researcher instruction manual · 2016. 12. 22. · 3 table of contents topic page # i. t-2 dop...

1

RII Track-2 Data Outcomes Portal (T-2 DOP)

Researcher Instruction Manual

Version 2.3

Last edited 12.22.16

Prepared by Integrated Learning Innovations, Inc. (ILI)

55219 Broughton

Chapel Hill, NC 27517

919.370.9425

2

Introduction The RII Track-2 Data Outcomes Portal (T-2 DOP) Researcher Instruction Manual is designed to provide information to T-2 researchers for viewing, entering, and editing their personal and outcomes data in the T-2 DOP.

The instructions contained in this manual are also available on each page of the T-2 DOP, via the “Instructions” button that appears on each page. Additional help is available via email at [email protected]. Note that the T-2 DOP Researcher Instruction Manual has two parts. The T-2 DOP Researcher Instruction Manual is contained entirely in Section I. For a researcher needing instructions to view/enter/edit data on behalf of a trainee, section II. of this document is a copy of the T-2 DOP Trainee Instruction Manual.

3

Table of Contents TOPIC Page #

I. T-2 DOP Researcher Instruction Manual 4 I.A. Introductory Information for Researchers 5 I.A.1. Log In page for Researchers 6 I.A.2. Welcome to the T-2 DOP page for Researchers 7 I.A.3. Getting Started page for Researchers 8 I.B. Viewing, Entering, and Editing Outcomes Data as a Researcher 11 I.B.1. Activities Overview page for Researchers 12 I.B.2. Researcher Information page for Researchers 13 I.B.3. Funding 14 I.B.3.a. Funding page for Researchers 15 I.B.3.b. Enter New Funding page for Researchers 17 I.B.3.c. Edit Funding Record page for Researchers 19 I.B.4. Publications 20 I.B.4.a. Publications page for Researchers 21 I.B.4.b. Enter New Publication page for Researchers 23 I.B.4.c. Edit Publication Record page for Researchers 24 I.B.5. Patents 25 I.B.5.a. Patents page for Researchers 26 I.B.5.b. Enter New Patent page for Researchers 28 I.B.5.c. Edit Patent Record page for Researchers 30 I.B.6. Presentations 31 I.B.6.a. Presentations page for Researchers 32 I.B.6.b. Enter New Presentation page for Researchers 33 I.B.6.c. Edit Presentation Record page for Researchers 34 I.B.7. Trainees 35 I.B.7.a. Trainee Information page (Trainee List) for Researchers 36 I.B.7.b. Enter New Trainee page for Researchers 37 I.B.7.c. Individual Trainee Overview page for Researchers 38 I.B.7.d. Trainee Information page (trainee personal info page) for Researchers 40 II. T-2 DOP Trainee Instruction Manual 41 II.i. Trainee Instruction Manual Cover Page 42 II.ii. Trainee Instruction Manual Introduction 43 II.iii. T-2 DOP Trainee Instruction Manual Table of Contents 44 II.A. Introductory Information for Trainees 45 II.A.1. Log In page for Trainees 46 II.A.2. Welcome to the T-2 DOP page for Trainees 47 II.A.3. Getting Started page for Trainees 48 II.B. Viewing, Entering, and Editing Outcomes Data as a Trainee 50 II.B.1. Activities Overview page for Trainees 51 II.B.2. Trainee Information page for Trainees 52 II.B.3. Fellowships 53 II.B.3.a. Fellowships page for Trainees 54 II.B.3.b. Enter New Fellowship page for Trainees 56 II.B.3.c. Edit Fellowship Record page for Trainees 57 II.B.4. Publications 58 II.B.4.a. Publications (View Only) for Trainees 59 II.B.4.b. View Publication Record page for Trainees 60 II.B.5. Presentations 61 II.B.5.a. Presentations page for Trainees 62 II.B.5.b. Enter New Presentation page for Trainees 63 II.B.5.c. Edit Presentation Record page for Trainee 64

4

I. T-2 DOP Researcher Instruction Manual Section I. contains the T-2 DOP Researcher Instruction Manual. It provides information for accessing, entering, and editing researcher data in the Researcher Portal.

5

I.A. Introductory Information for Researchers Section I.A. provides information that appears on the T-2 DOP pages entitled Log In, Welcome to the T-2 DOP, and Getting Started. This information is intended to increase familiarity with the system and with the roles and responsibilities of T-2 researchers with respect to the research outcomes recorded in the T-2 DOP.

6

I.A.1. Log In page for Researchers

Note to Researchers: The Log-In page is the first page that one sees upon accessing the T-2 DOP. The following text is a copy of the text that appears on the Log In page.

To log in, please enter your institutional email address and the password that has been provided to you. If you do not remember your password, click “Forgot My Password” and your password will be emailed to you.

If you have difficulties logging into the system, please email [email protected].

7

I.A.2. Welcome to the T-2 DOP page for Researchers

Note to Researchers: The following text is a copy of the text that appears the very first time one logs into the T-2 DOP. This text is ONLY visible upon the first log in.

The purpose of the Track-2 Data Outcomes Portal (T-2 DOP) is to provide a data entry portal for all T-2 participants for the entire award period. The data topics and fields in this portal were specified by the NSF EPSCoR program as data that best indicate progress toward achieving the NSF EPSCoR’s goals for the T-2 award.

Tips to maximize your user experience include the following:

Browser selection: For the best user experience, please use Safari, Google Chrome, or Internet Explorer. You may experience aberrant layouts and cut-off text if accessing this site with other browsers.

Timing out: The portal will automatically close after 30 minutes of inactivity, and any unsaved data entry will not be recorded.

General information: There is a Getting Started button in the left-hand navigation section of portal pages for detailed information about usage of the system.

Page-specific information: Page-specific information is available through the Instructions button at the top of each page.

By clicking the Next button, you will enter the Researcher Portal.

8

I.A.3. Getting Started page for Researchers

Note to Researchers: The information in the “Getting Started” section provides a comprehensive overview of the T-2 DOP and basic instructions for key topics. The following text is also accessible via the “Getting Started” button in the left-hand navigation of the T-2 DOP.

The information on this Getting Started page provides a general description of the T-2 DOP and its use.

Use of the data: The data in the T-2 DOP will provide a record of T-2 award specific outcomes, as designated by the NSF EPSCoR program, to the T-2 award’s Principal Investigator and to the NSF EPSCoR program. Thus, the accuracy and completeness of the data is important.

Overview of the system and navigation: The T-2 DOP consists of three participant portals: 1) Researcher; 2) Trainee; and 3) PI/Administrator. Each participant will have a unique email/password combination which will direct them to the appropriate portal when they log in.

Assistance with using the T-2 DOP: For assistance with the T-2 DOP, please review the Frequently Asked Questions (FAQs) document at t2dopsupport.com. Also, you may contact ILI at [email protected] for individual assistance or to request group webinar.

Data entry and updating responsibilities: For each project, the PI, the researchers, and the trainees each have data-entry and data-updating responsibilities as described below.

The responsibilities are as follows:

PIs:

Oversight: The PI of each T-2 project is ultimately responsible for ensuring the accuracy and completeness of the data entered into the T-2 DOP by the project’s researchers and trainees and thus is responsible for editing/completing the data entered by the project’s participants (or overseeing this task). To facilitate this review, the PI has access (through the PI/Administrator Portal) to data entered through the Researcher and Trainee Portals, and the PI will also receive annually (and upon request) a downloaded data-snapshot (in Excel) from ILI.

Individual data entry: If the T-2 award PI is a researcher (in addition to being the PI), he/she is responsible for entering and updating his/her individual T-2 award research outcomes in the system.

Adding and updating project researchers: The PI is responsible for registering new researchers into the system and ensuring that each researcher’s status is up to date (e.g., departure of a researcher).

Researchers:

Oversight: All T-2 researchers are responsible for ensuring the accuracy and completeness of the data entered into the T-2 DOP by themselves and their trainees and thus are responsible for entering and editing their own data as well as reviewing and editing their trainees’ data. To facilitate this review, each researcher has access (through the Researcher Portal) to data entered by their trainees (through the Trainee Portal).

