gshelp

SMARTS/GENIUS Help (Instructions) for Creating a New Profile
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"Policy of Confidentiality: Any information collected for SMARTS/GENIUS will only be used within the InfOffice system. Under no circumstances will Social Security Numbers, if entered, be available to anyone other than the investigator, the institution of the investigator, and InfoEd. InfoEd will protect this information."

NOTE: About Logging Out

Please remember to log out of the system by clicking on the Log Out link on the InfOffice main menu. This will tell our server that you have completed working on your profile and will enable you to access it again at any point in time without possibility of contention.

Once you have been notified by your research administrator, you may enter your profile:

To create your SMARTS/GENIUS Profile:

Go to the InfoEd homepage, at http://www.infoed.org.
Select Access InfOffice.

Select SMARTS/GENIUS.
Select Create New Profile.

NOTE: To move from one field to the next, you may either Tab or click on the next input box.

Select (highlight) your institution in the list provided. Click on Continue.
Enter your first name (up to 12 characters).
Enter your last name (up to 18 characters).
Enter your e-mail address (up to 80 characters). (IMPORTANT: make sure there are NO TYPOS in this field!)
Select (highlight) your Affiliation in the list provided. Click on the next input box.
Enter a username. This is the name you will use to login each time you want to update your profile. It can be up to 20 alphanumeric characters in length, with no spaces, and is case-sensitive.
Enter a password. You will also have to enter this each time you login to SMARTS/GENIUS. This field has the same requirements as Username.
Re-enter your password.
Enter a UNIQUE 9-digit identifier. For individuals in the United States, this field is your Social Security Number. Note: this is a secured transmission and the contents of this field will not appear on any subsequent GENIUS, SMARTS or GENIUS Search results or reports, other than the administrative validation screens. Do not include dashes or hyphens. You will not need to remember this number.
Click on the "Submit" button. This will bring you to the Profile Summary Page.

SMARTS/GENIUS Help (Instructions) for Updating an Existing Profile

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NOTE: About Logging Out

To update your existing SMARTS/GENIUS Profile:

ACCESS YOUR PROFILE:

Go to the InfoEd homepage, at http://www.infoed.org.
Select Access InfOffice.

Select SMARTS/GENIUS.
Select Update Existing Profile.

NOTE: To move from one field to the next, you may either [Tab] or click on the next input box.

You will be prompted for your Username and Password. Enter them and click on "Enter." This will bring you to the Profile Summary Page.

NOTE: If you do not remember your Username and/or Password, or get an "Access Denied" message after submitting them, please contact your institutional administrator. If you do not know your institutional administrator, contact InfoEd at smarts@infoed.org - we can put you in touch with the right person at your institution. Your institutional administrator has access to your correct login information and can provide it to you.

SMARTS/GENIUS Help - Profile Summary Page
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The Profile Summary Page will list all of the categories available to you. If your institution subscribes to the SMARTS daily alert service, then you will see the relevant categories for the matching process. If you do not see those categories (note the Key on the screen that tells which colored balls go with each category type), then please disregard their instructions below.

General Category
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Select the General category to enter your general administrative information and user preferences (see below).

Complete your Name (Middle Initial, if desired), Suffix (i.e., III - up to 5 characters) and Prefix/Salutation (i.e., Dr., Mr., Ms. - up to 5 characters).
Your Affiliation should appear in the next field; please verify that it is correct.
Enter your Administrative Title (up to 35 characters).
Enter the date you were appointed to that position. (Note the date format requirement.)
Select the Academic Rank down arrow button. Select your rank from the list (or select the "blank" if none apply).
Double-check your E-mail address. NOTE: Please be sure this has been entered accurately, as this is the address to which InfoEd will forward your SMARTS matches!
Enter your personal homepage/Website URL (up to 100 characters).
Enter your full local Address (up to 35 characters per line), City (up to 18 characters), State/Province, and Zip/Postal Code. Enter your Mail Stop Code (up to 10 characters) and County (up to 30 characters), and select your Country from the associated listbox if it is different from the one displayed.
Enter your telephone, fax, and beeper numbers (up to 17 characters).
Enter your date of birth. (Note the date format requirement.)
Select the Citizenship down arrow button. Select your citizenship from the list. (This will be used to determine your SMARTS matches.) The default setting for country of citizenship is based on the country in which the investigator's home institution is located.

