“Using My Bibliography” and the NIH's BioSketch Template, SciENcv

 

by Cindy Schmidt, M.D., M.L.S.

Associate Professor, Education and Research Services, McGoogan Library of Medicine, University of Nebraska Medical Center

Instructions:

• Do not work on this tutorial using Internet Explorer.  If you are using IE, switch to a different browser (e.g. Firefox, Chrome)  The tutorial address is http://list.unmc.edu/gots/tutorials/edit_content/22
• Follow the instructions on the instruction panel and then, immediately, click the right-facing arrow at the bottom of the page.
• Do not work ahead of the tutorial instructions. Nearly every step is explained.
• Use the "Contents"-button-produced drop-down if you want to move between distant portions of the tutorial.  You will have to click away from the "Contents" menu to see the new section of the tutorial.

Introduction

SciENcv is the NIH's new biosketch-creation tool.

The publications portion of the biosketch template can be populated with:

• PubMed search results that have been added to "My bibliography" in "My NCBI"

and/or

• references entered manually into "My Bibliography".

If you can find your publications by searching PubMed, you can avoid a lot of laborious typing. This tutorial will walk you through the process.

Objectives

You can complete all of the tutorial or use the "Contents" button to find the section of interest to you. If you complete the entire tutorial, you will:

• Create a MyNCBI account or log into your previously created account
• Learn how you can use the "MyNCBI settings" page to:

*  to link your "My NCBI" and to ERA and/or ORCID accounts

* delegate work on your bibliography and  biosketch

• Search PubMed to add your publications to the “My Bibliography” feature in "My NCBI".

* Conduct a search for your publications in PubMed
* Choose from 4 ways to focus a PubMed search on your publication/s
* Add search results to “My Bibliography”
* Save a focused search

• Add citations not found in PubMed to “My Bibliography” 
• Check your Compliance with the NIH's Public Access Policy 
• Import ERA or ORCID info into your SciENcv profile 
• Move publications from “My Bibliography” into SciENcv
• Work as a delegate on another individual's "My Bibliography" or "SciENcv."
• Request help

Why we're going straight to pubmed.gov

To get best access to the full-text journals provided by your institution's library, you will usually want to go to PubMed or to My NCBI through links on your library's website. 

At the author's institution (University of Nebraska Medical Center) these links can be found by clicking the "Literature Databases" button on the Library's homepage. 

Since full-text articles will not be needed to complete this tutorial and individuals from multiple institutions may use this tutorial, we'll start at http://www.pubmed.gov, the generic, non-institution-specific, PubMed homepage. 

Create a MyNCBI account

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Click on the "Sign in to NCBI" link in the upper, right-hand corner of the PubMed homepage.

Create a MyNCBI account

2 of 2If you already have a "My NCBI" account and want to use that account to manage your biosketch, sign into your account.

Otherwise, begin the "account creation" process by clicking on the "Register for an NCBI account"  link below the login boxes.

Complete the registration form and hit the "Create Account" button.

You must link to your ERA account and may link to an ORCID account

If your work has been supported in whole or in part by NIH grants, you should have an ERA account. You must link your "My NCBI" and ERA accounts to facilitate tracking of your compliance with the NIH public access policy. 

If you have, or have thought of creating, an ORCID acocunt, you may wish to link to that account.  The linkage will allow you or your delegate to import some of the biographical and other information from the ORCID account into your SciENcv biosketch template.

To link to an ERA account or an ORCID account to your "My NCBI" account:

• Log into your "My NCBI" account (if you're not already logged in).
• Find the "username" link that appears next to the "My NCBI" link. It will be the left-most link of the three links at the upper, right-hand corner of the PubMed or My NCBI webpage:

•  The "NCBI Account Settings" page will appear.

• Scroll to the "Linked Accounts" section of the "NCBI Account Settings" page, and click on the "Change" button.

• On the page that appears, scroll down to the "Login Account Options" box.  Within this box, scroll down to the ERA or ORCID link and click on it.

•  You will be taken to a page with login or registration options for ERA or ORCID.
• After completing the ERA or ORCID login, you will be returned to the "NCBI Linked Account" page.  If you wish to link to another account, repeat the bulleted steps above for the additional account.

