She will take it away. Well, good afternoon everybody and welcome to getting started with orchid and science CV. This is a real nice way to start off our summer. You've probably seen a lot of communication yourself as well as your faculty and department managers and chairs on this very exciting topic. So basically, my office, the office Research and Projects Administration and Megan's office, the Princeton Research Data Service or kicking off orchid and science cv training with special help. And we are forever grateful from one of your peers who has been with us on many of these presentations that Cato, the grant and finance manager and high metals environmental institute. So he could speak to real life usage and how a lot of this works in real time. And we're thankful that he's been with us on this journey and we'll continue to do so. We won't let him quit. So bank SAC. Next slide, Megan. So just getting started here. The roadmap to this presentation is, well, why are we here? So we'll talk about the upcoming mandates from some of the federal sponsors. How that all came about will show you the tools for science CV and orchid and do a deeper dive into what both of those things are. We'll talk about setting up researches and delegates in both orchid and signs TV and that's very, very important. And then we'll talk about the upcoming hands-on workshops next slide. So how did this all come about? So really it couldn't come from a higher authority rather than the President of the United States. And literally that's where this originates from. About a year-and-a-half ago, they issued the president's office issued what's called an SPM 33. And what that stands for is the National Security Presidential Memorandum number 33, which covers National Security Strategy for the US government supported research and development. Well, that's a mouthful. What does that all mean? It's a very extensive document, but a lot of it covers research security. And the two components that they really honed in on is external disclosures to sponsors and harmonization of those external disclosures. So what is an external disclosure? You may not have heard that name used, but you familiar with what it is and that is your bio sketch and your current and pending documents. And what an SPM has recommended and what they want the agencies to do is to strive for harmonization so that Ysaye, each agency, NSF, NIH, DOD, Department of Energy, nasa. They follow the same format and process for reporting on a bio sketch and a current and pending, which then allows the agencies and the government to better identify, are there any financial conflicts of interests or conflict of commitment? And you're aware now in reading through the solicitation requirements that this is very prominent in a lot of the compliance requirements and how we have to prepare all these documents. So SPM 33 came out with a lot of guidance and strong recommendations, one of which is to use a digital persistent identifier or a DPI, which allows you to easily share information for somebody's research profile. So that includes all of their publications, all of their affiliations and appointments, I in all of their support. One of the mechanism that meets the DPI requirements that the government wants us to use is orchid. Orchids stands for open research and Contributor ID, and orchid is a non-profit organization that promotes the use of a dpi. So researchers can list all of their scholarly works, institutional affiliations and what have you and this stays with them. They get a unique ID numbers. So why the red Princeton, they would have that ID number with all of their scholarly works and affiliation as they move to a different institutions that have the same ID number and all that information travels with them. So it's very important to keep in mind as we go through this and all the training that we're going to learn about orchid and science CV to two very important components. This is just not about science CV. Next slide, Megan. So what do the sponsors think about all of this? Well, right now, NSF is the only sponsor that has mandated the use of orchid and science CV. And we found out about that back in May when NSF issued a draft of their proposal and award guide, which will be effective. January of 2023, the other sponsors will soon follow. As you're aware, when you read some DOD or DOE calls, they already say when you read the bio sketch and current and pending information to follow the NSF format. They're not going to require the use of the electronic version of science CV. They still want to use the formatting from science CV and the current and pending that NSF is using this mandate that NSF put in their draft guide. They basically have said those PDF fillable forms that we were using for these documents for the current and pending in the bio sketch will no longer be accepted. You have to prepare this in science CV. Otherwise and drumroll, please. Megan, that proposal will not be accepted. Period. This is as hard a stop as you can get to. There's no workaround for this. We can call the Research.gov helped us. We can't submit it tomorrow. The proposal will be upheld in research.gov without the bio sketch and current and pending prepared in science CV, that proposal will not be accepted. So as I said, this right now is just for NSF. The other responses will very soon follow what they're doing here. And again, this is tied back to the and SPM 33 memo. This is coming from as high up as you can. And the government. This also applies to the progress reports, the RPP PRs for NSF. So sometimes a researcher may have a pending proposal with a sponsor wants to see an updated support document that is submitted through the Arc de Yara that needs to be done in science CV. This could also be when you have an active award and you need to update your current and pending again through the RPP PR, you have to add this current independent document prepared in science CV, otherwise it's not accepted. So if you're waiting on appending an award, that won't be awarded unless you're submitting it correctly through science CV or if you need to submit a progress report, it will be considered late because the progress report cannot be submitted unless you're submitting an updated, current and pending via science CV. The last requirement that was added to this and this again, is this part of the government just making sure that there's no conflicts of interest and conflict of commitment. That senior personnel will be required to certify in science. The veto will be a certification or two or three lines certification that the bio sketch and current and pending is accurate, current, and complete. The PI or the researcher will need to sign that electronically, sign that that certification. I'm not sure zack could maybe answer this if it's in the current appending section yet. I know they were working on it exactly, you know. Yeah. So the thing I did want to say about this is there is not currently an actual signature required for NSF current and pending documents there is for NIH other support. And we do foresee that the two agencies are going to meet in the middle, so there will be some form of signature or certification required on all of these documents, which even more so pushes the need that we must do this through the systems we can't even use. When it comes to NSF, the PDF fillable forms will not be accepted anymore and the digital signatures are going to become more and more important, even more so we're not even going to be able to sign on behalf of *** anymore. They are going to have to go in and do something. Exactly. So there you have it. That was sort of a