Using SciENcv

How to use SciENcv? I’m first going to go through an overview of the platforms and features and how to access. And then I’ll go through how to create documents and end with how to add delegates and give you some resources. So SciENcv or Science Experts Network Curriculum Vitae. I’ve got a link here you can go, is a feature of the National Center for Biotechnology Information. My NCBI.

And so you can access SciENcv through there. You can sign into my NCBI and access it or you can just go to the SciENcv website and sign in. And I’ll go through that in a few slides. When you see the dashboard, you will find the SciENcv, I guess. little square on your dashboard.

Your dashboard, I will say, may not look like this one. You can move the boxes around in the columns. So I moved my SciENcv in the right hand column from the bottom to the top so that we could find it a little bit more easily. And then, of course, your profile is linked in the top right hand corner.

Once you sign in, no matter how you sign in, this is the dashboard that you will see and can go back to. You can manage your SciENcv then through this dashboard by clicking on the Manage SciENcv link at the bottom of the SciENcv box. SciENcv supports data input from accounts across multiple systems.

So if you link your profiles, that information will populate into SciENcv. And some of those profiles that you can link are the ERA, NSF and ORCID. I will be focusing on signing in through ORCID because it really is a good way to populate your documents. So once you’ve transferred that information in, please note that you can change it, you can hide it, you can delete it.

And that will only change what you see in SciENcv. It doesn’t change the application that it was pulled in from. You have full control over the content that you see in your SciENcv documents. We can use it then to create the forms for proposals applications. And those forms include financial support forms.

Currently only NSF has one in there, the current and pending other support information. And biosketches can be created for NSF, and NIH grants as well as IES and NIH fellowships. You can create and store multiple documents. So you don’t just have to create one and then that’s it. You’ve got several.

So I’ve just got a screenshot here, on the left hand side. Once you click that Manage SciENcv, you can get in and see your profile and your documents. And then kind of enlarging the list of documents, you can see that I have several save there. You can download your, forms on demand. So currently at NIH, you can download the form, as a PDF or word or an XML document.

NSF only allows a PDF, and you can either view it as a draft or download the certified PDF document. And I will talk about certification a little later in today’s presentation. One of the nice things about SciENcv is you don’t have to keep your application agency application guides on hand to refer to because the forms that are in SciENcv are already aligned with the requirements of NIH and NSF.

And IES, so you don’t really need to be looking to see how to fill them out because everything is there for you to fill in on SciENcv. If you do want to know more about it though, you can click links in like on the Documents in SciENcv and it will take you to the online version of the application guides.

You can delegate account management, as I mentioned, I will talk about this in a little bit more detail later on, but you can add delegates to help you manage your SciENcv profiles and documents and as well as your bibliography. Because those are NCBI features, you can, you can also have someone help you with those, management of those documents and profiles.

So there are many ways to sign in to SciENcv I kind of touched on that a little bit, but you can see that there. You can sign in through eRA Commons or National Science Foundation. Those are the two prominent ones that are there. But you can also click more options and that will bring up a list of different ways to sign in, including, ORCID, which I will talk about.

But you can also sign in through your NIH account. You can sign in through your NCBI account, your Google account and login.gov. You can also click on more login options. And that will bring up a list of institutions, including Washington State University. So you can sign in that way as well. So as I mentioned, I want to talk about ORCID and using that to pull in data.

It’s very helpful. So ORCID, if you’re not familiar with it, is open research and contributor ID to free, platform. It gives you a persistent digital identifier that distinguishes you from other researchers. And it supports, links between you and your professional activities. So publications, websites that you have developed, that kind of thing and make sure that you, that your work is being recognized.

If you attended our research impact challenge, we went through how to link your ORCID to various, public, profiles that you have. And, that may be of interest to you as well, just to keep, your research out there and searchable. So you can use ORCID, as a SciENcv authentication to sign in. You can quickly fill out your forms using the data that is in ORCID. And that includes the citations that you have.

So, I will say that you really need to make sure that your information is current and up to date. So I do advise going into your ORCID account and just verifying that data periodically. So, as I mentioned, you can go through you can click on that main screen of SciENcv sign in, you can click more options, and you can click on the ORCID.