Use MyNCBI settings to delegate work on your biosketch

Many scientists delegate their grant paperwork to administrators/research associates, etc.. If you want to give someone else the ability to manage your bibliography and biosketch:

• go to the "NCBI Settings" page by logging into My NCBI, and then clicking on the username link that appears to the left of the "My NCBI" link.
• Scroll down to the "Delegates" section of the "My NCBI" settings page, and click on the "Add a Delegate" link.
• Enter your delegate's e-mail address in the box that appears and click the "OK" button.

 

Searching PubMed to add your publications to the “My Bibliography” feature in "My NCBI"

Now it's time to begin adding your publications to the "My Bibliography" area of "My NCBI".

Start by going to a webpage with a PubMed search box.  If you've been following the steps in the tutorial,  you can easily navigate to the "My NCBI" homepage and use the PubMed search box there.  

• Return to the MyNCBI page using the "My NCBI" link in the upper, right-hand corner of the page.

• There is a PubMed search box is on the upper, left-hand side of the "My NCBI" page. 

Author searching in PubMed

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The best way to search for your publications will depend on how your name has been listed in the articles you've published.  I'll use my own publications as an example because my publications illustrate some of the problems you may encounter.  I have a relatively common name and my name is shown in 4 different ways in my publications:

• Cindy Schmidt

These publications can be found by searching PubMed for either of the following:

schmidt, cindy[fau]

schmidt c[au]

• Cynthia Schmidt

These publications can be found by searching PubMed for either of the following:

schmidt, cynthia[fau]

schmidt c[au]

• Cynthia M. Schmidt

These publications can be found by searching PubMed for either of the following:

schmidt, cynthia m[fau]

schmidt cm[au]

schmidt c[au]

• C.M. Schmidt

These publications can be found by searching PubMed for either of the following:

schmidt cm[au]

schmidt c[au]

 

As you can see, the only single author search that will find all of my publications is:

schmidt c[au]

 

Wondering what [au] and [fau] stand for? (If not, go on to the next page of the tutorial)

In PubMed, there are two author 'tags':

[au]

--is used for last name and initial searches. No comma is used after the last name with an [au] tag.

[fau]

--is used for last name and full first or full middle name searches, with or without an additional initial. A comma is used after the last name with an [fau] tag.

Author searching in PubMed

2 of 2Enter a search for your name with the appropriate punctuation and tag in the search box and hit the search button.

The search for -- schmidt c[au] -- produces 3559 results.  I will need to use some additional search terms to focus my search on my publications.

How many results appear when you search for your name? Do most or all of the publications correspond to authors you wrote or co-wrote?  

• How many of the records are yours?

* If all the records are your own, there is no need to check the boxes next to each record.

* If you can easily scan the results to find your publications, check the boxes next to your publications.

• Use the "send to" drop-down to select the "My bibliography" option, add the publications to your bibliography, and skip the sections of this tutorial that deal with focusing your search.

4 ways to focus on your publications

• Add coauthors to your author search
• Add location/affiliations to your author search
• Add topic/s of your research to your author search
• Search by article title or for an entire citation.

Focusing your search using coauthors

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Most of us publish repeatedly with some co-authors.  Together your name and the names of your coauthors will usually produce a fairly specific search.

I've published with J.Graham Sharp, John Strickler, Claire Pomeroy,  Harry Orr, Nancy Eckerman, Alison Bobal, Roxanne Cox, Andre Kalil, and Diana Florescu. I have other co-authors, but at least one of authors I've listed is on all my publications that have PubMed records. My search would look like:

schmidt c[au] AND ( sharp jg[au] OR Strickler J[au] OR Pomeroy C[au] OR Orr H[au] OR Eckerman N[au] OR bobal a[au] OR cox r[au] OR kalil a[au] OR florescu d[au] )

Compose a co-author-focused search for your publications:

• Join last f[au]-formatted searches for each of your frequent coauthors to each other with --

OR

-- The OR must be in all caps and surrounded by a space on each side.  The OR's  indicate that either one or the other name should be present.

• Enclose the OR-joined co-author searches with parentheses --

( last1 f[au] OR last2 f[au]...)

