cihr knowledge user cv guide - airn · the new common cv system is updated regularly. this guide...

CIHR Knowledge User CVGuide

What this guide contains…

1. Detailed instructions for registering with CIHR’s ResearchNet

2. Detailed instructions on obtaining a CIHR personal identification number (PIN)

3. CIHR’s Definition of a Knowledge User

4. Detailed technical instructions on how to create a Knowledge User CV

5. Instructions on submitting your CV and obtaining your confirmation number

How to use this guide (a disclaimer)…This step-by-step guide has been prepared to provide advice and assistance to REACH, the CIHR CBR Collaborative (a program of REACH), AIRN, PAN, and OHTN members in the development of their Knowledge User CVs. It represents our best advice, based on experience and knowledge of the CCV system, ResearchNet, and the CIHR merit review process for the completion of Knowledge User CVs for CIHR.

The new Common CV system is updated regularly. This guide was accurate as of January 15, 2014; all applicants should refer to instructions on the current CCV system for their CV submission.

The guide has not been reviewed or endorsed by CIHR or the Canadian Common CV. For assistance and advice from CIHR, please contact the CIHR CCV Helpdesk at 1-888-603-4178 or [email protected].

mailto:[email protected]

1. Registering with CIHR’s ResearchNet

• Before you can complete your Knowledge User CV you will need to obtain a CIHR PIN –in order to obtain a PIN you will need to register for ResearchNet (CIHR’s online application system)

• From the CIHR main page (http://www.cihr-irsc.gc.ca/e/193.html) click on ‘Opportunities’ (middle column)

http://www.cihr-irsc.gc.ca/e/193.html


• Click on “Sign in” and this will bring you to the ResearchNet log in or registration page

• Then select English or Francais


• Click on ‘register’ to create your CIHR login details and profile


• Review the instructions to ensure you do not already have an account

• If not, select ‘continue’ to create an account

1. Registering with CIHR’s ResearchNet• Complete the requested information

• Keep your login/password in a safe but accessible place

• Click ‘Submit’ at the bottom of the page• You should receive a confirmation of your registration within

1-2 days

2. Obtaining a CIHR PIN

• After receiving the confirmation e-mail from ResearchNet, log in to your account using your e-mail address and the password you created

• Click on ‘Register for a CIHR PIN’ (note – this is an old

screen shot but the options remain the same)

2. Obtaining a CIHR PIN

• Complete the required information and click ‘Submit’

• You will receive an e-mail notification with your PIN in 1-2 days

3. What is a Knowledge User?

• According to CIHR, a knowledge user is an individual:• Who is likely to be able to use the knowledge

generated through research in order to make informed decisions about health policies, programs and/or practices;

• Whose level of engagement in the research process may vary in intensity and complexity depending on the nature of the research and their information needs;

• Who can be, but is not limited to, a practitioner, policy-maker, educator, decision-maker, health care administrator, community leader, or an individual in a health charity, patient group, private sector organization or a media outlet.

On the Researchnet log in page you can also find a direct link to the CCV site by clicking on “Common CV” in the related tools section

-OR-Do a Google search for “Common CV” and the first link should be to:https://ccv-cvc.ca/

4. Creating a Knowledge User CV

https://ccv-cvc.ca/

TIPS for getting started:• If you already had a Common CV in the previous version, please note that

although data was migrated from the previous version, you should still verify that it is correct.

• The knowledge user CV will only accept contributions (i.e., presentations, events, etc) from the past 5 years – knowing this in advance might save you time in gathering this information.

• If sections are not applicable, it is acceptable to leave them blank. Yet, do note that once you start filling out a section, most require full details for each listing, i.e. if you do not have the date of an event it will not allow you to include it.

• Many sections also allow you to indicate who funded the activity so please also have this information handy if applicable.

• The Common CV holds all your CV data so that you can select which items you would like to include in the CV you are submitting. For example, in the Presentations section you may have entered dozens of presentations from the last 5 years, but for a specific application, you may only choose to include several. You can include or exclude items by clicking the box under the Submit header and a small checkmark will either appear or disappear.


Ensure pop-up blockers are disabled – you will not be able to view your completed CV if you do not allow pop-ups!

Start by clicking on the official language you’d like to use to create your CV – English or French.

