Clustering science. Cv. For Nsf. Grant applications, both the biographical sketch and the support documentation.
Pamela Shaw: So today we're hoping that during today's session you'll be guided through the process of using Sciencecv to craft a comprehensive and Nsf. Biographical sketch and to help you complete the current and pending other support form
Sciencev. If you're not familiar with it, is an integrated tool within my Ncbi.
Pamela Shaw: and it empowers you to create a biographical sketch that you can use for the Nsf. Grant applications.
Pamela Shaw: Now, some of the outcomes that we're hoping you'll take away are
Pamela Shaw: familiarity with, or proficiency in using science. Cv. For. And Nsf. Grant applications. We're going to have a Q. And a. And troubleshooting session at the end of my talk.
How orchid integration can help you populate your bio sketch
Pamela Shaw: and an enhanced understanding overall of Nsf guidelines and requirements and resources.
Pamela Shaw: So we developed this class with an early career investigator in mind or an established investigator who's not familiar with Sciencecv as a platform. But we're hoping everybody can take something away. We're aware that there's some research administrators who are joining us today who probably know as much about these systems as we do, if not more so, we're hoping for any constructive feedback as well.
Pamela Shaw: So who are we? First of all, I'm Pamela Shaw. I work at the Galter Health Sciences Library, and with my colleagues, Christina Gatone and Karen Gootsman, who was speaking at the beginning of today. We put together the slides for this class, and also the materials for the question and answer session at the end
Pamela Shaw: with our experts. So here are our experts.
Pamela Shaw: We are really privileged to have research administrators and a member of Northwestern sponsored research join us today. Our research administrators are Katie Kirth.
Pamela Shaw: Jonathan Oakstead.
Pamela Shaw: Tj. Hubs and John Latham.
Pamela Shaw: and we also have Kimberly Griffin from Northwestern
Pamela Shaw: sponsored research with us. They're going to answer questions at the end of the session. So if you have a question, we're not going to take and answer questions during the session because we want to get through it. But please feel free to type any questions you have in the chat, and Christina and Karen are going to monitor those, and we'll get to as many as we can by the end.
Pamela Shaw: So let's get going. 3 tools you'll need to know to get started. 2 are necessary, and one is recommended.
So the reason that you're probably at this class today is because you are aware that, as of yesterday.
Pamela Shaw: the and Nsf. Requires that investigators use
Pamela Shaw: science. Cv. To prepare both their biographical sketch and their current impending other support form. So Sciencecv is the science experts network curriculum Vta system.
Pamela Shaw: It is managed by the National Center for biotechnology information, which is a division of the National Library of Medicine, which is part of the and Nih.
Pamela Shaw: and it allows you to create a comprehensive biographical sketch online that you can use for grant submissions.
Pamela Shaw: So in addition to being required by the and Nsf. Site Cv. Should be able to help you.
Pamela Shaw: maybe save some time it eliminates the need to repeatedly enter bio, sketch information into, say, a flat word document or a Pdf, because it's an online system. It reduces administrative burden.
Pamela Shaw: It provides access to researcher claimed data sources. And we're going to talk about those in a moment, things like market which we will get to so that you can import information into your biographical sketch and link your login ids to Sciencecv.
Pamela Shaw: It allows you to describe your scientific contributions in your own words as a researcher through the synergistic activities.
Pamela Shaw: And you can can create sketches inside Cv. From not only and Nsf. But also and NIH.
Pamela Shaw: And the Ies.
Pamela Shaw: so where to find it.
Pamela Shaw: Science, Cv. Is, as I said, part of the Ncbi. And you get into the system by clicking on the sign-in link in the upper right hand corner of any Ncbi database. So if you're not familiar with the Ncbi, so our funded individuals definitely are.
Pamela Shaw: But if you've never been and nih funded you may not know. Well, pubmed lots of people know pubmed. So if you click on the sign into Ncbi Link in the upper right-hand corner of any Ncbi page that will take you to the sign in page for Ncbi itself. You can see in the screenshot that I previously logged in with era commons, which is the and Nih Grant management system.
Pamela Shaw: But if, when you first come in, you will probably see these buttons, so if you have a login.gov account, you can click that button and login, Cbi.
Pamela Shaw: If you've have orchid, you can click that button and log in 10 Cbi. If you don't have an N. Cbi system account, yet you can click on more login options which will take you to a page where you can search for northwestern and log in through Northwestern.
Pamela Shaw: So there are many, many ways to log into Ncbi and login methods vary widely among individuals. How you manage your Grant accounts very widely among individuals for logging in.
Pamela Shaw: So when it comes to integrating accounts which I'll get to in a few minutes if you have trouble integrating accounts into Ncbi. You may have to contact the Ncbi help desk.
Pamela Shaw: So another way to find science, TV is just Google, it just Google Sciencecb, you go to the Science Cv. Home page.