high level summary of what this is all about. And now I'll turn it over to Megan and she will continue. Alright, great, Thank you. So I will start with a quick introduction to these tools. And S Francine has mentioned orchid. It stands for Open Researcher and Contributor ID. It is a tool that can reliably distinguish you, the researcher from your work, from other researchers because the orchid id is a 16 digit unique, persistent identifier that is attached to you and only you. And it will follow a researcher throughout their career. It works to improve researchers visibility and the attribution of all of their scholarly outputs and activities. And it holds all the information that you would expect to find in a traditional CV. So orchid is designed to save you time because the information only needs to be entered once, but it can be re-used often and reused by many other systems. Or it could connect to a lot of other systems to help make it easier to track your publications and automatically add new publications to your record. Organs are used all around the world by publishers, research organizations, and funders. And as of now there are over 10 million organ IPs actively in use. And this is just increasingly becoming more of a requirement to have an orchid ID. So using orchid with science DVT can streamline the process of creating a bio sketch. A bit more about science CV. It was developed by NIH's national Center for Biotechnology Information, NCBI. And it's used by NIH, NSF, and other sponsors to produce bio sketches and current and pending support documents in agency approved formats. The goal of science is to have a single common researcher profile system to produce these documents where your information can be maintained in one centralized place. And that it can pull information from other systems such as ERA Commons, NSF, and orchid. It eliminates the need to repeatedly enter bio sketch information and can reduce the administrative burden. And as Francine had mentioned, it is likely that more agencies and sources of funding will require the use of science CV in the future. Okay, So now we're going to just focus on orchid. I'm gonna go over creating an account, how to manage your account, adding some information to fill it out. So to create an orchid ID, you will need to register at orchid.org and then fill out all the required fields. Very standard sign-up process. The one thing that I want to highlight is that we strongly recommend that you add an additional second e-mail, which isn't just an option, optional entry for you. But we require we recommend this because your primary e-mail that you list here is used for logging in. And if you use an institutional e-mail, you should add an additional personal emails as a backup to ensure that you can still log in if you ever switch institutions are in, lose access to your primary e-mail. So here is an example of what an organ account looks like. This one belongs to Yuan Li, who is Princeton scholarly communications librarian. On the left side, you can see several options to add any name variance which you have, which you have made, excuse me, which you may have used throughout your research. You can add your country and he keywords and websites that you have. Then under activities, you can add your employment, education and qualifications, invited positions and distinctions. And lastly, membership and service. Filling out each of these sections, it's pretty straightforward. You will simply click on the Add button that's on the top bar for each section, then fill out the form that pops up. So orchid integrates with a lot of other systems. An orchid calls these systems and these the connection, these integrations are called trusted organizations. These allow these organizations to pull in information as well as push out information to and from the orchid record. So by linking your orchid with a trusted organization, the provenance of any data, the ad is recorded and disclosed on your orchid record. You can add a trusted organization by logging into a website using your orchid credentials or from a publisher's website during the paper submission process. And if it is a publisher who has integrated with orchid, you'll actually be able to authorize that publisher and grant them permission to update your research activity to or get automatically. And then the other option is through the search and link function, which you can search through a list of parties that have a partnership with orchid, an example that is DataSite or Scopus, then authorize them to make changes to your account. So anytime you connect your orchid ID to another organization system, you will be asked to grant permission to that organization to interact with your orchid record. These connections can be made also on your behalf by a delegates. So here is just a quick view of what the trusted organizations look like. You can review them at any point by clicking on your name in the top right corner of your orchid account and then clicking on trusted parties. If you ever want to, you can always revoke access to any of these organizations at any point. And if you change your mind, you can re-add that access as well. Also, you can grant permission to one or more trusted individuals. These are essentially delegates to update your orchid record and act as a delegate to manage your account. A trusted individual must have an orchid account of their own to be able to have this. So to add a trusted individual, click on your name in the top right corner of your orchid account, then click on trusted parties, and then scroll down to the trusted individual section in the box under search for orchid user to add as a trusted individual. Enter the orchid ID or their email address. Once a trusted individual has been selected, they have to be able, or they will be able to access your record through their own account. To do this, the trusted individual can click on switch to another account on the top of their own orchid page. They will then see a drop-down menu of all the accounts that they are a trusted individual for, and then they can select the account they wish to manage. So when a trusted individual has switched to another account, this is what it will look like. They will see a yellow banner on the top of the page that indicates that you are no longer in your own account. You are in the account of another person that you are trusted user for. Something to keep in mind. Any trusted individuals who are managing multiple accounts will want to ensure that they are in the correct one by checking that yellow banner and just double-checking the name at the top to make sure that is indeed the account that you want to be working in. So orchid respects your privacy and you have full control over all your data in your orchid record. There are visibility settings that determine who can see the data that you've included. And you have three options. Everyone, trusted parties and only me. Everyone, which is indicated by the green people icon, means that the information in orchid with this setting is visible to everyone and anyone on the Internet. Trusted parties indicated by the yellow key means that the data is only visible by organizations and individuals that have that you've authorized under the trusted parties page. Finally, only me, which is indicated by the red lock, means that only you or a trusted individual who you've granted permission to manage your account will be able to see that specific information. We recommend that you set your visibility to either trusted parties or to everyone. This will allow organizations such as NIH, NSF, and especially science CV to see this