Insider's Guide to Research in View

Version 9/9/13

JAWestmanMD, JPierce

AnInsider’s Guide to Research in View

The purpose of this guide is to give concrete instructions on how to navigate Research in View to create a complete dossier which accurately reflects your academic and scholarly contributions. While nothing can guarantee success in the Promotion & Tenure process, making your accomplishments apparent and easy to understand for the committees reviewing your life work is a good place to start. This document combines departmental tip sheets, College of Medicine instructions, and Research in View help sections.

OVERVIEW and SET UP –

1)My Account

1. Location: 1st page, top toolbar
2. “Edit Preferred Personal Information”: List all names you publish under.
3. Smith, JL and Smith, J
4. Gordon-Levitt, J and Levitt, JG
5. Purpose: allows RIV to find your publications in PubMed and other sources
6. Proxies
7. You may wish to include the name of a helpful administrative assistant or dossier mentor here

2)Documents

1. Location: 1st page, top toolbar
2. “Period” on left side bar
3. Click on orange Edit button to get the pop-up box
4. In the box, enter July of 5 years ago in the “From” field (e.g. 07/2008)
5. Leave the “To” field blank
6. Select the blue text “Advanced Filter”
7. Uncheck everything except the following:
8. Teaching: Academic Advising; Extension & Continuing Education Instruction; Undergraduate/Graduate/Professional Courses Taught
9. Service: every box (all should be checked)
10. Extension: every available box (all should be checked)
11. Save
12. Under “Order” on the left side bar, make sure “Descending” is highlighted. That is the mandatory order for P&T dossiers.
13. Check “Bold My Name”

3)Profile

1. Location: 1st page, top toolbar
2. Do not check “Hide Empty Sections”. Otherwise you will not know what has yet to be completed, such as highly important narrative sections.
3. Do not worry about the order or appearance of the Profile section. This is simply for data entry and has nothing to do with the appearance of the final Dossier. Unfortunately, about the only way to make sure you are entering things correctly is to switch back and forth from the Dossier to the Profile and check. [This Guide is trying to take the pain out of that process.]
4. Be as specific as you can be in each entry. You must complete all “mandatory” fields but some of the other fields are necessary to make the Dossier complete.
5. Do not include events, awards, or achievements that occurred before your professional career, i.e. omit anything from medical school, undergraduate education, or high school.

INTRODUCTION – BIOGRAPHICAL INFORMATION

1. Awards/Honors
2. Only include awards given since your initial appointment as an OSU faculty member.
3. “Type of Award/Honor” targets the award to the appropriate Dossier section as there are teaching awards, research and scholarship awards, service awards, etc.
4. Make sure to enter the Awarding Institution. Be fairly broad here. If it is anything at OSU, just enter “The Ohio State University”
5. “Awarded on” appropriate for any award. Only month and year needed.
6. “Ended on” only needed if it was a fellowship or some type of program in residence that lasted more than one month.
7. “Sponsor of Honor” can be very specific and is free text. Avoid abbreviations because you want people to understand without having insider knowledge.
8. “College of Medicine Graduating Class 2012”
9. “Department of Internal Medicine”
10. “Reach of Award” – local, state, regional, national, international
11. Certification
12. Board certifications
13. Self-explanatory.
14. Even though it has a line for “License Number”, there is a “License” section coming up.Do not put your state medical board information here.
15. Degrees
16. Must haves: Conferred On, Conferring Institution, Degree Type, Honorific
17. Honorific = summa cum laude, with highest honors, etc
18. Both the month and year of your starting and ending dates will appear in your Dossier.
19. Licenses
20. Physicians do not need to include any of the provider numbers; they don’t appear in your Dossier
21. Ohio licensing agency is: “State Medical Board of Ohio”
22. List active and inactive medical licenses.