Individual data entry: Each researcher is specifically responsible for entering data in their own Researcher Information, Presentations, and Trainee pages.

For the Funding, Publications, and Patents pages, only ONE of the T-2 researchers involved (e.g., the PI of Record, Author of Record, or Applicant of Record; HEREAFTER known as Person of Record) should complete and update the data, which will auto-populate the pages of other contributing T-2 researchers who are PIs or co-PIs on a proposal, co-authors of a publication, or co-applicants on a patent.

9

The Person of Record is defined as the person who is recognized as the main contact person for that proposal, publication, or patent. If the main contact person is NOT a T-2 researcher, then the involved T-2 researchers will need to agree upon who will be designated the Person of Record for that entry.

Each researcher who is a Person of Record for a proposal, publication, or patent is also responsible for updating that record, with particular attention to status fields that will change over time. For example, a publication that is initially listed as “In Press” will need to be updated to “Published,” and a proposal initially listed as “Submitted and Pending” will need updating to “Awarded” or “Not Awarded,” and the awarded amount will need to be entered.

Adding and updating trainees: Each researcher is responsible for registering new trainees (postdocs, graduate students, and undergraduates) who are working on a project related to the T-2 award, even if they are not receiving funding directly from the T-2 award, into the system. Also, researchers are responsible for updating trainee status (e.g, Project Participation status, Degree Completion information).

Trainees: All trainees (postdocs, graduate students, and undergraduates) who are working on a project related to the T-2 award, even if they are not receiving funding directly from the T-2 award, are responsible for entering the requested data into the T-2 DOP and ensuring the accuracy and completeness of the data they enter.

Data confidentiality: Race, gender, ethnicity, and disability data recorded in the T-2 DOP by individual trainees and T-2 researchers is confidential and thus cannot be viewed or edited by trainees’ research advisors or the T-2 award PI. The race/gender/ethnicity/disability data will be provided to the T-2 project PI only as aggregate data for NSF reporting purposes.

Registering new researchers and trainees: The names of the initial researchers and trainees previously requested by and provided to ILI by the T-2 award PIs will be entered into the T-2 DOP by ILI, and these researchers and trainees will receive emails from the system with information about the system and how to log in.

Subsequently, all new researchers will be added to the system by the PI through the PI/Administrator Portal, and all new trainees will be added to the system by each trainee’s supervisor (i.e., T-2 researcher) through the Researcher Portal.

Frequency of data entry: Data must be entered, reviewed, and edited for accuracy and completeness by project participants each year prior to mid-March (for awardees with an August 1 award start date) or mid-April (for awardees with a September 1 award start date), when each project’s PI will be provided a spreadsheet of all data entered to date in the system, so that the PI can begin finalizing the data for annual reporting to the NSF. Ongoing and frequent data entry is encouraged to help ensure completeness and accuracy, and to enable awardees to review progress in real time. Definition of a “T-2 DOP year”: When data from the T-2 DOP is analyzed each year, it is analyzed in terms of what is called a “T-2 DOP year” which is different from an “award year.” The use of a “T-2 DOP year” is necessary so that ILI can deliver raw data and outcomes figures to each awardee prior to the awardees’ deadline for submitting annual reports to the NSF. This allows awardees and their evaluators to consider and address the T-2 DOP data in their annual reports. For awards that begin on August 1, using the 2016 awardees as an example, the T-2 DOP years are as follows: Year 1: 8/1/16-3/31/17 Year 2: 4/1/17-3/31/18 Year 3: 4/1/18-3/31/19 Year 4: 4/1/19-7/31/20 For awards that begin on September 1, using the 2016 awardees as an example, the T-2 DOP years are as follows: Year 1: 9/1/16-4/30/17

10

Year 2: 5/1/17-4/30/18 Year 3: 5/1/18-4/30/19 Year 4: 5/1/19-8/31/20 The above dates are used to determine in which year T-2 data is reported; e.g., a publication is reported as a Year 1 publication if it is published within the dates described above for Year 1. The NSF EPSCoR provided the dates to be used for the “T-2 DOP year” and thus it is aware that the T-2 DOP year is different from an “award year,” and it reviews data in that context.

Data downloads: The PI may request from ILI a downloaded spreadsheet of the project’s data at any time. In addition, ILI will provide an annual download to the PI in mid-March, to allow each PI time to review and edit the data as needed prior to ILI’s final annual data snapshot at the beginning of April.

Reminder emails: To assist with timely and accurate data entry, the T-2 DOP will periodically send automated emails to PIs, researchers, and trainees to provide a reminder about data entry, editing, and updating.

Quality control: Ensuring the quality of data is an important responsibility of the T-2 awardee. ILI also has data quality control (QC) responsibility, which includes removing data duplicates if they occur and reconciling inconsistencies detected in the data. The PI and/or researchers will be responsible for responding to queries from ILI regarding QC of specific data if necessary, and conversely, ILI will be responsible for responding to queries from the awardee. The QC process will be ongoing throughout the year and finalized each year prior to the first of April. Thus, the data on the first of April of each year will be considered final. These final data will be used by ILI, per NSF EPSCoR program direction, for constructing annual figures for each awardee and will be the data sent to the PI for use in their annual reports. The QC process will ensure that the NSF EPSCoR program receives accurate, finalized information for its use.

Support and Troubleshooting:

Browsers: The T-2 DOP was optimized for Safari, Google Chrome, and Internet Explorer browsers and thus they are recommended; the use of other browsers may result in aberrant layouts and truncated text.

Time out: To help protect the integrity of the data and to manage concurrent users, the T-2 DOP will time out after 30 minutes of inactivity.

Dropdown menus: For some computer configurations, the drop-down menus on a page may not be immediately evident. If this is the case, you may click in any field (i.e., white box) on the page and the dropdown arrows will appear in the appropriate boxes.

Locked out: If you become locked out of the system, close your browser completely (i.e., quit the application) and then re-open the browser and log in again.

If records need to be deleted: If you note that a duplicate record has been entered, or that a record has been entered that should not have been, email [email protected] and provide identifying information about the record to have the record deleted.

Support: If you require additional support, please review the FAQs at t2dopsupport.com or contact ILI at [email protected].

11

I.B. Viewing, Entering, and Editing Outcomes Data as a Researcher Section I.B. provides information about how to view, enter, and edit personal information and research outcomes for an individual researcher.

12

I.B.1. Activities Overview page for Researchers

Note to Researchers: The Activities Overview page is the personal dashboard for each researcher. The page is accessed via the “Activities Overview” button on the left-hand navigation of the T-2 DOP.

Data entry and editing for all the major sections of the T-2 DOP can be accessed through the Activities Overview page. (The only exception is the editing of a trainee’s name and email address, which needs to be done through the “Trainees” button.)

Instructions for entering and editing specific data through the Activities Overview page are provided in this document under the appropriate heading. E.g., entering a new publication is covered under the Publications topic.

The following text provides instructions for the Activities Overview page; the text is also accessible via the “Instructions” button at the top of the Activities Overview page.

Purpose: The Activities Overview page has the following purposes:

Allows T-2 researchers the opportunity to review previously entered data, update records, or enter new records.

Provides cumulative totals regarding a researcher’s Funding, Publications, Patents, Presentations, and Trainees.

Navigation overview:

Name and email: The first and last names and email address registered in the T-2 DOP for the researcher whose data is being shown on this page appear at the top of the page under the Instructions button. A researcher cannot edit these fields but may contact the project PI if information needs updating.

Sections on the page: Data on Funding, Publications, Patents, Presentations, and Trainees are presented in their own sections on this page. Each section contains a scroll box that allows one to scroll through all data records in that section, with the most recently entered record at the top of each scroll box.

Cumulative totals for each section: Above each section heading (e.g., Funding, Publications, Patents, etc.), a researcher’s cumulative totals appear in white boxes (e.g., for Funding, number of proposals submitted, amount requested, number awarded, and amount awarded).

Editing records: To edit a data record, click the “Edit” button to the right of the record. Alternatively, you can use the blue buttons in the left-hand navigation, which will also allow you to navigate to and edit a record.