information and to pull this information. And it will allow that information to transfer to those systems and any other system. You can customize the visibility setting for every single entry in the orchid accounts. Just to add on what Megan said there, as far as trusted organization, if you remember when I was speaking about and SPM 33, the agency is strongly that the government is strongly recommended that all the agencies, S4, the use of orchid with science CV, that we use orchid to populate the data fields required in science EVAs. So that's why Megan said, if you select trusted organization, it allows for science CV to connect to organ. Absolutely. And we'll go over that a little bit later in this talk. We'll go with the step-by-step of how that works. So the big part of orchid is adding works. In orchid works are your research outputs. This includes publications, datasets, conference presentations, and actually a lot more of other research outputs. The work section. To add works, you can click on the Add button there and then you'll get a drop-down menu that gives you four ways to add works to your record. So first, you can have works directly import from other systems by using their searching link function. And I'll go into this on the next slide. The next next way is by using an identifier such as a DOI. You can add a single citation by copying the DOI and entering it into the sign, the orchid form. The third way is to import works using a BibTex file. And this is just an XML file that you can export from a reference management tool or a database. The last way is to manually enter a citation. You should not need to manually enter a citation here There's should be the absolute last resort that you should never really need to do. So I'm gonna go over the surgeon link. This is the most recommended way to get to easily get works into your record. So an orchid, It's called the Search and link wizard. These wizards make adding works really easy and they ensure that you're getting the data about the work directly from the source. So it is considered accurate, sort of stamped off, and allows the addition of contributor information to each citation as well. To add works to your orchid using the search and link wizard, you've must first grant access to that organizations integration. Select the platform that you want to use to import your works from in the drop-down list. You'll then be prompted to grant access to your orchid record and then you'll be taken to that organizations website to select the works to add to your orchid record. Works added with a search and link wizard will display the relevant organization as a source of the item and you as the source of the connection between that item and your record. We recommend that you start using Scopus and then you try cross ref. If you have publications in PubMed Central, then you can also try that your PubMed Central wizard. And I'll just make a quick note here. We know that adding publications can take quite a bit of time and can be a heavy lift. And this is why we will be doing a lot of hands-on workshops and trainings to really help specifically with this part of orchid. I'll talk about that at the end. But for now, we'll continue. The last thing I have here for orchid, I just want to go over what data that you currently see an orchid will be transferred into the science CV for the NSF bio sketch. So the first thing, you'll see the biography and keywords. An orchid are transferred to the synergistic activity section in science CV. The employment, education, and qualifications sections in orchid are transferred to the professional preparation and appointments sections in science CV. And lastly, works in Oregon are transferred to the Products section in science CV. And one thing that's really important to note is that this information is a one-way transfer. So if you make any edits to this information in science CV, it does not transfer back to orchid. It does not go anywhere outside of science CV. Okay. So now I'm going to switch gears and talk, walk through science CV to show the steps of how to set up an account, create a bio sketch, and how to create a current and pending support documents. So to get started with science CV, you will need to go to the NCBI website which houses science CV. If you just google science dv, it will always be the first thing that shows up. Once you're there, you can then select one of the login options on this main page or select login and the top-right corner. To access science CV, you need to sign up using one of their third party sign-in options. You can no longer just have a NCBI account. So we recommend using one of the funders. You can use ERA Commons, orchid or login.gov, whichever you prefer, but just select one of these options and then login using those credentials. You'll then be given the option to create an NCBI account or to link to an existing one. Regardless which one you choose. You will just need to follow the steps. If it's your very first time, you will be making a new NCBI account. And anyone who's acting as a delegate, you, the email that you choose in this step is the email that you'll be giving to your faculty or the researcher for them to be able to add you as a delegate to their account. Okay? So once you are logged in, the first thing that we would like you to do is to access your account menu, your account settings menu. You can do this by clicking your username, email, which should be on the top right corner. And then select the account settings at that drop-down menu. In the account settings, this is where we will be making a connection between orchid and science CV, as well as adding any delegates. In the account settings. You'll want to look down to the linked accounts section, which is that third gray box. And then click on the Change button. Then under all available partner accounts, you'll be typing orchid into the search box. It should show up below and then you'll just need to select it, login to your orchid account and authorize the connection. Once you've done that, you'll then be able to see your orchid ID listed under Linked Accounts. This step needs to be done by the account holder. This cannot be done by a delegate or anyone who is not logging in as the account holder. Then when you go back to the account settings. You can also add and manage it. Delegate access to your science CV account. So delegates are able to create, modify, and delete bio sketches and current and pending documents in that sciencey via account that they have delegate access to. For a delegate to be added, the delegate must first have assigned to the account of their own. And you will all need to know what the email address that they have used in creating their account is. Then you can add a delegate to your account by going to account settings, clicking on, Add a delicate, and then entering the delegates email address. And once again, this has to be done by the account holder. So after the delegate's email husband entered, the delegate will receive an email from NCBI with a link to confirm the delegation. One thing to double-check if you are the delicate, go through and check your spam folder. There has been cases where the email may not go directly to your inbox. Okay. So after the delegate confirms, the researcher will see the delegates name listed in your account under the delegates section. And you can have a research, can have multiple delegates in a delegate can be on multiple researchers accounts. There is no hard number on how many counts that you can manage as a delegate or how many delegates you can have on your own account. Okay, So now we're ready to create a science EV