Entering an NSERC CCV: Step by Step

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1 Entering an NSERC CCV: Step by Step G t CCV Lgin Page Nte that usernames and passwrds frm ther NSERC sites wn t wrk n the CCV site. If this is yur first CCV, yu ll need t register: Click n Lgin, then Register t btain an accunt: Enter yur registratin infrmatin and recrd yur username and passwrd smewhere fr future reference. A small percentage f applicants will run int sme kind f prblem where these frms just dn t wrk as intended and the recvery mechanisms dn t wrk. Try using a different brwser (e.g., Mzilla), but if that desn t fix the prblem, then NSERC s tech supprt: They can reset yur passwrd etc. frm the back end. Once yu have an accunt, Lgin by clicking n Lgin in the tp right crner. At this pint yu shuld try t imprt as many f yur publicatins as pssible. The mst cmprehensive nline surce f yur publicatins is prbably Ggle Schlar they will include all publicatins that are nline anywhere. If yu dn t have a Ggle Schlar accunt yet, we strngly suggest setting ne up, it nly takes a few minutes and yu dn t have t add yur papers manually. Otherwise prceed t step b). T set up a Ggle Schlar accunt, g t the fllwing URL ntinue=https%3a%2f%2fschlar.ggle.ca%2fcitatins%3fhl%3den&hl=en&fl wname=glifwebsignin&flwentry=signup 1

2 Fill in the required infrmatin, and it will shw yu a list f publicatins by authrs with yur name, frm which yu can select the nes that are yurs. Lg int yur Ggle Schlar Accunt at then click n in the tp left crner. In the list f yur publicatins, check the checkbxes f the nes that yu wuld like t exprt. After yu ve selected sme papers, the Exprt buttn shwn here will appear. Click that Exprt buttn. Select BibTeX frm the pulldwn menu. Depending n yur brwser s settings fr hw t handle dwnlads, a file called citatins.bib will be saved t the Dwnlads flder n yur cmputer, r yu will be asked if yu want t pen r save the file. Chse Save As and pick a suitable directry t save the file in. If yur brwser desn t give yu the ptin t save the text as a file, but just displays sme strange lking cde, then select all that strange lking cde and cpy it int Wrd r Ntepad, and save it as a text file (.txt). This is the file yu can imprt int the CCV, fllwing the instructins belw. Imprting the publicatins frm an exprted file int the CCV Frm the Utilities menu, select the Imprt-publicatin-frm-file tl n the CCV site circled in red here: 2

3 Select the surce ( Bibligraphic Database ) that yu exprted frm (that is Ggle Schlar in this case). Nte that Ggle Schlar items are generated autmatically and can cntain errrs, including errrs that will break the imprt prcess. There are instructins in the Appendix fr imprting publicatins frm ther surces. (IEEE Explre, PubMed, Web f Science and thers). Select the file that cntains the data that yu exprted frm Ggle Schlar Click Imprt It ll shw yu a list f imprted publicatins. The status clumn indicates if a paper is already in yur CCV ( Duplicate ) r nt ( OK ). Duplicates have n check marks in the Imprt? clumn because the new data wuld verwrite the existing item. In the PublicatinType clumn yu can select fr each publicatin the type f publicatin, pssibly verwriting the type the system selected. Fr example, if a publicatin was a jurnal article, but it s listed as cnference abstract, then yu can click n the v at the end f the publicatin type entry t select the crrect type frm a list f publicatin types. Once yu are happy with the selectins and have nly check marks next t the publicatins yu wish t imprt int yur CCV, click n Cnfirm Imprt. It ll display a message Yur publicatin(s) have been successfully saved, but yu have t lad yur NSERC CCV t see them, as described in the fllwing step. Hver the muse ver the CV menu, then select Funding. D NOT select generic, the generic CCV is much lnger than the NSERC CCV: Nw select NSERC in the field fr the Funding Surce, and NSERC_Researchers in the field fr CV Type, then click Lad. First, yu need t fill in sme missing data abut the publicatins yu just imprted. Yu ll see a windw in the middle f the screen with the varius CCV sectins. Use the scrll bar n the right t scrll dwn t the publicatins sectin. 3