And that will allow you to sign in. And you can see here, that the data that you have in ORCID, when you click on external, that as an external source to create a new document, it will pull that data through and it pre-populated into the SciENcv forms. So as I mentioned, that is that includes your citations.

So ORCID will pull in your citations. You can add them manually or it will pull through for you. You can set that up in ORCID and then those citations will be available for you to choose in SciENcv. So periodically go into ORCID and verify your publications and all of the information that is in your profile to make sure that it is current.

So, you can set up linking your ORCID account to your SciENcv profile by clicking on your profile name in the top right hand corner of the dashboard, the screenshot that I showed earlier. And when you click on that you’ll get a dropdown menu. And you’re going to want to click on Account Settings. Then you can scroll through to find linked accounts.

And you can add an account. And as you see here, I have several different accounts that are linked to my SciENcv, including my ORCID. The ORCID will show up on the forums that you complete. The NIH and NSF biosketches will show that information and it will be a requirement for NIH coming up in May.

So, make sure that you do link your orchid. So I’m going to go through now how to create your forms in SciENcv. I’ll start with NIH. NSF is very similar with a little bit, a few more features. And so I’ll touch on those. So to create a document, this is the same for any document that you’re going to create.

You’re going to again, from your NCBI dashboard, you’re going to manage your SciENcv. And that will bring up this screenshot that’s on the right. You’ll see your profile. You can see that you can click and edit it and to create a new document. You are going to click on the new document button in the My Documents section. That will bring up this menu that’s on the left hand side here.

And you’re going to give your document a title. If you’re just doing this for the very first time, I would suggest that you, create a master document. So NIH biosketch master, or NSF, whatever. Because you can also pull in information from an already create a document and it just makes it a lot easier.

As I go through, you’ll see that there are some sections that won’t pull in from ORCID that you’re going to need to complete, and if you have a master document, it makes it a little bit easier. So you’re going to want the document type as well. And it brings up dropdown menu. So you can choose various biosketches or the NSF current and pending other support.

Once you do that you can use an external source. You can use an existing document or you can start with a blank document. If you can pull in information and make it easier for yourself. And that’s what I would do. So I’m going to talk about the ORCID and so that is going to be the external source that I use.

And when you click on the source under that button, it’s going to come up with that a dropdown menu for you. And I am going to choose ORCID. So creating the biosketch for NIH that will be mandatory through SciENcv effective on May 25th, 2025. And the SciENcv forms are currently NIH forms in SciENcv.

They are not the common forms that will be the requirement come May. Those forms will likely be updated towards the end of March, so you can watch for that. All senior key personnel have to enter their ORCID and SciENcv for the Common Forms Persistent Identifiers section, and they’ll need to link the ORCID era Commons personal profile.

And I’ve included some links here that you can read about those requirements. So we’ve created the document, as I said, when I went through those slides, it’s the same for whatever document you’re going to create. This is an NIH biosketch. I have named it my master. And you can click, when it comes up the first time, you can click to link your eRA Commons account.

And then, once you’ve done that, it will show up. The eRA Commons ID will show up at the top of your biosketch form in SciENcv. You can edit your name, if it’s incorrect, then you can edit it here. And really every section and can be edited even though it pulls the information in.

So as I said, you are in control of the information that is visible in your document. And you do that by editing. So, once you have verified that your education and training is correct, you come to your personal statement and very first time because you don’t have a personal statement in ORCID or any outside source, you can edit the statement.

So if you are creating your NIH biosketch from an already created document, so you’ve already created your master and you’re going to create your biosketch for a particular opportunity. If you start your document, if you create it from the master, it will pull in the personal statement that you have included on your master document.

So, I have edited my statement. I’ve included it in, you can see that on that section you can select citations that match or are part of what you want to state about your qualifications and your experience and your personal statement. You can include citations here. Then you will move on to your positions and your scientific appointments as well as your honors.

And f you have this information in your ORCID this already pre-populates for you, and then you can choose to edit those or delete some that you don’t want to be visible. You can change them. Then, if you want to add, if you’ve got a position that didn’t show up and you want to add one, if you’ve got a new one, for instance, then you can click add another entry and it will pull up this little box.