bio sketch. So to do this, navigate to the My NCBI dashboard by clicking on your username, email and the top-right corner and selecting Dashboard there, scroll to the bottom right corner to find the science TV box. On your first time using science CV, this box will just be, will be empty with just a line that says click here to create a new CV. When you've created any documents here, you'll actually see a link to all the documents that you've previously created and then a link that just says managed science fee for you to click on. So another thing to see here is that this is one of the areas that delegates will see the account that they are a delegate to and that's listed under delegated CVs. For now, you'll click on click here to create a new CV. And this will take you to the science CV page. Here you'll see again all the documents that you've previously created. And delegates can also see the accounts that they manage here listed under science CV accounts delegate it to you. So if you're a delegate, all you'll need to do is navigate to this page. Or you can do this from the previous page, but you'll need to click onto the account that you would like to go to to create a bio sketch. And then the steps that I'm going to list next will be the same for either a delegate or the researcher to do. So to start, you'll click create a new document to make a new bio sketch. Then you'll fill out this form. You will need to type the name of the document, select NSF bio sketch for the format, and then choose Data Source, select external sources. And then you'll have the option to import your data from ERA Commons, orchid or NSF. For us, we will be selecting orchid and then you'll just need to click Create to create the bio sketch. And this will start the process. Automatically pull the data from orca to populate your new bio sketch. Here is just an example of what the bio sketch will generally look like. As you can see, my orchid ID is listed the top under my name, and that the professional preparation and appointments sections are already filled out with information that's been pulled from orca. This has not been manually entered in any way. So if you want to make any edits to the sections, you are always able to, You would just have to click on Edit entries and you can edit these sections if you would like. Otherwise you can leave them as is. And then one thing to note here is that your bio sketch will not dynamically updates when you make changes to your orchid account. So once you've created this bio sketch, if you've gone back to your orchid account to make some edits, they will not be shown on this specific bio sketch because it is essentially a snapshot. You'll need to go back and create a new bio sketch to see whatever new changes you've made in your orchid record. So next you'll want to scroll down to the products section to import the specific publications for your proposal. Click on select Citations. And then click on the orchid tab and click Refresh list from orchid. This is going to pull the citations that you have in your orchid accounts. And you'll then see them all listed. As you can see here. There'll be a checkbox next to each citation. Click the citations that you would like to have. One nice thing is, is if you have already selected citations, they will be grayed out and it will not let you select citations for both of the sections. So you don't have to worry about double using a single citation. Once you've selected the citations that you want, you'll click on Save citations. And then you also have the option to edit the author list for each citation. If you have a lot of authors, you can click Edit authors. This will pop up a textbox that you can then simply list the first two or three authors and then add et al. Any of these edited citations will then appear in the Edit tab. And this is just a little snippet of what the output looks like for the products. The last section is synergistic activities. And for this science to be just pulls the data from the biography, the keyword sections in orchid. So you'll most likely want to edit these and you'll need to do that manually. To do that, you can simply hover your mouse over the pulled in information. You can delete it or edit it. And then you can also add any additional entries as needed. Once your bio sketch is complete, you are ready to export it. You have two options. You can either have a PDF or an XML. So you'll want to select the PDF and then save that file. And here's just a little snippet of the top of what that will look like. The last thing for the bio sketch. And this is really important is that the exported PDF cannot be edited after you have downloaded it. And this is because it has been signed by NCBI. If you do do any edits to the document, it will be invalidated and the systems will not accept it. So just make sure that it's fully complete before exporting it. Or if you need to make changes, go back into the document inside CV, make the changes, and then re-export it. Okay, so next, we will go over how to create a current and pending support document. Just like with the bio sketch, you'll create a new document. But this time select NSF current and pending support format. Now at this time you can only create a new document or edit an existing one under choose data sources. So for now, we'll start with a blank document. So there's only two sections here. The first is your name, which is already populated, and then the second section, current and pending support summary, is where you add your projects or proposals and your in-kind contributions. So to start, you can select Add project proposal. Then you'll need to manually fill out this form. You will be asked for the project title, project tastes, source of support, amount of funding, person, months dedicated, and a statement of the overall objectives of the project being proposed in a statement of potential overlap with any active or pending proposals. So something I'd like to add that go for it everybody to understand. So in terms of effort, effort is not budget related, and thus every single project listed on here must have a level of effort. Level of effort of 0 is not accepted. So work closely with your faculty members to come up with some reasonable amount of effort. I can tell you very often on things that require minimal effort of a faculty member, we just put 0.01. But you cannot leave this blank and you cannot put a 0 value in that field. So just to tell him what Zack was saying. So on budgeted effort, if you're doing an NSF proposal and the PI or senior personnel is not asking for it. So the budget says 0 for that person to justification says 0. But they are doing say, one month of efforts. So one month would go here. That said, if the PI or the researchers senior personnel is budgeting for one month of effort, but they're also going to commit an additional half a month on budgeted. What goes on the current and pending is the sum of those two because that's your total effort to one month budgeted plus the half month on budgeted. So that's the 1.5 months and we've talked about all this effort reporting. I'll call it the way to offer. So that's what same thing applies here when you're entering the information on this form. Alright. Perfect. So once you've saved, entered all that information, clicked safe and closed it, the window will close. And then you will go on to add in-kind contribution. For in-kind contributions, once again, need to manually fill out this form. You will be asked to include the status and sources of support to summarize any in-kind contributions, lists the number of staff committed to the project for each year, the dollar