-- to indicate that you want the records written by your coauthors treated as a set. 

• Use --

AND 

-- to join the search for your name to the parentheses-enclosed OR'd searches for your coauthors' names. The  AND  should be in all caps and surrounded by a space on each side.  The AND indicates that both your name and one of the coauthor names should be present in each record retrieved.

 

Focusing your search using coauthors

2 of 4Click the "Search" button to run your co-author-focused search.

Do most of the PubMed records retrieved by the search represent your publications?

Focusing your search using coauthors

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If you don't wish to save the search, go to the next page of the tutorial.

If you want to save the search for repeated use and/or revision in the future, click on the "Save search" link below the search box.

The page that appears will give you a chance rename the search or use the search strategy as the search name (default option).

Click the "save" button.

The next screen that appears will give you a chance to get e-mail updates. I usually retain the default "no updates" option and click "Save."

The search will be listed with any other searches you've saved on your "My NCBI" page.  You will be able to view all results of the search or any new results added to PubMed since your last search or udpate.

Focusing your search using coauthors

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Now it's time to add the records for your publications to the "My bibliography" area in "My NCBI". 

If all the retrieved records should be included in your bibliography, leave the records unchecked/unselected.   If only some of the records correspond to your publications, check the boxes next to those records.

Use the "Send-to" drop-down menu to select "My bibliography" and click on the "Add to My Bibliography" button that appears.

Click the "Save" button on the "My NCBI>>My Bibliography" page that appears.

There is a link to your "My bibliography" records on your "My NCBI" page. 

Focusing your search using affiliation/address

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If you have spent the majority of your professional career in one institution or city and have published largely with authors from that same institution or city, it may be easiest for you to you use affiliation/address terms to focus your search. 

[ad]

--is the address/affilaition tag in PubMed.  A warning:  Until recently, only first author's affiliations were included in PubMed.

I could search for publications from my time at UNMC using the following search:

schmidt c[au] AND (omaha[ad] OR NE[ad] OR nebraska[ad] OR "mcgoogan library"[ad] OR unmc[ad] OR 68198[ad])

Compose a search for your publications:

• Join city[ad], state[ad], institution-accronym[ad]  etc. searches with --

OR

--  Each OR should be in all caps and surrounded by a space on each side. The OR's indicate that either one location term or the other should be present in every record retrieved.

• Use double quotes to enclose any multi-word names (e.g. "mcgoogan library"[ad]).
• Enclose the OR-joined, location[ad] searches with parentheses --

( city[ad] OR state[ad] OR ...)

-- to indicate that you want the records that include any of your affiliation/location words treated as a set.

• Use -- 

AND

-- to join the last f[au]-formatted search for your name to the parentheses-enclosed location search.  The AND should be in all caps and surrounded by a space on each side. The AND indicates that you want both your name and one of the location terms to be present in each record retrieved.

Focusing your search using affiliation/address

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After clicking the "search" button, look over the results.

If you don't wish to save the search, go to the next page of the tutorial.

To save the search for repeated use and/or revision in the future, click on the "Save search" link below the search box.

The page that appears will give you a chance to rename the search or use the search strategy as the search name (default option).

Click the "save" button.

The next screen that appears will give you a chance to get e-mail updates. I usually retain the default "no updates" option and click "Save."

The search will be listed with any other searches you've saved on your "My NCBI" page. You will be able to view all results of the search or any new results added to PubMed since your last search or udpate.

Focusing your search using affiliation/address

3 of 3Now it's time to add the records for your publications to the "My bibliography" area in "My NCBI".

If all the retrieved records should be included in your bibliography, leave the records unchecked/unselected. If only some of the records correspond to your publications, check the boxes next to those records.

Use the "Send-to" drop-down menu to select "My bibliography" and click on the "Add to My Bibliography" button that appears.

Click the "Save" button on the "My NCBI>>My Bibliography" page that appears.

There is a link to your "My bibliography" records on your "My NCBI" page.

 

Focusing your search using your research topic/s

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A third way to focus your author search on your own publications is to add terms related to your research topic/s.