You can also click on the link below the buttons to view important notices.


Select “Login” located in the far left at the top of the page

When you get to the next screen, click on “Register”


Tips:• Use an e-mail address you will have for a long time• You can use the same password for both ResearchNet and Common CV• Keep your password somewhere safe, but accessible

4. Creating a Knowledge User CVComplete all of the required fields (marked with an *)

If you want more information about a field, click on theand a text box with more information will pop up.

Whenever you see a downward pointing arrow like this Click on it and select the appropriate response from the drop down menu.

Once complete, click on “Next” on the right hand side.


Complete all of the required fields. To obtain the password requirements, click on the and a pop up box will appear.

Click on “submit” once complete

4. Creating a Knowledge User CVOnce you submit your registration you will see this screen.

Read this privacy notice statement and then select “I Agree” in order to continue.

Next is a statement about data sharing. Read the statement and select “I Agree” to continue. This will bring you to the main page of the Common CV.

The main page of the Common CV profile looks like this.

The right-hand column shows you all of the funders currently using the CCV system for submissions.

The left hand column is where you will find system announcements and messages.


Before entering information about your CV, lets review the main header along the top.

Welcome Clicking here will being you back to this home page.History This is where your submitted CVs will be saved.Consent You can revoke or view the statements that you agreed to when registering (Privacy, data sharing), and consenting to be included in the researchers directory.Transfer You can import and export CV data.PIN This is where you validate agency PIN numbers (e.g, CIHR)Account Where your basic account information that you entered during registration can be found.


Before entering information about your CV, lets start by looking at “consent.”

We can skip over the history tab for now since no CVs have been submitted yet.


4. Creating a Knowledge User CVSince you have already consented to the privacy and data sharing consent statements, click on the view button next to “Researchers Directory.” This will take you to a new page to view the content for that consent item.

Review the consent statement and select “Ok.” This will bring you back to the main consent page. Sometimes more information is required in order to be included in the Directory. You will be notified if this is the case. You will have to update your CV and the re-submit to be included in the Directory once the conditions are satisfied.

Before entering information about your CV, you need to register the agency PIN number(s).

Select “PIN” in the main header at the top of the page.



Use the drop down menu to select the agency and enter the PIN below.

Click on “Validate.”

You will then be asked to confirm your PIN validation. Select “I Agree.”

To add an Agency PIN, click on the “Add” button.


Once validated, your PIN will appear here along with the validation status. If you’re having trouble getting your PIN validated, here are some possible solutions:• Try coping the PIN directly from the confirmation email sent to you by CIHR and

pasting it into the CCV system.• Do not leave any spaces.

Next, click on “Account” in the main header (directly beside PIN).


This is where you can update the account information that you entered when you registered.

If you make any changes, be sure to click on “Save” before leaving the page.

Now let’s enter in your CV information. Click on “CV” in the menu in the page header.

A drop down menu will appear. Select “Funding.”

4. Creating a Knowledge User CVIf you click on the down arrow after funding source, a drop down menu will appear. Select the appropriate funding agency (e.g., CIHR) and click on “Next.”

Next you will select the CV Type by clicking on the arrow and select “CIHR Knowledge User”and then click “Next.”

4. Creating a Knowledge User CVThis is your home screen for entering in your CV data.

Each section is listed, the number of entries, and the date this information was last updated. If you haven’t yet entered any information you will see “no entry.”

Each of these sections is clickable and you will need to review them all (if you previously had a KU CV then most of your data has been moved over from the old system but be sure to review it all for accuracy and there will be more information you will need to add )

To edit a field, click on the pencil icon

Once a section is complete, and there are no remaining errors , a green checkmark will appear . The check mark means that the data selected is correct for the CV type but it is up to you to make sure that it is correct for the funding opportunity.


Another addition to the new platform is the second column, “Included/entries.” Once you have entered information into a section, the number of specific entries will be numbered here (for example, if you included both English and French as languages, the total included would be 2).

“Included” means that you have selected this entry to be submitted with your CV. What you choose to include may depend upon the specific CV type and the funding opportunity which we will discuss more later.

4. Creating a Knowledge User CVClick on the pencil icon right before the field “Identification.” A new screen will come up. Enter all mandatory information (noted by *).