amount of all the in-kind contributions you summarized and staff committed. And lastly, a statement of the overall objectives of the project being proposed in a statement of potential overlap with any in-kind contributions. And once again, you just need to click Save to exit the form. Anyone have any Zachary or Francine any additional comments on this one? All right. So once you've closed, isn't saved those, there'll be listed. He's just a little example of what those can look like. Then once again, you can export this by clicking on PDF to save the file to your computer. Unlike with the bio sketch, the PDF cannot be edited after it's been downloaded and it has been signed by NCBI. Okay, so to wrap up, I have just listed here a little summary of all the steps for researchers to take to get started with orchid and science CVs. This is just for your reference, if you want a quick step-by-step of what we've just talked about. This is a slide for that. And I have the same for delegates to get started with orchid and science as a delegate, a quick step-by-step for future reference. So Megan, I have before we talk about the workshops, just one thing that maybe we can go back and discuss for a quick second. So it starts out with them setting up an orchid account. I know you're talking about bringing into publications from work into science CV. But there is a process to enter to push those publications into orchid. That's the initial step, correct? Correct. Yeah. So there there's there's a few different ways to get the publications into orchid. And that's what we're going to be helping with that. Let me go back to the initial upfront work that comes with the big lift, right? That is the big lift. And we know we know getting with the orchid can have a lot of upfront work. And it really is dealing with getting the publications. If there are a lot of publications that the researcher has, it can take a little bit of time to get this publication since now there are some ways that organ has through integrations and the search and link wizards to speed up the process of this process into bulk, upload a lot of these citations into the record. But we really want to provide support for this initial lift to get the orchid records up-to-date. And that initial lift only needs to be completed once getting the backlog of publications. It's a onetime effort. And once it's done, everything saved and there, and it's ready to go. So now that's key, That's the point that she's making with orchid. And sort of what I went through in the very beginning. This presentation is not just about generating a science CV, electronic bio sketch. It's about starting out in orchid to populate science CV with your affiliation and your scholarly output data. I know many departments are already science CV compliant. They're doing that via my bibliography or whatever other source with a pulling information in. What the agencies I'll go into, what they will eventually mandate is the use of orchid to populate science of B. So the orchid piece of this presentation, of this whole roll-out of workshops and what have you is just as important as the science CVP is. Absolutely. That's also because orchid is that single record that will belong to the researcher and we'll follow them throughout their career. So once this information is in there, it's really just getting everything in and then doing some maintenance in the future to just make sure that things are. Going as they should, so well, I'll mention is that to help with this effort, this is the roadshow training that will be holding starting mid to late July. And these are going to be we're going to go to departments to hold in-person hands-on training, workshops to help populate the researchers. Orchid accounts with the publication and appointment data that can then be fed into science CV. And in these workshops, these we will have live step-by-step demonstration so that everyone can follow along on their very own computers, on their own accounts or the accounts they are delegated to work on. We can actually just go through step-by-step together and troubleshoot any issues that may come up on the spots. At these workshops, we will be able to get a significant amount of the publications into the orchid record. Of course, this depends on how many publications that the researchers may have. But in few cases we've been able to get a complete record out of one of these workshops. So we can get a good amount in. And another thing that we can get done in these workshops is setting up integrations with other systems that can then automatically add new publications to the record moving forward. These integrations are typically with databases and with publishers. And setting these up, we'll then save time moving forward because it will be pushed from these databases and they'll not need to be initiated from the researcher, from the delegate. So now the thing with these workshops, the stuff that we previously, you were summarizing the last two slides are prerequisites for these hands-on workshops. And that's really just the steps of creating accounts, connecting orchids, signed CD and setting up any delegates. We just need those three essential things to be done and ready to go for these workshops that, that way we can maximize the amount of time and just focus on getting the orchid record up-to-date and ready to go. And then we can also then get some bio sketches together. But we need to get the orchid account ready to go and up-to-date. So to schedule a department workshop, you just need to have your RPA GCA contact Mariana core. Mirena is helping us schedule eyes and organize these these workshops. And then we have a few already scheduled and we're looking forward to having more scheduled throughout the fall. But something that's really important is we want to go to the department and really focus and give all our time to one department at a time. So pleased, we want to get everyone in the department who is going to be working on these together and get as much of this done and get as much of this heavy lift completed, and then move on to the next department to again focus on the department. So we have a lot of departments that we are hoping to get through and we're hoping to get a decent amount done in the fall at the late summer, early fall. So we have a bit of extra time to go back around to everyone before we have the deadlines. So we want to make sure we're able to give our time equally to all the departments who are wanting to work with us on this. And the very last thing I have here, I want to highlight some of those resources that we have to help with using orchid and science CV. So the first thing I have here is an orchid and science CV LibGuide. Now this is just a central landing page, essentially to access all the resources that PRT S has in the RPA has. It will include the recording of this talk, these, and these slides. There's also a few short how-to videos for showing you the steps to how, the how-to steps of connecting scientific to orchid, how to set up delegates. And there's also some walkthrough slides showing how to add some publications to the orchid records. As we create more training materials and more resources, this will be the place that you can find them. We also have a Slack workspace that we would love for everyone to join. It's going to be just a central place where we can all help and support each other. If there's any quick questions that you have or you need a quick answer. We're hoping that this can be the place where people can post questions and we can help each other and answer the questions as a community and really build a community to help