It’s just to fill in the blank box. And if you’ve got several, you can save and add another entry without having to constantly click the add another entry link. Or if you’ve only got one, then you would just save it. As I said, you can delete or edit the data that was pulled in and it’s just easy enough to do, you just delete it.

Or if you edit it, it’ll pull up that information and you can make the changes that you want to make to it. Your honors, you can edit your entries. You can add another entry in the same way. So each section is pretty much the same thing. You can edit to add and then if you’re editing you can delete them as well.

Finally we come to the contributions to science and the very first section, you’re going to edit it and you can see here I have information in. If I want to edit the section, I would click on that. And it will allow you to add up to five contributions, which is what NIH limits you to.

And you just, click add another contribution and go through the editing of the description and adding the citations. When you add citations, this is what you’re going to see. If you’ve pulled in from ORCID, it has a tab for you for ORCID citations. And you can just click the ones that fit that particular contribution description.

You can also go to my bibliography, and you can see here that, you can add citations yourself, or you can go to my bibliography. That’s part of NCBI. There’s also a choice at the bottom of the screen to include a link to the complete list of your publications on my bibliography. So that’s also an option.

If you’re going to add citations, this is the screen that you’re going to see. You can put in a search term. You can either search for one of your published articles or you can search for your name, which is what I have done here. And then you can click them and add to my bibliography.

So these are PubMed publications. And then finally, once you have completed all of the information for the biosketch, you can download your documents. And as I mentioned, you can download it as a PDF or a Word or an XML document. I’m not sure what will happen in May, but I believe it will end up being more like NSF.

NSF does not allow downloads of Word or XML files. And also, when you click the PDF, you’re going to come up with a certification box. So I think that’s probably what’s going to happen with NIH. So just be aware that what I’m showing you today is likely going to change in May. The sections won’t change so much.

It will just be mainly that you’re going to have to certify it. And it will likely only be a PDF that you can do. So, that moves us on to creating NSF documents. And I’ll first go through the biosketch, which is very similar to NIH with just a couple of extra features, and also the current and pending other support.

If you have previously used SciENcv, you may have, filled in synergistic activities on a document, that’s now a separate document and it is not completed through SciENcv. So you’ll have to do that separately. Again, your NSF biosketch, it looks a little bit different than the NIH biosketch, but you can still add it, edit the information, add information, delete information, to fit the required opportunity that you’re applying for.

Again, though, I do recommend, starting out with a master and that’s what I’ve done here. You can see the title is NSF master. And that way I can pull in the information and into a new document and change it as I need to. So again, you can add appointments and positions. You can edit them, you can delete them just like you could with the NIH biosketch.

So nothing is really different there. The boxes are still just fill in the blanks and save and add other entries or just save if you just got one and you can then move on. So products these are your citations typically that you want to add. When you get to this section and you will click the button to select up to five products that relate to the proposed project.

So, this will obviously change depending on the opportunity that you’re applying for. But this is where you will do pulling up your citations. So again, you’re going to find, that you can access your my bibliography, which is through NCBI and pulls in PubMed publications or your ORCID. So ORCID, if you go in there, you can add your own citations and publications.

You can also add things like blog posts and web websites that you have created. And if those are going to be a benefit to include in your biosketch, then I would suggest going into ORCID and adding those because they will show up here. So with ORCID you will see that there is an opportunity here to edit authors.

And so if you want to decrease the character length in your document, you can click on this Edit authors and it will pull up a screen where you will see the authors that are on that paper. And if I don’t want to list all of them, I can change that. Delete those authors, those coauthors, and typing in and save that.

And as you will see, it comes up, it tells me that the action was completed successfully. That’s a little green box at the top. And it also shows that citation has been edited. It shows the original shows, the edited version, and you can remove that edited version at any time. Please note that this does not change anything in ORCID there’s only changes in the SciENcv

information. So again, you can change everything in SciENcv so that it’s showing the information that you want to be shown, but it does not change the platform that the information was pulled from. Once you get your biosketch completed, as I mentioned previously, you can download a PDF or you can view a draft.

