An RHT (Respondent Hierarchy Table) is the method of loading new award information or making changes to existing
award information in bulk to the Researchfish Platform.

There is an initial validation process which takes place automatically on the platform. Once your updated RHT is
uploaded and it passes the initial validation, we pass it onto our Data Team who have a two-week lead time (as per
our standard SLA) to refresh the data on your account. You will be notified when it has been uploaded successfully.

Note the following when updating your information on the RHT:

Please do not change the format of this excel document in any way as it will fail to process your uploaded changes if
you edit the headings/format in any way.

RHT mandatory fields are as follows:

Award Reference:

• Whatever you wish to be the reference for the award. This is typically a grant number.
• All award references must be unique and contain no spaces.
• Illegal characters that cannot be used are: ' " \ (i.e. apostrophe, quotation mark, backslash).
• Once you've set these you won't be able to edit the name of the awards, but we can do this on the back end if you need to make changes.

Award Discipline:

• Please specify one of the following using the exact term from this list: Arts and Humanities, Generic, Life Sciences, Physical Sciences, Social.
• These fields are fixed, but if you're unsure of what to put in here, you can use the "Generic" entry and revisit this at a later stage.

Award Start Date and End date:

• Formatting here is crucial; this needs to be in the format of YYYY-MM-DD

PI ID:

• An ID to represent the PI (Researcher). Each individual PI must have a unique PI ID. However multiple awards belonging to the same PI must share the same PI ID. If left blank, we will automatically generate PI IDs for you.

Response Codes:

• Please specify one of the following: 1, 2, 3, 4, 5, TEST.
• Descriptions and definitions of response codes are outlined within the guidance portion of the RHT file itself.

Sharing Status:

• This determines whether the research organisation where the award is based can see the award. Please specify one of the following: dontshare or fullshare.

Note the following when it comes to changing details pertaining to the PIs using the RHT:
 

If the named PI on an award change, you can overwrite the existing details in the PI Title, PI Name, PI Surname and PI Email address columns. However, when it comes to the PI ID, please note:
 

• If the new PI already exists in your Researchfish RHT, please copy across the existing PI ID number to avoid
  duplicate accounts being created for your researchers.
   
• If it is a new PI that does not currently have a Researchfish Grant/Award with you, please note that that you will
  need to either allocate them with a new PI ID or you can leave this field blank, and our system will automatically
  populate this field with randomly generated numbers and characters.
   
• If you change an email address for a named PI using your RHT, please note that once your awards have been
  refreshed on the Researchfish Platform that you will need to send them a new invitation link via the Researchfish
  Platform to their new email address if they have not yet accepted their award. This will transfer ownership of the
  award from the previous email address given to the new email address provided.