1. Positions
2. Current faculty position (***CRITICAL INFORMATION***)
3. “Position Title” – put “Other”
4. “Position Title - Other” – follow this carefully
5. Put your title – Professor, Associate Professor, Assistant Professor
6. On the same line, follow with your track in parentheses if you are on anything other than the regular tenure track
7. Regular clinical track -- “(clinical)”
8. Research track -- “(research)”
9. Adjunct clinical track – “(adjunct)”
10. On the same line, next put your initial appointment date in parentheses
11. (Sep 2006 – present)
12. You need to do this because RIV does not make allowances for the different faculty pathways we have in the COM, nor does it include when you started in your present appointment. The latter is a glitch but it makes it extremely confusing for the committee members reviewing your Dossier. Help them out. The date will look odd in the Profile view but will be fine in the Dossier view.
13. Current administrative position
14. List an administrative title on the “Position Title – Other” line
15. Do the same thing as listed above to include your start date for your current role
16. Higher Education position?
17. Mark “yes” for faculty positions and administration positions involved in education (COM positions, Residency Program Director) or administration of faculty (Chair, Vice Chair). These will appear in a Dossier category of “Academic Appointments”
18. Mark “no” for clinical, hospital, or healthcare system positions. They will appear in a Dossier category of “Other positions”.
19. For residency/fellowship positions there are two options. RIV has a built in category for “Fellowships, Internships, Residency” but will not allow you to show what type of fellowship you completed in your Dossier under this heading. If you were a chief resident, it will also not show that in the category.
20. Option A: Best if no chief residency or fellowship involved
21. Mark “yes” for Higher Education position
22. Position title: “Other”
23. Text field: Clinical Instructor House Staff
24. This will look odd in Profile but good in Dossier
25. Position type: Select internship or residency
26. Select “Other” if a combined program and type in name (i.e. Combined Internal Medicine/Pediatrics Residency Program)
27. Option B: Use for all trainee positions if a chief residency or fellowship involved
28. Mark “no” for Higher Education position
29. Business/Employer: Hospital name
30. Position Title: Fellow in [discipline], Resident in [discipline], Chief Resident in [discipline]
31. Include location of hospital
32. This option will appear in the category of “Other Positions” rather than “Fellowships, Internships, Residency” but will look fine because all trainee positions will be in one location
33. Do not include clinical assignments here. They will be under Service.
34. Previous positions
35. Include all positions since graduating from medical school
36. Use “Position Title” if previous faculty positions were tenure track
37. Otherwise use “Position Title – Other” as needed and mark the faculty track as indicated above
38. Use “Position Title – Other” for all administrative positions
39. Preferred Personal Information
40. Taken from your “My Account” set up

TEACHING

1. Academic Advising
2. Include formal faculty/learner mentoring relationships of Ohio State learners
3. Undergraduate student, graduate student, medical student, resident, fellow, postdoc
4. Do not include mentoring relationships from other institutions
5. Include dissertation and thesis advising and committee membership
6. Do not include faculty mentoring here. That is under Service.
7. Must have learner’s name, institution, academic level, advising role, dates for the period of advising, graduation date
8. Do not use the check boxes for noteworthy accomplishments as that will not show in the Dossier view. Put noteworthy accomplishments in the Academic Advising narrative.
9. Include their current position if known (drop down box)
10. Extension & Continuing Education Instruction
11. Use for all teaching that is not a formal course at Ohio State. A formal course has a course number from the university registrar.
12. Residency and fellowship teaching and preceptinggo here since there is no formal course number for those activities.
13. Do not put scholarly presentations here (poster presentations, platform presentations, invited presentations at national meetings on your research)
14. Institution: the name of the institution where you gave the talk
15. Type of course: separates this section in the dossier into different tables with similar activities. The following suggestions are intended to give your talks the most “pop” with the reviewers and separate out items that call attention to national/international impact.
16. Attending: Not sure how best to use this because your ward duties will go under the “Service” section
17. Continuing Education: use for local or regional talks for practicing physicians or OSU faculty
18. Extension: use for professional talks given to local or regional lay audiences or student special interest groups
19. Grand Rounds: use for grand rounds at out-of-state institutions
20. Guest Lecture: use for invited educational talks at national/international meetings. Remember that presentations on your research are different.
21. This is probably the best place to put MedNet21 presentations.
22. Lecture: use for housestaff/fellow didactics or journal club presentations
23. Do not clutter the dossier with each instance of a lecture when it is given to the same group on a regular basis. Include comments under Percent of Course Taught (see below)
24. Precepting: housestaff/fellow precepting on wards or clinics. Use this particularly if you have housestaff evaluations for precepting. If you have lots of other educational activities, you may not want to use this category and, instead, put your clinical service information under Service.
25. Course Title: put the name of your talk here
26. Sponsor: put the group you were speaking to here as this will show up in the Dossier view. i.e. Faculty Scholars Teaching Program, Fairfield Medical Center Symposium, etc.
27. Department: your individual department or a more generic “College of Medicine Faculty”
28. Enrollment: put the number of attendees. This will appear in the Dossier table.
29. Percent of Course Taught:
30. 100%. Use if you were the sole provider and have no need to provide comments or explanation.
31. 99%. Use if you were the sole provider but want to add additional explanation on what you were doing. A text box appears if you select anything <100%.
32. 25% etc. Use if you were part of a panel, etc.
33. 5%. Use if you are one of the presenters in a series of didactics. In the explanation, include the frequency of the course, materials presented, etc.
34. Must include month/year of event
35. One-day course? – required
36. Formal student evaluations completed?: Check if housestaff/fellow evaluations done
37. Formal peer evaluations completed?: Check if CME evaluations done
38. Undergraduate/Graduate/Professional Courses Taught
39. Use if an assigned OSU course number is available. Do not put non-OSU teaching here.
40. College of Medicine courses are listed below according to the university registrar. The registrar does not consider the sub-components of the COM curriculum as independent courses.
41. “Started on”, “Ended On” required.
42. Academic Calendar
43. Any OSU teaching done before July 2012 should be marked “quarters” and are Fall, Winter, Spring, Summer
44. Any OSU teaching done since July 2012 should be marked “semesters” and are Fall, Spring, Summer.
45. Institution: The Ohio State University
46. Course Title (and Course Number) may be found in the table below for the basic medical student curriculum