Entering new records: To enter a new data record, click on the “Enter New…” button at the bottom of the appropriate section. Note that the Publications section has four “Enter New…” buttons to distinguish among four different publication types (i.e., Journal Article, Conference Proceeding, Book Chapter, Book). Alternatively, you can use the blue buttons in the left-hand navigation, which will also allow you to enter a new record.

13

I.B.2. Researcher Information page for Researchers

Note to Researchers: The Researcher Information page allows for entry and editing of personal information. The page is accessed via the “Researcher Information” button on the left-hand navigation of the T-2 DOP. The following text provides instructions for the Researcher Information page; the text is also accessible via the “Instructions” button at the top of the Researcher Information page.

Purpose: The Researcher Information page has the following purposes:

Allows researchers to enter and update key information for project improvement and NSF reporting purposes.

Populates the PI/Administrator Portal in real-time to provide the T-2 award’s PI access to up-to-date researcher data (with the exception of gender, race, ethnicity, and disability data which are only provided as aggregate data to the PI) as well as editing capabilities.

Navigation overview: To complete a record for the first time, or to update a record, fill out and/or edit the fields and click the “Save Record” button at the bottom of the record to save changes.

Page-specific instructions:

Required fields: All data fields on this page should be completed. If a researcher prefers not to disclose race, ethnicity, gender, or disability status, appropriate options are provided in the menus.

Definition of disability: Note that the Americans with Disabilities Act defines a person with a disability as a person who has physical or mental impairment that substantially limits one or more major life activities, has a record of such impairment, or is regarded as having such an impairment.

Confidentiality: The information provided by researchers on this page will not be confidential, EXCEPT for gender, race, ethnicity, and disability data, which IS confidential and thus WILL NOT be available for the T-2 PI to view or to edit. Instead, gender/race/ethnicity/disability data will be provided to the PI only as aggregate data for NSF reporting purposes.

Fields that require updating after initial entry: Note that there are fields on this page that will require periodic updating e.g., Your Title, Department Name, Project Participation information.

14

I.B.3. Funding Section I.B.3. provides information about how to view, enter, and edit funding outcomes for an individual researcher.

15

I.B.3.a. Funding page for Researchers

Note to Researchers: The Funding page allows access to viewing, entering, and editing an individual researcher’s submitted proposals. The page is accessed via the “Funding” button on the left-hand navigation of the T-2 DOP. The following text provides instructions for the Funding page; the text is also accessible via the “Instructions” button at the top of the Funding page.

Purpose: The Funding page has the following purposes:

Allows researchers to view, enter, and update information about their proposals. Entered data will auto-populate the T-2 DOP profiles for all of the T-2 researchers who are PIs and co-PIs on the proposal.

Populates the PI/Administrator Portal in real-time to provide the T-2 award’s PI access to up-to-date funding activity as well as editing capabilities.


Entering new records: To enter a new record, click the “Enter New Funding” button and proceed using the instructions on the page.

Viewing previously entered records: To view previously entered records, a large scrolling box is provided. The sequence of records begins with the most recently entered.

Editing records: To update an existing record, find the record within the large scrolling box, click the “Edit Record” button at the top of that record, and proceed using the instructions on the page.


Who should enter new records on this page: The PI of Record for a proposal is responsible for entering proposal data; the pages for other T-2 researcher PIs and co-PIs will be auto-populated accordingly.

Who should edit records on this page: The PI of Record is responsible for updating their funding records, although other T-2 researchers who are PIs and co-PIs on a proposal may edit that funding record on behalf of the PI of Record. The records for all T-2 researchers who are PIs and co-PIs on the proposal will be auto-populated accordingly.

Definition of PI of Record: The PI of Record is the person who corresponds with the funding agency about the proposal. If the person who is corresponding with the funding agency is not a T-2 researcher, then one of the involved T-2 researchers will need to be agreed upon by the contributors to serve as the PI of Record for the T-2 DOP.

Enter T-2 award related proposals only: Only proposals that directly resulted in part or in total from the work of the T-2 award should be entered on this page. Thus, the guideline is that in order for a proposal to “qualify” for entry, the T-2 award should have supported some or all of the preliminary research leading to the proposal, or the proposal resulted from the collaborations developed as a result of the Track-2 award. Exceptions to the guideline may occur; it is recommended that the NSF EPSCoR program officer be consulted to resolve any questions about inclusion of proposals.

Required fields: All fields on this page need to be completed so that the T-2 project records are complete and accurate.

Definition of “1. T-2 Project participants who are PIs and Co-PIs on this proposal”: Individuals you select in this section should be T-2 researchers or T-2 trainees who are PIs and co-PIs on the proposal being recorded on this page.

Definition of “2. T-2 Project participants who are key personal (NOT PIs or co-PIs) on this proposal”: Individuals you select in this section should be T-2 researchers or T-2 trainees who

16

are listed as key personnel in the proposal being recorded on this page (if the funding mechanism uses the “key personnel” designation [e.g., NIH solicitations]).

Fields that require updating after initial entry: There are fields on this page that will require updating after the initial entry is made, e.g., Status (Submitted and Pending, Awarded, Not Awarded), Funding Dates, and Total Proposal Amount Requested/Awarded.

How to ensure that data “counts” for a given T-2 DOP year: In order for a proposal to be included in the analysis for a given “T-2 DOP year” (as defined in the Getting Started section of the T-2 DOP), the following conditions must be met:

For proposals marked submitted and pending in the Status field: 1) the date entered in the Submitted date field must fall within the current T-2 DOP year; 2) the proposal must not have been counted as submitted and pending during the previous T-2 DOP year (i.e., proposals are only included one time in the annual count for submitted and pending proposals); and 3) all appropriate fields must be completed.

For proposals marked awarded in the Status field: 1) the date entered in the Begin date field must fall within the current T-2 DOP year; 2) the proposal must not have been counted as awarded during the previous T-2 DOP year (i.e., proposals are only included one time in the annual count for awarded proposals); and 3) all fields must be completed.

For proposals marked as not awarded in the Status field: 1) the date entered in the Submitted date field must fall within the T-2 project period; 2) the proposal must be marked as not awarded during the same T-2 DOP year in which the participant was notified by the funding agency that the award would not be made; 3) the proposal must not have been counted as not awarded during the previous T-2 DOP year (i.e., proposals are only included one time in the annual count for not awarded proposals); and 4) all appropriate fields must be completed.

NOTE in the annual analysis, proposals that are marked as awarded in the Status field and meet the above criteria for inclusion comprise the FUNDED proposals, and those that are marked as submitted and pending, or not awarded, or awarded, and meet the above criteria for inclusion comprise the SUBMITTED proposals.

17

I.B.3.b. Enter New Funding page for Researchers

Note to Researchers: The Enter New Funding page allows new proposals to be recorded. The page can be accessed via the “Funding” button on the left-hand navigation of the T-2 DOP, or from the Activities Overview page. The following text provides instructions for the Enter New Funding page; the text is also accessible via the “Instructions” button at the top of the Enter New Funding page.

Purpose: The Enter New Funding page has the following purposes:

Allows new researcher proposals to be recorded on behalf of all T-2 researchers who are PIs or co-PIs on the proposal. Entered data will auto-populate the T-2 DOP profiles for all of the researchers who are PIs or co-PIs on the proposal.

Populates the PI/Administrator Portal in real-time to provide the T-2 award’s PI access to up-to-date funding activity.

Navigation overview: To enter a new record, fill in the fields and click the “Save Record” button.


Who should enter new records on this page: The PI of Record for a proposal is responsible for entering proposal data; the pages for other T-2 researcher PIs and co-PIs will auto-populated accordingly.


Enter T-2 award related proposals only: Only proposals that directly resulted in part or in total from the work of the T-2 award should be entered on this page. Thus, the guideline is that in order for a proposal to “qualify” for entry, the T-2 award should have supported some or all of the preliminary research leading to the proposal, or the proposal resulted from the collaborations developed as a result of the Track-2 award. Exceptions to the guideline may occur; it is recommended that the NSF EPSCoR program officer be consulted to resolve any questions about inclusion of proposals.

