GENERAL

What is CIÊNCIAVITAE?

CIÊNCIAVITAE is a platform that allows you to create, manage and promote your curriculum quickly and simply.

Here are the main advantages of using CIÊNCIAVITAE as your curriculum management platform:

One cv: shared by different stakeholders of the national academic-scientific system. The administrative burden on the user and the effort in multi-agency validation/certification tasks is reduced;

Customise: the user chooses how, when and what he wants to share. The “Export Curriculum” feature allows you to create multiple versions of the curriculum that are suitable for different needs: customizable content and various document formats;

Integrate: CIÊNCIAVITAE is integrated with various national and international systems, such as ORCiD, FCT|SIG, etc. So you can reuse information you have already registered in these systems to build your curriculum;

Promote: promote your curriculum, making it public. This way, other users will be able to find it through the “Find CVs” feature.

More information here.

Which entity (ies) manages CIÊNCIAVITAE?

CIÊNCIAVITAE is developed and managed by the Fundação para a Ciência e Tecnologia.

More information can be found here.

Who can create a CIÊNCIAVITAE curriculum?

CIÊNCIAVITAE is aimed at all those, portuguese or foreigner, operating in the academic and research context in Portugal.

Who can create a Ciência Vitae curriculum?

O Ciência Vitae is intended to all, portuguese or foreigners, that act in an academic or investigation context.

What does it take to create a CIÊNCIAVITAE curriculum?

To create a CIÊNCIAVITAE curriculum you must have a CIÊNCIA ID. If you do not have it yet, you can register here .

What is the “Import Wizard”?

The “Import Wizard” is a guide that helps you accelerate the completion of your curriculum, reusing existing information in other national and/or international platforms. This feature is always available on the main page of your CIÊNCIAVITAE curriculum .

Can I save/print my CIÊNCIAVITAE?

Yes.

Whenever you wish to save and/or print your CIÊNCIAVITAE, you can do so through the “Export Curriculum” feature. To do this, follow these steps:

  1. Click the “Options” menu available in the upper right corner (drop-down icon);
  2. Select the “Export Curriculum” option;
  3. Select the “Export Format” and the “Curriculum model” you want, and click “Export“.

How can I delete my CIÊNCIAVITAE?

First and foremost, be aware that deleting your CIÊNCIAVITAE does not imply deletion of your CIÊNCIAID.

You can delete your CIÊNCIAVITAE in 4 steps:

  1. Click the “Options” menu available in the upper right corner (drop-down icon);
  2. Select the “Settings” option;
  3. Select the “Delete Curriculum” option;
  4. Check the confirmation and click on “Confirm“.

You will receive an email with a link that, after being confirmed, will make the deletion of your CIÊNCIAVITAE effective .

What is the “Curriculum management” feature?

The “Curriculum management” functionality allows you to give access to your curriculum to another CIÊNCIAVITAE user. The manager appointed  by you may, among other things, edit, create and delete records.

It is mandatory that the appointed manager also have a CIÊNCIAVITAE curriculum.

The manager of your curriculum can also trigger the action “Delete Curriculum” but it only becomes effective when confirmed through the email sent to the preferential email address of the curriculum holder.

How can I appoint a person to manager my curriculum?

The CIÊNCIAVITAE platform offers you the functionality “Curriculum management”, which allows another user to manage your curriculum when appointed by you. To do so, simply follow these steps:

  1. Click the “Options” menu available in the upper right-hand corner (drop-down icon);
  2. Select the “Settings” option;
  3. Select the “Permissions for curriculum management” option;
  4. Click on “Add”;
  5. Search for the name of the user you would like to name as your curriculum manager;

It is mandatory that the appointed manager also have a CIÊNCIAVITAE curriculum.

       6. Click on “Confirm”.

The user appointed by you as manager will receive an informative email about this action.

I want a manager of my curriculum to stop doing so. How can I do it?

  1. Click the “Options” menu available in the upper right-hand corner (drop-down icon);
  2. Select the “Settings” option;
  3. Select the “Permissions for curriculum management” option;
  4. You will see a list of the current manager(s) of your curriculum. To revoke the management privileges , click on the delete symbol (trash can).

From this moment on, the user to whom the access has been revoked can no longer manage your curriculum. This user will receive an  informative email about this action.

 

Creation of a CV in CIÊNCIAVITAE

Why can I not change my name, date of birth and sex?