The next four fields are required to be collected for proposal submission. These fields are optional. Please answer as you see fit, by selecting the down arrow button and using the picklists, for: Ethnic/Racial Status, Gender, Citizenship Status, and Disability Status.

Next, you will be asked a series of questions; these are your User Preferences:

If the question appears (depending on how your administrator set up your options), indicate whether you want your profile information to be available to anyone around the world searching GENIUS, or only for searches conducted within your institution.

If the question appears (again, depending on how your administrator set up your options), indicate whether you want anyone who finds your profile in a GENIUS search to contact you directly, or to go through your administrator.
Indicate whether you would like to receive SMARTS output; the default is Yes, but if you are going on vacation or do not wish to receive your e-mailed hits for any reason, please click on No.
Indicate if you would like SMARTS to restrict your matches to sponsors located in the country which your institution resides. The default is set to "No."
Indicate whether you would like to receive your SMARTS output as:

A single e-mail per day, potentially containing multiple funding opportunity notices, or

One funding opportunity notice per e-mail (with the Title of each hit displaying as the subject of the e-mail), potentially giving you multiple Email messages per day.

Indicate in what format you would like your SMARTS output: Full Program or Summary.

Full Program format will give you the following information:

SPIN Program Number

World Wide Web Address

Telephone Number

Fax Number

Deadline Dates

Award Types

Citizenship/Country of Applying Institution

Geographic Restrictions

CFDA

Detailed Objectives and Restrictions

Keywords

Summary format will give you a shorter report:

World Wide Web Address

Synopsis

Deadline Dates

Link to Full SPIN Program

Select "Save" when you are finished. This will bring you back to the Profile Summary Page.

Keywords Category
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Select the Keywords category to enter your areas of interest/expertise. You will make your selections from the SPIN Keyword Thesaurus. These Keywords will be used both in GENIUS Searching and in determining your SMARTS matches. You also have the opportunity to enter free-text Research Interests in the separate category by that name, which can be used in GENIUS Searching (but NOT SMARTS matching).

First, if your institution subscribes to SMARTS, decide whether you would like your "hits" to be found based on exact matches only, or do you want them to include opportunities containing Keywords that might fall hierarchically under the Keywords you have selected? (Note: You can change your selection here after selecting your Keywords, if desired.) For example:

Your profile includes the Keyword "Biological Sciences." Do you only want funding opportunity notices that actually contain the Keyword "Biological Sciences" (exact matches), or do you also want any funding opportunity notices that contain Keywords that fall under that term in our Thesaurus, such as "Anatomy," "Biology, Cellular," "Botany," "Vision," "Electroreception," and many others (hierarchical matches)? (If you will want some but not all of the Keywords that fall under a "parent" term, you should select Exact Matches and then physically select each of the Keywords that you want.)

Next, select your Keywords:

You have the option of doing a text search on the SPIN Keyword Thesaurus, using the "Search for Term" box located above the Save button on your screen. This option is most useful if you are not sure which of the Keyword Categories listed on the screen would contain Keywords for your area(s) of interest. Any terms in the thesaurus that contain the EXACT text you enter for your search (up to 35 characters - may include commas, spaces, etc.) will be returned. You can then make selections off that list of Keywords for your profile. Your selections will be posted under the appropriate Keyword Category.
Or, you can click on one of the Keyword Category names under the "Add Specific Keywords" column. These categories show the general breakdown of the SPIN Keyword Thesaurus. When you click on one of the categories, you will see an alphabetic listing of the terms in that section. You may select as many Keywords in as many categories as desired. ("Control-Click" or "Command-Click" to make multiple selections from a list.) Press "Save Criteria" after making selections from each list. Another option, if you are interested in receiving hits based on any Keyword that falls in an entire Keyword Category, is to select the entire category. To do this, check the box in the "All" column next to the desired category name.
To delete a Keyword previously selected, simply click on the Delete Terms link and check the boxes next to the terms you wish to delete. Be sure to press Delete Checked Keywords when you are finished.
Press "Save Criteria."