get this, all this process. And these learning, these new tools to make it easier for everyone. Then finally here I have listed an orchid and some science CV guides that can be useful for your reference. Okay, so thank you everyone for listening. We made sure to have plenty of time for questions, so please feel free to unmute yourself if you have any questions, if there's anything you want to go back to, Let me stop sharing my screen so we can see each other. So this before we get to the questions, I just wanted to reiterate that when we set up the workshops just to make sure that when you're coming with your laptop, you know that you're prepared that you have an orchid and sciencey via account setup and linked for a particular research because at that point we want to hit the ground running to start populating orchid. If you have any questions on that, on how to do that. If the slide, if today's presentation didn't help you reach out to us now beforehand. So that when we start in that class, everybody's at the same point and ready to go this you'll see once you get over the initial anxiousness of doing this, that it really is a smooth process, but it is somewhat, if you have a researcher that's been around for awhile when they have a lot of publications or a very common name. That initial lift and pulling everything in does take some time. So that's why we want to make sure come in prepared where you have both accounts set up, your maid a delegate, and everything is linked. I have a question or direction. So I'm starting with one of my PI. I asked him if he could, if I could choose him to start learning this for good process. And he sent me his big techs and I couldn't open it. I didn't did not open a clearly. So should I wait until you all come to astro training before, kind of seen how to use this BibTex or can I just start messing around and it now you can start messing around. There's actually a big tech is it's essentially a plain text file. It should just open up in a regular notes kind of application unless it's uniquely formatted. Now I'm wondering if it's maybe a lay tech file that might be different. But it can be uploaded to orchid. So let me let me open up. I can just do a quick demonstration. I would be great. Okay. And I'll make sure I have. Okay, let me share my screen real quick. Okay. So I've just logged into my account here and I'm scrolling down to that work section. So what you should be able to do if you don't, you can just try this. You can always delete these if, if, if there's a lot of entries in the big tech, maybe just call, we'll see how it looks. But all you have to do is click the Add button. And then the fourth option is ab, ad bib tech. If you click that, it's going to ask you to choose the file. So essentially it's going to just open up your explorer window and then select the file and then upload it. And you can see how that views it shouldn't. The formatting. A BibTex file has a lot of sort of brackets and whatnot. That's just the standard format for it. So you can go ahead and try that. And if there's any issues with that, you can also try one of the search and link wizards. We typically say to try that first because especially Scopus is our top first choice or to do a first pass of publications. This is because it's coming directly from the publishers and these databases where they make sure the citations are exactly right. Sometimes with a BibTex file, the formatting of a citation can be a little strange or it might have issues with special character encoding. So if there's a special symbol in math that's not a regular letter number. There may be an issue in that encoding when the BibTex file, but give that a go. And then if you have any issues, you can also just reach out to me and we can sort it out. Okay. I'll do that. Thank you. You're welcome. Go ahead, Ashley. Maybe too specific of a question, but I had a faculty member mentioned to me that his some of his most current publications were not automatically pulling in in a timely manner, so they may be a tough few months late. Is there a way to mitigate that issue? That will partly depend on where the publisher itself. So that's something where it has to be coming from the publisher. There's, it will depend on the reason. It depends on the publishers because some publishers will wait until the print publication is out versus the online publication is up. So each publisher is a little different. And the main thing that we'd recommend is emailing the publisher or seeing if they have that already listed on their website. That's a little bit out of control. On the it shouldn't be too many months. It depends on the publisher, it's ultimately, but if there's a specific, consistent publisher, me can maybe let me know if you can e-mail me. There's something one of the benefits that Princeton has that we are members to orchid. So we do have some additional support on the orchid staff. So I can also reach out as we're members to see if there's something on the orchid side. But I think it's primarily the publishers need to push it out. What was that question? Again? I had dropped off for a second. What did she ask again? It's whether the sum of times when the publications on I'm all tongue-tied. The publications are not sending the citation to the orchid accounting in a timely manner. It's taking a lot longer be the embargo period that they have. It could be an embargo. Right. And that's why it just depends on it depends on the publisher if they have specific language regarding that. So are we allowed to go ahead and manually enter those publications and design CV if we need them on ice. Oh, yeah, absolutely shouldn't there should be no reason that you can't enter them into a Francine. Do can you confirm that that's embargoed? Well, I don't know if anybody does a lot of NIH. I don't want that anybody on the spot, but I remember when I was in a department there was a certain embargo period before it can be released. You know, they have it first for that publication, they hold onto it for a small embargo period and then it's allowed to be released. I don't know if Zack or maybe somebody from my office that's on this call is familiar with that. I haven't done anything with NIH, unfortunately. Okay. I think it's all the sponsors, but I know what PubMed Central is a big deal with NIH or somebody is on this. Yeah. I'm on but I don't I don't know the answer about the embargo period. I would say if there's a publication that you wanted to put onto a bio sketch that isn't showing up, it would be worth investigating if there's some reason why you can't from the publisher, right? It could very well be the embargo period. So I would work with that particular, you know, if it's nature or a cell or whoever it is. And he say, Yeah. Okay. Thank you. Kathy. Oh, I can't hear you. Sorry. I had a question about faculty who may have an orchid ID hanging out there that they set up who knows when and now we need to capture this and really put it to use what's the best way to go about with that? You can search for their IDs and then come down for their assignment information. Yeah. So now I'll caveat, that depends on how calm and their name is. Because part of the reason that orchid is being used as that there are a lot of researchers with very similar names or the same name, even in the same field of research. So you can try to search for them. If you're faculty has made some of the information public, then you can confirm that it's them. Or if you can contact them, say, I found this orchid ID. Is this you please confirm. So you can just search. And Zach has put the link in the chat for the orchid