These personal data elements come from your CIÊNCIA ID record, and as such cannot be changed on the CIÊNCIAVITAE platform. To edit this data go to CIÊNCIA ID and do the following: select “Personal data” → “Personal data” tab → “Change personal data”.

The name of my institution does not appear or is incorrect in the drop-down menu. What should I do?

If the name of your institution does not show up when you type its name in the “Institution/Organization” fields,  the option to create a new “Institution/Organization” will appear.

In the case the name of your institution appears incorrect in the drop-down menu, please contact the CIÊNCIAVITAE Team through the email address info@cienciavitae.pt.

Do I always have to correct and complete the data imported from other sources?

It depends.

If the data relates to required fields (marked with an asterisk), you must correct or complete them. This obligation seeks to, on one hand, safeguard the completeness of your curriculum vitae and, on the other hand, optimize the communication between the various ecosystem platforms.

 

CIÊNCIAVITAE communication and training 

Are there training sessions on CIÊNCIAVITAE?

Yes.

The training sessions can be found on the  “Training” page in the “Support” section, available at the bottom of the platform’s page.

Are there online CIÊNCIAVITAE tutorials?

Yes.

The tutorials can be found on the  “Tutorials” page in the “Support” section, available at the bottom of the platform’s page.

How can I clarify my doubts about CIÊNCIAVITAE?

If your doubt does not find an answer  in the “FAQs”  you can contact the helpdesk service by email info@cienciavitae.pt.

 

CIÊNCIAVITAE and CIÊNCIA ID

May I have CIÊNCIA ID without CIÊNCIAVITAE?

Yes.

CIÊNCIA ID is an unique and permanent digital identifier for all citizens who develop scientific activity in the national scientific and technological ecosystem. The CIÊNCIA ID platform allows the user to manage their profile and authenticate themselves to access other systems, namely CIÊNCIAVITAE. Without registration and login on the CIÊNCIA ID platform, it is not possible to access the CIÊNCIAVITAE curriculum management system . However, you may have CIÊNCIA ID and no curriculum on CIÊNCIAVITAE, making use of other systems with authentication via CIÊNCIA ID.

If I delete my CIÊNCIAVITAE curriculum will I still have CIÊNCIA ID?

Yes.

Because they are distinct systems, the elimination of your  CIÊNCIAVITAE does not imply elimination of your CIÊNCIA ID.

 

CIÊNCIAVITAE in the Research and Development ecosystem

May I use my CIÊNCIAVITAE in calls for international funding?

It depends.

If the application platform does not have its own curriculum platform, you may use your CIÊNCIAVITAE. See how you can save/print your CIÊNCIAVITAE using the “Export curriculum” feature. 

Otherwise, you should use the curriculum platform provided for this purpose.

 

IMPORTERS

What are importers?

Importers are tools that allow you to access platforms of the national academic and scientific system holding curricular information about the various users. Thus, the integration of these systems into the CIÊNCIAVITAE platform allows you to reuse information that has been made available to any of these systems at any given time. Remember that sometimes your curriculum information may have been made available by your teaching and/or research organization, as in the case of scientific production in repositories.

What are the available importers?

Currently there are 6 importers available:

– 3 of them allow access to curricular management platforms ( DeGóis , FCT | SIGcv and ORCiD );

– 1 accesses a set of repositories ( RCAAP );

– 2 national registries of the Directorate General of Education and Science Statistics ( PRIES and RENATES ).

Where can I find the importers?

Importers are available at any time:

  1. Through the Import Wizard tool, on the main page of your CIÊNCIAVITAE, under the title “Accelerate the preparation of your CV”;
  2. Via the “Options” menu available in the upper right corner (drop-down icon).

Why is the DeGóis importer not available in the Import Wizard?

The integration with the DeGóis platform results in importation of about 99% of the available information. Hence, this step is necessary only once, which is why you are only allowed to do it at“Step 2 of 3” during the registration process.

I did not import the information from my DeGóis account when I registered my curriculum. How can I do it now?

To import your DeGóis account after  the registration process you will have to delete your CIÊNCIAVITAE, so that you can create a new one and import DeGóis. To do this, please follow the steps below:

  1. Access the “Affiliation” functional area and delete all records (you will have do it one by one);
  2. Go to “Settings” by clicking the “Options” menu available in the upper right-hand corner (drop-down icon);
  3. Under “Synchronization with  ORCiD” select “No” on “Synchronize Ciência Vitae and ORCiD”;
  4. Still in the  “Settings”  menu and under “Delete Curriculum” click on this option and confirm it;
  5. You will receive an email (on the account provided to register your CIÊNCIA ID) with a link to confirm your curriculum deletion.

