When is the REF2029 census date?

There is no longer a single census date. The REF2029 volume measure is an average FTE over two years: 2025/26 and 2026/27. We will not submit a staff list to REF2029.

 

Will we have to check UoA allocations and FTE of REF-eligible staff every year?

Yes, the volume measure check is an iterative process, where we need to confirm eligibility/independence decisions and UoA allocations every summer.

 

Can we allocate to more than one UoA?

Staff can only be allocated to more than one UoA if they have two separate contracts. 

Outputs can be allocated to more than one UoA if it fits the criteria of more than one subpanel.

Impact case studies can be submitted to UoAs where the underpinning research fits the criteria of the subpanel. The same impacts might be used in impact case studies for more than one UoA, but the impact case studies are normally developed independently. For further information, please contact your Faculty Impact Manager.

 

Are we allocating staff to UoA1?

No.

 

How will we make decisions on where to submit people?

Each eligible contract will be linked to the UoA to which it is principally associated. In the first instance, it will be whichever UoA that aligns with the contract's HESA cost centre.

Where the HESA cost centre and UoA do not align, a rationale should be provided by the REF Lead or the Head of Department.

 

Is REF independence related to the status of a fellowship or the person? What if someone who used to be independent has a contract change?

We expect REF independence to be persistent once attained. 

However, if the contract changes to one which is not REF eligible, then the person will no longer contribute to the volume measure.

How many outputs should each staff member submit?

Though the total number of outputs that a unit has to submit is calculated based on average staff FTE, there is no minimum number that each staff member has to submit. There is an indicative maximum of 5, but this is not a hard limit.

 

Can we submit one output to more than one UoA?

Yes. Outputs should only be submitted to UoAs where the research fits the subpanel descriptor outlined in Panel Criteria and Working Methods (TBD autumn 2026).

 

Does the same output get the same score in different UoAs? 

No, not necessarily. It is safest to submit to the UoA(s) where you are confident it will be well-received.

 

Can we submit outputs from former staff?

Yes, if these outputs were published while at least one author was on an eligible contract at the University of York. If the outputs were published after the contract ended, but within 2 years of the staff member leaving, they should also be eligible to submit.

 

Are monographs portable again?

Yes, with some restrictions. If the staff member joined York within 5 years of publication, we may submit monographs (and other longform outputs) that were published before the author's contract started at York. Equally, we may submit monographs that were published within 5 years of an author leaving their contract at York. For such outputs, a 100-word justification of longform/extended process designation will be required and assessed by panels.

 

Can we submit an output that was published on the first day of the author's contract at York?

Yes, the eligibility of outputs start from day one of a researcher's contract. Please note that the contract needs to include an expectation of research activity and be minimum 0.2 FTE and 12 months in duration.

 

Pure includes outputs from before colleagues came to York and these outputs are now ineligible for REF. Can we get Pure to report on output eligibility?

Elsevier are looking into this but it's by no means clear how it will work. It may only be available in the REF2029 module. 

At the moment, Pure lists may include ineligible outputs. The PIP team are working together with the Library team to find ways around this.

 

Do I have to keep my Pure profile up to date?

Yes, please. This is the best way for you to tell your department/school and the institution about everything you are doing, so that we can craft the best REF submission. The University is also committed to Open Research beyond REF, and part of that work is to make as much as possible of our research openly available through Pure.

 

Do I need to upload the text of my outputs to PURE?

If your output is a journal article or conference proceedings, yes – or it might not be eligible for the REF. Please upload the manuscript of the version of the article that was accepted, as soon as it’s accepted (it doesn’t matter if editorial changes are made later), and you’re covered. If your output is of another type you may still be asked to upload it to Pure if it is selected for the REF output pool in order to facilitate reviewing, selection, and submission.

 

What are reserve outputs used for?

Reserve outputs can only be used for 1) double-weighted outputs, in case the request to double-weight does not go through, and 2) delayed outputs, where an output was accepted for publication but does not become publicly available before 31 December 2028.

 

Please can you confirm that as with REF2021, authors and institutions are not expected to incur costs to meet open access compliance?

It should not be necessary to incur publication costs to meet OA requirements. The open access requirements for outputs in REF2029 can be met via a number of different routes, including uploading into the institutional repository. If you are unsure of how to meet the OA requirements, please contact the Open Research team: lib-open-research@york.ac.uk.

 

What is the scoring system for the REF?

The REF panels score work on significance, originality and rigour, and give each output a score of 4*, 3*, 2* or 1*.  Work that scores 2* and below does not attract any funding. Panel-specific criteria will be available from autumn 2026.

Is there certainty on the ICS (impact case study) thresholds?

Yes, the expected thresholds have been confirmed.

 

When will we get the new ICS template?

Hopefully in autumn 2026. We do not expect it to change radically, so please use the REF2021 template in the meantime.

 

Most colleagues developing an ICS ask for time. Is there an initiative to allocate workload?

The responsibility for allocating an appropriate workload to ICS authors lies with the Head of Department or School.

 

Does underpinning research have to be 2*?

No, this requirement has been removed for REF2029.

 

How will engagement be incorporated into the impact element?

Engagement will be assessed as part of the SPRE element.

 

Can I use an output produced at my previous institution to underpin an ICS?

The underpinning research must be produced by the submitting institution. Impacts from research done solely at a previous institution cannot be included in a case study.

 

Can we use underpinning research from fractional staff, or staff who have left?

Yes, there are no rules against this.

Isn't environment called PCE?

After the PCE pilot in 2025, the environment element was renamed Strategy, People, and Research Environment (SPRE).

 

When will we get full guidance on this element?

The final full guidance will be published in autumn 2026.

 

What do we know so far?

SPRE accounts for 20% of the overall unit quality profile. It is split into two separately assessed statements:

• Institution-Level Statement (ILS), worth 60% of the SPRE score, focuses on institutional strategy and support.
• Unit-Level Statement (ULS), worth 40% of the SPRE score, focuses on implementation and local context.

Both ILS and ULS use the same four-section template (evolved from REF 2021), but with flexible word counts across sections:

1. Context, Mission and Strategy: Includes the mandatory Statement of Representation (ULS).
2. People: Includes the Statement on the Research Community (ULS). Focuses on culture, careers, and support for all staff (researchers, technicians, research managers).
3. Income, Infrastructure and Facilities: Resources and physical environment.
4. Collaboration, Engagement and Impact: How the unit/institution supports responsible research and enables impact (narrative only; impact case studies are separate).