Pamela Shaw: It's spelled a little funny, but you should be able to find it, and from the Science Cv. Homepage you can log in using the 3 big buttons that are there any one of those. So if you click on the National Science Foundation logo button, that'll take you to research. Gov. So if you're nsf funded, you're familiar with that.
Pamela Shaw: and you can just log in there.
Pamela Shaw: So, orchid. we're going to talk a little bit about orchid today, because it's a system that can help you. So that's our second tool for consideration.
Pamela Shaw: It is. It stands for the open researcher and contributor. Id. That's what Orkut stands for. So you might be the only individual with your name here at Northwestern. But you might not be the only individual with your name in the entire world.
Pamela Shaw: So Orcid basically serves as a social security number for your professional publications and your professional profile. If you're not familiar with it. We recommend that you do get familiar with it because it's recommended for use for, and Nsf proposals.
Pamela Shaw: so you can link your orchid profile to your Ncbi science Cv. Profile, which I'm going to show you in just a little bit.
Pamela Shaw: Now, you're probably aware, or I hope you're aware, that there's kind of an initiative at Northwestern for investigators to link their orchid to their nunet Id. And so, if you have questions on how to do that, or need to sign up for orchid, or don't know if you already have an orchid. We have answers to lots of these questions on one of our Galter guides on using orchid.
Pamela Shaw: It's hoped that at Northwestern, connecting your orchid Id to Northwestern systems will make it easier for you to elevate your research profile over and across web pages, publication submissions, things like that.
Pamela Shaw: So you can populate your orchid profile with your education, your
Pamela Shaw: positions. But the real power of your orchid profile and keeping it up to date. The importance of that is in your works.
Pamela Shaw: So you can add your works or publications through many different methods in your work session section of your orchid profile. You can use the search and link method to search for a database, import your publications from that database you can copy and paste either a doi or a pubmed id. Using those options.
Pamela Shaw: you can import a bibtech document.
Pamela Shaw: or you can create and add works to your orchid profile manually.
Pamela Shaw: One of the examples of the search and link method is Scopus. And I'm not gonna spend too much time on these because we want to get into the bio sketch, of course, but it's a search and link method that allows you to scroll to down to Scopus. Click on Scopus you follow the little wizard created by orchid
Pamela Shaw: to find your Scopus profile, and after a few steps
Pamela Shaw: you link your Scopus author id to your organ account, and then you pull in your publications. You can do this also for other accounts, like web of science.
Pamela Shaw: If you want to manage your elements profile at Northwestern for your faculty publications. You can add your orchid through elements. It just requires you to click on, add, go, authenticate, and verify, add orchid
and import your orchid.
Pamela Shaw: Same thing is true with dimensions. You can add your orchid profile to your dimensions account as well.
Pamela Shaw: so I didn't want to spend too much time on various ways to connect things to orchid. But I do want to mention the reason for this
Pamela Shaw: and the reason why we're talking about it. And it's important
Pamela Shaw: is, if you import sources into your orchid profile, let's say your publications. Your data are only as good as your sources. And so let's say you've used lots of databases to populate your orchid profile. You want to take a little bit of time to clean it up, deduplicate any duplicate entries and make sure all the entries are your own. So you want to avoid the garbage in garbage out phenomenon, because
Pamela Shaw: when you import orchid data into your science. Cv. Bio, sketch science, Cv. Won't clean it up for you.
Pamela Shaw: So then, the third tool you need to know about is research. Gov. Now, if you are already and Nsf. Funded, you already know about this system, if you're not and Nsf. Funded and are thinking about of submitting and Nsf profiles, or or I'm sorry proposals.
Pamela Shaw: You can create a an account@research.gov.
Pamela Shaw: Research. Gov is the platform where you manage your and Nsf proposals and grants from submission all the way through funding and reporting. If you have an Nsf. Account and you want to link it to your login.gov account, you can do that at Research Gov as well.
Pamela Shaw: So
Pamela Shaw: why have I talked about these things? Because my Ncbi or Ncbi allows you to integrate all of these profiles
Pamela Shaw: into your login at Ncbi, so that you can populate your science. Cv. Bio sketches.
Pamela Shaw: So this is very useful to know. And how do you do that.
Pamela Shaw: So this is how you link your other user accounts to your Mayan Cbi account. So you log into Ncbi
Pamela Shaw: and you click on your username in the upper right hand corner of any. And Cbi Page, once you've logged in, you go to account settings from that little menu that pops up
Pamela Shaw: and you scroll down to linked accounts. You'll see here in this screenshot. Christina has linked her orchid account already to her and Ncbi profile, but you can search for and add login credentials from, and nih in the Ra commons login.gov. Northwestern. You can link
Pamela Shaw: all sorts of accounts to your login at Ncbi, which will then in turn bring in data from those accounts.
Pamela Shaw: So, delegates. So if you're an investigator, you might want to name a delegate to help you share your administrative burden, especially when preparing your current and pending
Pamela Shaw: other support form.