search. Um, it's, it's, it's, yeah, it is a bit hard to find it. You go to the top, the top of the orchid page and you just click the general search bar and then you go to the actual person search. I'm particularly thinking of older professors. I mean, there might be, might be that case where you have the older professor and they also have one of those names that is common, but at least with the ones with the unique names. I mean, with the common names, we might have to just create a new one and give it a unique names like. So, we would need them to do Forgot Password and they would need to somehow remember what email they set this up with. Right, and typically most people will use their institutional e-mail. So if they were from a previous institution. So that's why we always say have this extra e-mail ad or your personal e-mail address in case you do lose access to your primary e-mail, which typically is the institutional e-mail. And worst-case scenario. If, if you have and some people may have as a faculty who may have previously created an orchid account and has forgotten that they have done that and then create another organ account. Orchid has a process to combine the two accounts into one and only have one ID and delete the other ID, but the information will be combined into whatever the ID that is kept. And they have a process for that. You can do another way that you can try to find the orchid ID for a faculty if they've published recently in any paper, allows the publishers want the researchers to put an orchid ID. And you'll actually see that the low orchid ID icon next to the researchers names the author list. So that's another way to try to find a researcher before you ask them outright. That's kind of where I'm going at is like most I'm thinking of senior faculty. The publisher may have pushed them to create this orchid. They created it, forgot about them. And now we want to go find it before they create another, right, absolute. And you'll want to confirm that they only have one orchid ID. And at least moving forward as this becomes increasingly required and mandated, it's just gonna be part of the normal process for all our researchers were trying to get everyone more familiar with it now before it's a strict requirement and people are scrambling to remember their passwords and things like that. Stephanie, hi. Let's say that you created a bio and science CV for somebody, right? And let's say they did another proposal. You can use as long as nothing changed, you can still use that one that you create it, correct? Right. As long as you're not updating publications or updating, adding anything, new appointments, stuff like that. You could use the one that was previously saying, right? Yeah. So anytime you create a bio sketch, it will be listed. You'll want to keep in mind the way you name it. So you know, especially if multiple people are managing, having a naming system is really helpful. But it is essentially can have it once saved as a template. And if everything is formatted exactly the way you like. You can just in the step where you choose your data source, you can select, choose an existing one, select the one that you want to use, and then you can give. So you're doing this as a new when you're making a copy of an existing bio sketch, given this copy a new name, if you're selecting the data source as your template or your previously created one. And then that will create that new copy which you can further edit and change and it will not track. Yeah, I'm confused. If you have the same information, you can take that same PDF file and upload it to multiple proposals. It's not, it's not checking like, oh, you can only use this once per proposal as long as no information is changing. You can just keep reusing it. Okay. Is it in mine or is it in there? That's where I'm like, I guess it should always be in there. It's always there should always be in there. And you should be acting as a delegate. Okay. And then let's say that they wanted a different they had a new publication, right. And they know that they want to add the latest publication yep. Or gate when I'm going to choose there, I still have to find all those other publications, right? Well, here's what I was talking about. If you have one that's already been created and they just want to swap out one or two public publications in Science CV, copy that CV. Okay, right, So you go you start a new CV. And then in the third section, I think where it says select your data source, select orchid, select copy from a previous document, right? Okay, then select that CV and then click Save. And then all you have to do is just change the pieces of information you want to change, okay. I don't want you to read through the entire thing. You wouldn't you wouldn't pull in those publications but you add them. Do you pull them in? Is that what you would what it's gonna do is it's going to copy the exact same publications that were on the original. And then but it will be like as if you created a new one and you'll be able to refresh the orchid and then up and then replace with any new updated publications automatically. Okay. Alright. Thank you. I wasn't sure if I had to then dig through, like let's say it was a professor that has something from that really old, but it's a very particular citation. And I would have to go in every time and kind of like take them again. Okay. We're the ones who are changing. When there's new publications. If the publisher has the orchid idea, it's automatically pushed. We want to make sure that it comes over because we want to make sure that orchid is current. Because if you change it in science CV, that doesn't change orchid. Correct. So with the caveat, if there's an embargo or there's some reason that the publisher may be holding onto the database, may not be pushing the publication right away if there's a delay. Otherwise, the researcher, when they are submitting a paper, they need to make the connection. So when you're submitting a paper to a journal, there is somewhere in the process a place for you to list your orchid and they do not all, not all journals are not all publishers, but the majority of journals and publishers do allow for you to connect and grant that publisher permission to push the information to the orchid record. And this has to be done on the publisher side. So typically this is something that the faculty, the PI will need to be doing. So yeah, they submit your PI is you should speak with them in this process as they're dealing with publishers, but that shouldn't be too many. However many there are that they're allowing for that to happen. So the information is automatically being pushed from the publisher to work it when it's allowed to happen. So that pieces that data then is there for sign-in CV to grab. Well, for us to push into science it because it's very important that we keep this in order that we want to have the scholarly output, everything, affiliations, appointments, and publications in orchid, whether or not we're doing proposals and when we are doing proposals, we can then grab that information from orchid and put it into the electronic version of the bio sketch in science CV. We have two questions in the chat. So first, the pros and cons of having your own orchid and NCBI accounts versus going into the *** account. We highly, highly recommend if you're going to be a delegate to have your own orchid and NCBI account. While you as of right now you can have your *** login credentials. Hopefully they should be shared via less past. And you can login directly, ask them that is going to be more difficult in the future. Because most places are requiring for login to be