Video Transcript – Renewed CCV and the Reviewers

Introduction

In this lesson, you will become more familiar with how the changes made to the Canadian Common CV will require adjustments in your activities as a reviewer.

Agenda

As we move through this session, you will learn about certain changes made to the CCV, including where to find information if it has been relocated and what to expect in terms of size and appearance of the new applicant CVs.

You will also learn what these changes mean for you – both how they can be beneficial, as well as, certain things to be mindful of as a reviewer.

The CCV Layout

If you wish to become more familiar with the new CIHR CCV layout, you may wish to take a look at your own CV and disregard the first page of personal information.

The CV to which reviewers will have access will begin with the information shown beginning with the section entitled “User profile”.

First of all, make sure to take notice of which kind of CV you are reviewing – knowledge user or academic. This will ensure that you are analyzing the information presented appropriately according to the individual role.

Each section will be populated based on the data entered by the applicant – this may mean that a section will be longer for some applicants than others. Conversely, some sections may not appear at all if the applicant has no information entered.

Therefore, each section will no longer be located on the same page.

Also, as you become accustomed to the order of sections, you will become more familiar with navigating in search of specific information.

As you review the CV, the section headings can serve as a guide when looking for information where you may have previously used page numbers.

Locations of Contribution

Contributions, such as presentations, interviews, and publications, were previously submitted as a separate attachment. With the new common CV system, applicants have the option to enter the same information using structured data.

Contributions entered into the CCV system are available for use when submitting future applications.

Although, the entry of publications and other contributions as structured data will result in an easier application process in the future, we do understand that the initial applicant burden to enter all contributions in this manner could be extensive.

As such, we have allowed for a transition period wherein applicants may include their contributions as attachments. CIHR e-alerts have emphasized that we will allow this and that it as a time-saving measure for applicants.

What does this mean for you?

This may mean that as a reviewer, a CV you are reviewing may have publications listed in the body of the CV as well as in a PDF attachment. In the future, it is our hope that all contributions will be entered as structured data within the CV. In the meantime, your awareness of the possible multiple locations of contributions will ensure a complete review.

Note that Significant Contributions reporting continues to be provided as an attachment to the application.

Publication Count

In the previous version of the CCV, there was a section that showed the total lifetime publication numbers at a glance. This was broken down into published works and those accepted or in press.

As a reviewer, you should be aware that this section no longer exists.

Contributions are numbered within sections, such as journal articles, books, etc.; however, there is no total count.

Also, you will need to be aware that all publications, whether published or in press, will be listed according to their type (for example, journal article or book) and will be sorted according to date, rather than publishing status. The publishing status will be indicated under the column labeled as such. Contributions will be labeled as submitted or published, accordingly. This information is important as you will now have to keep a careful eye while reviewing the overall publication data entered by the applicant.

Interruptions

In the past, “interruptions” were included as a part of contribution details’ attachments.

However, as you review applicant productivity, you will now be looking elsewhere for any interruptions. They will now be listed under the “Employment” section as “Leaves of Absence”.

This is important to note as otherwise you may feel that an interruption in research was not adequately justified – where in fact it has been explained elsewhere in the new CCV structure.

Also, whereas previously, leaves of absence were explained in a free-form attachment, they will now be entered as structured data and their description is limited to 1000 characters. This should help you as a reviewer by providing you with the necessary information devoid of potentially superfluous detail.

Size of New Common CV

The new structure of the applicant’s CV will most likely be the biggest change you, the reviewer, will encounter when working with the new CVs.

In the past, since a great deal of information was attached separately by each applicant, the format was not uniform and there was very little consistent structure.

Although the new CCV may seem large at first glance, one must keep in mind that a great deal of information previously not included in the “CV” as such is now found there. However, you should have less information to view via files attached and there are now structured chronological limits to the amount of material that can be included within certain sections.

Column Order

Many things can impact the layout of structured data. As a reviewer, it is important to be aware that the presentation of the data may be different for each CV and that the way the data is presented is not under the applicant’s control. For example, in order to demonstrate the shifting of column order, we will take a look at funding history data entries.

The information displayed may shift further to the right or left depending on the length of information entered. For example, a longer title may shift other information to the right or even to another row.

Depending on whether or not supplementary information has been entered for each individual data set, the number of columns may differ - such supplementary areas include program name and other funding organizations.

What does this mean for you?

As a reviewer, you may wish to quickly skim a column down the CV in order to gather similar information (for example, about separate funding sources). However, you will need to be mindful of potential column shifts as this could impact how information is displayed – in turn, it could impact how you skim the CV for certain data. Conversely, because each funding source is now separated, it is clear to see what information pertains to which entry.

Funding History

You may be familiar with how funding history was broken down in the past version of the CCV.

Previously, there were separate sections for current and past funding. In the current version, all funding is listed together, regardless of whether it is currently held or was used in past research. However, a default sorting order will be applied to all CVs to help with navigation of this section.

As a result, you should pay close attention to dates in order to determine whether or not the funding is ongoing. You will need to carefully note the funding end date in order to determine how well-funded the applicant may or may not be.

Clear visibility of funding dates should allow easy determination of funds currently held from those held in the past.

Also, you may find the funding status box useful. This is an easy way to identify if funding is awarded, completed, etc.

In the last 5 years...

As information is now being entered as structured data, rather than through the use of attachments, there is more structure imposed on the information being provided by applicants. In many situations this will mean a decrease in redundant data. For example, in many fields there is a restriction placed on date fields. Applicants will only be able to enter data from the last five years, as is the requirement for most CIHR funding opportunities, including the Open Operating Grants Program.

This mechanism is in place to help ensure that CIHR receives only the information required.

The areas with this restriction are:

  • Activities (Community and Volunteer Activities, KT activities, International collaboration, presentations, Interviews)
  • Publications (all types)
  • Membership

This is important for you, as a reviewer, as this will mean that some sections will not include historical data past this date. This does not mean that such activities, publications or membership activities do not exist, simply that they do not fit within the restrictions placed on a given CV.

Categorizing Entries

Certain applicants have been encountering difficulties in classifying in the appropriate sections certain data that they are required to enter (for example, contributions). It has come to our attention that where some information is entered can be individually interpreted and highly subjective.

As such, one applicant may choose to enter a contribution where another applicant may not believe it belongs. CIHR has instructed applicants to enter contributions in the areas that they feel are the “best fit” for their individual experience.

What does this mean for you, the reviewer? It means that you may see similar information being entered in different locations across applications. You may also see applicants entering the same contribution information in multiple locations in an attempt to ensure that the information is not missed.

Session Recap

Now, to recap what we covered in this session.

We have covered the new layout of the CV.

We have discussed that during the CCV transition phase you may find publications within the CV, as well as attached individually.

We have learned where to find the “interruptions” section – now titled “leaves of absence” located within the “Employment” section.

We have discussed the size of the new CV that may seem daunting at first glance, but that it includes a great deal of information that was previously incorporated as individual attachments.

We have covered what changes you should be aware of when reviewing “funding history”.

We have discussed the idiosyncrasies of the table format – specifically in relation to column order when data has been entered in supplementary fields.

We also indicated the sections that now have time restrictions. (i.e. within the last 5 years)

Lastly, we shared with you the categorization issues that some applicants have encountered and what this could mean for you as a reviewer.

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