Personal profile with CV

Personal Profile with CV

This research administrative system must know who you are before allowing you to do anything. Thus, you need to create an identity labelled “personal profile.” This profile stores information about you:

This system (Researchweb) is used by many organisations. Your personal profile is shared by all these organisation. Thus, you may already have a personal profile if you have been active in any of the organisations using this system.

Do I have to add my CV?
You only need to enter "Basic information" if you are only going to be a admin/finance person, reviewer / assessor or only want to upload ideas for potential projects / research opportunities. However, it is very important that you also add information into your CV if you are going to be an applicant, co-worker or advisor / supervisor / mentor.

Public or hidden profile?

Your profile with its CV is a great opportunity for other people to get in contact with you. It also serves as a ready record that can be included automatically when you apply for grants from participating organisations. Hence, we strongly recommend that you set your profile and CV (separate settings) as “publicly visible”. More information about this provided below ("Is information from my personal profile displayed publicly?").

Relationship between your profile and other objects

This system manages applications / submissions, descriptions of projects and other research related objects. Provided you are logged in, your personal profile will be automatically linked to your applications, submissions and project descriptions and updates. For this reason, it is important to ensure your personal profile and CV are kept up to date.

Instructions and FAQ

information Adding a personal profile (or finding out if you already have one)

Click on “Log in” (upper right corner). Insert your name when prompted. If your first or last name consists of two parts then just enter one of the parts. The system will try to find you and list possible matches. Click on your name if it appears and proceed with log in. If your name is not found, click on the option to create a new profile. You complete the registration by:

  1. Providing your contact information, your education and academic certifications. Click on “Save”.
  2. Logging in by using the temporary password that will be e-mailed to you. You will be asked to change your password. Your new password must contain uppercase and lowercase letters as well as at least two digits.
information Is information in my personal profile displayed publicly for everybody?

You can set the visibility of your personal profile (see image below). Setting it to "Show information" will publicly show your name and contact details but hides any private information such as gender, year of birth and alternate e-mail address. Choosing the option "Hide information, except for authorized users" will hide your personal profile for everyone except a few administrators and reviewers of your applications (if any). The option "Show information" is the preferred one that normally should be used because it facilitates collaboration. In this option your e-mail address is presented as an image, making it difficult for spam-robots to harvest your e-mail address. See image below.

Privacy setting for basic information in the personal profile.

There is a second similar setting in your CV where you must ensure a box is ticked if you want others to see your CV (recommended). See image below.

Privacy setting for the CV
information CV - Overview of adding or editing CV

Your CV is a part of your personal profile. Your CV will be included in the information available to reviewers of applications / submissions if you are an applicant, co-worker / co-investigator or advisor / supervisor / tutor. Parts of your CV are simple text boxes while other information such as work experience and publications are structured information developed over time by adding information into a database. You can initiate or edit your CV as follows.:

  1. Log in.
  2. Click on "My pages" and the sub-menu "My personal profile + CV".
  3. Click on the tab "CV".
  4. Click the button "Edit CV" just below the tab labelled "CV"

Your CV consists of five parts (dealt with in more detail further down):

  • Work Experience
  • Publications
  • Education
  • Academic merits
  • Other merits
information CV - Adding or edit "Work experience"

This research administrative system will try to link persons, publications and ongoing projects with work places retrieved from a database. The work place database is contonously being expanded. Despite this, it is likely that some of your work experience involves work places that does not exist in this database. If that is the case, choose the option “Miscellaneous” as far out in the organisational tree as possible. The database of work places will gradually be expanded so this particular problem is likely to be reduced. Once missing work places are added to the database you will be able to go back and update your work experience.

Add your previous work history by clicking on the button labelled "Edit work experience" (see image below). It is important that you do this step before adding publications, since your publications will be linked to your different work places. You are expected to add all your work experience, including past work places. Students’ university affiliation equals work experience in this context. It will by default start in search mode. You can start slowly writing the name of the workplace in the search box and it will list what it finds. Sometimes it may find a lot of hits in vaious places of the work place tree. If that happens it would then be better to click "Select Workplace" to gradually drill down in the work place tree rather than using the search function. The latter is slower but provides a better control so you go down the right branch in the tree structure.

Buttons to add work place history and publications.

