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SciENcv is an application in My NCBI that helps you create and manage documents in support of grant applications with participating agencies. In SciENcv you can document your education, employment, research activities, publications, honors, research grants, and other professional contributions.
Anyone can create a SciENcv profile, then draft, save, and download documents for grant submissions to the National Institutes of Health (NIH), the National Science Foundation (NSF), the Department of Energy (DOE), and the U.S. Department of Agriculture (USDA), with other agencies forthcoming.
Section Contents
Accessing SciENcv
After signing in to NCBI, SciENcv can be accessed from the SciENcv portlet which is located in the My NCBI dashboard, or directly from the SciENcv Homepage.
Creating SciENcv Documents
Sign in to NCBI. The SciENcv portlet provides at a glance information about all the existing SciENcv documents for a My NCBI account. If no documents have been created, the SciENcv portlet provides a “Click here” link to create a document. If documents exist, selecting “Manage SciENcv” will open the Manage SciENcv page, where you can create, edit, download, and delete your documents. You can also select the name of an existing document to open it directly.
If you are already signed in to NCBI/SciENcv and are on the Manage SciENcv page, you create a new document by selecting the 
button.
There are four ways to create a new document in SciENcv:
- By using an external data source (Biographical Sketch)
By manually entering your information into a SciENcv template
- 1.
Enter a name for your new document (see A above).
- 2.
Select a document format from the “Document type” dropdown menu (B).
- 3.
Select “Start with a blank document” and click create (C).
By making a copy of an existing document
- 1.
Enter a name for your new document (see A above).
- 2.
Select a document format from the “Document type” dropdown menu (B). Note that document types must match. For example, a biographical sketch can be used only as the data source for a new biographical sketch, regardless of agency.
- 3.
Select “Use an existing document in SciENcv,” and then enter or select a document from the drop-down menu(C).
- 4.
Click Create. SciENcv will generate a copy of the selected existing document. For USDA documents, click “Next,” and then specify the USDA agency or staff office for which you are preparing documents, and then click "Create” to generate the new USDA document.
By using an external data source (Biographical Sketch)
- 1.
Enter a name for your new document (see A above).
- 2.
Select an agency biographical sketch format (B).
- 3.
Select ORCID as your data source from the external source drop-down menu(C). ORCID account holders who have linked their account to NCBI can populate their SciENcv profiles with the information stored in their ORCID accounts. The information transferred to SciENcv can be edited or deleted. Learn more about linking ORCID and other 3rd-party accounts to your SciENcv profile.
- 4.
Click Create. SciENcv will automatically populate the new document with the information stored in your ORCID profile.
By uploading an XML file (Current and Pending (Other) Support)
- 1.
Enter a name for your new document (see A above).
- 2.
Select an agency Current and Pending (Other) Support format.
- 3.
Select “Upload an XML file” and then “Choose a file” to upload.
- a.
Consult our support documentation to learn how to use the SciENcv XML template to streamline the CPOS creation process, especially when a grant office prepares it for you in advance.
- 4.
Click Create. SciENcv will automatically populate the new document with the information in the XML data source.
Using the Agency Biographical Sketch Form
The Biographical Sketch is a structured professional profile required for most federal grant applications. Each agency’s biographical sketch includes the following sections:
Note: NIH also includes a biographical sketch supplement, which is described below.
Identifying Information, Organization and Location
This section collects identifying information, including your current title and place of employment. Depending on how the form is created, some information may be pre-populated. If the information required is missing, a red warning icon appears next to the section title. Select 
to open the dialog box and complete the required fields.
The 
button allows you to partially complete the dialog box and return to it later. The warning icon disappears only after all required fields, indicated in red in the screenshot above, have been completed.
Some federal agencies require you to enter your ORCID iD as your Persistent Identifier (PID). If the field is required, the dialog box will display a red asterisk- as shown in the image above. You can complete this required field in one of two ways: select “Link your ORCID iD,” which redirects you to the ORCID login page and links it to SciENcv after you sign in, or enter your 16-digit ORCID iD manually. Linking ORCID to SciENcv by using the first option will automatically populate the ORCID iD in future documents that you create. If you have already linked the two accounts or signed in to SciENcv through ORCID, this field will be pre-populated.
If you need to change or edit your ORCID iD, select the blue trash icon next to the completed ORCID field in the dialog box. A confirmation dialog box will prompt you to unlink your ORCID iD. After confirming, you can enter a new ORCID iD.
Professional Preparation
This section collects information about relevant professional preparation, including education and training. Select 
to open a dialog box where you can distinguish between “Degree” and “Training” and enter the relevant information for each entry.
After all required fields have been completed, you may select “Save & Add Another Entry” to open a blank dialog box for the next entry. All entries automatically sort in reverse chronological order by start date.
Appointments and Positions
The section collects information about your professional and academic appointments and positions. Select 
to open the form.
Similar to the Professional Preparation section, you have the option to “Save & Add Another Entry,” and all the entries will automatically sort in reverse chronological order by start date. Checking the box next to “Primary appointment or position” will move this entry to the top of the table in the section, as well as into the Identifying Information, Organization and Location section at the top of the form.
Products
This section collects information about selected products. If you have publications stored in My Bibliography, they will be automatically available in the “Products” dialog box or boxes in your SciENcv biographical sketches.