When you are finished selecting Keywords for your profile, click on "Save." This will bring you back to the Profile Summary Page.

Keyword Selection Tips

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Keywords are terms selected from a thesaurus; the goal here is to select the Keywords that best describe your area(s) of interest, in order (1) to match up your interests with the funding opportunities contained in SPIN (i.e., the SMARTS service); and (2) to allow others in the world of R&D to find you in GENIUS searching. The following strategy tips are primarily aimed at optimizing (1) the SMARTS matching service.

The terms contained in the SPIN Keyword Thesaurus are used to code/categorize the SPIN funding opportunities. The Thesaurus was created and is maintained on an ongoing basis specifically for this purpose. Hence, many of you will not find the very targeted terms that would exactly match your area(s) of expertise. You should choose the term(s) that MOST CLOSELY describe your area(s) of interest. You might also want to choose more broad terms to widen the spectrum of SPIN funding opportunities with which you might be "matched." It is important to know at this point that SMARTS will match you with SPIN funding opportunities that:

A) Contain the specific Keyword(s) you select (exact matches); and/or

B) Contain any "narrower" Keyword(s) that fall hierarchically beneath the Keyword(s) you select (hierarchical matches).

You have the option of getting exact matches or hierarchical matches as a result of the SMARTS matching.

Exact Matches:

If you access the Medical Keyword Category, and select the highest level term in the list (indicated by ALL CAPS), HEALTH AND SAFETY / MEDICAL SCIENCES / BIOMEDICAL, then you will receive matches of any SPIN programs updated or added each day that contain that particular broad Keyword. You will only be matched with the programs on which that Keyword was coded; those programs would be extremely broad in nature. (That Keyword would not be coded on all health-related SPIN programs - we do not "umbrella" code.)

Hierarchical Matches:

If you access the Medical Keyword Category and select the highest level term in the list (indicated by ALL CAPS), HEALTH AND SAFETY / MEDICAL SCIENCES / BIOMEDICAL, you will receive matches of all SPIN programs updated or added each day that contain ANY Keyword in the entire Medical section of the SPIN Keyword Thesaurus. If, however, you only select the term Cystic Fibrosis from that same Keyword Category, then you will receive matches of the SPIN programs updated or added each day that contain that specific Keyword (because it is not a "parent" term, hierarchically over other Keywords).

Each Keyword that you select will be linked by OR Boolean logic. That is, SPIN programs will be "matched" that contains any single Keyword that you have selected (or that fall hierarchically under those terms, if you so chose). (Please note: it is a planned coming feature in SMARTS to allow for AND Boolean logic, to allow you say, for example, that you only want the funding notices that contain both Keywords "Africa" AND "Biological Sciences" (not just one or the other).

Another thing to keep in mind when selecting Keywords for the SMARTS process is that you can use the other SMARTS criteria pages (Geographic Restrictions, Applicant Types, Award Types, and Sponsor Types) to help narrow or limit your SPIN matches. So if you choose very broad Keywords, and/or opt to receive Hierarchical Matches, you might want to narrow your other subsets of criteria. And vice versa, if you choose very narrow Keywords, you might not want to limit at all your other criteria.

The final item to remember: you can update/edit your profile at any time! It may take a few tries to get your "matches" exactly where you want them, and please feel free to contact InfoEd International, Inc. for assistance in selecting Keywords and other profile criteria - our goal is for you to receive relevant matches from our service on a regular basis.

SMARTS Categories

These four categories are for SMARTS subscribers only. If you do not have SMARTS, skip to the GENIUS categories section.

Applicant Type

Select the Applicant Types category to define the Individual Applicant Types (describing eligibility criteria) for which you would like to receive matches. (Your administrator has already selected Institutional Applicant Types to be included in your matches; these are displayed at the bottom of your screen.)