done via live.gov, which will also require do authentication. You will either need your PI to be ready to have their, you'll you'll need to have their phone number to fully complete the sign-in process and they'll need to on their phone confirm. So it's getting increasingly difficult to login into directly into the piazza account. Something else I'd like to add during that process is please be very, very careful when you are linking accounts. Because what will happen is as you're switching between yourself and or your faculty members account, click, log out, close your browser and open a new one. Because what happens is sometimes the login is a little bit persistent and just closing out your window will not have logged you out. And then when you go to create a link, it is going to. For example, if you're signed into your own orchid account and you want to go link it to the science CV for your faculty member and it did not log you out. It is going to remove the linkage of your *** or it could account and overwrite it with your own. I've had personal experiences where that happened and an entire orchid profile that was created for a faculty member was overwritten with their faculty assistance profile and completely empty. So please be very, very careful. And that's why, you know, when you're going into these accounts checking and verifying that the names match who you want to be working under. Okay. Because well, let me okay. So Luke had a question in the chat, a quick recap of expec expected timeline and deadlines for mandated in plant plantation. So for the NSF updated requirements with science CV, we're expecting that to be fully in effect January 2023. For the NSP M33, requiring a digital presses and identify for researchers, which we all are anticipating to the orchid is going to the way that it is right now. The funders are currently in the process of developing the exact policies that we will need to follow. The funders will be giving us the exact. Guidelines and the policies January 2023. Look just to add onto that NSF in their draft guide that will be finalized, I believe sometime in October and effective in January. They are recommending the use as an SPM 33 language stated, the use of orchid when populating science CV. So it's pretty much hand in hand. We don't expect this to be separated. We expect this to be an orchid profile created for each PI that with all that information for their scholarly output in their affiliation. That is then fed into the bio sketch for whatever government portal that you're submitting to. The kinda married together. So right now the mandate for NSF is to really to use both sciencey V is the thing that will prevent the submission. They want us to use orchid to populate science CV, eventually, orchid and science CV, we all believe will be a mandate for all of the sponsors. You already answered the question Myra had, but yes. Just be a delegate. Have your own account and be a delegate for both orchid and science CV. Especially if you have any quick deadlines or turnarounds or any thing that you need to add to orchid account. Having your own account and being a delegate will enable you to act on the behalf and act as if for that that person. And then you'll have less of back-and-forth of needing girl, the PI to do something in their organ account. You can do that. Okay. So recap on who should come to the summer workshops. Anyone who is going to be working and creating bio sketches and the current and pending support documents for fancy. Do you want to expand on that? So basically, I mean faculty and, or researchers that are submitting can come if they're going to work on their own or they want to have a little bit more control over what's going into their rocket profile. Certainly faculty assistance and or grant managers that are handling this process. So it's just, like we said before at the very beginning, this come prepared with both accounts set up with you as a delegate if you're not the researcher themselves. And again, researchers are also welcome to the workshops and whoever scheduling these workshops also this make sure it's in a big enough room. So where four people approximately, maybe even five if a librarian comes because it'll be myself, Megan Zach. There may be somebody. There'll be the opera GC era rep for that department, as well as possibly Anya, I think is on this call. I wanted the other librarians who are also very, very knowledgeable and helpful in this endeavor. And Anya, so our librarian for math, physics, and PPPS on your barred woman is here. And it's been extremely helpful in the orchid. Getting orchid up and running for a lot of faculty and PI's. So we're trying to we're trying to create a community of support and to, to kind of everyone to help each other. So we'll definitely have Francine, our core group. Some of the library will be extra support. If there's anyone in the department that's really comfortable with these tools and these platforms see where we're hoping to also have a sort of train the trainers, kind of help as well, in that we can provide extra support, but have some in-house go to support. So as we move on to the next department, There's a few sources or resources and support that you can contact to help get these tools up and running. So we've had success with this with some units. We've been doing this now for a few months and we felt us coming in first initially. And Anya joined us at some of these. And we did the initial presentation. The folks were prepared. They have their accounts all linked and there are some people already ended departments very quietly that are very well versed in school than this. And they sat with us and went through it and then they in turn could help they appear in a department. So basically what Megan's getting at is what trained to train a. Once we leave, perhaps with the help of one of the librarians from the university. And who are these people that are a little bit ahead of everybody else? They could sort of quietly or not so quietly actually just get involved with your group to kinda get everybody to the same point. We'll come back if we need to. That's why we want to do these trainings as soon as possible this way in November, say if there are a few lagging behind or there's an additional help that's required, we could make another visit, but just due to the timeliness of getting us all together in the room, that's why we want these trainings to take place, especially in the NSF heavy departments as soon as possible. And if you've identified some people in your group that are already doing this at a pretty well schooled. We ask that they speak up in the meeting and it's just with your peers in your department. We're not asking you to speak out to everybody as a whole like we're doing here. We'd be just within your department. And that helps move this along. Any other questions? Okay? Alright. Well, luckily we are we nearly filled the hour, so that's the 4.554. Time has flown. Okay. Well, thank you everyone for joining us and for listening. So as I mentioned that the recording will be sent out along with the slides via email. And then they'll also be other places that you can a link and share it if you want to share it with anyone else in your department, your faculty will make it as easy as possible to share out. I know it takes a little while for Zoom to process the recording, so we'll try to get it later today. If not early tomorrow, you will get an email with this. And with that, thank you, everyone. If you have any questions, feel free to reach out to follow up with us, and have a wonderful rest of your day. Bye, everybody. Bye. Thank you. Thank you all.