Faculty Information System

The Faculty Information System has been enhanced

The Faculty Information System has moved to a new platform called Elements that provides a number of benefits:

  • Enhanced user interface
  • New options for automatically importing publications
  • Additional ways to categorize teaching activity and professional accomplishments
  • Improved report writing capabilities
  • Ability for departments to extract data from the system and display it on a Web site
  • Authentication through Pitt Passport, the University’s Single Sign-On Service

If you have not yet done so, you are encouraged to log in to the new system and verify the accuracy of your data. Please note that if you entered any data into the Faculty Information System between August 12 and August 30, you will need to re-enter that data.

Overview

The University's Faculty Information System provides faculty with a secure, Web-based resource for creating Curriculum Vitae (CVs), annual reviews, online profiles, and other documents important to academic careers. The system features options for capturing your publications and categorizing teaching activity and professional accomplishments. It allows researchers to create an NIH Biographical Sketch and generate a report that can be used during the performance review process. Faculty can also search the system by publications, grants, teaching activities, and professional activities to identify faculty with particular expertise and interests.  If you are a faculty member with a University of Pittsburgh computing account, you have all you need to access the Faculty Information System.

The Faculty Information System is designed to:

  • Manage your CV: Enter and edit your CV information and easily produce a formatted CV, available as a .PDF or Word document.
  • Find Experts and Potential Collaborators: Search the database by publications, grants, teaching activities, and professional activities to identify faculty with particular expertise and interests.
  • Import data automatically from MEDLINE and other publication sources: For users with MEDLINE entries, the Faculty Information System automatically acquires updates to your CV and lets you approve or reject them.
  • Create NIH Biosketches: Get a headstart on your NIH Biosketch by downloading a Word template that has key fields populated with commonly used information.

Access this Service

Access this Service

  1. Log in to My Pitt (my.pitt.edu) with your University Computing Account username and password.
  2. Click Faculty Information System on the right-hand side of the page.
  3. If you are a new user: Follow onscreen prompts to enter, save, and confirm your delegates and import your publications.
    or
    If you are an existing user: You can manage your own information, or you can select a delegate to manage their data (called Impersonate Another User).
  4. You can also click here to visit the My Pitt community where you can access the service. (You will need to log in with your University credentials.)

FAQs

FAQs

This page contains answers to frequently-asked questions concerning the University's Faculty Information System. It is a work-in-progress and will be updated regularly.

What kind of searches can I do?

Searches can be either simple or advanced. Advanced searches let you search Publications, Grants, Professional Activities, and Teaching Activities to identify faculty with particular expertise and interests.

Why are some records on my CV showing “Unknown Book” instead of an actual name?

Faculty Information System records that were brought over for book chapters did not always include a book title. In the new system records for book chapters must include a book title.

This causes an “Unknown Book” entry to be displayed on your CV, such as the following example shown below (part of a Publications entry):



To fix this problem, take the following steps:

  1. Select Menu then Publications.
  2. Locate the Filters on the right-hand column, then select Chapter from the Publication type drop-down list.
  3. From the list of results that are displayed, click a chapter name.

  4. Click Add Manual Record.

  5. Locate the Book Title field and enter the book title.

  6. Click Save. A new Manual record is created. By default it is the preferred record.
  7. On My publications, click Detailed view otherwise you will not see the information for both entries.
  8. Locate the publication and make sure the Data sources tab is selected. You should see 2 entries – one from Digital Vita (which has a icon) and one that you created using the enhanced Faculty Information System.
  9. Click the Click the Split record icon next to the data source for the Digital Vita record.
  10. Click OK to confirm your decision.
  11. The sources will be separated into separate records.

    Note: You will need to refresh your screen to see these results.

    Click the red ‘x’ next to the Digital Vita record.

  12. Click OK to confirm your decision to remove the record.
  13. When you create a new CV using CV and Reports, there should only be one record that displays the name of the book.

Why are some records on my CV showing “Unknown Journal” instead of an actual name?

Faculty Information System records that were brought over for journal articles did not always include a journal title. In the new system records must include a journal title.