4 Click n the pencil icn next t each red X, e.g., Jurnal articles. Click n the pencil icn next t each paper with a red X. First, g thrugh the list f authrs f that paper and put a * behind the name f each HQP c-authr this is the ntatin that NSERC wants yu t use. Select the crrect answer fr the Publishing Status, and the Peer Review field, then click Dne. Smetimes yu ll get an errr message: Only entries with Year within the past 6 years may be submitted This means yu can t use that publicatin, it s t ld. Dn t delete it hwever, click Dne t get back t the list f papers, and just uncheck the checkbx in the Submit clumn fr that lder paper in the list f publicatins and it wn t be included in the CCV sent t NSERC, and the red X will disappear after yu click Dne : Next, fill in the rest f the CCV sectins manually. Here are sme tips n hw t use the CCV user interface: Clicking the blue questin marks will display help text. Fr example, in Funding Histry applicants frequently misinterpret the field Prtin f Funding received. It shuld be yur share f the grant in $. Enter amunts withut cmmas. Red X indicate sectins that have an errr. Yu will nt be able t Submit yur CCV until yu have reslved all errrs marked this way. A cmmn errr ccurs if a cntributin is lder than the allwable 6 year time frame. Fr example, yu cannt enter in the CCV an hnr yu were awarded lnger than 6 years ag 4

5 even if yu are a Fellw fr life, fr example. T fix prblems with cntributins lder than 6 years, yu need t deselect them in the Submit clumn. (Yu can mentin imprtant lder hnrs in yur Discvery applicatin instead). A lt f sectins will display a green checkmark if left empty because they are in principle ptinal. Hwever, if yu d nt enter any publicatins, fr example, it is very unlikely that yur Discvery prpsal will be successful, s the green checkmarks can be deceiving, be careful. It is up t each applicant t check all CCV sectins t see if yu have smething that shuld be entered in this sectin. The NSERC CCV instructin page cntains a shrt explanatin fr each CCV sectin n what t enter in that sectin, fllw these instructins carefully: Instructins/ccv-cvc_eng.asp T add an item manually, g t the apprpriate sectin (e.g., Cnference Publicatins) and click n Add. T edit an item, click n the symbl. Entry fields marked with an * asterisk are mandatry. Fr the nn-mandatry nes, nly enter thse that yu think reviewers in yur field wuld really expect t see. Use the Symbls buttn t enter scientific symbls: When yu ve finished entering an item press the Dne buttn. 5

6 At the CCV sectin level (Cnference Publicatins, Jurnal Articles etc.), yu can use the mistake. symbl t delete entries, e.g., publicatins that yu entered twice by What is the meaning f the Submit clumn at the sectin level? Only items with a checkmark in the Submit clumn will be included in the CCV utput (the pdf file with yur CV). Unchecking will als eliminate the errr messages assciated with that item (if yu dn t want t include it). After yu ve entered everything, click Dne until yu get back t the verview f all the sectins. Nw yu can view the PDF by clicking n Preview : It is a gd idea t check the PDF sme cntent will appear different n the PDF than yu expected. This PDF is hwever nt what yu can use fr yur submissin t NSERC. Fr submissin t NSERC yu need a Cnfirmatin number fr yur CCV that yu can get by clicking n Submit (next t Preview in the image abve), and then I agree : Hwever, it will nly let yu Submit when there are n mre errr messages. T remve the errrs, check which sectins have a red X, then check all individual items with an X and fix the errrs the system indicates in red. Fr example, if yu imprted yur 6

7 publicatins, the system will want yu t select fr each publicatin what the publicatin status is (published, accepted, etc.) and whether r nt it was peer reviewed. Once there are n mre red X, yu can press Submit t btain the cnfirmatin number: that yu can paste int the CCV field n the NSERC Prtal (a different website) fr yur NOI and the full applicatin: On the NSERC Prtal site, nce yu ve pened yur NOI r applicatin, scrll dwn t the CCV Attachment sectin and click Attach: That ll pen a screen where yu can enter the CCV cnfirmatin number: 7