Required fields: All fields on this page need to be completed so that the T-2 project records are complete and accurate. In order to save a record for completion at a later date, four fields must be completed: Type of Funding, Proposal Title, Funding Organization, and Status. If all four of these fields are not completed, an error message will appear and the record will not be saved.

Definition of Field labeled “Specify”: The “Specify” field which appears to the right of the “Funding Organization” field should be used to more fully describe the award mechanism; e.g., one might specify “NRT” for an NSF NRT award or “R01” for an NIH R01 award.

Definition of “1. T-2 Project participants who are PIs and Co-PIs on this proposal”: Individuals you select in this section should be T-2 researchers or T-2 trainees who are PIs and co-PIs on the proposal being recorded on this page.

Definition of “2. T-2 Project participants who are key personal (NOT PIs or co-PIs) on this proposal”: Individuals you select in this section should be T-2 researchers or T-2 trainees who are listed as key personnel in the proposal being recorded on this page (if the funding mechanism uses the “key personnel” designation [e.g., NIH solicitations]).

How to ensure that data “counts” for a given T-2 DOP year: In order for a proposal to be included in the analysis for a given “T-2 DOP year” (as defined in the Getting Started section of the T-2 DOP), the following conditions must be met:

For proposals marked submitted and pending in the Status field: 1) the date entered in the Submitted date field must fall within the current T-2 DOP year; 2) the proposal must not have

18

been counted as submitted and pending during the previous T-2 DOP year (i.e., proposals are only included one time in the annual count for submitted and pending proposals); and 3) all appropriate fields must be completed.

For proposals marked awarded in the Status field: 1) the date entered in the Begin date field must fall within the current T-2 DOP year; 2) the proposal must not have been counted as awarded during the previous T-2 DOP year (i.e., proposals are only included one time in the annual count for awarded proposals); and 3) all fields must be completed.

For proposals marked as not awarded in the Status field: 1) the date entered in the Submitted date field must fall within the T-2 project period; 2) the proposal must be marked as not awarded during the same T-2 DOP year in which the participant was notified by the funding agency that the award would not be made; 3) the proposal must not have been counted as not awarded during the previous T-2 DOP year (i.e., proposals are only included one time in the annual count for not awarded proposals); and 4) all appropriate fields must be completed.

NOTE in the annual analysis, proposals that are marked as awarded in the Status field and meet the above criteria for inclusion comprise the FUNDED proposals, and those that are marked as submitted and pending, or not awarded, or awarded, and meet the above criteria for inclusion comprise the SUBMITTED proposals.

19

I.B.3.c. Edit Funding Record page for Researchers

Note to Researchers: The Edit Funding Record page allows previously entered proposals to be edited. The page can be accessed via the “Funding” button on the left-hand navigation of the T-2 DOP, or from the Activities Overview page. The following text provides instructions for the Edit Funding Record page; the text is also accessible via the “Instructions” button at the top of the Edit Funding Record page.

Purpose: The Edit Funding Record page has the following purposes:

Allows researcher funding information to be edited, which when saved will auto-populate the T-2 DOP profiles for all of the T-2 researchers who are PIs and co-PIs on that proposal.

Populates the PI/Administrator Portal in real-time to provide the T-2 award’s PI access to up-to-date funding activity as well as editing capabilities.

Navigation overview: To edit a record, make the desired changes and click the “Save Record” button.


Who should edit records on this page: The PI of Record is responsible for updating their funding records, although other T-2 researchers who are PIs and co-PIs on a proposal may edit that funding record on behalf of the PI of Record. The records for all T-2 researchers who are PIs and co-PIs on the proposal will be auto-populated accordingly.


Fields that require updating after initial entry: Note that there are fields on this page that will require updating after the initial entry is made, e.g., Status (Submitted and Pending, Awarded, Not Awarded), Funding Dates, and Total Proposal Amount Requested and Awarded.

20

I.B.4. Publications Section I.B.4. provides information about how to view, enter, and edit publication outcomes for an individual researcher.

21

I.B.4.a. Publications page for Researchers

Note to Researchers: The Publications page allows access to viewing, entering, and editing an individual researcher’s publications. The page is accessed via the “Publications” button on the left-hand navigation of the T-2 DOP. The following text provides instructions for the Publications page; the text is also accessible via the “Instructions” button at the top of the Publications page.

Purpose: The Publications page has the following purposes:

Allows researchers to view, enter, and update information about their publications (i.e., journal articles, conference proceedings, book chapters, and books). Entered data will auto-populate the T-2 DOP profiles for all of the T-2 researchers and trainees who are co-authors on the publication.

Populates the PI/Administrator Portal in real-time to provide the T-2 award’s PI access to up-to-date publication activity as well as editing capabilities.


Entering new records: To enter a new record, select the appropriate one of the four “Enter New…” buttons, which appear underneath the “Instructions” button, and proceed using the instructions on the page.

Viewing previously entered records: To view previously entered records, a large scrolling box is provided. The sequence of records begins with the most recently entered. Note that the records that are viewed within the large scrolling boxes are in short-form; to see the long-form record for a publication click on that record’s “Edit Record” button.



Who should enter new records on this page: The Author of Record for a publication is responsible for entering publication data; the pages for other T-2 researcher and trainee co-authors will be auto-populated accordingly.

Who should edit records on this page: The Author of Record is responsible for updating their publication records, although other T-2 researchers who are co-authors on the publication may edit that publication record on behalf of the Author of Record. The records for all T-2 researchers and trainees who are publication co-authors will be auto-populated accordingly.

Definition of Author of Record: The Author of Record is the person who corresponds with the journal or publishing entity about the publication. If the corresponding author is not a T-2 researcher, then one of the involved T-2 researchers will need to be agreed upon by the contributors to serve as the Author of Record for the T-2 DOP.

Enter T-2 award related publications only: Only publications that were supported in part or in total by the T-2 award should be entered on this page. Thus, the guideline is that in order for a publication to “qualify” for entry, the T-2 award should have supported some or all of the research and/or manuscript preparation, and the manuscript should contain an acknowledgement of NSF EPSCoR T-2 support. Exceptions to the guideline may occur; it is recommended that the NSF EPSCoR program officer be consulted to resolve any questions about inclusion of publications.


Fields that require updating after initial entry: Some fields will need to be updated upon publication, e.g., Publication Status (from “In press” to “Published”), Publication Date.

22

How to ensure that data “counts” for a given T-2 DOP year: In order for a publication to be included in the analysis for a given “T-2 DOP year” (as defined in the Getting Started section of the T-2 DOP), the following conditions must be met: 1) the publication must be marked in the Publication Status field as published; 2) the date of publication entered in the Month and Year fields must fall within the current T-2 DOP year; 3) the publication must not have been counted as published during the previous T-2 DOP year (i.e., publications are only counted once, during the first year in which they appear as published in the T-2 DOP); and 4) all fields must be completed. Items indicated as in press are counted separately and are not counted as publications until they meet the conditions described in the previous sentence. In press items are only counted as in press once, during the first year in which they appear in the T-2 DOP as in press.

23

I.B.4.b. Enter New Publication page for Researchers

Note to Researchers: The Enter New Publication page allows new publications (i.e., journal articles, conference proceedings, book chapters, and books) to be recorded. The page can be accessed via the “Publications” button on the left-hand navigation of the T-2 DOP, or from the Activities Overview page, by selecting the “Enter New Journal Article,” “Enter New Conference Proceeding,” “Enter New Book Chapter,” or “Enter New Book” button. The following text provides instructions for the Enter New Publication page; the text is also accessible via the “Instructions” button at the top of the Enter New Publication page.

Purpose: The Enter New Publication page has the following purposes:

Allows new researcher publications to be recorded on behalf of all T-2 researchers who are contributing authors on the publication. Entered data will auto-populate the T-2 DOP profiles for all of the researchers and trainees who are co-authors on the publication.

Populates the PI/Administrator Portal in real-time to provide the T-2 award’s PI access to up-to-date publication activity.



Who should enter new records on this page: The Author of Record for a publication is responsible for entering publication data; the pages for other T-2 researcher and trainee co-authors will be auto-populated accordingly.