The required number of products varies by agency, as does the number of Product sections. After selecting 
you may choose a product from “My Bibliography” or from your ORCID citations, if your ORCID account is linked to your SciENcv account. These options appear as tabs at the top of the Products dialog box.
If your My Bibliography collection is not current and new PubMed citations need to be added, select “Add product” and search by author name or citation title.
After locating the citations, select the checkbox for each citation you want to add from the retrieved list, and then select “Add to My Bibliography.” The citation or citations will then appear under the “My Bibliography” tab in the dialog box.
For publications that are not included in PubMed, select “Manage My Bibliography” and add the citations manually. If a citation does not appear automatically in SciENcv, refresh the page and check again.
Note:
- Citations under the “My Bibliography” tab can only be deleted in My Bibliography.
- Citations under the “ORCID” tab can only be deleted in your ORCID record.
NIH Biographical Sketch Supplement
NIH also requires applicants to complete a biographical sketch supplement, which includes the following sections:
Personal Statement
The personal statement is limited to 3,500 characters. Markdown syntax may be used and does not count toward the total character count. Markdown instructions are available here.
Honors
Use the Honors section to list up to 15 relevant academic and professional achievements and honors. You may select “Save & Add Another Entry,” and all entries will automatically sort in reverse chronological order by start date.
Contributions to Science
The Contribution to Science section provides space for researchers to describe five of their most significant contributions to science. Each entry is limited to 2,000 characters, excluding markdown syntax.
After completing the free-text field and selecting “Save,” you can edit or delete the text by selecting the corresponding buttons. You can also reorder the five entries by using the “Up” and “Down” buttons.
Using the Agency Current (Other) Support Form
The Current and Pending (Other) Support form documents all resources, both financial and in-kind, that are available to support a researcher’s work, regardless of whether the resources are funded by the agency receiving the application.
Each agency’s Current and Pending (Other) Support form includes the following sections:
Note: DOE also includes an addendum, which is described below.
Identifying Information, Organization and Location
As with the agency biographical sketch form, this section collects identifying information, including your current title and place of employment. Refer to the biographical sketch instructions above for additional information.
Proposals and Active Projects
The Proposals and Active Projects section collects information about all currently funded projects and projects under consideration for funding. Select 
to create a new record for a project or proposal.
After adding a title, indicate whether the support status is “Current” or “Pending.” Then complete the required fields, which are marked with a red asterisk. Person months may range from 0 to 12 and may include up to two decimal places. If the time commitment is not readily ascertainable, provide a reasonable estimate.
Hover your mouse over each black “i” information icon to view definitions and additional information about the corresponding field requirements.
Repeat this process for every source of support. Disclosure requirements may vary by agency. Always refer to the agency’s policy guidance to confirm which categories of support must be reported.
In-Kind Contributions
In the In-Kind Contributions section, create an In-Kind Contribution record for each contribution related to current and pending other support. Select 
to create a new record.
After adding a title, indicate whether the support status is “Current” or “Pending.” Then complete the required fields. As in the “Proposals and Active Projects,” hover your mouse over each black “i” information icon to view definitions and additional information about the corresponding field requirements.
Department of Energy (DOE) Addendum
When completing the Current and Pending (Other) Support form for the Department of Energy (DOE), applicants must indicate whether the Notice of Funding Opportunity (NOFO) or award instructions require a Current and Pending (Other) Support Addendum.
If the answer is “no,” select that option. If all other required fields are complete, certify and download the document.
If the answer is “yes,” selecting that option will reveal seven additional questions across five sections that must be completed. When you answer “yes” to any of the seven addendum questions, a free-text field will appear. Provide as much detail as possible before proceeding to the next question.
After all seven questions have been answered, you can certify, download, and submit the document to DOE.
Certifying and Downloading SciENcv Documents
At any point while completing a SciENcv document, you can select “View Draft” to review an in-progress draft as a PDF. This button appears in the upper-right corner of the document and in the Certification section near the bottom of the document. The draft PDF includes a “DRAFT” watermark and does not include the required certification text. The draft PDF can be downloaded but cannot be submitted successfully for application review.
After all required fields have been completed in a SciENcv document, the 
button is activated and turns blue. Until then, it remains disabled and gray until all required fields have been completed.
After the document is complete, certify and download the final PDF by selecting the activated blue “Download PDF” button. The agency’s certification text will appear in a dialog box. The PDF will download only after you confirm and select “Certify.”
If you are working as a delegate in another person’s account, as described below, this status is indicated at the top of every SciENcv document.
When the document is complete and you select a dialog box will indicate that the PI/co-PI or Other Senior/Key Person must certify the document before you can generate a PDF. Select “Send Notification,” as shown below, to alert the account owner by e-mail.
Adding Delegates to SciENcv
My NCBI users can grant other individuals, known as delegates, access to view and manage their SciENcv documents. When you work as a delegate for another person, you can:
- View the list of that person’s documents.
- Edit and delete that person’s documents.
- Create and complete new documents for that person.
The option to Add a delegate is available on the Accounts Settings page. Enter the delegate’s e-mail address in the dialog box and select “Save” to notify that person by e-mail.
The Delegates section of the Accounts Settings page lists all delegates who have been granted access to your My Bibliography collection, your SciENcv account, or both. In this section, you may add or remove delegates and modify the access granted.
- SciENcv - My NCBI HelpSciENcv - My NCBI Help
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