I've written articles about hematopoietic stem cells, cryptococcal cellulitis, hairy cell leukemia, HLA-G, library-related issues, cytomegalovirus infections, and hypogammaglobulinemia.  A search for my publications might look like:

schmidt c[au] AND ((hematopoie* AND "stem cells") OR cryptococc* OR "hairy cell leukemia" OR HLA-G OR librar* OR cytomegalo* OR hypogammaglobulinemi*)

Perhaps a research-topic-focused search would work well for you?  If so:

• List terms related to your research.
• Use an asterisk (*) after the trunk of any term that has multiple useful endings.  For example, cryptococc* will retrieve records that contain cryptococcus, cryptococci, OR cryptococcal.
• Enclose any multi-word terms in double quotes (e.g. "Hairy cell leukemia")
• Use --

OR
-- to join the alternate topic terms. The OR must be in all caps and separated from adjacent terms by at least one space. The OR tells PubMed that you want either one or the other of the OR-joined terms to be present in any record retrieved.

• Enclose the OR-joined research terms with parentheses (e.g. (topic1 OR "topic 2" OR topic3...)  ).  The parentheses tell PubMed that you want the records retrieved by the research terms to be treated as a set.
• Use --

AND
-- to join the last f[au]-formatted search for your name to the parentheses-enclosed, research topic search.  The AND must be in all caps and be separated from adjacent terms by a space.  The AND tells PubMed that you want both your name and one of the research topic terms to be present in each record retrieved.

Focusing your search using your research topic/s

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If you don't wish to save the search, go to the next page of the tutorial.

To save the search for repeated use and/or revision in the future, click on the "Save search" link below the search box.

The page that appears will give you a chance to rename the search or use the search strategy as the search name (default option).

Click the "save" button.

The next screen that appears will give you a chance to get e-mail updates. I usually retain the default "no updates" option and click "Save."

The search will be listed with any other searches you've saved on your "My NCBI" page. You will be able to view all results of the search or any new results added to PubMed since your last search or udpate.

Focusing your search using your research topic/s

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Now it's time to add the records for your publications to the "My bibliography" area in "My NCBI".

If all the retrieved records should be included in your bibliography, leave the records unchecked/unselected. If only some of the records correspond to your publications, check the boxes next to those records.

Use the "Send-to" drop-down menu to select "My bibliography" and click on the "Add to My Bibliography" button that appears.

Click the "Save" button on the "My NCBI>>My Bibliography" page that appears.

There is a link to your "My bibliography" records on your "My NCBI" page.

Search for an article title or full article citation

1 of 2After using one or more of the methods to focus a search on your publications, you may find that your "my bibliography" publication list is still lacking certain articles. 

In these instances, it may be easiest to search for your articles one at a time.

• If you have an electronic copy of your CV handy, you may want to copy the entire entry for an article. 

Then go to PubMed, paste the citation into the PubMed search box, and hit the "Search" button.

• If you don't have a formatted bibliography entry, try typing the title of the article into the PubMed search box and hitting the search button.

Search for an article title or full article citation

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Usually a single search result will appear.  Sometimes, you will have to select the relevant result from a list of results. 

Use the "Send to" drop-down menu to select "My Bibliography" and click on the "Add to My Bibliography" button that appears.

 Click the "Save" button on the page that appears.

Review and Edit "My Bibliography"

 Return to the "My NCBI" homepage, by clicking on the "My NCBI" link at the upper, right-hand side of the page.

Find the "My Bibliography" box and click on the "Manage My Bibliography" link at the bottom of the box.

If any of the cited references do not belong in your bibliography, click in the box for that citation.  A check mark will appear in the box.

Click on the "Delete" button.

Still need to add publications that were not indexed in PubMed? Proceed to the next screen.

Adding non-PubMed publications to "My bibliography"

Click on "Add citations" to enter additional citations.

A drop-down menu that offers different publication types will appear. If the drop-down doesn't work, you may want to try working in a different browser (switching from Internet explorer to Firefox, or from Firefox to Google Chrome, for example).

When you choose one of the non-PubMed publication types, a form will appear.

Enter the requested information and hit the "Add citation" button.

After adding the first citation, you can click the "Add citation" button to add another.

When you're done adding citations you'll find that they have been added to "my bibliography" in the appropriate section.

