Entering an NSERC CCV: Step by Step Last updated May

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1 Entering an NSERC CCV: Step by Step Last updated May Go to CCV Login Page 2. Note that usernames and passwords from other NSERC sites won t work on the CCV site. If this is your first CCV, you ll need to register: Click on Login, then Register to obtain an account: 3. Account creation: Enter your registration information and record your username and password somewhere for future reference. Make sure you enter exactly the same first and last name and that you have entered (or will enter) in your user profile on the NSERC Portal, otherwise you will run into difficulties later. A small percentage of applicants will run into some kind of unfixable issue where these forms just don t work. Try using a different browser (e.g., Mozilla), but if that doesn t fix the problem, then NSERC s tech support: webapp@nserc crsng.gc.ca They can reset your password etc. from the back end. 4. Logging In: Once you have an account, Login by clicking on Login in the top right corner. A small percentage of applicants will run into some kind of unfixable issue when logging in that they cannot resolve on their own, e.g., with the Forgot Password button. Try using a different browser (e.g., Mozilla), but if that doesn t fix the problem, then NSERC s tech support: webapp@nserccrsng.gc.ca. They can reset your password etc. from the back end. Hover the mouse over CV, then select Funding. Do NOT select Generic, the generic CCV is much longer than the NSERC CCV:

2 Now select NSERC in the field for the Funding Source, and NSERC_Researchers in the field for CV Type, then click Load. Now you ll see a long list of sections for which you need to enter information. 5. Help Text and Instructions. The PDF Specific Instructions from NSERC provides an overview of how to fill out the CCV, what information to put into each section, and how to get the CCV connected to your NSERC LOI or application, but it may be better to use NSERC s webpage directly since that may be more up to date: crsng.gc.ca/researchportal PortailDeRecherche/Instructions Instructions/ccv cvc_eng.asp Hovering your mouse over the blue question marks will display help text of varying usefulness: The Queen s CCV FAQ also answers a lot of common questions: development/2016 nserc discovery grants/queens faqnserc ccv 6. Importing publications: You can save a lot of time by importing your publications rather than entering them manually.

3 Instructions for the import of publications from Google Scholar, IEEE Explore and PubMed, will be given at the end of this document in the Import Appendix. If you get error messages for one type of import and it either doesn t import any items or only a few and then breaks off, try a different database to import from. Note that even when the import works, most items will have a red X to indicate that some information is missing that was not available in the imported files, e.g., the submission status will be missing (Submitted or Accepted, etc.). 7. Manual data entry: To add an item manually instead of importing it, go to the appropriate section (e.g., Conference Publications) and click on Add. To edit an item, click on the symbol. Please note: According to NSERC s instructions, HQP co authors in publications have to be marked with an *, so do this right away when you enter your HQP into those fields, e.g. Doe, Jane*. Entry fields labeled with an * asterisk are mandatory (e.g. *Publication Title in the screenshot below). For the non mandatory ones, just enter those that you think reviewers in your field would really expect to see. Use the Symbols button to enter scientific symbols: 8. Saving: when you ve finished entering an item press the Done button to save it.

4 9. Fixing Errors. Red X indicate sections that have an error. You will not be able to Submit your CCV until you have resolved all errors marked this way. Click on the sections that have Errors, then click on the item(s) with the red X, and they will tell you in red what information is missing, or what other type of error it is. A common error occurs if a contribution is older than the allowable 6 year time frame. For example, you cannot enter in the CCV that you are an IEEE fellow if you were given that honor longer than 6 years ago. Please refer to the Queen s CCV FAQ on where to put certain types of information. Important: you don t need to delete entries that are too old you just need to deselect them from inclusion in the NSERC CCV, as explained below. This way the information will be preserved in case you need a different type of CCV for a different purpose later. Unselecting items that are too old from inclusion in the NSERC CCV: Here is an example of a presentation that is flagged as an error because it s too old: To get rid of the error message, without losing the information you entered, uncheck the box in the Submit column: Note that the red X won t disappear immediately, it will only disappear once you hit Done. 10. Completeness: A lot of sections will display a green checkmark if left empty because they are in principle optional. However, if you do not enter any publications, for example, it is very

5 unlikely that your Discovery proposal will be successful, so the green checkmarks can be deceiving, be careful. It is up to each applicant to check all CCV sections to see if you have something that should be entered in each section. NSERC updated the CCV instructions in May 2017, and the instructions now contain more detailed guidance and what to include in each section: PortailDeRecherche/Instructions Instructions/ccvcvc_eng.asp (scroll down a bit to get to that part) 11. Deleting items. At the CCV section level (Conference Publications, Journal Articles etc. ), you can use the symbol to delete entries, e.g., publications that you entered or imported twice by mistake. If you don t want to delete the information but just not include it in your NSERC CCV, then unselect the checkbox in front of that item see section Preview the PDF. After you ve entered everything, click Done until you get back to the overview of all the sections. Now you can view the PDF by clicking on Preview : It is a good idea to check the PDF some content will appear different on the PDF than you expected. This PDF is however not what you can use for your submission to NSERC.