Pamela Shaw: So if you want to add a delegate who can access and view, and even edit parts of your Ncb. Account in science. Cv.
Pamela Shaw: you name them again by logging into your Myencbi account. Click on your username again, go to account settings. You're going to get used to me. Saying this.
Pamela Shaw: you go down to delegates this time.
Pamela Shaw: Click on, add a delegate, and you fill in a simple form that sends them them an email. They then
Pamela Shaw: have to log into my Ncbi and confirm the delegation.
Pamela Shaw: And Cbi recommends that a delegate, if they know they're going to get an email from someone who's delegating them. They should log into Ncbi first before they click on the link in the email. It actually makes it easier to log in and accept that delegation.
Pamela Shaw: So we've already had people ask this question, and that is, can I name more than one delegate for my my Ncbi account. The answer is, yes, you can from both the Nsf. And the Ncbi itself. They both say that you can add more than one delegate to your Ncbi account, which gives them access to both your Ncbi. And my bibliography, which I'm going to talk about in a moment.
Pamela Shaw: Add your science. Cv. Account you can also control, though, which delegate has access to which of those 2 things, whether it's both or just my bibliography or just science. CD,
Pamela Shaw: so when you link your accounts to your Myan Cbi profile, it's a good idea that you do it yourself as an investigator, because your delegates can't actually go into orchid and link your orchid to your account.
Pamela Shaw: You must do it yourself to begin with. So after you've set up all your logins, then you can name your delegates, and then they can help you manage content.
So for information on naming delegates and Faqs.
Pamela Shaw: There's some information from both my and Cbi on this screen, and also, if you want to name a delegate to help you manage what your profile looks like in orchid. We have a link to that as well.
Pamela Shaw: So let's get on with it to the biographical sketch itself. So this is the Nsf biographical sketch. That's why you're here like, I said. and there are detailed instructions for the and Nsf. Biographical sketch. You're probably already aware in the proposal and Award policies and Procedures guide or PA. Ppg or Papg.
Pamela Shaw: There are simplified instructions on the second link we have on the slide, and the Nsf. Also maintains a really useful table of all the Pre. And post award disclosures you must make
Pamela Shaw: in either the Bio sketch or the current pending other support, form or other parts of your and Nsf proposal. So we're hoping these links will be useful to you, and you will all get the slides after today's session.
Pamela Shaw: So the textual elements of the biographical sketch are shown on this screen, and many of you probably already know this for and Nssf. But the nice thing, and the reason I spent some time talking about orchid is because
Pamela Shaw: 5 of these 6 sections can be partially at least, populated. If you link your orchid account to your Ncbi account.
Pamela Shaw: because you can import that data into Ncbi for your biographical sketch. This is a real time saver.
Pamela Shaw: Then you just have to clean up the data to complete it.
So let's go into starting a new Bio sketch.
Pamela Shaw: So you do this by
Pamela Shaw: logging into your Ncbi account again, clicking on your username in the upper right-hand corner. In this case you're going to click on dashboard, not account settings
Pamela Shaw: in your dashboard which says my Ncbi towards the upper left hand corner. You scroll down to the science Cb, section, wherever that might be. Click on, manage science. Cv, and that will pop up on a page that will show your user profile.
Pamela Shaw: And if you've linked your orchid account, you're going to see your orchid right there and then you click on, create new document, and that will pop open a new document creation page.
Pamela Shaw: Now from here you want to give it a name, and you want to give it a useful name. Don't just call it, and Nsf. Bio sketch. The reason for that is, you're probably going to submit this to your research administrator, who then submits to sponsored research. Who then submits to and Nsf. And so, in order to identify it as part of your Grant packet, you'll probably want to at least put your last name on it.
Pamela Shaw: I'm going to talk a little bit more in detail about creating multiple sketches. But for your first sketch for Nsf. You might want to create as a master. Put all your information in it, and then create child sketches from there for individual proposals again, we'll talk about that a little bit later.
Pamela Shaw: So give it a name, a meaningful name you choose, and Nsf. Biographical sketch as the format. And then you get to choose a data source. So you can start with a blank document. That's the default. Why would you do that? Why would you want to type all that stuff in there?
Pamela Shaw: You have an option to create from an existing document within
Pamela Shaw: the science Cv system itself. So you'll see on my screenshot my option for an existing document is my nih bio sketch, which is only for demonstration purposes, and it's not named very well.
Pamela Shaw: but I can import from an NIH. Bio sketch to start an NSF. Bio sketch.
Pamela Shaw: Or this is why we talked about orchid. You can import from an external source like orchid which will partially populate some of the sections.
Pamela Shaw: and then you just click, create.
So once you've imported from another source, say an Nih bio sketch or your orchid profile.
Pamela Shaw: you might have missing or incorrect incomplete information in some of the fields.
Pamela Shaw: for example, this is my sample and Nsf. Bio sketch. I'm missing degrees. The field of study actually shows the school at Northwestern, where I got a degree and Nsf. Requires country in the location.