Enter T-2 award related publications only: Only publications that were supported in part or in total by the T-2 award should be entered on this page. Thus, the guideline is that in order for a publication to “qualify” for entry, the T-2 award should have supported some or all of the research and/or manuscript preparation, and the manuscript should contain an acknowledgement of NSF EPSCoR T-2 support. Exceptions to the guideline may occur; it is recommended that the NSF EPSCoR program officer be consulted to resolve any questions about inclusion of publications.

Required fields: All fields on this page need to be completed so that the T-2 project records are complete and accurate. In order to save a record for completion at a later date, three fields must be completed: Publication Type, Publication Status, and Title. If all three of these fields are not completed, an error message will appear and the record will not be saved. How to ensure that data “counts” for a given T-2 DOP year: In order for a publication to be included in the analysis for a given “T-2 DOP year” (as defined in the Getting Started section of the T-2 DOP), the following conditions must be met: 1) the publication must be marked in the Publication Status field as published; 2) the date of publication entered in the Month and Year fields must fall within the current T-2 DOP year; 3) the publication must not have been counted as published during the previous T-2 DOP year (i.e., publications are only counted once, during the first year in which they appear as published in the T-2 DOP); and 4) all fields must be completed. Items indicated as in press are counted separately and are not counted as publications until they meet the conditions described in the previous sentence. In press items are only counted as in press once, during the first year in which they appear in the T-2 DOP as in press.

24

I.B.4.c. Edit Publication Record page for Researchers

Note to Researchers: The Edit Publication page allows previously entered publications to be edited. The page can be accessed via the “Publications” button on the left-hand navigation of the T-2 DOP, or from the Activities Overview page. The following text provides instructions for the Edit Publication Record page; the text is also accessible via the “Instructions” button at the top of the Edit Publication Record page.

Purpose: The Edit Publication Record page has the following purposes:

Allows researcher publication information to be edited, which when saved will auto-populate the T-2 DOP profiles for all of the T-2 researchers and trainees who are contributing authors on the publication.

Populates the PI/Administrator Portal in real-time to provide the T-2 award’s PI access to up-to-date publication activity as well as editing capabilities.



Who should edit records on this page: The Author of Record is responsible for updating their publication records, although other T-2 researchers who are co-authors on the publication may edit that publication record on behalf of the Author of Record. The records for all T-2 researchers and trainees who are publication co-authors will be auto-populated accordingly.


“Publication Type” is non-editable: Note that the “Publication Type” (i.e., Journal Article, Conference Proceeding, Book Chapter, Book) was selected by the Author of Record when they originally entered the publication, and thus it is non-editable. An incorrect publication type may be corrected by contacting [email protected].

Fields that require updating after initial entry: Some fields will need to be updated upon publication, e.g., Publication Status (from “In press” to “Published”), publication date.

25

I.B.5. Patents Section I.B.5. provides information about how to view, enter, and edit patents outcomes for an individual researcher.

26

I.B.5.a. Patents page for Researchers

Note to Researchers: The Patents page allows access to viewing, entering, and editing an individual researcher’s patents. The page is accessed via the “Patents” button on the left-hand navigation of the T-2 DOP. The following text provides instructions for the Patents page; the text is also accessible via the “Instructions” button at the top of the Patents page.

Purpose: The Patents page has the following purposes:

Allows researchers to view, enter, and update information about their patents. Entered data will auto-populate the T-2 DOP profiles for all of the T-2 researchers who are co-applicants on the patent.

Populates the PI/Administrator Portal in real-time to provide the T-2 award’s PI access to up-to-date patent activity as well as editing capabilities.


Entering new records: To enter a new record, click the “Enter New Patent” button and proceed using the instructions on the page.




Who should enter new records on this page: The Applicant of Record for a patent is responsible for entering patent data; the pages for other contributing T-2 researchers will be auto-populated accordingly.

Who should edit records on this page: The Applicant of Record is responsible for updating their patent records, although other T-2 researchers who are contributing applicants on a patent may edit that patent record on behalf of the Applicant of Record. The records for all T-2 researchers who are co-applicants on the patent will be auto-populated accordingly.

Definition of Applicant of Record: The Applicant of Record is the person who is the corresponding or submitting applicant for a patent. If the submitting applicant is not a T-2 researcher, then one of the involved T-2 researchers will need to be agreed upon by the contributors to serve as the Applicant of Record for the T-2 DOP.

Enter T-2 award related patents only: Only patents that were supported in part or in total by the T-2 award should be entered on this page. Thus, the guideline is that in order for a patent to “qualify” for entry, the T-2 award should have supported some or all of the research related to the patent and patent application preparation. Exceptions to the guideline may occur; it is recommended that the NSF EPSCoR program officer be consulted to resolve any questions about inclusion of patents.


Fields that require updating after initial entry: There are data fields on the page that will require updating, e.g., Patent Status, after the initial entry is made. How to ensure that data “counts” for a given T-2 DOP year: In order for a patent to be included in the analysis for a given “T-2 DOP year” (as defined in the Getting Started section of the T-2 DOP), the following conditions must be met:

27

For patents marked submitted in the Status field: 1) the date entered in the Date submitted field must fall within the current T-2 DOP year; 2) the patent must not have been counted as submitted during the previous T-2 DOP year (i.e., patents are only included one time in the annual count for submitted patents); and 3) all fields must be completed. For patents marked awarded in the Status field: 1) the patent must have been awarded during the current T-2 DOP year; 2) the patent must not have been counted as awarded during the previous T-2 DOP year (i.e., patents are only included one time in the annual count for awarded patents); and 3) all fields must be completed. For patents marked as not awarded in the Status field: 1) the date entered in the Date submitted field must fall within the T-2 project period; 2) the patent must be marked as not awarded during the same T-2 DOP year in which the participant was notified by the Patent Office that the award would not be made; 3) the patent must not have been counted as not awarded during the previous T-2 DOP year (i.e., patents are only included one time in the annual count for not awarded patents); and 4) all fields must be completed. NOTE in the annual analysis, patents that are marked as awarded in the Status field and meet the above criteria for inclusion comprise the AWARDED patents, and those that are marked as submitted, or not awarded, or awarded, and meet the above criteria for inclusion comprise the SUBMITTED patents.

28

I.B.5.b. Enter New Patent page for Researchers

Note to Researchers: The Enter New Patent page allows new patents to be recorded. The page can be accessed via the “Patents” button on the left-hand navigation of the T-2 DOP, or from the Activities Overview page. The following text provides instructions for the Enter New Patent page; the text is also accessible via the “Instructions” button at the top of the Enter New Patent page.

Purpose: The Enter New Patent page has the following purpose:

Allows new researcher patents to be recorded on behalf of all T-2 researchers who are contributing applicants on the patent. Entered data will auto-populate the T-2 DOP profiles of all of the researchers who are co-applicants on the patent.

Populates the PI/Administrator Portal in real-time to provide the T-2 award’s PI access to up-to-date funding activity.



Who should enter new records on this page: The Applicant of Record for a patent is responsible for entering patent data; the pages for other contributing T-2 researchers will be auto-populated accordingly.


Enter T-2 award related patents only: Only patents that were supported in part or in total by the T-2 award should be entered on this page. Thus, the guideline is that in order for a patent to “qualify” for entry, the T-2 award should have supported some or all of the research related to the patent and patent application preparation. Exceptions to the guideline may occur; it is recommended that the NSF EPSCoR program officer be consulted to resolve any questions about inclusion of patents.