6 Submission to NSERC: you need a Confirmation number for your CCV that you can get by clicking on Submit (next to Preview in the image above), and then I agree. However, it will only let you Submit when there are no more error messages. To remove the errors, check which sections have a red X, then check all individual items with an X and fix the errors the system indicates in red. For example, if you imported your publications, the system will want you to select for each publication what the publication status is (published, accepted, etc.) and whether or not it was peer reviewed. Once there are no more red X, you can press Submit to obtain the confirmation number: that you can paste into the CCV field on the NSERC Portal (a different website) for your NOI and the full application: On the NSERC Portal site, once you ve opened your NOI or application, scroll down to the CCV Attachment section and click Attach:

7 That ll open a screen where you can enter the CCV confirmation number: Very Important: When you press Submit on the CCV site, the system will essentially take a snapshot of your CCV data at that point, and that particular snapshot will get linked to your NOI or proposal when you enter that confirmation number on the NSERC Portal. When you make changes later to your CCV, the information linked to your NOI or proposal will NOT automatically update if you want to update the CCV that is actually linked to your NOI or application, you have to press Submit again on the CCV site to get an updated confirmation number, and then enter that new number into your NOI or DG application. Note: most people will update their CCV between the notice of intent and the full application, e.g., when additional publications or new students are accepted. Just get a new confirmation number and then enter it in your DG proposal. However, as of May 2015, the contributions are numbered starting with the most recent one, so if you add a new publication, then the numbering for all your other entries changes: keep that in mind if you plan to use the CCV entries to refer to your own publications in your proposal. 1. Questions on what to enter into specific sections, or wondering where to list a particular piece of information? First check the updated NSERC instructions: PortailDeRecherche/Instructions Instructions/ccvcvc_eng.asp For remaining questions, please refer to the Queen s NSERC CCV FAQ:

8 development/2016 nserc discovery grants/queensfaq nserc ccv The FAQ will be updated anytime I receive a new question or when NSERC updates their instructions. Most of the answers listed there are answers I received from NSERC staff and program officers. Next: the appendix with the instructions on how to import your publication information from other databases into the CCCV.

9 IMPORT APPENDIX: How to import your publications Option A: Importing directly from PubMed If you have PubMed publications, then you can import them directly from that website, but you will have to look up and enter identifying numbers for each of those publications, which is a bit cumbersome, so the other options below will be better for most researchers. The following Demo explains how this process works: Import publication from the web (Demo) Option B: Importing BibTex or XML files that were exported from publication databases A faster way to import publications is to first export a list of your publications from a database like IEEExplore or GoogleScholar as a.bib (Bibtex file), or as XML in the case of PubMed, and then to import that file into the CCV. The following demo shows how to import the file: Import publication from a file (Demo) Currently the CCV import utility supports the BibTeX format for Citeulike, DBLP, Google Scholar, IEEE Xplore, Plos, Scopus, and Web of Science, and the XML format for PubMed. We will be adding new databases and formats as we continue to enhance this functionality. How to Export your publications from various sources for Import into the CCV The part that is missing from that Demo is how to export the publications from the various databases. Here is how that works, for 3 of the most common ones. 1. Exporting from Google Scholar (likely to have the most comprehensive list of publications): 1.1. Go to sign in, and click on. If you don t have an account yet on google scholar, then you may need to set one up first. 1.2 Once you log in, it will display a long list of publications. Check the ones that you wrote (and not somebody else with the same name): 1.3 After you ve selected some papers, the Export button shown below will appear.

10 1.4 Click that Export button. Select BibTeX from the pulldown menu. Depending on your browser s settings for how to handle downloads: a. Either a file called citations.bib will be saved to the Downloads folder on your computer, or you will be asked if you want to open or save the file. Choose Save As and pick a suitable directory to save the file in. b. If instead the screen opens to some strange looking text starting and containing lots of { (this is the content of the.bib file), then right click your mouse, select Save As, enter citations.txt as the file name, and select Text Document as the type, and browse to an appropriate directory to save it in. This is the file you can import into the CCV, following the Import from File Demo above. When you import that file as shown in the Demos at the beginning of this appendix, always select the source that you exported from (that is Google Scholar ). Note that Google Scholar items are generated automatically and can contain errors, including errors that will break the import process. For example, if one of the fields in a bibtex item has nothing in the { }, then the import will fail. If an import from Google Scholar doesn t work, try one of the other databases. 2. Export from IEEE Xplore 2.1 Go to Click on Author Search and enter your name. 2.3 Select the publications you want to export (check the boxes) 2.4 From the menu select Download Citations. 2.5 Select BibTeX and Citation only, clixk on Download. 2.6 The content of the BibTex file will be displayed on the screen. From the File menu of your browser, choose Save As, then select Text File as file type, or right click your mouse to get that option. It s OK to use.txt as the file extension. If you get an error during the import into the CCV, then one of the items in the list may have an issue, e.g. one of my publications exported from IEEE Xplore had an empty month, and the import only worked once I removed the month field from that item. If you

11 get an error, you can either try to import from a different source, or you can your Bibtex file to tech support webapp@nserc crsng.gc.ca and they can figure out what the issue is. 3. Export from PubMed 3.1 Go to and enter your name in the form LastName FirstNameInitial, or use Advanced Search. 3.2 Check all publications that are yours (not somebody else s with the same name) 3.3 Click on Send To, then select File and XML as the format. Depending on your browser s settings for how to handle downloads, a file called pubmed_result.xml will be saved to the Downloads folder on your computer, or you will be asked if you want to open or save the file. Choose Save As and pick a suitable directory to save the file in. This is the file (pubmed_result.xml) you can import into the CCV, following the Import from File Demo above. You should verify the Publication Type for each publication if you import from PubMed, you ll be presented with a list of papers, for which you can change the publication type if the pre selected one is incorrect.