Making your bibliography public

NIH regulations now require that a list of your publications be available through a publicly accessible database. 

I.  

There a couple of starting points for making your publication list in  "My bibliography" publicly accessible:

A.  

If you are already on the "Manage my bibliography" page, click on the  "Make it Public" link that is present in the beige bar above the bibliography.

 

B.  Go to "My NCBI".  If you are on a different PubMed page: 

 

 II.

The "my bibliography" page will appear.  The web address for your bibliography will be shown above your publication list.

 

Individuals who use the web address for your bibliography will always view the, then current, version of your "My bibliography" publication list.

Checking Your Compliance With the NIH Public Access Policy

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Your ERA account must be linked to your "My NCBI" account.  If you have not already linked your ERA account to your "My NCBI" account, use the "Contents" button above this instruction screen to return to "You must link to your ERA account and may link to an ORCID account" section of the tutorial. After following the instructions to link your ERA account to My NCBI, use the "Contents" button to return to the "Checking Your compliance..." section of the tutorial.

Checking Your Compliance With the NIH Public Access Policy

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If you are not already on the "My Bibliography" page, 

• Click the "My NCBI" link at the upper, right-hand side of the PubMed webpage.
• Find the "My Bibliography" box.
• Click on the "Manage My Bibliography" link.

 

Checking Your Compliance With the NIH Public Access Policy

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Once you're back on the "My Bibliography" page, use the "Display settings" drop-down menu to "Sort by" "Public Access Compliance" . Each citation should have an icon indicating its compliance status

 

The citations with a green check mark icon are in compliance and have a PMCID number.  

Yellow dots appear next to citations for articles newly submitted to the NIH Manuscript Submission system

The red dot with exclamation mark indicates that an article is non-compliant.  Click on the "red dot" icon, or on the "edit status" link, to start the compliance process.  You will be asked whether NIH funding is associated with the publication.  A  "compliance wizard" will be activated if you indicate that NIH funding was used.

The "question mark" icon indicates that compliance with the NIH Public Access Policy cannot be determined without additional information. Click the "Edit Status" link to enter supporting information for the citation.

The "N/A" (not applicable) icon is shown for all articles that were accepted for publication prior to April 7, 2008.  This status is also automatically applied to citation types that are not journal articles, e.g., book chapters, patents, presentations.  These publications are not covered by the NIH Public Access Policy.

The NIH's guide to managing compliance and producing compliance reports is available at:

http://www.ncbi.nlm.nih.gov/books/NBK53595/#mybibliography.Managing_Compliance_to_th

 

Move publications from “My Bibliography” into SciENcv

Click on the "My NCBI" link at the upper right corner of the page to return to your "My NCBI" homepage.

Scroll down toward the bottom of the page to find the "SciENcv" box and click on the "Click here" link.

Create a SciENcv profile from scratch, link to ERA or ORCID, or start with a previous profile

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The first time you create a SciENcv profile, you have two choices. 

1. If you don't have an ORCID or ERA account, you will need to create a SciENcv profile from scratch. 

a. Fill in the "Name" box as requested.

b. Select "New NIH Biosketch"

c.  Click on the "Create" button.

2.  If you a) have an ERA or ORCID account and b) have already linked your ERA or ORCID account to your "My NCBI" account:

a.  Click on the "From an external source" tab.

 

b.  Use the "type of profile" drop-down to select the "NIH Biosketch."

c. Select the linked account from the "external source" drop-down menu.

 

d. Click on the "Create" button.

Create a SciENcv profile from scratch, link to ERA or ORCID, or start with a previous profile

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When you need to create new biosketches in the future, it will almost certainly be easiest to import the biographical information from your previously created (i.e existing) profile.

a.  Click the "From an existing profile" tab

b.  Name the profile -- the name will not appear in your biosketch

c.  Choose the "NIH biosketch" option

d.  Choose the profile you want to copy.

e.  Click the "Create" button.

Add publications to your SciENcv profile

1 of 5There are many fields/boxes to complete in the SciENcv form.  This tutorial only focuses on the "Selected Peer-Reviewed Publications" section. There are 7 possible places to add publications to the new biosketch.