8 Trubleshting CCV linking errrs: If yu entered different addresses (r slightly different spellings f yur name) in yur prfile n the CCV site vs. yur accunt n the NSERC Prtal, the system wn t let yu link yur CCV. T avid cmplicatins, nly enter a single address, and make sure t use the same in yur Accunt sectin, and in the Persnal Infrmatin/ sectin in the actual CCV and duble-check that the s and all parts f yur name are entered in an identical way n bth websites. If the s and the names are identical, including the address yu listed inside the CCV in the Persnal Infrmatin/ sectin, and it still wn t link, then yu have t cntact NSERC tech supprt: Very Imprtant: When yu press Submit n the CCV site, the system will essentially take a snapsht f yur CCV data at that pint, and that particular snapsht will get linked t yur NOI r prpsal when yu enter that cnfirmatin number n the NSERC Prtal. When yu make changes later t yur CCV, the infrmatin linked t yur NOI r prpsal will NOT autmatically update. If yu want t update the CCV that is actually linked t yur NOI r applicatin, yu have t press Submit again n the CCV site t get an updated cnfirmatin number, and then enter that new number int yur NOI r DG applicatin. Nte: mst peple will update their CCV between the NOI and the full applicatin, e.g., when additinal publicatins are accepted. Just get a new cnfirmatin number and then enter it in yur DG prpsal. Questins n what t enter int specific sectins, r wndering where t list a particular piece f infrmatin? Please refer t the Queen s NSERC CCV FAQ: Cmmn questins are fr example whether r nt ne shuld enter supervisin f 4 th year capstne prjects (N), hw ne shuld list life-lng hnrs received mre than 6 years ag (in the DG applicatin itself), etc. 8

9 IMPORT APPENDIX: Hw t imprt yur publicatins frm ther databases Optin A: Imprting individual publicatins directly frm PubMed If yu have PubMed publicatins, then yu can imprt them directly frm that website, but yu will have t lk up and enter identifying numbers fr each f thse publicatins, which is a bit cumbersme. Under Optin B belw is als a way t exprt all yur PubMed publicatins withut having t lk up the PMIDs f all yur papers. Publicatins can still be imprted using the PMID, and yu may nw imprt multiple PubMed articles at nce using the instructins prvided belw: Step 1: In CCV, click n the "Utilities" tab at the tp f the page. Step 2: Click n "Imprt Publicatin frm Web". Step 3: In the text bx prvided, insert all PMIDs f publicatins yu wuld like t imprt separated by a cmma (n spaces). Step 4: When prmpted, select the sectin where yu wish each publicatin t g nce imprted (e.g. Jurnal Articles, Bk Chapters, etc.). Step 5: Click n "Cnfirm Imprt". Yur publicatins shuld nw be successfully imprted. Optin B: Imprting BibTex files that were exprted frm publicatin databases The instructins fr imprting publicatins frm bibtex files start n page 2 f this dcument (sectin c)). What fllws belw are instructins f hw t exprt bibtex files frm ther databases. 1. Exprt frm IEEE Xplre a. G t b. Click n the v arrw next t All in the search bar, and select Authrs instead. Enter yur First and Lastname int the search bar fields c. Select the publicatins yu want t exprt (checkbxes) d. Frm the tp menu, select Exprt, select the Citatins tab, select BibTex as Frmat, and Citatins nly. Click Exprt. e. If yur brwser settings allw pp-up windws, the cntent f the BibTex file will be displayed inside a pp-up windw. It shuld lk a bit like cmputer cde, with lts f { and }. If it lks like nrmal text, then yu selected Plain text as the frmat instead f BibTex, s try t exprt it again with the crrect type. f. Select all the strange lking text in the pp-up windw, cpy it (Ctrl-C), pen Micrsft Ntepad, paste the text int it, and then save it as a text file. This is the file yu can imprt int the CCV. 9

10 2. Exprt frm PubMed G t and enter yur name in the frm LastName FirstNameInitial, r use Advanced Search. Check all publicatins that are yurs (nt smebdy else s with the same name) Click n Send T, then select File and XML as the frmat. Depending n yur brwser s settings fr hw t handle dwnlads, a file called pubmed_result.xml will be saved t the Dwnlads flder n yur cmputer, r yu will be asked if yu want t pen r save the file. Chse Save As and pick a suitable directry t save the file in. This is the file (pubmed_result.xml) yu can imprt int the CCV, as described abve Select Imprt publicatins frm file frm the CCV Utilities menu, then indicate PubMed as the Bibligraphic Database. 10

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