Pamela Shaw: So in the cases where fields are missing information, there will be a little red exclamation point, and then you just click on the little pencil. Icon that'll pop open. In this case the professional preparation panel you fill in the missing information. You correct the incorrect information and you click, save
Pamela Shaw: if there's an entire line or of data that's missing, you can click, save and add another entry.
Pamela Shaw: and then, do you? You can go on
Pamela Shaw: so managing publications and products and edicef bio sketches. This is going to be a big section for a lot of people. So that's Section C,
Pamela Shaw: and in managing publications you scroll down to that section and you click on edit products.
This will pop open a panel that can have 2 tabs in it.
Pamela Shaw: One tab is my bibliography. So if you're nih funded, you're familiar with my bibliography because you have to use my bibliography to manage your and Nih. Grants at reporting time and grant publication associations at reporting time. But if you're not familiar with my bibliography, if you're not nih funded.
Pamela Shaw: My bibliography is a place for you to collect and store your publication information within the Ncbi system itself. So the same system as science. Cv.
Pamela Shaw: The other tab could be your orchid citations if you've integrated orchid.
Pamela Shaw: So let's start with my bibliography. So if you have your my bibliography, populate your Sciencecv and Nsf sketch. But you notice there are some publications missing. You simply click on, add product and that will pop open a pubmed search box within Sciencecv itself.
Pamela Shaw: and you can search for a publication in pubmed and bring it in. Okay? So this only works for pubmed publications. What if you have publications that are not in pubmed but you want to add them to your my bibliography.
Pamela Shaw: Well, in that case
Pamela Shaw: you click on, manage my, but my bibliography that takes you out of science. Cv. Temporarily
Pamela Shaw: into my bibliography, where you can add citations manually for journal articles that don't appear in pubmed or book, chapters, conference presentations, all sorts of different products.
Pamela Shaw: and then you import those into your into your my bibliography. So orchid. if you want to use the Orca tab to populate sections of your products.
Pamela Shaw: You click on the Orca tab once in the orchid tab. Your publications from orchids should show up. If you've just recently added some more. You might want to hit the refresh from orchid Link there.
Pamela Shaw: And one of the nice things about the Orca tab. Specifically not the my bibliography tab is, you have the option to edit large author lists. So if you've coauthored a paper with hundreds of authors, you can pair those down to a few author names followed by Et Al.
Pamela Shaw: So in either case, whether from my bibliography or orchid, you click check boxes next to publications, and you can put them in the section
Pamela Shaw: moving on to the next section, which is the only section that cannot be pre-populated from orchid, which is synergistic activities. Although I did notice, while preparing materials for this class, that when I imported my orchid data, Science Cv. Stuck my keywords from my orchid profile into one of my synergistic activities. So of course, that's not enough. You actually want to use this section to describe scholarly activities that focus on integration and transfer of knowledge
Pamela Shaw: as well as its creation.
Pamela Shaw: So stuff that isn't well described by your publications. Things like teaching, innovation patents, software development collaboration projects. Be aware that you can write up to 5 synergistic activities. But you don't have to write 5, but also be aware that your page limit is 3 pages for An and Nsf. Bio sketch.
Pamela Shaw: and then finally, for An and Nsf. Bio sketch, you need to certify and complete everything. So once all of the fields of your bio sketch are completed. This grayed out button that says, Download Pdf becomes blue
Pamela Shaw: and you can click on that which will open the certification panel, certify
Pamela Shaw: and then download the certified document. So when you click on, certify, what happens is the system itself will print a certification in the Pdf. With the date of certification.
Pamela Shaw: So only you, as the funded investigator, can do this, can certify. But
Pamela Shaw: at any given time, while you're preparing your bio sketch you can click on and view draft. Now, the reason that this is useful is, you might want to send the draft version to colleagues so they can comment on your synergistic activities. Language. Or, more importantly, you might want to take a look at how long it is because
Pamela Shaw: science Cv. Allows you to create a bio sketch that exceeds the 3 page limit. So in order to make sure that your sketch is still within the 3 page limit, you might want to click on and view draft and take a look at it and make sure it doesn't exceed the 3 page limit.
Pamela Shaw: So once you've certified and downloaded the certified version, that is the version that is submitted to sponsored research that submits to the and Nsf.
Pamela Shaw: And you cannot submit the draft obviously to and Nsf. And it's watermarked with draft, so you'll know the difference.
Pamela Shaw: So I alluded to this before. Create as many bio sketches as you want within the science Cv system. We recommend that you create a master and then work from that for each proposal, tailoring the sections on your products for each section and your synergistic activities to a specific proposal. You might want to talk to your research administrators and your colleagues to see how they manage their bio sketches for each individual proposal to get some helpful input.
Pamela Shaw: So I'm gonna go back to delegates for a moment, and that is, you know, during certification. And after what can delegates see and do within your science. Cv. Profile.