You may contact the administrator for this system and request a work place to be added to the work place database.

information CV - Add or edit "Publications"

The types of publications we want you to add are:

  • "Publications". These can be publications in journals or conference contributions such as oral presentations or posters.
  • "Accepted, not yet published manuscripts". These are manuscript submitted to a scientific journal and they are accepted but not yet published.
  • "Manuscripts, not yet accepted". These are manuscripts that are submitted (or ready for submission) but they are not yet published.

Adding "Publications"

(Please note that adding publications will work better if you first entered your work experience - se above). Ensure that the publications you would like to add here are true publications and not accepted or in press (yet unpublished) manuscripts. We want you to add your publications into the Researchweb publication database. The reason for adding publications this way, rather than just adding a text file, is that the system can present verified publications retrieved and verified from an external database to assessors / reviewers with a link to the full text.

Unfortunately for some time you will have to live with the fact that you need to enter your publications into more than one database. Some of these databases will vanish over time, some will merge and new ones will appear. The communication between these different publication databases also changes over time. We can expect that different publication databases will become better in communicating with each other over time. Researchweb is currently linked to PubMed, Web of Science and SWEPUB.

To make this (slightly) easier Researchweb will try to find likely matches from the existing internal publication database, from PubMed and SWEPUB (and in the future from even more external publication databases). Hence, publications in PubMed (or previously entered manually in Researchweb by someone else) can be added with a few mouse clicks without the need to enter all information again. To start adding publications please click on the button "Edit publication list" (see image below):

Buttons to add work place history and publications.

You will now see three buttons, giving different options for how to add publications (see image below). The first and preferred method is Search for my publications. This is usually the easiest way. Secondly, you may search for publications and add them one at a time, using the “Search publications” function. The third option is using “Import publications” as a list with up to 20 at a time.

Options to search for publications

If you have changed your name: The first option (“Search for my publications”) may not find publications published before you changed your name. In that case choose any of the other methods. If a publication does not exist in the publication database then you should use the button “Add manually”, visible after trying any of the three above methods, to manually register a publication. The publication type "Conference paper – peer reviewed" is often the most relevant choice for accepted conference contributions.

Please do not use the following textboxes as they present unverified publications without links to full text: "Scientific publications in plain text format" and "Other publications in plain text format".

Adding "Accepted, not yet published manuscripts"

Please describe these in the textbox "Accepted, not yet published publications ".

Adding "Manuscripts, not yet accepted"

Please describe these in the textbox "Manuscripts, not yet accepted".

information CV - The system can't verify publications I know exist in PubMed

First ensure that the publications you would like to add are true publications and not accepted or in press (yet unpublished) manuscripts. An accepted manuscript is not a publication until it is published. Following publication wait at least a week before the publication can be expected to appear in PubMed and other databases.

The preferred method to add publications is Search for my publications. This is usually the best way to find publications that actually exist in PubMed. If your publication is not found by the system, but you know they exist in PubMed, try any of the following approaches:

  • Find the publication in PubMed. Copy the PubMed identification number (PMID) and search for that PMID in the function "Search publications". There is a dialogue box where you can enter the PMID number and that is usually successful. See image below on how to find the PMID.
  • Enter the publication using the Search publications function. In the dialouge box enter 1–2 author surnames (leave given / first names empty). If an author surname is a double name then only enter one part of it (or take another author's surname). Insert publication year and a few words of the title in the title box, not the complete title. This increases the chances of finding the publication. Avoid author names or title words containing special characters such as ' ` ~ " or similar.

Finding the PubMed identification number (PMID)

information CV - Add or edit "Education"

This is a text box where we ask you to briefly describe any educations, preferrably in chronological order. You can use dot lists or numbered lists if you wish. It often works to copy and paste from a Word file.

information CV - Add or edit "Academic merits"

This is a text box where we ask you to briefly describe any academic merits. Examples may be:

  • Courses you attended specific for pedagogic training
  • Being on advisory panels for Honours, masters by research or PhD students
  • Being assessor for Masters by research or PhD students
  • Course management responsibility
information CV - Add or edit "Other merits"

This is a text box where we ask you to briefly describe any other merits. Examples may be:

  • Degrees and awards
  • Current assignements
  • Completed assignements
  • Current memberships
  • Referee assignements

  This page is used by more portals using Researchweb.

PublishedDocument information: Personal profile with CV | Last modified: 2019-07-11 by Researchweb Support 7

Personal profile with CV, from James Cook University