This causes an “Unknown Journal” entry to be displayed on your CV, such as the following example shown below (part of a Publications entry):

To fix this problem, take the following steps:

  1. Select Menu then Publications.
  2. Locate the Filters on the right-hand column, then select Journal article from the Publication type
  3. From the list of results that are displayed, click a journal article.

  4. Click Add Manual Record.
  5. Locate the Journal field and enter the journal title.
  6. Click Save. A new Manual record is created. By default it is the preferred record.
  7. On My publications, click Detailed view otherwise you will not see the information for both entries.
  8. Locate the publication and make sure the Data sources tab is selected. You should see 2 entries – one from Digital Vita (which has a icon) and one that you created using the enhanced Faculty Information System.
  9. Click the Click the Split record icon next to the data source for the Digital Vita record.
  10. Click OK to confirm your decision.
  11. The sources will be separated into separate records.
    Note: You will need to refresh your screen to see these results.
  12. Click the red ‘x’ next to the Digital Vita record.
  13. Click OK to confirm your decision to remove the record.
  14. When you create a new CV using CV and Reports, there should only be one record that displays the name of the journal.

I see a "title field missing" message on my Profile in the New Faculty Information System. What does this mean?

When you see a "title field missing" message in your Faculty Information System Profile it means that there was no data imported for a title field from the original Faculty Information System.

You can manually add Title Field information by
taking the following steps:

  1. Click the Menu tab
  2. Under My Account > Profile, select Edit Profile from the drop-down list.

  3. Click the "title field missing" link from the Professional Activities, Teaching Activities, or other information section that is part of your profile.

  4. Click Add manual record.

  5. Enter a description in the Title field, then click Save.

  6. The title will be added to the record. You will be able to view it as part of the individual record (shown below) and your overall Profile.

Does the Faculty Information System let me add a "peer-reviewed" label to my publications?

Yes. Publications such as books or journal articles can have a peer-reviewed label associated with them.

To manually add a peer-reviewed label:

  1. Click the Menu tab, and select Publications from the drop-down list.
  2. Select the Mine tab, then locate a publication from those that you have claimed.

  3. Click the Labels link.

  4. A labels pop-up window will appear. Locate and Click the yellow ‘+’ icon next to Peer Reviewed.

  5. From the expanded content for Peer reviewed, click the green plus (‘+’) icon.

  6. Select Has been peer reviewed from the drop-down list, then hit the Return key.

  7. The Label will be added. Then click the red ‘x’ icon to close the Labels window.

  8. The next time you visit your publication, you can see the peer-reviewed status displayed if you click the view full details for this item button (which resembles a green magnifying glass).

  9. The peer-reviewed status will be listed as one of the labels.

I am not able to edit grant information that was brought over from Digital Vita. How can I edit my grants?

Grants that were imported from Digital Vita are read only and cannot be edited.

If you need to update or make changes to a grant that was imported, you should create a new record.

An instructional video in the Help Resource section of this Web page will help you create new grant records.

Once you have created your new grant record you should unlink and remove the old Digital Vita grant record from your account. To do this:

  1. On the Home Page of the Faculty Information System, locate the Grants section, then click the grants that were imported from Digital Vita link.

  2. The grants that were imported from Digital Vita will be listed. Click the red ‘x’ icon of a grant that you wish to unlink.

  3. Click the OK button to confirm your decision.

  4. The Grant will be removed from your Faculty Information System account.

How do I find my information in the new and enhanced Faculty Information System?
You can access your information through the Menu tab of the New Faculty Information System. The following table should help you locate your information:

Location in the Old Faculty Information System

Location in the New Faculty Information System

Notes

Biographical section

Menu>My Account>Profile

  • You can add languages and proficiencies
  • Additional options for listing Web Addresses, RSS feeds, and other information

Personal Statements section

Menu>My Account>Profile

  • Called Overview
  • Only statements that were marked in the previous Faculty Information System as part of the public profile will show up in the new Faculty Information System.

Research Interests

Menu>Manage>Professional Activities

  • Type of Professional Activity.

Education & Training section

Menu>My Account>Profile

  • Called Education - use the Degrees and Training subsections.

Academic Appointments section

Menu>My Account>Profile

  • Called Academic Appointments.