1.  The personal statement can include 4 peer-reviewed publications

2-6.  Each of the "Contributions to Science" can include a list of 4 research products.  You can include a maximum of 5 "Contributions to Science."

7.  The "Contributions to Science" section must include a link to a list of your publications in a publically accessible database (preferably in "My Bibliography").

Add publications to your SciENcv profile

2 of 5Scroll down to the "Personal Statement" section.  You can add narrative by clicking on the "Edit statement" link. 

To add citations:

a. Click on the "Show/hide citations" link.

b. The "Select citations" pop-up will appear. 

c. Select up to 4 peer-reviewed publications that support the personal statement.

d. Click the "Done" button.

Add publications to your SciENcv profile

3 of 5Scroll down to section "C.  Contributions to Science"

Click the "Edit section" link.

At least 1 tab will appear immediately.  You can click the "edit" link to add the needed historical backgrond for the contribution, an explanation of your group's contribution and your role in that group.

To add citations:

a.  Click the "Select citations" link.

b.  Check the publications or research products that you'd like to list for the contribution.

c.  Click the "Done" button.

Add publications to your SciENcv profile

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Use the "Add another contribution" link to produce a tab for your second contributions, etc.

Add publications to your SciENcv profile

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When you've finished adding your contributions, click on the box at the bottom of the "Contributions" to Science" section to add a link to "My Bibliography" to your biosketch.  The link will not appear until later. 

Producing Your Biosketch

Scroll to the top of the SciENcv page.  Find the "Download" area near the upper, right-hand corner of the page.  Choose the format that works best for you.  You may find the "Word" version easiest to edit.

 

Working as a delegate on another individual's "My Bibliography" or "SciENcv"

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If you've been delegated to maintain another's "My Bibliography" and "SciENcv" entries, you will receive an e-mail from My NCBI.

1. Click on the relevant link to accept the responsibility.

2. You will be asked to log into your "My NCBI" account or to create a personal "My NCBI" account.

3. After you are logged in, click the "Confirm Connection" button.

Working as a delegate on another individual's "My Bibliography" or "SciENcv"

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After you search PubMed for the delegator's publications and have used the "Send To” drop-down to choose "My Bibliography," you will be given the options of saving the citations to your own "My Bibliography" account or saving to one of the other "My Bibliography" accounts that you manage.

To add citations to another individual's "My Bibliography":
1. click the circle in front of "Other bibliographies that you manage,"
2. select the relevant "____'s My Bibliography" from the drop-down menu, and
3. click the "Save" button.

Working as a delegate on another individual's "My Bibliography" or "SciENcv"

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Accessing the contents of the "My Bibliography" accounts of a delegator:

The "Collections" box on your "My NCBI" page, will contain a link to your "My Bibliography" account and links to any other "My Bibliography" accounts you manage. Click on the appropriate link to manage that bibliography as described in earlier sections of this tutorial.

Working as a delegate on another individual's "My Bibliography" or "SciENcv"

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Accessing the contents of the "SciENcv" biosketch of the delegator.

The "SciENcv" box on your "My NCBI" page, will contain a link to your NIH biosketch and links to any CVs that have been delegated to you. After clicking the link to the CV/biosketch you wish to manage, you should be able to work on it in the manner described earlier in this tutorial.

Recap and Requesting Help

This tutorial has provided instructions for (1) creating a MyNCBI account, (2) linking your ERA and/or ORCID accounts to your "My NCBI" account, (3) delegating work on your bibliography and biosketch, (4) searching PubMed to add your publications to “My Bibliography” (5) adding citations not found in PubMed to “My Bibliography”, (6) checking your Compliance with the NIH's Public Access Policy, (7) importing ERA or ORCID info into your SciENcv profile, (8) moving publications from “My Bibliography” into SciENcv.

I hope you have found the instructions useful.

Have questions?  Need help searching PubMed?

If you are affiliated with Nebraska Medicine or UNMC, feel free to contact the McGoogan Library's AskUs desk:

tel: 402-559-6221, 1-866-800-5209

email: askus@unmc.edu

6th floor Wittson Hall, 8AM - 5PM Mon-Fri

We will be grateful for any suggestions comments you choose to provide on the following page.

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