Pamela Shaw: So when a delegate logs into their myanci page, they will see in the manage science. Cv. Section all the people that they are a delegate, for this is my own page. So I'm a delegate for all of these people. And if I click if you click on any one of their usernames as a delegate that will open a delegate specific page for that investigator. And you'll be able to tell that you're working as a delegate because it's got this mustard colored banner at the top.
Pamela Shaw: and for the person that you're a delegate for, you'll see a list of all of their science. Cv. Documents that you can click into and edit.
Pamela Shaw: Now, most delegates don't edit people's bio sketches, but delegates may edit current and pending other support. Forms.
Pamela Shaw: So when you're in there as a delegate, if the button is blue that says Download Pdf, meaning the certified version, and you click it. And it actually hasn't been certified or has been edited and changed, and needs to be re-certified.
Pamela Shaw: What will happen when you click on that blue button, and it hasn't been recertified. You get this message that says the pi must certify. So as a delegate you can go in. You can edit sections, but then the pi must log back in to their
Pamela Shaw: my end. Cbi account to that specific Cv and recertify.
So when the
Pamela Shaw: the investigative investigator clicks on the download Pdf button, they get this certify message, click, certify, and then
Pamela Shaw: either the the investigator or the delegate can go back in and download the certified Pdf.
Pamela Shaw: so I'm going to move on to the current and pending other support form.
Pamela Shaw: because it's within the same system. You have to use the same system to create this document as well, and there are some slight differences between this and the Bio sketch when it comes to what you can prepopulate.
Pamela Shaw: So the sections of the current pending others support form, are described in detail in the PA. Ppg. As well. Conveniently they are located right after the section on the biographical sketch in the PA. Ppg.
Pamela Shaw: so start a new C and P form, which is what I'm gonna call it, because current pending other support takes too long to say
Pamela Shaw: again, you click on your username after logging into my end. Cpi, through whatever login method you use, you click on your dashboard again. You go to your science. Cv. Section within your my end. Cpi page
Pamela Shaw: and you click on. Create new document
Pamela Shaw: in this case, and of course, again give it a meaningful name, and again, you might want to consider making a master, and then work from that master for your C. And P. Forms again. We're going to come to this in a little bit. But talk to your administrators and other individuals about what the best management method might be
Pamela Shaw: recommended. So instead of creating An and Nsf biographical sketch, you will create An and Nsf current and pending other support form. Obviously. But you'll notice under data sources. There are only 2 options here
Pamela Shaw: start with a blank document or start with an existing document, but only within the Sciencecv platform, and only another current and pending other support form.
Pamela Shaw: You cannot import, at this time at least, external data sources, like orchid or other data sources for the C. And P. Form. It. All has to be done manually for your very first C. And P.
Pamela Shaw: So this can be a little bit of a time commitment and a labor commitment. And that's why a master document is a good idea. Create a master, and then, when you go in for a new proposal, you can then use that existing document option to create a proposal specific C and P. Form from your master.
Pamela Shaw: So the section that's going to take the most time to populate is probably the projects and proposals summary. So
Pamela Shaw: it used to be that when you would create this document, basically on kind of a flat word document, you would have to worry about things like margins font page breaks things like this. So for the Cnp. And for the Bio sketch as well, all of that is automatically formatted for you. So all you have to do is fill in the information.
Pamela Shaw: Unfortunately, science TV makes these fields available to you. So you fill in the fields that are required, and pretty much all the fields are required. In the proposal part at least, or project part.
Pamela Shaw: and you fill in the fields, click, save or save and add another entry.
Pamela Shaw: Unlike the Bio sketch, there's no page limit on the C. And P. For because you have to list all of your current and pending funding.
Pamela Shaw: So at this time, as I've already said, the only way to populate your first C. And P. Is manually.
Pamela Shaw: It's not so bad if you're say a graduate student or an early career investigator, you've only got a couple of grants. You can type that all in manually
Pamela Shaw: but for established researchers creating that first C and P form is going to take a long time.
Pamela Shaw: So for this slide, I have our research administrators to thank for this they suggested that your research administration professionals can run reports for you, especially if you have a lot of grants
Pamela Shaw: in our grant reporting systems at Northwestern
Pamela Shaw: series and cogniz most specifically the GM
Pamela Shaw: section of cognos.
Pamela Shaw: So once those reports are run, at least they can be used to give you the information for, say, start and end dates, and all the fields that are required in each proposal entry within the C. And P. Form.
Pamela Shaw: So after the the first one's created, it will become easier and easier. There will be less and less time to create new Cnp forms from that master. Now, of course, you can't import this data from cognos reports. But
well, maybe you can copy and paste, especially long
Pamela Shaw: sections like the description or the title of a current award you have running.
Pamela Shaw: and these fuzzy looking screenshots are from some some cognose reports, and you can see that some of these fields, like the title field, is pretty long. So if it's possible to download a cognose report, you can copy and paste some of these fields, as I suggested.
and at least that'll save some typing.
