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The National Institutes of Health (NIH) recently announced that, starting May 25, 2025, all researchers applying for NIH funding must use the Science Experts Network Curriculum Vitae (SciENcv) to submit the Biographical Sketch, Current and Pending (Other) Support, and the new NIH Biographical Sketch Supplement. This requirement builds on SciENcv’s recent use by the National Science Foundation (NSF) since October 2023 and marks an expansion to include NIH biosketches and other support pages. This shift is designed to standardize the submission process, streamline data entry, and enhance consistency across applications. For research administrators, this presents an opportunity to assist faculty and researchers in adapting to SciENcv, ensuring a smooth transition to this new format.

What is SciENcv?

SciENcv is an online tool developed by the National Center for Biotechnology Information (NCBI) that allows researchers to create and manage standardized CVs and biosketches for federal grant applications. It integrates with existing profiles such as ORCID and eRA Commons, allowing users to import data and create biosketches tailored to specific funding opportunities. SciENcv is not just an NIH tool; it is part of a broader federal effort, meaning it may become central to applications for other federal agencies in the future.

Key Forms to Know in SciENcv

1. Biographical Sketch: This section summarizes an investigator's qualifications, education, and notable achievements, including contributions to science and scholarly work.
2. Current and Pending (Other) Support: NIH requires applicants to disclose all active and pending funding sources to ensure there are no conflicts and that effort commitments align with agency policies.
3. NIH Biographical Sketch Supplement: Introduced with this new requirement, the supplement allows applicants to provide additional details related to NIH’s mission, especially relevant contributions that may not fit within the standard biosketch structure.

Tips for a Smooth Transition to SciENcv

1. Set Up and Link External Profiles Early
   Encourage researchers to link their ORCID, My NCBI, and eRA Commons profiles to SciENcv. Doing so allows them to import data directly, saving time and reducing errors. Many fields in SciENcv can auto-populate with linked profiles, ensuring that records are current and minimizing the manual entry burden.
2. Create Templates for Common Grant Formats
   SciENcv enables users to create and save templates tailored to specific grant requirements. Encourage researchers to build templates that align with NIH guidelines. These templates can serve as a starting point, streamlining future applications and keeping formatting consistent.
3. Stay Updated on NIH Guidelines
   NIH frequently updates its guidelines, and SciENcv is periodically adjusted to align with new requirements. Research administrators should monitor announcements from NIH and NCBI, providing faculty and researchers with up-to-date information on formatting, deadlines, and submission processes.
4. Organize Training Sessions and Office Hours
   Consider offering workshops or office hours focused on SciENcv usage. These sessions allow researchers to become comfortable with the system, ask questions, and resolve issues early. Peer learning environments can also foster best practices and tips for using the tool efficiently.
5. Provide a Checklist for Common Errors
   Errors in biosketches or support documents can delay or even jeopardize a grant application. Create a checklist for researchers to ensure all required fields are complete, the correct format is used, and that each section aligns with NIH’s expectations. Regularly review sample documents from NIH as a benchmark.
6. Grant Access to Research Administrators for Efficient Updates
   Faculty can grant SciENcv access to designated staff or research administrators by using the “Delegate” feature within their NCBI account settings. This allows administrators to assist with creating and updating biosketches, uploading publications, and ensuring current funding information is accurate. As trusted delegates, research administrators can streamline the process by keeping entries up-to-date, pre-filling data, and troubleshooting formatting issues, ultimately reducing the faculty’s workload and enhancing application accuracy.