After completing the steps above, you can create your CIÊNCIAVITAE again and import your DeGóis account.

Why can I not import my Projects, Productions or Activities from FCT|SIGcv?

As the data stored on the FCT-SIGcv platform is in free (unstructured) text format, it can not be imported directly to CIÊNCIAVITAE. Thus, this data is imported to a free text field, identified with the post-it icon.

Alternatively, you can use other tools available for self-completion of information: for Projects, ORCiD; for Productions, the ORCiD and RENATES and; for Activities, the RENATES.

How can I use the information imported to post-it format?

You can access the imported information by clicking on the post-it icon . You can use this information, whenever you want, through the copy/paste features.

 

SYNCHRONIZATION

How does the synchronization mechanism works?

Synchronization is the simultaneous transfer process that updates the information present on both platforms:  CIÊNCIAVITAE and ORCiD. Synchronization allows two actions:

  1. Update the  CIÊNCIAVITAE curriculum with information on existing productions on ORCiD (Add to CIÊNCIAVITAE);
  2. Send to ORCiD information about new productions introduced on  CIÊNCIAVITAE (Add to ORCID).

More information on this and other synchronization processes can be found in PTCRISync .

What is ORCiD and why should I associate my ORCiD to my CIÊNCIAVITAE?

The ORCiD (Open Researcher and Contributor ID) is an unique, free and persistent digital identifier that distinguishes individuals by addressing the problem of name ambiguity and similarity. The ORCiD is provided by a registration platform, similar to a CV, in which the user can associate this identifier with his/hers information. Several scientific information systems (Web of Science, Scopus, Crossref), editorial groups (eg Nature Publishing Group) and funding agencies (eg National Institutes of Health – NIH) have already adopted ORCiD. Thus, ORCiD acts as a link between the various systems, which allows to identify an user within multiple entities and to propagate his/hers information between systems.

By associating the ORCiD to your CIÊNCIAVITAE you can use the data synchronization tool provided. This tool allows you to synchronize information on the functional areas “Productions” and “Projects” of the CIÊNCIAVITAE curriculum with ORCiD.

What are the benefits of using the synchronization mechanism?

The main advantage is to avoid much of the repetitive work that is needed to keep your profile up to date on the various platforms used in the context of the national and international scientific system. After enabling synchronization for your publications, any changes made to ORCiD, for example, will automatically be updated in CIÊNCIAVITAE, thus avoiding the repetitive work of inserting them into the various systems.

What does it mean “Stop synchronization”?

“Stop synchronization”  means that no new automatic updates will be made to the selected items.

Why is it that when I delete a publication on ORCiD, the same publication is not deleted from CIÊNCIAVITAE?

The synchronization mechanism currently implemented does not allow automatic deletion of publications in CIÊNCIAVITAE. This is to avoid situations, such as in the case where a publication is inadvertently removed by the user in ORCiD. This same publication may, however, have been updated in CIÊNCIAVITAE, correcting the problems in the metadata that motivated its removal from the ORCiD. In this case, its automatic removal would be unwanted. If you want to remove a publication you must do it directly in CIÊNCIAVITAE.

I deleted a publication on ORCiD that I had previously selected to sync but after a while it reappeared. Why is that?

The synchronization mechanism tries to keep all the publications that are selected for synchronization in CIÊNCIAVITAE updated on your ORCiD profile . If, for example, you delete a publication in ORCiD, but this publication remains selected for synchronization on CIÊNCIAVITAE, it will be exported again. If you wish to remove a synchronized publication from ORCiD just go to CIÊNCIAVITAE and stop the synchronization of this publication, as follows:

  1. In the Projects or Productions functional area, click “Synchronize“;
  2. Within the list of Projects or Productions available, click on “Synchronized“;
  3. Within the list of Synchronized Projects or Productions, check  “Stop Synchronization” and click “Update“.

The synchronization mechanism will then remove that publication from ORCiD. Note that the publication may not be fully removed from ORCiD if there are other versions of that publication exported to ORCiD by other external entities (for example, by CrossRef).

Why are there publications that can not be imported into CIÊNCIAVITAE?

To guarantee the quality of information on CIÊNCIAVITAE, the synchronization mechanism only considers for importation, publications whose metadata has a minimum quality. More specifically, publications that have title, year of publication and at least one unique identifier (DOI, Handle, etc.). Publications that do not meet these criteria are not imported but can be found on the Alerts tab in the Productions functional area .