Pamela Shaw: Yeah, it's and it is to be seen
Pamela Shaw: through your department or through your school, who will work on populating the C. And P. Form for you as an investigator. So you might want to talk to your research administrators about who can help you, or if you have to do it all yourself.
Pamela Shaw: Okay, completing the C. And P. Form just like the Bio sketch. You need to certify it. Just like the Bio sketch. You can view a draft at any given time.
So once you've again populated all the required fields, fields in the C and P. Form.
Pamela Shaw: you click on download Pdf to certify it again. It puts the certification right on the Cmp form.
Pamela Shaw: So you cannot reuse a certified C and P form for another proposal. You basically have to go in, edit it, or create a new one from your master.
Pamela Shaw: and then certify that for a new proposal. So they cannot. These forms cannot be reused
Pamela Shaw: just like the Biosketch, you can go in. You can edit fields, but then you have to recertify. After editing fields, and again your delegate can go in and download a certified Pdf, or you can download it and send it to your research Admins.
Pamela Shaw: So a lot of talking from me.
Pamela Shaw: This is the end of my portion where I'm just talking head showing you slides talking at you. We have a slide full of useful links from the Nsf. The Ncbi.
Pamela Shaw: These are links to Faqs
Pamela Shaw: videos, all sorts of helpful documentation from all the interested parties here.
Pamela Shaw: But now here comes the fun part. This is where we are
Pamela Shaw: introducing our experts, our research administrators and our sponsored research representative Karen is going to manage this portion of today's session, and I'm not going to spend any more time talking, and I'm going to let Karen take it away. I'll stop sharing my screen.
Karen E Gutzman: Alright. Thank you, Pamela, for your insightful introduction to the mastering your science. Cv, for Nsf. Grant applications? So as we move into the question and answer section we're going to be keeping a close eye on the chat for your questions, but we also have some pre submitted ones that will co cover as well.
Karen E Gutzman: so I'm a delighted to introduce our panel of research administrator experts today. Who have graciously joined us. So we have Katie Kirst, who is manager Research Administration with Weinberg College of Arts and sciences. We have John Oxted, manager of Research Administration for the Basic Science Administration at Einburg School of Medicine.
Karen E Gutzman: We have John Latham, senior Research Administrator, former Cormac School of Engineering and Applied Sciences. And then we have Kim Griffin, who is the senior director? Business systems and operations at sponsored research. So thank you all for joining us and helping us kind of get through some of these questions that have come in.
Karen E Gutzman: So I do want to just mention
Karen E Gutzman: something that came through on the chat, I think is really interesting. Is that? There has been discussion of a bug that happens in science. Cv, currently. We're not sure if some of these changes
Karen E Gutzman: have been fixed, but it seems at least for one person. And probably for others. That they've noticed that that some things haven't been and so in this case the discussion is about having a delegate change anything, and then having the pi needing to recertify. Those changes at the pi made aren't always seen in the version. That the delegate gets from the pi
Karen E Gutzman: So they're saying. Practically speaking, it seems only the pi can make changes certified and download the bio sketch currently logging in as a delegate may throw things off, so I'm not sure if that's everyone else's experience. But please let us know if it is and it looks like this was happening around September tenth. So it's a little while back. But it might still be an issue to keep an eye on.
Karen E Gutzman: So we're actually gonna go to our first question here. Is it possible to have multiple science? Cv accounts or create a new one? If the original account is misplaced, or in the case of having someone change an institution, and for that one I am going to send that question over to John Latham.
John Latham: Thanks, Karen, I appreciate. You're asking this. It is possible to have multiple accounts in this sign. TV, my Ncbi system. However, it is not recommended. Since there are lots of different ways to log in via orchid. Nsf. Northwestern third party. My Ncbi, there's there. You can easily create multiple accounts.
John Latham: Now, this could be a problem, because your delegates will have access to all your accounts. So you need to find one way of logging in and stick to it and stay with that account. So so your delegates have access, and you always know which profile you're working with and performing. We usually recommend that
John Latham: the faculty members logged in with the Northwestern third party log in your your net, Id and your net id password, and that way it's always unified, and you're always using the same one, and your delegates always have access. Now, if you have multiple accounts already, you can contact the Ncbi help desk, and they can set up a way for all your accounts to be merged. And you can just continue one account system that way.
Karen E Gutzman: Thank you so much for letting us know about that, because I know that is something that could trip people up
Karen E Gutzman: alright. So our next question, is, what do I do after certifying and generating a Pdf document in science? CD, so what are those next steps? So I'm actually gonna send that one to Katie Kirth?
