Operations & Workflow Management
Operationalizing New SciENcv Requirements
Starting May 25, 2025, the NIH will require the use of Common Forms for biographical sketches and "Current and Pending (Other) Support" information through the use of SciENcv for biosketch creation and linking to ORCID IDs. On or after this date, all NIH biosketches must be created and formatted using SciENcv. NIH will require all Key Personnel to submit biosketches using the SciENcv format. While the community has been notified of this requirement for some time, operationalizing it with investigators may require some assistance from research administrators. Several recommended tools, listed below, may help avoid turbulence during the transition.
- Communication. Do not assume that investigators and trainees are up-to-date on the new requirements. It is best to disseminate information prior to the May 25 effective date, including information from NOT-OD-24-163. A series of reminders may be helpful to ensure this does not get overlooked.
- Research Administrator familiarity. Research administrators should familiarize themselves with the new requirements and practice using the SciENcv tool. We cannot assist investigators without fully understanding the mechanics of the system ourselves.
- Training. Best practice would be to set up a “job aid,” including screenshots, on how to set up and maintain an individual SciENcv biosketch. While the tool is mostly intuitive, a comprehensive written guide may help address basic questions that arise later.
- ORCID ID’s. For new investigators and/or trainees, it may be essential to create a document explaining what an ORCID ID is and how to link it to their eRA Commons. Do not assume researchers are familiar with current practices, particularly as some may never have submitted for Federal funding before.
- Video. Don’t underestimate the value of visual media. Many people learn best through short videos that walk them through the “how to’s” of SciENcv biosketches. A “screen share” demonstrating the creation or update of a sample biosketch is particularly useful.
- Live demo. Hosting a live webinar to demonstrate the system can be highly beneficial. Hearing questions from a group audience can help address issues that others may not have thought of beforehand.
- Maintenance. A biosketch is a living document. Updates will be required for each new proposal. SciENcv allows the retention of different versions. Similar to maintaining a CV, a biosketch should be updated regularly, not only when the document is needed.
- Trainees. It’s crucial to ensure that new investigators are regularly taught how to create and update a SciENcv biosketch. This information should be disseminated regularly and not just buried deep within a website or kept as a one-time resource.
While ultimately the biosketch is the investigator’s responsibility, research administrators can add value by becoming expert resource on this topic, and by providing tools to make the transition to this new system easier.