Required fields: All fields on this page need to be completed so that the T-2 project records are complete and accurate. In order to save a record for completion at a later date, two fields must be completed: Patent Title and Patent Status. If both of these fields are not completed, an error message will appear and the record will not be saved. How to ensure that data “counts” for a given T-2 DOP year: In order for a patent to be included in the analysis for a given “T-2 DOP year” (as defined in the Getting Started section of the T-2 DOP), the following conditions must be met: For patents marked submitted in the Status field: 1) the date entered in the Date submitted field must fall within the current T-2 DOP year; 2) the patent must not have been counted as submitted during the previous T-2 DOP year (i.e., patents are only included one time in the annual count for submitted patents); and 3) all fields must be completed. For patents marked awarded in the Status field: 1) the patent must have been awarded during the current T-2 DOP year; 2) the patent must not have been counted as awarded during the previous T-2 DOP year (i.e., patents are only included one time in the annual count for awarded patents); and 3) all fields must be completed. For patents marked as not awarded in the Status field: 1) the date entered in the Date submitted field must fall within the T-2 project period; 2) the patent must be marked as not awarded during the same T-2 DOP year in which the participant was notified by the Patent Office that the award would not be made; 3) the patent must not have been counted as not awarded during the previous T-2 DOP year (i.e., patents are only included one time in the annual count for not awarded patents); and 4) all fields must be completed.

29

NOTE in the annual analysis, patents that are marked as awarded in the Status field and meet the above criteria for inclusion comprise the AWARDED patents, and those that are marked as submitted, or not awarded, or awarded, and meet the above criteria for inclusion comprise the SUBMITTED patents.

30

I.B.5.c. Edit Patent Record page for Researchers

Note to Researchers: The Edit Patent Record page allows previously entered patents to be edited. The page can be accessed via the “Patents” button on the left-hand navigation of the T-2 DOP, or from the Activities Overview page. The following text provides instructions for the Edit Patent Record page; the text is also accessible via the “Instructions” button at the top of the Edit Patent Record page.

Purpose: The Edit Patent Record page has the following purposes:

Allows researcher patent information to be edited, which when saved will auto-populate the T-2 DOP profiles for all of the T-2 researchers who are contributing applicants.

Populates the PI/Administrator Portal in real-time to provide the T-2 award’s PI access to up-to-date patent activity as well as editing capabilities.



Who should edit records on this page: The Applicant of Record is responsible for updating their patent records, although other T-2 researchers who are contributing applicants on a patent may edit that patent record on behalf of the Applicant of Record. The records for all T-2 researchers who are co-applicants on the patent will be auto-populated accordingly.


Fields that require updating after initial entry: Note that there are fields on this page that will require updating after the initial entry is made, e.g., Patent Status.

31

I.B.6. Presentations Section I.B.6. provides information about how to view, enter, and edit presentations outcomes for an individual researcher.

32

I.B.6.a. Presentations page for Researchers

Note to Researchers: The Presentations page allows access to viewing, entering, and editing an individual researcher’s presentations. The page is accessed via the “Presentations” button on the left-hand navigation of the T-2 DOP. The following text provides instructions for the Presentations page; the text is also accessible via the “Instructions” button at the top of the Presentations page.

Purpose: The Presentations page has the following purpose:

Allows researchers to view, enter, and update information about their presentations.

Populates the PI/Administrator Portal in real-time to provide the T-2 award’s PI access to up-to-date presentation activity as well as editing capabilities.

Navigation overview

Entering new records: To enter a new record, click the “Enter New Presentation” button and proceed using the instructions on the page.




Only the main presenter should enter a presentation: The only presentations that an individual should enter on this page are the ones for which they were the actual presenter. E.g., if an individual was a co-author on a poster but did not actually present the poster, they should NOT enter that presentation.

Enter T-2 award related presentations only: Only presentations that were supported in part or in total by the T-2 award should be entered on this page. Thus, the guideline is that in order for a presentation to “qualify” for entry, the T-2 award should have supported some or all of the research presented and/or delivery of the presentation. Exceptions to the guideline may occur; it is recommended that the NSF EPSCoR program officer be consulted to resolve any questions about inclusion of presentations.

Required fields: All fields on this page need to be completed so that the T-2 project records are complete and accurate. How to ensure that data “counts” for a given T-2 DOP year: In order for a presentation to be included in the analysis for a given “T-2 DOP year” (as defined in the Getting Started section of the T-2 DOP), the following conditions must be met: 1) the date entered in the Presentation Date field must fall within the current T-2 DOP year; 2) the presentation must not have been counted during the previous T-2 DOP year (i.e., presentations are only counted once, during the first year in which they appear in the T-2 DOP); and 3) all fields must be completed.

33

I.B.6.b. Enter New Presentation page for Researchers

Note to Researchers: The Enter New Presentation page allows new presentations to be recorded. The page can be accessed via the “Presentations” button on the left-hand navigation of the T-2 DOP, or from the Activities Overview page. The following text provides instructions for the Enter New Presentation page; the text is also accessible via the “Instructions” button at the top of the Enter New Presentation page.

Purpose: The Enter New Presentation page has the following purposes:

Allows new researcher presentations to be recorded.

Populates the PI/Administrator Portal in real-time to provide the T-2 award’s PI access to up-to-date presentation activity.



Only the main presenter should enter a presentation: The only presentations that an individual should enter on this page are the ones for which they were the actual presenter. E.g., if an individual was a co-author on a poster but did not actually present the poster, they should NOT enter that presentation.

Enter T-2 award related presentations only: Only presentations that were supported in part or in total by the T-2 award should be entered on this page. Thus, the guideline is that in order for a presentation to “qualify” for entry, the T-2 award should have supported some or all of the research presented and/or delivery of the presentation. Exceptions to the guideline may occur; it is recommended that the NSF EPSCoR program officer be consulted to resolve any questions about inclusion of presentations.

Required fields: All fields on this page need to be completed so that the T-2 project records are complete and accurate. In order to save a record for completion at a later date, two fields must be completed: Presentation Type and Title. If both of these fields are not completed, an error message will appear and the record will not be saved. How to ensure that data “counts” for a given T-2 DOP year: In order for a presentation to be included in the analysis for a given “T-2 DOP year” (as defined in the Getting Started section of the T-2 DOP), the following conditions must be met: 1) the date entered in the Presentation Date field must fall within the current T-2 DOP year; 2) the presentation must not have been counted during the previous T-2 DOP year (i.e., presentations are only counted once, during the first year in which they appear in the T-2 DOP); and 3) all fields must be completed.

34

I.B.6.c. Edit Presentation Record page for Researchers

Note to Researchers: The Edit Presentation Record page allows previously entered presentations to be edited. The page can be accessed via the “Presentations” button on the left-hand navigation of the T-2 DOP, or from the Activities Overview page. The following text provides instructions for the Edit Presentation Record page; the text is also accessible via the “Instructions” button at the top of the Edit Presentation Record page.

Purpose: The Edit Presentation Record page has the following purpose:

Allows researcher presentation information to be edited.

Populates the PI/Administrator Portal in real-time to provide the T-2 award’s PI access to up-to-date presentation activity as well as editing capabilities.


35

I.B.7. Trainees Section I.B.7. provides information about how a researcher can view, enter, and edit information about his/her trainees.

36

I.B.7.a. Trainee Information page (Trainee List) for Researchers

Note to Researchers: The Trainee Information page (i.e., the Trainee List) provides researchers the ability to invite and re-invite their trainees to enter the T-2 DOP, and provides access to viewing, entering, and editing their trainees’ data. The page is accessed via the “Trainees” button on the left-hand navigation of the T-2 DOP. The following text provides instructions for the Trainees page; the text is also accessible via the “Instructions” button at the top of the Trainees page.

Purpose: The Trainee Information page has the following purposes:

Provides a list of an individual researcher’s trainees.

Allows a new trainee to be registered or a previously-registered trainee to be “re-invited.”

Allows for editing a trainee’s name and/or email address.

Provides access to an overview of an individual trainee’s research outcomes.


Entering new trainees: To enter a new trainee, click the “Enter New Trainee” button and proceed using the instructions on the page.

Viewing list of registered trainees: To view all registered trainees, a large scrolling box is provided. The records are provided in alphabetical order.

Editing a trainee’s name and/or email address: To edit a trainee’s name and/or email address, find the trainee’s record within the large scrolling box and change the name and/or email within the white boxes.

Re-inviting trainees: To re-invite a previously invited trainee, find the trainee’s record within the large scrolling box, click the “Re-Invite” button to the right of the trainee’s information, and an email containing information about how to access the T-2 DOP will be automatically re-sent to the trainee.