Katie Curth: Sure Pamela actually highlighted it really well already with her screenshots. But
Katie Curth: just a couple of tips. Once the Pdf itself has been downloaded, you don't want to try to rename it locally first save it locally and then rename it. Don't try to rename it again within science. Cv. Because you will have difficulty then uploading it to research. Gov
Karen E Gutzman: and Katie, I'm actually gonna send you this next question that came in from our chat. To people who are asking those questions. And it was mentioned in the chat. But I just want to go over it in the audio here. As a delegate. I found that I cannot print out final versions of the Bio sketches and the Cmp. Documents. Why would that be?
Katie Curth: That is most likely, because the pi hasn't certified yet as a delegate, they recently gave us the ability to download drafts, but not download the certified Pdf.
Katie Curth: so once your Pi has certified the Pdf, then you should be able to go in and download it. But that's most likely the issue you're experiencing. And just to touch upon that, too, because this certification step is newer to all of us. And prior to this, a lot of us as research administrators were tasked with, or we're primarily responsible for
Katie Curth: developing, completing the current impending with review from the pi. But this certification piece is new to us, and that is just to ensure that the Pi is reviewing that and ensuring that the information provided is compliant, current, accurate, complete all those good words.
Karen E Gutzman: Thank you, Katie.
Karen E Gutzman: Okay, so our next question is, for what reasons? And when can and Nsf, the Nsf current and pending other support form be updated once it's submitted to. And Nsf, and I'm going to refer that question to John oxen.
Jonathan Okstad: Yeah, that's a great and and common question from a lot of researchers. With that, there's kind of in in different stages of when that could happen. Of course the the usual often is is, you know, right before Nsf makes a funny re recommendation is when Nsf. Will reach out for you to update that and to verify if there is any updates to that but sometimes, before that happens Api will have an update that might come along.
Jonathan Okstad: so in the pre award sense, if the proposal is already submitted. And it's before the deadline, or or it's a proposal that has a no deadline. There's no reviewers that have been assigned yet. That is a time that you can update
Jonathan Okstad: but if a reviewer has been assigned. It's best practice, then, to reach out to the program officer to ask if it can be submitted and included in the review process there. And then another situation would be in the post award sense of after the award has already been made. With. That Northwestern has 30 days then to notify Nsf
Jonathan Okstad: with that. And so with all these instances, what we always encourage is just reach out to your Ra, and they can help kind of guide you through this process of what's the the the best steps for that?
Karen E Gutzman: Thank you, John, and I realize that sometimes it's hard to type in the your questions. In enough time to get them in. So I we do actually have one comment that came in. And this came from Kim about the downloaded Pdf version of the the forms. And so, Kim, can I have you jump in and just kind of share with us some of what you were telling me.
Kim Griffin: Absolutely. Yeah. Katie, actually, when you were talking, it reminded me the why it's so sensitive about renaming and things like that. The Pdf file that is going to be uploaded to Research Gov is more than just a plain old Pdf file, and and part of how they make sure that you have created and prepared it. Using science. Cb, is, it has all sorts of metadata and structured data
Kim Griffin: stored with it. So any changes made to it outside of the system are, gonna throw things off. It's also reassuring to know that they are reusing data that you submit in your forms
Kim Griffin: as structured data. It's not that they're running your Pdf through some Ocr something afterwards. They're actually taking structured Xml and moving it forward into their systems. So this is all. There's a method to the madness. And they really are
Kim Griffin: working toward a vision of really modern data collection and storage and all that. So just throwing that out there. Thanks.
Karen E Gutzman: Thank you so much, Kim. I think that's really helpful to know especially since I think all of us sometimes look at what year is it? And we're still manually entering data into forms. So that's really good to know. And just remind us that this is those steps towards trying to have a a better data flows. Between systems and such.
Karen E Gutzman: Okay, so our our next question. I'm going to send to Katie. So this question is
Karen E Gutzman: specific to the current impending other support form. Which as those of us from Galter Library. This was this Nsf support form is a bit new. And so, as we were reading through the documentation, we realize that it's it can be very confusing. So the question is, what other types of internal funds or in kind support should be reported on the Nsf current and pending other support form.
Katie Curth: So just to start when we do send out an FAQ. Document, there will be some boilerplate text that goes into this as well. But right now I just wanna take an opportunity to share with everyone the Pre. And post award disclosures table, which I think gives a good visual of where this information should be disclosed, whether it be the Cmp. Bio sketch, or perhaps the facilities document as well.
Katie Curth: So when it comes to in kind.
Katie Curth: Is it showing? Ya?
Karen E Gutzman: Yes, yep.
Katie Curth: on the second page of this document it details the in-kind contribution.
Katie Curth: They support the research activity being proposed, and then in-kind contributions that
Karen E Gutzman: oh, and, Katie, it looks like we maybe lost you there for a second.
Katie Curth: Am I back? Yes, you are back now it was just half a second. You might.
Katie Curth: Okay, I'm not sure where I lost, but I'll just start again. This is the Pre. And Post award disclosures table. and then these 2 rows detail in kind contributions, one that directly support the research being proposed, and then in kind contributions.