To add your Country of Citizenship, click on the “Add” button on the right hand side.

You will be taken to a new page. Click the arrow for the drop down menu and scroll down until you find the Country you want. Select the Country and click on “Done.” You will be returned to the “Identification” page.

If you want to completely delete an entry, you click on the garbage can icon

Once finished, click on “Done” at the top right of the form.

4. Creating a Knowledge User CVAdding and deleting information works in much the same manor for most of the fields. We will walk through one more before moving on to more unique instances. Click on the pencil icon next to “Language. ”To add a language, click on the “Add” button on the right hand side. You will be taken to a new page.

Click on the arrow to access the drop down menu and scroll down until you find the language you want. Select the language and indicate yes or no for whether or not you can read, write, speak and/or understand the language you selected. Then click “Done.” You will be returned to the previous page.


If you have made an error or want to change information you have entered, click on the pencil icon. This will bring you back to the drop down menus. Click “Done” to bring you back to the main page (even if you didn’t change any information).

To delete information, click on the trash can icon A box will pop up asking “Do you want to delete this record?” Click on yes or no.have completed adding lanOnce you guage information, click on “Done” to bring you back to the main page.

4. Creating a Knowledge User CVNext, click on the pencil icon beside “Address.” To add an address, click on the “add” button.You can add several types of addresses here: Primary (typically your work address), courier, mailing (if this is the same as your work address then disregard), and temporary.

You must choose a primary address. Please note that only one address can be listed as your primary address (typically your work address).

If applicable, include URL and/or social media profiles (i.e. www.twitter.com/pan_cbr). NOTE: The KU CV only allows one website to be included so make sure you choose the most relevant.

http://www.twitter.com/pan_cbr

4. Creating a Knowledge User CVTo enter in the location (Country and Province) you cannot enter it in directly but instead you must click on “Find” and conduct a search.

Use the drop down menu for “Country” and select the appropriate country (e.g., Canada). Then click on “Search.” A list should appear that lists all possible subdivisions (in this case, provinces).

You may type in the province name (if the address is Canadian) into the “Subdivision” box and… [next slide]


Use the drop down menu for “Country” and select the appropriate country (e.g., Canada). Then click on “Search.” A list should appear that lists all possible subdivisions (in this case, provinces).

To select the province (or subdivision) you’d like, click on the blue boxed arrow in front of the name.

Then add the postal code. You only have to enter a start and end date if the address is temporary.

Once you have added all of your addresses, click on “Done” to return to the main page.

4. Creating a Knowledge User CVAdding information into the next few sections (telephone, email, website) work in the same manner as those we have already talked about.

• Simply click on the pencil icon and then select “Add.” • For telephone, make sure you indicate which is your primary phone number.• When you are done adding numbers (Work, Cell, Fax, etc.) click on “Done” to return to

the main page.• When adding email, you have the option to add a work, personal and a temporary (if

applicable). You do not have to add an email for each of these. You may choose to only add the email you access most often and set that as your primary.

• For website, add the URL for your organization or you can leave this blank (if it isn’t required for the CV you are creating).

Adding a website: select the appropriate website type from the drop down menu, cut and paste your website address (URL) into the space provided, and click “Done.”

If applicable, you could include a link to social media rather than a webpage (i.e. www.twitter.com/pan_cbr). NOTE: The KU CV only allows one website to be included so make sure you choose the most relevant.

http://www.twitter.com/pan_cbr

Tip: You can include or exclude items by clicking the box under the “Submit?” column within each section and a small checkmark will either appear or disappear and will thus be included or excluded in your CV submission.

You have now completed the personal information section. Next is your user profile.


4. Creating a Knowledge User CVUSER PROFILEThis section allows you to indicate Disciplines Trained In, Research Disciplines, Areas of Research, Fields of Application, and Research Specialization Keywords. To add, click “Add”.

You can add up to 10 entries for each of these items.

Order: You can determine the order that your entries appear by adding a number here (e.g., an entry given an order number of 1 will appear at the top)

You can use the drop down menu to find options or you can start typing and the relevant or related words will appear below in the menu. Select the one you want.

To help you make selections, the next column provides examples of commonly used options in HIV/AIDS research and work.