Why do I have duplicated publications on my ORCiD profile after synchronization?

ORCiD only considers that two publications are identical when they have the same unique identifiers (DOIs, Handles, etc.) (it is not enough that they have the same title and year of publication). If you have a publication with no unique identifier on your ORCiD profile, or with identifiers other than those you entered on CIÊNCIAVITAE, then that publication will be aggregated with the identical publication that was exported in synchronization. To work around this problem, you can edit the publication you originally had on ORCiD and add one of the unique identifiers of the exported publication. From then on such publications will be aggregated by ORCiD and you will no longer see duplicates.

I have publications on ORCiD that are not present on my CIÊNCIAVITAE. Why is that when synchronizing they do not appear in CIÊNCIAVITAE?

There are two possible reasons for this. The first relates to the quality of information on CIÊNCIAVITAE, as discussed here . The second reason has to do with privacy. ORCiD allows the user to define who has access to each publication, choosing three levels of privacy: everyone , trusted parties, and only me. The synchronization engine can only import publications in which the privacy level is set to: everyone or trusted parties. As such, make sure that all the publications you want to import have one of these privacy levels.

I have selected, on CIÊNCIAVITAE, a publication to synchronize, but this publication does not appear in ORCiD. Why is that?

ORCiD allows the user to define who has access to each publication through three levels of privacy: everyone , trusted parties and only me. Besides this possibility, the user can define the level of privacy that, by default, each publication will have when added by an external entity. If you have opted in to the trusted parties or only me privacy level, you will not be able to view your synchronized publications unless you sign in to your ORCiD profile. Alternatively, you can change this setting in ORCiD: select the Visibility Preferences option in the Account Settings functional area .

How do I change the ORCiD account that is associated with my CIÊNCIAVITAE?

You can change the ORCiD  account synchronized with your CIÊNCIAVITAE, as follows:

  1. Click the “Options” menu available in the upper right-hand corner (drop-down icon);
  2. Select the “Settings” option;
  3. Under “Synchronization with ORCiD” select “No”;
  4. Go to the “Identification” functional area and delete your ORCiD identifier;
  5. Access the functional areas “Outputs” and “Projects” and delete all records imported from ORCiD (you will have to do it one by one);
  6. Exit the platform;

You must restart the browser to allow new login to CIÊNCIAVITAE.

If  your browser saves cookies, you will need to delete them.

      7. Login, once more, to your CIÊNCIAVITAE;

      8. Synchronize your CIÊNCIAVITAE with the new desired ORCiD account.

 

DATA PRIVACY

How can I make my CIÊNCIAVITAE publicly available?

In order for your curriculum to be publicly available it is necessary to click on “Unpublished” at the top of the page. Only then your curriculum will be displayed on the portal.

Why is that after creating my curriculum I can not see it on the portal?

Curriculum visualization is not immediate and may take up to 24 hours after curriculum creation or update.

How can I make my data private?

By default, data in the “Contacts” section and some attributes of the “Personal information” section in the “Identification” functional area are private. All other data recorded on CIÊNCIAVITAE are public, by default, when you create your curriculum. That is, it will be available for consultation when the user publishes his/hers CIÊNCIAVITAE. However, the user may, at any time, change this option, as follows:

  1. Click the “Options” menu available in the upper right corner (drop-down icon );
  2. Select the “Settings” option;
  3. Select the “Privacy” option;
  4. Choose the level of privacy you want.

The following privacy levels are available:

  • Public : by default, all new items in the published curriculum will be made available to all users;
  • Semi-public : by default, all new items in the published curriculum will have restricted access;
  • Private : by default, all new items in the published curriculum will be visible only to the user.

The platform also allows you to define the privacy for each item introduced in your curriculum. At each entry in your curriculum you can find the lock icon that allows you to change the level of privacy.

If my CIÊNCIAVITAE is “Unpublished” can I still use it while applying to calls on funding platforms?

Yes.

If you have given your consent, the funding application platforms access your CIÊNCIAVITAE through the available APIs (interface for communication between computer systems). Even if you have not published your CIÊNCIAVITAE, the information (with “Public” and “Semi-public” privacy levels) contained in it is available to be consulted by other systems.

 

CIÊNCIAVITAE and RCAAP

How can I associate my publication on CIÊNCIAVITAE to repositories?

You must enter the URL (eg handle) in the field intended for this purpose. In the Productions functional area you will find a list of all the productions available in your curriculum. An edit icon is available for each entry.