Other Professional Positions section

Menu>My Account>Profile

  • Called Non-Academic Appointments.

Grants & Contracts section

Menu>Manage>Grants

  • Additional Secondary Investigator Roles, No text field for writing in a role.
  • Not same data structure for records. Imported records are read only. Can take advantage of Symplectic’s feature to enter information with appropriate formatting.

Awards & Honors section

Menu>Manage>Professional Activities

  • Called Distinction

Publications section

Menu>Manage>Publications

  • New system has a lot more publication types to choose from
  • New system has Relationship types (author, editor, and so on)
  • Special callouts in Pending publications for how to review and claim publications.

Certifications & Licenses section

Menu>My Account>Profile

  • Called Education - use the Certification subsection for both certifications and licenses.

Professional Societies section

Menu>Manage Professional Activities

  • Called Add a new membership

Presentations section

Menu>Manage>Publications

  • Called Add a new presentation

Service Activities section

Menu>Manage>Professional Activities

  • Called Committee Service

Mentoring and Advising section

Menu>Manage>Teaching Activities

  • Called Mentoring
  • Additionally called Research based degree supervision

Teaching Activity section

Menu>Manage>Teaching Activities

  • Called Courses Taught
  • New teaching activities – has course developed selection.
  • Will continue to be updated in the new system three times a year like it was in Digital Vita.

Patents section

Menu>Manage>My publications

  • Select Publication Type>Patent

Contributions section

Menu>Manage>Professional Activities

 

Online Profile section

The public profile feature is not supported in Elements.

  • Not migrated. If you have any questions, contact the Technology help Desk.

Curriculum Vitae section

Menu>Build>CV and Reports

  • Has a streamlined creation process.
  • Information can be edited once report is compiled (as Word Doc).

NIH Biosketch section

Menu>Build>CV and Reports

  • Has a streamlined creation process.
  • Information can be edited once a report is compiled (as Word Doc).

Faculty Report section

Menu>Build>CV and Reports

  • Has a Streamlined creation process.
  • Information can be edited once report is compiled (as Word Doc).

 

My Colleagues

Menu>My Account>Profile>Edit Profile

  • Called Find a Colleague

Delegates

Menu>My Account>Account Settings

  • Called Manage Delegates

Aliases (contains SCOPUS ID, PubMed Import, Scopus Import)

Menu>Manage>Publications

  • Under Search Settings. Called Name variants.

Online Profile

Menu>My Account>Profile

  • View Profile and Edit Profile.

I used to have my PubMEd MeSH (Medical Subject Headings) terms automatically imported but this no longer happens. Did this change?

Yes. Now by default, PubMEd MeSH terms will no longer be automatically imported and used as research interest terms.

Can I enable automatic imports of PubMEd MeSH terms?

Yes. You can enable the import of the terms from My Settings. However, only the major MeSH terms associated with your publications will now be imported.

Manage Research Interests

Manage Research Interests

Location of Research Interests

Research Interests show up as part of Professional Activities. To access research interests:

      
  1. Log in to the Faculty Information  System.
  2.   

  3. Select Menu, then select Professional  Activities.

    Location of research interests - screenshot 1
  4.   

  5. Locate the Filters on the right hand side. For Professional Activity type, select Research Interest.

    Location of research interests - screenshot 2
      
  6. Your research interests will be displayed.

    Location of research interests - screenshot 3
  7. Add a New Research Interest

        
    1. Log in to the Faculty Information  System.
    2.   

    3. Select Menu, then select Professional  Activities
      .
    4.   

    5. Select Add a new  research interest are listed from drop-down list on the right-hand side.

      Add a new research interest - screenshot 1  

    Edit a Research Interest

    To edit a research interest:

        
    1. Click Menu, then select Professional Activities
    2.   

    3. Locate the Filters on the right hand side. For Professional Activity type, select Research Interest.
    4.   

    5. A list of your Professional Activities will be displayed.
    6.   

    7. Click the name of a research interest.

      Edit a  research interests - screenshot 1
    8.   

    9. Click Edit record.

      Edit a  research interests - screenshot 2
    10.   