This viewing the draft is a good way to make sure that you read it through. You don’t always see things when you’re putting the information in, but when you look at the document itself as a draft, you can often catch information that’s missing or typos. So, this is what the draft looks like.

It looks just like the PDF document, but it says draft in the back. You can’t attach that to the submission platforms. I will also say, before I get to the certification piece, that you can download your PDF, you’ll have to certify it and if you see something that you want to change, I know that PDF, or Adobe Acrobat allows you to save it as a word document and then make edits and then resave it as a PDF.

You should be aware that if you do that, that PDF document that you’ve just created, will not be accepted by the submission platform. So make all of your edits in the SciENcv platform itself before you certify.

So moving on to the current and pending other support. Again, it kind of looks very similar. You can view your draft, you can download your PDF, you can edit all of the information. And I mentioned, previously at the beginning, if you click the current and pending other support instructions that will take you to the online guide on the NSF website.

So, here you’re going to be adding your proposals and active projects. Obviously I don’t have any, but just for demonstration purposes I did add something there, but you click on your add proposal active project again, it pulls up a screen and it’s a fill in the blanks. And you can just add as many as you need to add for this particular proposal that you are creating.

And then save the draft. Also be the section that is required in this document is in-kind contributions. And you can add in-kind contributions in the same way that you did with your funding. So it’s just a fill in the blank. You can save and add several entries as you go through them and then save the draft.

So moving on now then to certification. Again, this is only for the NSF documents currently. It will appear on the NIH documents because they are going to be required to be certified, but currently it’s not there. So look for it. Look for those forms at the end of March. And for sure, any proposals that are submitted after May 25th will need to be certified through SciENcv.

So, when you come on to the end of one of your NSF documents, either the biosketch or the current pending other support, you’re going to see this little blue box. It says that senior key personnel are going to be prompted to recertify their documents every time they click the download PDF. Because the certification statement on the document itself will include your name and the dates.

So be aware of that every time you click the download PDF buttons you’re going to have to certify the document and you have to make three certification statements. So you have to certify that the information is current, accurate and complete and that you are not a party to malign foreign talent recruitment program.

And just note that you are understand that you are subject to prosecution and liability if you misrepresent or omit any of that information. So once you click the download PDF document or button, you’re going to come up with the certification statement, and you’re going to click certify. If you click cancel you won’t be able to download the PDF.

You can only download that PDF once you have clicked certify. So this then is the statement that appears on your document. This is at the bottom of my biosketch. And it just says that, you know, I certify, I also certify, so it is certified by the PI. And you can see then at the bottom my name is there.

And the date that it was certified, date and time that it was certified. And this is what the agencies will be looking for. So, if you need support in completing your documents or you just you know, you don’t just have you don’t have time or if you’re just using SciENcv for the first time and you just want some added support and another eye to help you, then you can add a delegate.

And you do this by going into your profile. Again, this is the NCBI, platform. And you can look at your profile name in the top right hand corner, right hand corner of the dashboard. And you’ll click on that and get your dropdown menu, click on Account Settings. And again you’re going to scroll down and find the delegates section.

And you’re going to click on Add delegate. It’s going to ask you to enter your delegates email address. And once you save that then your delegate will get an email to notify them that they have access to your document. And then they click, in the email there’s a link and they’ll click that link.

Just to activate the access. And if your delegate doesn’t already have an NCBI account, then they will be invited to register for NCBI. So they have to have an NCBI account to be able to access it, but they will be given that opportunity in the email that they receive. So this is what the delegate will see.

This is not what you see, but what the delegate will see, and they’ll see that they’ve been delegated. In this case and CV by Doctor Jane Doe in the manage account information, they see the PI name and identifying information, and then they can click on whatever document they have access to. And it will show that it is a delegated account.

Please note, as I already mentioned, that the PI needs to certify those are “I certify statements” and so your delegate cannot certify for you. If you are, assigning a delegate for support, you will have to certify the document so they’ll that your delegate will let you know that the document is complete and ready for certification.

But you’re the one who is going to have to actually, click the certification. And that is the end of my presentation. This is a list of resources for you. If you’re new to SciENcv, you can check those out. There are some videos that, walk you through how to use SciENcv.

And there are also documents that you can read.