This screen will initially have ALL of the Individual Applicant Types included in SPIN selected (checked). If you do not choose to narrow the selections, then programs that include any of these Applicant Types may be included in your SPIN matches.
To "de-select" any of the Applicant Types, simply click on the box to "un-check" them. Press "Save" when you are finished. You will be returned to the Profile Summary Page.

Award Type

Select the Award Types category to define the types of funding opportunities in which you are interested in receiving matches.

Although this screen will initially show no boxes "checked," ALL Award Types will initially be included in your SMARTS hits. If you do not choose to make specific selections from this list, then programs that include any Award Types used in SPIN may be included in your matches.
To Select specific Award Types, check the desired boxes. Be sure to check as many as you might be interested in, to be sure to get the maximum relevant hits from SMARTS. Press "Save" when you are finished. If you do not want to narrow your hits based on Award Types, just click on our Back button. You will be returned to the Profile Summary Page.

Geographical Restrictions

Select the Geographical Restrictions category to define your geographic area/region, so as NOT to receive matches that are restricted to individuals/organizations located in regions other than your own.

This screen will initially display the appropriate geographic regions based on the country that your administrator selected in set-up. Although it will only show the "No Restrictions" box "checked," ALL Geographical Restrictions will initially be included in your SMARTS hits. If you do not choose to make specific selections here, then programs that are restricted to areas/regions for which you may not be eligible may be included in your SPIN matches.
Select all states/provinces/regions that apply (We ALWAYS leave "No Restrictions" selected to ensure that you receive hits on programs that are not geographically restricted). You may make selections from other localities by selecting "full list of Geographical Restrictions," if desired. Press "Save" when you are finished. You will be returned to the Profile Summary Page.

Sponsor Type

Select the Sponsor Types category to define the types of organizations from which you are seeking/would accept funding.

Although this screen will initially show no boxes "checked," ALL Sponsor Types will initially be included in your SMARTS hits. If you do not choose to make specific selections from this list, then programs that include any Sponsor Types used in SPIN may be included in your matches.

To Select specific Sponsor Types, check the desired boxes. Be sure to check as many as you might be interested in, to be sure to get the maximum relevant hits from SMARTS. Press "Save" when you are finished. If you do not want to narrow your hits based on Sponsor Types, just click on our Back button. You will be returned to the Profile Summary Page.

Locations Tenable

Select the Locations Tenable category to identify the country/region(s) in which you would like to carry out your project.

If no selections are made in this category, your matches may include opportunities requiring that proposed activities are conducted in a specific country or region.

Select the values that describe the location where you wish to carry out your project. For maximum results, include "Any/No Restrictions" as one of your selections. (Please note: The value "Any/No Restrictions" is coded on opportunities that do not specify where an award must be undertaken.) Click Save when finished making selections. You will be returned to the Profile Summary Page.

GENIUS Categories
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All GENIUS Categories work with the same standards:

clicking on the category name will bring up a table which displays the current entries;
each table screen provides an Add button which brings you to a screen where you can enter your data (up to three entries at a time);
the information in the tables will be displayed in date order where appropriate (most current at the top of the table, working chronologically backwards); where there are no dates, the information will be displayed in the order entered;
any date fields that collect a "period" (from and to dates) will be displayed in "from" date order; if the "to" date is left blank, the word Present will be displayed in the table.
in each table, you will be provided a "link" to each entry which will enable you to edit (or delete) any information after it is entered;
at the bottom of each table screen, we provide links to each of the other GENIUS screens so that you don't have to go back and forth to the Profile Summary Page.

Following are the GENIUS categories, their fields and field-lengths, and any "tips" or comments that we can provide (some provided by the Federal sponsors in their proposal submission requirements):

Advisees

Enter data about students/scholars with whom you have had an association as thesis advisor. Selecting the "Advisee Level" is important here for proposal submission; we will keep track, behind the scenes, of the total number of graduate students advised and the total number of doctoral/postdoctoral scholars advised (defined by Federal sponsors as required information for electronic proposal submission).

Fields:
Name (100 characters)
Institution (50 characters)
Year (4 digits)
Advisee Level (picklist)

Collaborators

List individuals with whom you have collaborated on a project, or on a book, article, report or paper.