Research Disciplines: Social Services and Social Work; Immunology; Political Science; Women’s Studies; Sexology, Sociology, etc.

Areas of Research: HIV/AIDS, Specific Social Services (Clientele); General Social Services (Population); Community and Public Health; Health Policies; Health Promotion; Health Services; Stereotypes; Social Policies; Drug Abuse; Homelessness and Homeless People

Fields of Application: Public Health; Social Solidarity

Research Specialization Key Words: You can write any words of your choice, here are some suggestions: HIV/AIDS; hepatitis C; aging; health promotion; determinants of health; community-based research; harm reduction; gay, lesbian, bisexual, transgender studies; community development; social services


Here is an example for “Discipline.” The primary discipline I have been trained in is Psychology so I gave this an order number of 1. I started to type psychology in the *Discipline box and when it appeared in the drop down menu I selected it. *Sector of Discipline and *Field were both automatically generated. I then clicked on done to bring me back to the main menu.

4. Creating a Knowledge User CVEDUCATIONDegreesDegree Type (i.e., BA), Degree Name (i.e., Bachelor of Arts), Specialization (i.e., Psychology), Organization (i.e., Dalhousie University), and Degree Status (completed or not), Degree Start Date, Degree Received Date, or Degree Expected Date. There is also the option to add the name of your supervisor if you have one (i.e., for Honours programs with a thesis).

CredentialsA designation earned to assure qualification to perform a job or task such as a certification, an accreditation, a designation, etc. If you have specific credentials, you can add them here with your Title, the issuing Organization, and Effective Date and End Date.

RecognitionsRecognitions are any acknowledgments, appreciations and monetary rewards that were obtained and which were not directly related to your research funding. Citations, Distinctions, Honours, and Prizes/Awards can be included. You will need the Name of the recognition, the Organization that issued/awarded it, the Effective Date, End Date, and Amount Awarded.

4. Creating a Knowledge User CVEMPLOYMENTNon-Academic Work ExperienceYou add and edit information in the same manner as before. You can search for an organization by typing it in and clicking on “Find.” If it doesn’t come up then type it into the “Other” section at the bottom. But first you must hit the clear button or you will get an error message when you try to save your “other” entry. If your search does turn up a result, verify and select the appropriate organization type, country and subdivision (Province or Territory). Continue to add positions until you are finished and select “Done” to go back to the main page.

Academic Work ExperienceSame as above, plus Department.

4. Creating a Knowledge User CVAffiliationsThis is where you indicate which position is your “primary.” For example, you might work at one organization, but also be the board chair at another, or perhaps you teach a course at a local college once/year. Choose the primary affiliation as the “hat” you are wearing for this application.

Leaves of Absences and Impact on ResearchAllows you to explain any gaps in your CV (i.e. Study, Parental, Health, Administrative…). Click on “Add” and then enter the information as required (leave type, start and end dates, and the organization if applicable).

If there was a time when you held a position but other circumstances (health issues, parental responsibilities) meant that you didn’t achieve your research goals, you can include an explanation. For example, you held a full-time position within a related field but your parental responsibilities prevented you from having the time to publish, present, volunteer, or sit on extra committees during that time (impact on research).

4. Creating a Knowledge User CVRESEARCH FUNDING HISTORY If you have been part of funded research projects (i.e. listed as an investigator, principal or co-knowledge user, collaborator etc. – your funding role) you will need to list these here.

You will need to list the other investigators on the grant (including their funding roles) by clicking on the add button. If there are many other investigators, collaborators, knowledge users, some people choose only to list the Principal ones.

For funding status, you can add grants that have been awarded (currently held), completed, and under review (submitted and waiting for a notice of decision).


Funding SourceClick on “add” to enter information about the funding source. Use the drop down menu to locate the funder or enter the name into “other” if it is not in the list.

Enter information into all fields and then select “done” to bring you back to your research funding page.

Once you have entered in your funding history (or leave blank if you haven’t been involved with any yet), click on “done” to bring you back to the main page.

4. Creating a Knowledge User CVACTIVITIESSupervisory ActivitiesStudent Supervision: Indicate any students that you supervised in degree programs as Academic Advisor, Co-Supervisor or Principal Supervisor (if N/A leave blank and move on to next).

