Guidelines for Registering Scientific-Technological Research Projects via Online Management Portal

To ensure that staff and faculty members fully understand the procedures, operations, and effective use of the software for registering, reviewing, and managing research projects, the Office of Science, Technology and International Projects at UEF organized an online training session on the afternoon of NOVEMBER 4. The session, titled “Guidelines for UEF Staff and Faculty on Registering Scientific and Technological Research Projects via the Research Management Portal,” provided comprehensive instructions tailored to the needs of UEF’s academic and administrative community.

The program, led by Assoc. Prof. Dr. Nguyen Thanh Luan, Deputy Director of the Department of Science, Technology, and International Projects, attracted strong participation from faculty members across multiple departments.

Assoc. Prof. Dr. Nguyen Thanh Luan provided key insights to help faculty members effectively utilize the scientific research management software

At the beginning of the session, the speaker provided an overview of the upgraded version of the Research Management Portal, now fully integrated with key functions for faculty and staff, including registration of institutional-level scientific and technological projects, declaration of research outputs, submission of innovation initiatives, and intellectual property filings. A notable enhancement of the system is its user-friendly interface, which allows users to track the status of their submissions at every stage which are submission, feedback and revision, approval, contract signing, and final evaluation. The portal also features automated email notifications, enabling users to proactively manage their timelines.

The core section of the training focused on the step-by-step process for project registration. Accordingly, faculty and staff log into the portal using their UEF account and complete their Academic Profile within the system. They must also prepare the three required standardized forms: the Registration Form (BM03/QT01/KHCN), the Project Proposal (BM04/QT01/KHCN), and the Academic Profile (BM05/QT01/KHCN). All academic profiles of project members must be consolidated into a single PDF file for upload. Participants were also reminded to follow the system’s file-naming conventions (e.g., Version 1_Thuyet minh de tai) to streamline the feedback and revision process. Once the proposal is approved, users are required to print the endorsed forms (hard copies) in accordance with the guidelines provided by the Department of Science, Technology and International Projects.

Key points highlighted by the speaker

The training session also emphasized the annual registration timeline, which includes two application periods each academic year: the first in October and the second in April. Alongside the key information shared, Assoc. Prof. Dr. Nguyen Thanh Luan conducted live demonstrations on the system, enabling faculty members to visualize each step with greater clarity.

The speaker also emphasized that faculty members must complete or update their scientific curriculum vitae immediately upon logging into the system. For external collaborators who are not affiliated with UEF, the principal author is required to enter the collaborator’s full name, select their home institution outside of UEF, and ensure that the individual signs in the designated member section on the printed form. All feedback or requests for revision will be sent via email notifications with the subject line “UEF_Đề tài KHCN: Thông báo tình trạng xét duyệt/nghiệm thu…” to help lecturers monitor the progress of their submissions.

The post-presentation discussion was lively, with numerous questions raised regarding common scenarios encountered while using the Research Management Portal and consulting journal rankings. All inquiries were addressed in detail by Assoc. Prof. Dr. Nguyen Thanh Luan, who also provided practical recommendations to help users avoid errors from the very first stage of preparing their submissions.

Faculty actively engaged in lively discussions across multiple aspects

The training session contributed to standardizing procedures, enhancing transparency, and shortening processing times for managing scientific and technological research projects at UEF, while also fostering a research-oriented culture among faculty and staff. The Department of Science, Technology, and International Projects encourages all units to actively disseminate the guidance to their teams, promptly complete their submissions, and register on the portal within the designated deadlines to ensure timely review and project implementation.

Center of Information and Communication