    11. Type in the change to your research interest, then click Save.

      Edit a  research interests - screenshot 3

    Remove a Research Interest

    To remove a research interest:

        
    1. Click Menu, then select Professional Activities
    2.   

    3. Locate the Filters on the right hand side. For Professional Activity type, select R
      esearch Interest.
    4.   

    5. A list of your Professional Activities will be displayed.
    6.   

    7. Click the red ‘X’ located on the right hand-side of a research interest.

      Delete a  research interests - screenshot 1
    8.   

    9. Click OK to confirm your decision to delete the research interest. The research interest will be removed.

      Delete a  research interests - screenshot 2

    Find Other Users with Similar Research Interests

    You can use the System search feature to search for users by research interests.

    To search for a Research Interest:

        
    1. Log in to the Faculty Information System, select Menu, then select System Search.
      Find users with similar research interests - screenshot 1
    2.   

    3. For System search:
        
            
      • Enter your search term.
      •     

      • Select Advanced
      •   


      Find users with similar research interests - screenshot 2

    4.   

    5. Additional search criteria are displayed that you can use in your search. To search for Research Interests, make sure that Professional Activities is the item checked for Search.

      Find users with similar research interests - screenshot 3
    6.   

    7. Click Search.
    8.   

    9. At the top of the first page of search results, a message will be displayed indicating how many results were returned. You can select the Save this search link to save the search.
      Find users with similar research interests - screenshot 4
    10.   

    11. You can review the Search results. They are displayed below your search criteria. Research interests will be
       indicated as "Professional Activity: Research Interest".

      Find users with similar research interests - screenshot 5
    12.   

    13. To save your search, click the save your search link, provide a description, then click OK.


        Find users with similar research interests - screenshot 6
    14.   

    15. When you want to run a saved search select Menu, Saved Searches, then click the saved search link.

      Find users with similar research interests - screenshot 7

Manage Favorites

Manage Favorites

Overview

The use of favorites in the Faculty Information System lets you conduct peer searches to find other faculty with similar interests. Using Favorites also allows you to select information that you wish to add to public-facing profile pages via an API tool.

  

You can add favorites to Publications, Grants, Professional Activities, and Teaching Activities.

Mark a New Record as a Favorite:

      
  1. Log in to the Faculty Information System.
  2.   

  3. Select a record type to add from the Menu.

    Note: Publications, Grants, Professional Activities, and Teaching Activities can be  marked as favorites.
  4.   

  5. Enter the information for the new record, then click Save.
  6.   

  7. Select Mark  as Favorite from the Actions
    listed  on the right-hand side.

    Add a favorite to a new record - screenshot 1
  8.   

  9. A small heart icon will appear next to the record name indicating it is a favorite.

Mark a Previously Entered Record as a Favorite:

      
  1. Log in to the Faculty Information System.
  2.   

  3. Select a record type from the Menu.

     Note:  Publications, Grants, Professional Activities, and Teaching Activities can be marked as favorites.
  4.   

  5. Locate a record, then click the red heart shaped icon for that record.
    Add favorite to an existing record - screenshot 1
  6. A small red heart icon indicating it is a favorite will appear next to the record name.

    Add favorite to an existing record - screenshot 2

Unmark a Favorited Record:

      
  1. Log in to the Faculty Information System.
  2.   

  3. Select a record type from the Menu.

    Note:  Publications, Grants, Professional Activities including research interests, and Teaching Activities can be marked as favorites.
  4.   

  5. Locate a record, then click the grey heart  shaped icon for that record.

    Remove favorite from an existing record - screenshot 1
  6.   

  7. The small red heart icon will disappear from the  record name.

Favorites and Colleague Searches

You can use the System search feature to conduct colleague searches. Items that are selected as favorites will appear as the top  results returned from your search.

  

  To search for Colleagues:

      
  1. Log in to the Faculty Information System, select Menu, then select System Search.
    Search for users using favorites - screenshot 1
  2.  
      

  3. For System search:
      
          
    • Enter your search term.
    •     

    • Select Advanced
    •   

    Search for users using favorites - screenshot 2

  4.   

  5. Additional search criteria are displayed that you can use in your search. For example, to search for classes, make sure that Teaching activities is the item checked for Search.