Administrative ActivitiesEvent Administration:You can include 5 listings of events that you have administered or organized. For each entry you will need to include -you role, the event name, event type, and activity description.


ACTIVITIESAdvisory ActivitiesMentoring Activities: Include details about your Role, the Organization, # of Mentees, and the Start and End Dates of the Mentorship (if N/A leave blank and move on to next).

Community and Volunteer ActivitiesInformation required: Role, organization, start and end dates, and activity description.


Knowledge and Technology Translation ActivitiesInclude activities (past 5 years) where you have worked to translate/mobilize/exchange knowledge under a number of possible activity types

You will be asked to include the group/organization serviced, target stakeholders, the outcome/deliverable,evidence of uptake/impact, references/citations/

websites, the start and end dates, and an activity description.

Note: Sometimes these categories aren’t perfect, please choose the one that fits best and use the Description section to articulate things in your own words.

CCV asks you to select from 4 types of Knowledge Translation Activities:1. Citizen engagement2. Community engagement3. Consultation service4. Research uptake strategies5. Policy/Regulation Development6. Standards Development

And several related to technology: Business innovation; R&D Collaboration with Industry, etc.

CCV asks you to select from types of Target Stakeholders, including:1. Academic personnel2. Charity organizations3. Elders4. General public5. Government personnel6. Healthcare personnel7. Patients8. The media


Role

Activity Type

Group / Org Serviced

Target Stakeholder

Outcome / Deliverable Evidence of Uptake

References / Citations / Web Sites

Start Date

End Date Activity Description

Organizer and facilitator

Community engagement

Public General public

Increased knowledge about current research on HIV and aging

In event evaluation survey, participants reported that their knowledge on the topic and about current research increased

www.hivandagingpublicforum.ca

May 2012

May 2012

Held a Café Scientifique on HIV and Aging. Three researchers, two clinicians, and two people living with HIV spoke about current research and gaps in the research and then participated in a discussion with the attendees about aging and HIV and further research needed.

Researcher and writer

Consultation service

Community-based organizations

Charity organizations

“Quick Report” of research literature on impacts of specific community-based programs for people living with HIV/AIDS who are over 60

One AIDS Service Organization decided to offer a current support program in small-group format for participants over the age of 60.

Burns G. Quick Report: Research Evidence on Programs for PHAs Over 60. Quick Report Service. 2011. Accessible at: www.quickreports.ca

Jan 2011

Feb 2011

By request by a community-based organization conducting a review and revitalization of its HIV prevention and support services, researched and wrote 3-page plain-language summary of the peer-reviewed and grey literature on this topic.

The Outcome/Deliverable, Evidence of Uptake, and Activity Description fields each have a maximum of 1000 characters, including spaces.

The Reference/Citations/Web Sites field has a maximum of 200 characters, including spaces.

4. Creating a Knowledge User CVInternational Collaboration ActivitiesYou can list these and include your role, the location, start and end dates and the activity description. For example, if you sat on an international committee or collaborated on an international project, these could be listed here.

MEMBERSHIPSCommittee MembershipsThese listings include your role (i.e. Chair), the committee name, organization, start and end dates, and a description. You can only include committees where your participation commenced within the past 5 years.

Other MembershipsSame as above


CONTRIBUTIONSPresentationsList presentations you have done including the title, conference/event name, location, city, main audience, indicate if it was an invited presentation or not, and the presentation date. You will have to use the “Find” function to search for the “Jurisdiction” (enter province for Canadian listings), and country. There is also the option to add a funding source at the bottom.

Interviews & Media RelationsYou can list both print and broadcast interviews you have done, and will be asked for information regarding the Topic, Program, Network, or Forum (i.e. newspaper title) and first Broadcast/Publication Date.


CONTRIBUTIONS Continued…PublicationsIf you have authored any of the following type of documents, you can add them to your CV, and will need to include complete details for each publication (Title, date, where it was published, etc). There are links to the PubMed and university systems to simplify entry, for example you can enter the PubMed ID to import a citation.

• Journal Articles• Books• Book Chapters• Book Reviews• Dissertations• Newspaper Articles• Magazine Entries• Reports• Working Papers• Manuals• Online Resources• Clinical Care Guidelines• Conference Publications

Publication Types:

Lets walk through an example using a published journal article…


As with the previous sections, enter all required information. Few sections have specific formatting requirements.

