GENERAL

• Let Sara RG know if you enter incorrect data that goes into one of the drop-down pick lists.
• If you don't have a CV from one of your faculty members, give them a call. You can also ask their liaison librarian or Deborah Herbstman to contact them.
• Please don't use acronyms or abbreviations unless they are so well known that the full term is not used much. When you do use acronyms, avoid punctuation. (Examples: Use National instead of Nat'l. Use US instead of U.S. or United States.)
• Try to avoid dashes "-" and slashes "/" in organization names: chances are this means you have two organizations. For example, instead of creating "US Department of Agriculture - Cooperative State Research, Education, and Extension Service" create "US Department of Agriculture" as a GovernmentAgency and "Cooperative State Research, Education, and Extension Service" as a department within "US Department of Agriculture".

WEB PAGES

• The text of a URL link should be: Department Profile, Institute Profile, or Personal Web Page.
• In VIVO v1.1.1 please convert images to JPEGs before uploading them - you can do this in Paint or another photo editor. In this version, PNG and GIF files display with distorted colors if uploaded directly into VIVO.

IMAGE

• Images should be no larger than 150x150. Sara H. can resize images if you send them to her.

POSITIONS

• New organizations should be labeled as follows: Department name (University). E.g. Department of Physics (University of Georgia)
• Put all postdoctoral experience, residencies and fellowships under Positions instead of Educational Background.
• Department chair should be listed as a separate position from professor.
• Consulting should be included under positions.
• Positions included in this field can be paid or unpaid.

GRANTS

• For more details about grants look up the grant at the DSR database: http://apps.research.ufl.edu/research/search/
• An individual listed as a collaborator on a grant should be entered in VIVO as an investigator.
• In the case of small grant title differences between DSR and the CV, use the CV version.
• In the case of large discrepancies between information on a CV and in the DSR database, you can also check the NIH and NSF databases:

• http://projectreporter.nih.gov/reporter.cfm
• https://www.fastlane.nsf.gov/a6/A6Start.htm

• We should be adding individuals who are PIs or co-PIs on grants to VIVO. Add a new individual as a "person."
• Information about subcontracting a grant to another organization can be included in the description.
• Enter renewed grants as separate entities if they are listed separately on the CV.

TEACHING FOCUS AND ACTIVITY

• In VIVO version 1.0, only courses taught at UF should be included under teaching focus and activity.
• For now, trainings can be included under teaching activity.

ACADEMIC ADVISING ACTIVITY

• Advisees do not need to be entered yet. The advising fields will be different in the next version.

PUBLICATIONS

• Logging on to Refworks from home? Use the code RWUnivFlorida for the group code.
• Leave off pre-pubs/early citations from the Refworks database. PubMed will create a new record for the official citation so if you've entered in an early citation, you'll have duplicates.
• Abstracts, software, and book reviews should be listed under publications.
• If you only have a biosketch or a short CV, search for additional publications in PubMed and Web of Science.
• Product reviews could go under review (a category under publication).
• If publications are entered directly into VIVO, authors should be entered in the "informationResourceInAuthorship" field - this ensures that the publication is linked to the person's VIVO profile. For further instructions, see the document "UserGuide-ManualDataEntry.pdf" (circulated at the same time as the UF_VIVO_MGMDataEntryGuide and available in confluence).
• If you're entering a book chapter in the back end, choose publication type "chapter" - include the book title in "title" field and chapter title in "chapter" field.
• Presentations and publications with the same title should be entered separately.

PATENTS

• Patents need to be entered from the Site Administration page (the back end). Click on the "Site Admin" link at the top right corner and then find "Patent" on the pull down menu under "Data Input."
• For patent applications, use the same data entry method as for patents. The go in to "edit this individual" and add the moniker "Patent Application."
• Authors should be entered in the "informationResourceInAuthorship" field - this ensures that the publication is linked to the person's VIVO profile. For further instructions, see the document "UserGuide-ManualDataEntry.pdf" (circulated at the same time as the UF_VIVO_MGMDataEntryGuide and available in confluence).

AWARD or DISTINCTION

• Majors changes to this field are coming in the next release.
• Include the year if it's available. Our naming convention is: YEAR Name of Award. If no year is available, simply use the name of the award or distinction.
• Annual teaching awards should be included (everything on the CV should be included, if possible).
• Professional licenses and Board certifications can be entered under awards and distinctions for now. The ontology will likely provide a better place for this in the future.

EDUCATIONAL BACKGROUND

• Put all postdoctoral experience, residencies and fellowships under Positions instead of Educational Background.
• Educational background should include all degrees after high school.

PROFESSIONAL SERVICE

• This includes international, national, and university/department level service (even down to chairing search committees).
• At this point, only enter university/department service from UF.
• Reviewing for journals should be included here.
• When no month or date is included, enter YEAR-01. This should be fixed in the next version.

EVENTS

• Invited presentations, lectures, speeches, and panel discussions should be entered from the Site Administration page (the back end). Click on the "Site Admin" link at the top right corner and then find the appropriate kind of Event on the pull down menu under "Data Input."

EMAIL

• Please try to find additional email addresses for your faculty. You might look at their website or scan their articles and grants.
• Enter each email address separately by clicking on the "+" sign.