    Search for users using favorites - screenshot 3
  6.   

  7. Click Search.
  8.   

  9. At the  top of the first page of search results, a message will be displayed indicating how many results were returned. Items that are selected as favorites will appear as the top results returned from your search. You can select the Save this search link to save the search.

Favorites and Profiles

A tool (API) exists to allow your favorites to be added to  the faculty profile, directory, or public profile page for your school or  department.

 

For example, favorite research interests (located as part of  Professional Development) can appear as part of your departmental directory listing.

 

Favorites and - screenshot 1

Please contact the Technology Help Desk at 412 624-HELP [4357] if you have any questions.

Adding Scopus and ORCID Identifiers

Scopus Information

Can I add a Scopus ID to my Faculty Information System profile?

Yes. You can add your Scopus ID to your Faculty Information System profile.

If you need to find your Scopus ID, use this lookup tool.

Note:  There is no registration process for a Scopus ID. You are automatically assigned a Scopus ID if you have a paper indexed in the Scopus database.

Once you have your Scopus ID, take the following steps to add it to your Faculty Information System profile:

  1. Log in to the Faculty Information System. Locate the My Actions section, then click Add Scopus ID.
  2. Locate the Author identifier section, then enter your Scopus ID in the textbox provided.
  3. Click Verify.
  4. A popup window displays publication results from Scopus. Check the results, then click Confirm.

    Note: If you see results that are not yours, click Confirm anyway. You can visit the Publications portion of your online profile to reject or remove claimed publications. Additional information about Publications is available in the Video section of this Web page.

  5. Click Save.
  6. When the Search setting updated dialog box appears, your Scopus ID has been saved.

    Note: Please allow one business day before existing publications are imported from Scopus into your Faculty Information System profile.

Watch a video about Scopus ID

ORCID Information

Can I add my ORCID iD to my Faculty Information Systems profile?

Enter your ORCID identifier into the My Actions section of the home page in the Faculty Information System. Once added, you will be taken to orcid.org for authenticating your ORCID identifier.

How does ORCID help my Faculty Information Systems profile?

Once authenticated, the ORCID identifier will show in your profile and will be included in source-specific search terms for finding publications across the web. This will help the Faculty Information System find your publications and connect them to you more easily, especially when you use your ORCID identifier for your publications and grants.

What is ORCID?

ORCID is the Open Researcher and Contributor ID.

ORCID provides a persistent digital identifier that distinguishes you from every other researcher and, through integration in key research workflows such as manuscript and grant submission, supports automated linkages between you and your professional activities ensuring that your work is recognized.

What are some key benefits that ORCID provides?

ORCID has benefits that help link your scholarly work to you and save you time and effort by:

  • Making your scholarship easier to find and attribute so that you get credit for all that you do, including journal articles, presentations, videos, pre-prints, and other digital scholarly outputs.
  • Connecting your research to your Faculty Information System account throughout your career, no matter how your name appears in publication.
  • Reducing the time you spend filling out forms when submitting research, applying for grants, creating an academic CV, or submitting an academic report.
  • Making your work discoverable to others.

How can I get a unique ORCID identifier?

You can create a new ORCID identifier or connect an existing one (previously obtained from outside of the University) to the University Library System’s ORCiD@Pitt site.

Where can I learn about ORCID iD?

For additional information about ORCID iD, visit the University Library System resource page for ORCiD@Pitt.

Watch a video about ORCID iD

Where can I go for more assistance with ORCID?

If you need help with creating your ORCID iD or have further questions about ORCID, please contact orcidcomm@mail.pitt.edu.

Please contact the Technology Help Desk at 412-624-HELP [4357] if you have any questions regarding the Faculty Information System.

Help Resources

Help Resources

Refer to the videos below for detailed help using the enhanced Faculty Information System.

My Profile

Scopus ID

ORCID iD

CV and Reports

Delegates

Grants

Managing Publications

Teaching Activities

Professional Activities

Managing Duplicate Records with Workspace

Adding and Managing your Research Interests as Professional Activities

Annual Report

Annual Report

The Faculty Information System lets you easily create an annual report for your department chair or dean. In addition to information from your CV, the reports can contain information about goals and accomplishments.

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