For example, Use the following standard presentation model for authors: • Family name followed by a space and by the initial of the first name, without any punctuation. • In the case of several authors, use commas to separate their names. • In the case of more than several authors, end with et al.• Do not enter any final punctuation.

Using publications as the example, lets review one of the new features of the CCV, the green checkmark.

According to CIHR’s “CCV Tips and Tricks for CIHR Applicants” (available at: http://www.cihr-irsc.gc.ca/e/45578.html) a green checkmark indicates that the data selected meets the requirements for the CV type. For example, if the funding CV requires that you select three publications and three publications have been selected, then a green checkmark will be displayed.

However, you may find that the publications selected may not be the most appropriate choice for the funding application you are creating the CV for. For example, if CIHR requires that you list three biomedical publications and the last time that you entered the CCV you selected three social science publications, then CCV will prepopulate these publications and indicate a green checkmark. In this case, you will need to unselect the three social science publications and select three biomedical publications.

You must remember to verify your data every time you are updating your CV for a funding application in order to ensure that the data selected meets the requirements in the CIHR funding opportunity.


http://www.cihr-irsc.gc.ca/e/45578.html


The last section on the CCV is Intellectual Property.

You can indicate whether you hold any of the following, including all relevant details, numbers and dates:• Patents• Licenses• Disclosures• Registered Copyrights• Trademarks

You are now ready to preview and submit your CV!

5. Submitting Your CV

Step 1: When all sections have green checkmarks and you are sure that you have entered all information, click “Preview” on the main CV page. Go over your CV carefully to make sure that all details are correct and that it meets the funding application requirements.

Note: Once you click on preview, a box will pop up asking if you want to save or open the PDF of your CV. It is a good idea to save a copy.


Step 2: When all sections have green checkmarks, you have previewed the CV and are satisfied with it, click “Submit” on the main CV page.


Step 3: Read the Consent Statement, and if you agree, click “I Agree.” This will create a final electronic version of your Knowledge User CV with all of the information that you have entered.

5. Submitting Your CVStep 4: You will be brought back to the main CV page where you will see a green message that says: Your CV has been submitted. Your confirmation number is: 123456. The person submitting the grant application on ResearchNet (CIHR’s grant submission system) will need you to provide them with your PIN # and this confirmation #.

Note: The CCV confirmation number, the PDF of the submitted CV, the date and time when you submitted the CV, and the funding source can be accessed by clicking “History” on the CCV navigation bar. Here you are able to click on the PDF icon download the CV that you have just submitted – save this PDF to your computer and email it to the person submitting the grant application. They will then be able to review the CV to ensure that it is the appropriate CV, and will have your PIN and confirmation #, both of which appear on the PDF.

5. Submitting Your CVNote: The CCV confirmation number, the PDF of the submitted CV, the date and time when you submitted the CV, and the funding source can be accessed by clicking “History” on the CCV navigation bar.

Here you are able to click on the PDF icon and download the CV that you have just submitted.

Save this PDF to your computer and email it to the person submitting the application. They will then be able to review the CV to ensure that it is the appropriate CV, and will also have your CIHR PIN and CCV Confirmation #, both of which are listed on the top of the PDF.


Step 5: Celebrate! Do remember, however, that if you go back

to add or alter any details, you will need to resubmit and provide the new confirmation number and CV PDF to the person on your team who is preparing the ResearchNet application

REMEMBER – Timing is important. Please do not wait until the last minute to prepare your CV!

Questions?• ResearchNet: 613-941-9080 or by e-mail at

[email protected]

• Knowledge User CV: 613-941-0068 / 1-888-603-4178 or by e-mail at: [email protected]

• REACH: 416-642-6486 x 2307 (Elisabeth) or by email [email protected]

• AIRN: 902-494-8981 (Sarah) or by email [email protected]

• OHTN: 416-642-6486 x2306 (Stephanie) or by e-mail at [email protected]

• PAN: 250-213-7464 (Andrea) or by email [email protected]







cihr knowledge user cv guide - airn · the new common cv system is updated regularly. this guide...

Documents