Viewing/editing individual trainee records: To view or edit a trainee’s full record, find the record within the large scrolling box, click the “View/Edit” button to the right of the trainee’s name, and proceed using the instructions on the page.


Trainees who should be registered: All trainees who are working on a project related to the T-2 award, even if trainees are not receiving funding directly from the T-2 award, should be entered into the T-2 DOP.

37

I.B.7.b. Enter New Trainee page for Researchers

Note to Researchers: The Enter New Trainee page provides researchers the ability to invite their trainees to enter the T-2 DOP. The page is accessed by selecting the “Trainees” button on the left-hand navigation of the T-2 DOP, and then selecting the “Enter New Trainee” button at the top of the Trainee Information page. The following text provides instructions for the Enter New Trainee page; the text is also accessible via the “Instructions” button at the top of the Enter New Trainee page.

Purpose: The Enter New Trainee page has the following purpose:

Allows T-2 researchers to register their trainees (undergraduates, graduate students, and postdocs) into the T-2 DOP and to auto-generate invitation emails to these trainees with instructions for accessing the T-2 DOP.

Auto-populates all appropriate pages in the T-2 DOP with a trainee’s name.

Navigation overview: To enter a new trainee, fill in all fields and click the “Save and Invite” button.


Trainees who should be registered: All trainees who are working on a project related to the T-2 award, even if trainees are not receiving funding directly from the T-2 award, should be entered into the T-2 DOP.

Required fields: All four fields on this page need to be completed, and the email address entered must be one that has not been previously entered into the system. If these conditions are not met, an error message will appear and the trainee’s information will not be saved and nor will an invitation be sent to them.

38

I.B.7.c. Individual Trainee Overview page for Researchers

Note to Researchers: The Individual Trainee Overview page provides researchers access to the personal dashboards of their trainees. A trainee’s Individual Trainee Overview page can be accessed by their research advisor by selecting either the “Activities Overview” button or the “Trainees” button in the left hand navigation of the Researcher Portal, and then selecting the View/Edit option for a selected trainee.

A researcher may enter and edit their trainees’ data for all the major sections of the T-2 DOP through the Individual Trainee Overview page. (The only exception is the editing of a trainee’s name and email address, which needs to be done through the “Trainees” button.)

Instructions for entering and editing trainee Presentations and Fellowships or viewing trainee publications through a trainee’s Individual Trainee Overview page can be found in the T-2 DOP Trainee Instruction Manual (provided as section II. of this document).

The following text provides instructions for the Individual Trainee Overview page; the text is also accessible via the “Instructions” button at the top of the Individual Trainee Overview page.

Purpose: The Individual Trainee Overview page has the following purposes:

Allows researchers the opportunity to review a trainee’s previously entered data, update records, or enter new records for Fellowships and Presentations, and to review Publication records.

Provides cumulative totals regarding a trainees’s Fellowships, Presentations, and Publications.


Navigation to information for other trainees: This page displays information for an individual trainee whose name appears on the left side of the page, underneath the “Instructions” button. To browse to the information for other trainees, use the “Previous” and “Next” buttons.

Name and email: The first and last names and email address registered in the T-2 DOP for the trainee whose data is being shown on this page appear near the top of the page.

Editing a trainee’s information: The “Edit Trainee Info” button in the upper right quadrant of the page will allow you to navigate to a page to view and edit a trainee’s information.

Sections on the page: Data on Fellowships, Presentations, and Publications are presented in their own sections on this page. Each section contains a scroll box that allows one to scroll through all data records in that section, with the most recently entered record at the top of each scroll box.

Cumulative totals for each section: Above each section heading (i.e., Fellowships, Presentations, Publications), a trainee’s cumulative totals appear in white boxes (e.g., for Fellowships, number of fellowships submitted, amount requested, number awarded, and amount awarded).

Editing records: To edit a data record for Fellowships or Presentations, click the “Edit” button to the right of the record. Note that Publication records are not editable by anyone except a T-2 researcher who is a co-author on a publication, and the publication record must be edited by that researcher through the Researcher Portal.

Entering new records: To enter a new data record for Fellowships or Presentations, click on the “Enter New…” button at the bottom of the appropriate section. Note that new publication records can only be added to the system by the Author of Record through the Researcher Portal.


Publications are non-editable: Note that trainee publication records are read-only, and thus from this page, they cannot be edited nor new publications added. However, the “View” button can be used to view and verify each publication record. If an error or a missing publication is detected, the Author of Record for a publication is responsible for entering publication data from their OWN page in the Research Portal.

39


40

I.B.7.d. Trainee Information page (trainee personal information page) for Researchers

Note to Researchers: The Trainee Information page allows for entry and editing of a trainee’s personal information. The page is accessed via the “Edit Trainee Information” button near the top right of the Individual Trainee Overview page. The following text provides instructions for the Trainee Information page; the text is also accessible via the “Instructions” button at the top of the Trainee Information page.

Purpose: The Trainee Information page has the following purposes:

Allows trainee information to be viewed and edited.

Populates the Researcher Portal of the trainee’s research advisor and the PI/Administrator Portal in real-time to provide a trainee’s research advisor and the T-2 award’s PI access to up-to-date information about trainees as well as editing capabilities.



Editing trainee names and emails: Trainee names and email addresses cannot be edited from this page. If this information needs to be edited, the T-2 researcher who serves as the trainee’s research advisor has sole editing privileges for their trainees’ names/emails. He/she can edit using the “Trainees” button in the left-hand navigation of the Researcher Portal, which provides an editable list of trainee names and emails.

Fields that require updating after initial entry: Note that there are fields on this page that will require periodic updating, e.g., Department Name, Research Advisor, Project Participation information.

41

II. T-2 DOP Trainee Instruction Manual Section II. contains the T-2 DOP Trainee Instruction Manual. It provides information for accessing, entering, and editing trainee data in the Trainee Portal.

42

RII Track-2 Data Outcomes Portal (T-2 DOP)

Trainee Instruction Manual

Version 2.3

Last edited 12.22.16

Prepared by Integrated Learning Innovations, Inc. (ILI)

55219 Broughton

Chapel Hill, NC 27517

919.370.9425

43

Introduction The RII Track-2 Data Outcomes Portal (T-2 DOP) Trainee Instruction Manual is designed to provide information to trainees for viewing, entering, and editing their personal and outcomes data in the T-2 DOP.

The instructions contained in this manual are also available on each page of the T-2 DOP, via the “Instructions” button that appears on each page. Additional help is available via email at [email protected].

44

Table of Contents

TOPIC Page # II.A. Introductory Information for Trainees 45 II.A.1. Log In page for Trainees 46 II.A.2. Welcome to the T-2 DOP page for Trainees 47 II.A.3. Getting Started page for Trainees 48 II.B. Viewing, Entering, and Editing Outcomes Data as a Trainee 50 II.B.1. Activities Overview page for Trainees 51 II.B.2. Trainee Information page for Trainees 52 II.B.3. Fellowships 53 II.B.3.a. Fellowships page for Trainees 54 II.B.3.b. Enter New Fellowship page for Trainees 56 II.B.3.c. Edit Fellowship Record page for Trainees 57 II.B.4. Publications 58 II.B.4.a. Publications (View Only) for Trainees 59 II.B.4.b. View Publication Record page for Trainees 60 II.B.5. Presentations 61 II.B.5.a. Presentations page for Trainees 62 II.B.5.b. Enter New Presentation page for Trainees 63 II.B.5.c. Edit Presentation Record page for Trainees 64

45

II.A. Introductory Information for Trainees Section II.A. provides information that appears on the T-2 DOP pages entitled Log In, Welcome to the T-2 DOP, and Getting Started. This information is intended to increase familiarity with the system and with the roles and responsibilities of T-2 trainees with respect to the research outcomes recorded in the T-2 DOP.

46

II.A.1. Log In page for Trainees

Note to Trainees: The Log-In page is the first page that one sees upon accessing the T-2 DOP. The following text is a copy of the text that appears on the Log In page.

To log in, please enter your institutional email address and the password that has been provided to you. If you do not remember your password, click “Forgot My Password” and your password will be emailed to you.

If you have difficulties logging into the system, please email [email protected].

