable a correct mapping/assignment in the RIS (your former institution associated at the time of publication: >> Edit >> Affiliation to External Organization >> Search)."

Can I change the details of my research projects?

The details of your research projects are automatically supplied from the UHH source system (SAP). Your projects are linked to the individual cost centers in the KUS portal (account statements, purchase orders) of UHH. If you discover any discrepancies, please contact us using the contact information provided.

Data processing within the FIS has been reviewed and approved by the UHH data protection officer. A description of procedures is available and can be viewed at the Center for Sustainable Research Data Management by appointment.

Data collected within the FIS will not be used for behavioral or performance monitoring purposes. Person-specific reports will not be implemented. For detailed explanations, please refer to the agreement concluded with the staff councils Dienstvereinbarung.

Public data - such as details of publications - are used for display on web pages, as is also common practice in library catalogs or publication directories, for example.

Where does the data come from?

In your personal profile you will see a compilation of all data/areas you are involved in, e.g. people, projects, publications and the organization. The data comes from different, central source systems of the UHH.

The information on individuals comes from the personnel management system KoPers (until the end of 2018 PAISY) and the identification management system IDMS.

The assignments of persons to organizations and the information on authorizations come from the SAP accounting system.

We have taken the data for publications and activities related to publishing from the UHH university bibliography for you (see PUBLICATIONS). Since the university bibliography was initiated only from the year 2009, some of your older publications may be missing. The publications included have been validated for accuracy by the State and University Library (SUB). You can import missing publications from a literature management program (RIS, BibTeX) and alternatively from online databases (e.g. Scopus, Mendeley, Web of Science).

Who sees my data?

The data is stored at the Regional Computer Center (RRZ) and is subject to UHH's data protection guidelines. The visibility of data in the FIS can be restricted in four levels: "Confidential", "Only with login", "Only on campus" or "Public".

For publications, we have selected "Public" visibility by default. For other data fields (e.g. applications and contracts, grants as well as projects) the visibility is limited to a maximum with the status "Confidential". Only you, persons involved in the content and persons responsible for the content can see the entry.

You can also restrict the visibility of the data within the FIS, for example to persons who have the right to log in to the FIS ("Only with login"). As a rule, these are currently employed research assistants and professors. Restricting visibility to "Only on campus" (IP addresses) is important, for example, for access to licensed documents.

Who is allowed to edit data?

There are special roles that can take over data maintenance restricted to individual organizations as so-called "editors/editors" (for example, librarian editors who take over the maintenance of publications). The people who can see and change your data are displayed in your profile.

If persons with special roles have not logged into the system for six months or longer, the special roles will be blocked. They must then be reactivated by the FIS team on request.

Who can edit my data?

The default setting is that only you or authorised persons (editors/editors) can edit your data. However, this does not apply to data that originates from a connected/synchronized data source. You can recognize these data fields by the recycling symbol These data fields cannot be changed in the FIS, but must be changed directly in the data source if required.

We have imported some details once when setting up the system and they can be edited afterwards. However, it is then no longer possible to transfer further changes from a source system.

Can I authorize someone to maintain my data?

Yes, you can also entrust someone else with data maintenance - but he or she must have access to the FIS. You can specify a "Trusted User" in the settings of your user profile. People with the role "Reporter" can see - but not edit - your entries, unless they are marked as confidential.

What happens to my data?

The data released in FIS is made available or can be made available on the UHH websites. The Open Access data of the university bibliography are delivered to the OA portal.

Furthermore, you can use your data yourself for reports, for overviews, for dynamically updated CVs. You can also download and further process your data as filtered lists in various formats. Reports can be used within the framework of the service agreement concluded for the RIS to report on research activities at UHH.

I am leaving UHH - what happens to my RIS account?

When you leave UHH, your user status changes. As a "person" you continue to exist in FIS, your data will not be removed from the server. However, as a former employee, you will lose your access rights to UHH IT systems, including the RIS.