If you have participated in teaching other courses at OSU, or components of the MD/PhD curriculum, specific course information may be found in the course bulletins located on the OSU registrar’s website:

1. Type of course: undergraduate, graduate, professional (required)
2. Department: can specify or use generic College of Medicine Faculty
3. Enrollment: will show up in table in Dossier view
4. Instruction method: Precepting, Didactic, Other. Will show up in table in Dossier. “Other” could be used for small group activities
5. Percent of Course Taught: Almost no COM faculty member teaches an entire registrar course so do not use 100% here. 5-10% is a reasonable number for a few lectures.
6. If <100% selected, a text box will open to permit a description of your role. It is good to take full advantage of this.
7. Include the names of specific lectures or details about your teaching in this box.
8. If multiple lectures are given during one course, list the course one time but put the multiple lectures in the text box.

PUBLISHED WORKS

Include your entire life’s history of publications, not just the last 5 years.

1. Abstracts & Short Entries
2. Use for abstracts and short entries that are published but not part of a conference, poster presentation, or platform presentation.
3. Description of effort not required
4. Minimal usefulness
5. Books & Monographs
6. Use for authorship of entire books, not edited books or chapter authorship.
7. Automatic search function available
8. Click “Add +”
9. Search bar is at the very top of the box.
10. Recommend using your name as “key word” for search. Use a topic word as well if you have a common name. Hit search.
11. Recommendations come up and many do not fit. Select the ones that are yours.
12. This function guarantees incorporation of citations and impact factors.
13. Must include % authorshipand description of effort
14. Bulletins/ Tech Reports/ Fact Sheets
15. Use for reports written by invitation from government or industry
16. Chapters in Edited Books
17. Use for authored chapters, not edited chapters
18. Automatic search function available (instructions above)
19. Must include % authorship and description of effort
20. Conference Papers and Proceedings
21. Preferred section to enter abstracts that are accepted as posters to academic conferences
22. Automatic search function available (instructions above)
23. Recommendation function available based on your biographical information and entry patterns. Simply accept or decline.
24. If a recommended item is very similar to an existing item, you may wish to merge the two to maintain the advantages of the automatic inclusion of quality indicators.
25. Accept the recommended item. Select “Merge” in the dialog box that appears. Select the item you wish to Merge and click Next.
26. Occasional automatic downloads contain data that needs confirmed by you. A message may be seen “This activity is not confirmed”.
27. Recommend including % effort, conference details (full name, location, date), and acceptance rate, if known
28. Edited Books
29. Volumes edited only
30. Automatic search function available (instructions above)
31. Must include % effort and description of effort
32. General Press Articles
33. Articles written for newspapers, magazines, etc that are not of a rigorous scientific nature
34. If interviewed by a major news outlet for a story, include information here as it demonstrates national stature
35. Journal Articles
36. Journal articles, reviews
37. Indicate whether peer reviewed or editor reviewed
38. Must include % effort and description of effort
39. Automatic search function available (instructions above)
40. Must include citation data and impact factor (IF) of the journal.
41. May include articles here if accepted, visible online, and/or in press. Articles submitted for review or in preparation should go in “Potential Articles Under Review”. Automatic import will generate important tables for you in the next part of the Dossier.
42. Quality Indicators (Article citations and IF) are automatically imported into your Dossier. It is not possible to supplement or substitute the data at this time. If you wish to provide supplemental information, use the Quality Indicators narrative.
43. Potential Publications Under Review
44. Use for papers in progress and for those submitted or in review but not yet accepted for publication.
45. This is an important area because it shows that work is in progress.
46. Must include % effort and description of effort
47. Scholarly Presentations (Dossier category is “Unpublished Scholarly Presentations”)
48. Use for all presentations not covered by “Continuing Education” or “Conference Proceedings”
49. Include invited talks that are not strictly educational in nature, panel moderator/discussant, honorary lectureships, industry talks if not strictly educational.
50. An invited abstract does not count as an invited presentation.
51. If presentation is “not invited”, it will still appear under scholarly presentations but in a separate category.
52. Reach of Conference: Local vs state vs national vs international
53. Classify the reach by the audience and the organization, and not just the location
54. Consider who invited you to speak. An invitation by your department chair to present at the national conference organized in Columbus does not connote your national reputation
55. The designated locale will divide the presentations into separate Dossier categories.

CREATIVE WORKS