47

II.A.2. Welcome to the T-2 DOP page for Trainees

Note to Trainees: The following text is a copy of the text that appears the very first time one logs into the T-2 DOP. This text is ONLY visible upon the first log in.

The purpose of the Track-2 Data Outcomes Portal (T-2 DOP) is to provide a data entry portal for all T-2 participants for the entire award period. The data topics and fields in this portal were specified by the NSF EPSCoR program as data that best indicate progress toward achieving the NSF EPSCoR’s goals for the T-2 award.

Tips to maximize your user experience include the following:

Browser selection: For the best user experience, please use Safari, Google Chrome, or Internet Explorer. You may experience aberrant layouts and cut-off text if accessing this site with other browsers.

Timing out: The portal will automatically close after 30 minutes of inactivity, and any unsaved data entry will not be recorded.

General information: There is a Getting Started button in the left-hand navigation section of portal pages for detailed information about usage of the system.

Page-specific information: Page-specific information is available through the Instructions button at the top of each page.

By clicking the Next button, you will enter the Trainee Portal.

48

II.A.3. Getting Started page for Trainees

Note to Trainees: The information in the “Getting Started” section provides a comprehensive overview of the T-2 DOP and basic instructions for key topics. The following text is also accessible via the “Getting Started” button in the left-hand navigation of the T-2 DOP.

The information on this Getting Started page provides a general description of the T-2 DOP and its use.

Use of the data: The data in the T-2 DOP will provide a record of T-2 award specific outcomes, as designated by the NSF EPSCoR program, to the T-2 award’s Principal Investigator and to the NSF EPSCoR program. Thus, the accuracy and completeness of the data is important.

Overview of the system and navigation: The Trainee Portal is designed to collect information from trainees (undergraduates, graduate students, and postdocs) who have been identified by their advisors as participants in T-2 award research. There are 3 main areas for which data will be collected from T-2 trainees in the T-2 DOP. These areas are Trainee Information, Fellowships, and Presentations.

Assistance with using the T-2 DOP: For assistance with the T-2 DOP, please review the Frequently Asked Questions (FAQs) document at t2dopsupport.com. Also, you may contact ILI at [email protected] for individual assistance or to request group webinar.

Data entry and updating responsibilities: All trainees who are working on a project related to the T-2 award, even if they are not receiving funding directly from the T-2 award, are responsible for entering the requested data into the T-2 DOP and ensuring the accuracy and completeness of the data they enter.

T-2 researchers who serve as advisors to the trainees (and ultimately, the T-2 award PI) are responsible for ensuring the accuracy and completeness of information entered by trainees, and thus advisors and the PI have access to and editing privileges for trainee data (except for gender/race/ethnicity/disability data for individual trainees, which is confidential and will NOT be available for research advisors or the award PI to view or edit). Frequency of data entry: Data must be entered, reviewed, and edited for accuracy and completeness by project participants each year prior to mid-March (for awardees with an August 1 award start date) or mid-April (for awardees with a September 1 award start date), when each project’s PI will be provided a spreadsheet of all data entered to date in the system, so that the PI can begin finalizing the data for annual reporting to the NSF. Ongoing and frequent data entry is encouraged to help ensure completeness and accuracy, and to enable awardees to review progress in real time. Definition of a “T-2 DOP year”: When data from the T-2 DOP is analyzed each year, it is analyzed in terms of what is called a “T-2 DOP year” which is different from an “award year.” The use of a “T-2 DOP year” is necessary so that ILI can deliver raw data and outcomes figures to each awardee prior to the awardees’ deadline for submitting annual reports to the NSF. This allows awardees and their evaluators to consider and address the T-2 DOP data in their annual reports. For awards that begin on August 1, using the 2016 awardees as an example, the T-2 DOP years are as follows: Year 1: 8/1/16-3/31/17 Year 2: 4/1/17-3/31/18 Year 3: 4/1/18-3/31/19 Year 4: 4/1/19-7/31/20 For awards that begin on September 1, using the 2016 awardees as an example, the T-2 DOP years are as follows: Year 1: 9/1/16-4/30/17 Year 2: 5/1/17-4/30/18 Year 3: 5/1/18-4/30/19 Year 4: 5/1/19-8/31/20

49

The above dates are used to determine in which year T-2 data is reported; e.g., a publication is reported as a Year 1 publication if it is published within the dates described above for Year 1. The NSF EPSCoR provided the dates to be used for the “T-2 DOP year” and thus it is aware that the T-2 DOP year is different from an “award year,” and it reviews data in that context.

Reminder emails: To assist with timely and accurate data entry, the T-2 DOP will periodically send automated emails to trainees to provide a reminder about data entry, editing, and updating.

Support and Troubleshooting:

Browsers: The T-2 DOP was optimized for Safari, Google Chrome, and Internet Explorer browsers and thus they are recommended; the use of other browsers may result in aberrant layouts and truncated text.

Time out: To help protect the integrity of the data and to manage concurrent users, the T-2 DOP will time out after 30 minutes of inactivity.

Dropdown menus: For some computer configurations, the drop-down menus on a page may not be immediately evident. If this is the case, you may click in any field (i.e., white box) on the page and the dropdown arrows will appear in the appropriate boxes.

Locked out: If you become locked out of the system, close your browser completely (i.e., quit the application) and then re-open the browser and log in again.

If records need to be deleted: If you note that a duplicate record has been entered, or that a record has been entered that should not have been, email [email protected] and provide identifying information about the record to have the record deleted.

Support: If you require additional support, please review the FAQs at t2dopsupport.com or contact ILI at [email protected].

50

II.B. Viewing, Entering, and Editing Outcomes Data as a Trainee Section II.B. provides information about how to view, enter, and edit personal information and research outcomes for an individual trainee.

51

II.B.1. Activities Overview page for Trainees

Note to Trainees: The Activities Overview page is the personal dashboard for each trainee. The page is accessed via the “Activities Overview” button on the left-hand navigation of the T-2 DOP.

Data entry and editing for all the major sections of the T-2 DOP can be accessed through the Activities Overview page. (The only exception is the editing of a trainee’s name and email address, which needs to be done by a trainee’s research advisor, through the Researcher Portal.)

Instructions for entering and editing specific data through the Activities Overview page are provided in this document under the appropriate heading. E.g., entering a new publication is covered under the Publications topic.

The following text provides instructions for the Activities Overview page; the text is also accessible via the “Instructions” button at the top of the Activities Overview page.

Purpose: The Activities Overview page has the following purposes:

Allows T-2 trainees the opportunity to review previously entered data, update records, or enter new records.

Provides cumulative totals regarding a trainee’s Fellowships, Presentations, and Publications.


Name and email: The first and last names and email address registered in the T-2 DOP for the trainee whose data is being shown on this page appear at the top of the page under the Instructions button. A trainee cannot edit these fields but may contact their research advisor if information needs updating.

Sections on the page: Data on Fellowships, Presentations, and Publications are presented in their own sections on this page. Each section contains a scroll box that allows one to scroll through all data records in that section, with the most recently entered record at the top of each scroll box.

Cumulative totals for each section: Above each section heading (i.e., Fellowships, Presentations, Publications), a trainee’s cumulative totals appear in white boxes (e.g., for Fellowships, number of fellowships submitted, amount requested, number awarded, and amount awarded).

Editing records: To edit a data record, click the “Edit” button to the right of the record. Alternatively, you can use the blue buttons in the left-hand navigation, which will also allow you to navigate to and edit a record.

Entering new records: To enter a new data record, click on the “Enter New…” button at the bottom of the appropriate section. Alternatively, you can use the blue buttons in the left-hand navigation, which will also allow you to enter a new record. Note that trainees cannot enter new publications.

Read-only records: Note that publication records are read-only, and thus they cannot be edited. However, the “View” button can be used to view and verify each publication record. If a trainee detects an error or a missing publication, she/he should notify their research advisor.

52

II.B.2. Trainee Information page for Trainees

Note to Trainees: The Trainee Information page allows for entry and editing of personal information. The page is a

researcher instruction manual · 2016. 12. 22. · 3 table of contents topic page # i. t-2 dop...

Documents