Katie Curth: not intended to directly support the research being proposed, but the faculty still have has an effort or time commitment associated with it. So this is also ties back to why it's essentially important for the pi to certify these disclosures and making sure that these in kind contributions are reported because
Katie Curth: typically the research administrator or the staff supporting the faculty might not have that direct knowledge. So if it's in kind contributions that support the research.
Katie Curth: it's going on the facilities.
Katie Curth: It's in kind contributions not intended for direct support of the proposal.
Katie Curth: It could either be the Cmp.
Katie Curth: Or at award stage on the interim, or the final project report, or which John touched on as well. Post award information, terms and conditions. Sometimes there's that 30 day period where we still have to report new commitments or resources, and if you look down here to.
Katie Curth: there's an asterisk and a diamond which then
Katie Curth: takes you down to the footnotes of this table and provides us with further definitions of how and Nsf defines
Katie Curth: gifts and other types of mankind contributions. So this is a really helpful resource when we start working with our faculty on C andps. I usually send this as either a part of our proposal development checklist
Katie Curth: that we work on with them, or just ensuring again, that they are aware of this table and helping them to cite for those terms.
Karen E Gutzman: Thank you, Katie, for that, and we'll see if any questions come in from the chat about that. We'll let you know.
Karen E Gutzman: Okay, so we did have a question come in. And I hope that I represent it correctly. But I will just ask it and if there's any needing to kind of modify it, let me know but for the current and pending, or for the bio sketch
Karen E Gutzman: pdf, certified documents. Have
Karen E Gutzman: names like Bio numbers or Cnp numbers. When you have up to 25 vials and Cnp. Can we modify the name of the Pdf. And add the last name of the pi.
Karen E Gutzman: So I'm not sure if this means in Sciencev, or once it is the Pdf. Can you modify the name of the Pdf.
Karen E Gutzman: And add the last name of the Pi.
Karen E Gutzman: and I think this means the file name. Would anybody like to to answer that?
Karen E Gutzman: And I'll put the question in the chat.
John Latham: You can certainly change the name of the Bioskitch or cmp, as you're creating the document. That that's easy to do. Whenever you are setting it up and before you download and certify. That's the best time to do it now after it is downloaded and certified, it's a little bit more tricky, because, as the met as they touch earlier, the metadata once that's corrupted or change, it's it doesn't make it easy to
John Latham: download into research. Gov. It'll give you an error message. Now, if you you can do that by just renaming the file, but don't choose save as and save a different version. But if you want to, you can certainly just rename the file inside. Inside the Pdf. Viewer. But but don't choose save as a brand new version. That'll that'll prompt it where you can't download it.
Karen E Gutzman: Thank you, John, for that?
Karen E Gutzman: That's good information to know.
Karen E Gutzman: Okay. So our next question is actually back to John. So this question is, when a researcher is included as senior personnel, but has 0 effort. And they don't want to put the project on their current and pending other support form. Should they list the award?
John Latham: If there is no effort, 0 committed effort, it should not be listed. Don't don't list projects which you are not committing any effort, or it's months or or any time like that. However, if there's any effort at all, even even 1%, that should certainly be listed under current events. Yes.
Karen E Gutzman: okay. And then this one is I somewhat similar? And I'm gonna put this question in the chat.
Karen E Gutzman: how do we handle voluntary, uncommitted cost sharing where a researcher has effort listed. But that effort isn't listed in the project's budget.
Karen E Gutzman: and I can either John, or if anyone else would like to to answer that.
Katie Curth: So I think this, then, would be a situation where the pi has to commit some level of effort. But there's no salary associated with that.
Katie Curth: but this, then, could then relate back to our key effort, reporting policy as well, and the expectation that if a pi is committing time and submitting a proposal, spending time doing research. We assume that they are going to spend some amount of time as well.
And then that would also relate to what are the units policies, then, with how much
Katie Curth: cost shared or effort can be committed.
feel free anyone else to elaborate or
Katie Curth: contribute as well on that.
Karen E Gutzman: Okay, thank you so much. For your answers. I'm just checking to see if anything else is coming in through. The chat
Karen E Gutzman: doesn't look like we have any new questions coming in. So just so, you know that if you do still have a question or you get it in. And we're, you know, everyone's kind of leaving or something like that. It's okay. We're going to go ahead and put these questions into kind of an FAQ document, and send out the answers to you along with the slides and the recording of this session.
But because we're doing that, it might just take us a little while to make sure we have the answers completely correct in our document. So the slides and the recording and all that might come out in a day or 2. So not. Don't expect it, you know, directly after after we we leave today.
Karen E Gutzman: So I would like to take a moment just to say Thank you again to the research administrators and to sponsored research for helping us. With this, we really appreciate. Your time and we are just very thankful for all of the support that our researchers have here. At Northwestern.
Karen E Gutzman: Thank you again for attending, and if you have any further questions, feel free to stick around and put them in the chat. Otherwise we hope you have a great day.