Fields:
Name (100 characters)
Organization (100 characters)
Type of Collaboration (memofield - unlimited entry).

Committee Memberships

List any committees on which you have served.

Fields:
Committee Name (memofield - unlimited entry)
Function (memo field - unlimited entry)
Period (From/To Dates; follow date format provided)
Abstract (memofield - unlimited entry).

Courses Taught

List the courses you have taught.

Fields:
Year (4 digits)
Institutional Reference Number (10 characters)
Title (120 characters)
Description (memo field - unlimited entry).

Creative Activities

List any exhibits, performances, public collections, public artistic presentations, etc. in which you have participated.

Fields:
Year (4 digits)
Title/Description (120 characters)
Institution/Organization (100 characters)
Location (100 characters)
Abstract (memofield - unlimited entry).

Education

List your educational background.

Fields:
Year Conferred (4 digits)
Degree Abbreviation (picklist)
Degree Abbreviation (If your degree does not appear on the picklist, enter it here up to 15 characters)
Degree(Will automatically fill in if the abbreviation is selected from the picklist. Otherwise, enter a full length title up to 55 characters)
Institution (50 characters)
Location (50 characters)
Field of Study (150 characters)
Graduate/Post-Graduate Advisors (Sub-Category, containing the following fields: Name (100 characters); Institution (50 characters); Year (4 digits)).

Employment

Enter your current and previous employment.

Fields:
Employer (60 characters)
Position/Title (60 characters)
Period (From/To Dates; follow date format provided)
Description (memo field - unlimited entry).

Honors & Awards

List any honors and awards received.

Fields:
Name of Award (60 characters)
Year (4 digits)
Reason Conferred (memofield - unlimited entry).

Languages

List proficiency in all languages except English.

Fields:
Language (50 characters)
Read (picklist)
Write (picklist)
Speak (picklist).

Patents

List all patents granted.

Fields:
Number (15 characters);
Title (128 characters);
Granting Country (40 characters);
Date Granted (follow date format provided);
Abstract (memofield - unlimited entry).

Professional Associations

Enter all professional associations to which you have belonged.

Fields:
Association (130 characters)
Period (From/To Dates) follow date format provided
Function (memo field - unlimited entry).

Professional Licenses/Certificates

List all professional licenses and certificates obtained.

Fields:
License/Certificate (130 characters)
Certifying Institution (100 characters)
Period (From/To Dates; follow date format provided)
Abstract (memofield - unlimited entry).

Publications

Enter all publications.

Fields:
Author(s) (128 characters)
Title (memofield - unlimited entry)
Journal/Publisher (128 characters)
References (128 characters)
Volume (6 characters)
Page(s) (20 characters)
Year (4 digits)
Publication Status (20 characters)
Abstract (memofield - unlimited entry).

Reviewed Works

Enter all Reviewed works.

Fields:
Year (4 digits)
Title (120 characters)
Author(s) (100 characters)
References (120 characters)
Abstract (memofield - unlimited entry).

Research Interests

Memo field - unlimited text entry. Enter information about your research interests and areas of expertise. This field will be used by anyone conducting text searches in GENIUS to locate investigators in particular areas/fields, so you should use as many key terms as possible. (Please note that this screen does not include the links to the other GENIUS categories, because it is a direct input screen (as opposed to a table screen).)

Sponsored Funding

Enter any current, past and pending support from projects and proposals from all sources.

Fields:
Sponsor (picklist or 60 character input)
Period (From/To Dates; follow date format provided)
Title (128 characters)
Amount (currency - 9 characters)
Grant Status (20 characters)
Person-Months Committed to the Project (20 characters)
Description (memo field - unlimited entry).

Institution Custom Fields

The Institution Custom Fields (defined and set up by your administrator) work with the same standards:

clicking on the category name will bring up a table which displays the current entries;
each table screen provides an Add button which brings you to a screen where you can enter your data (up to three entries at a time);
the information in the tables will be displayed in date order where appropriate (most current at the top of the table, working chronologically backwards); where there are no dates, the information will be displayed in the order entered;
any date fields that collect a "period" (from and to dates) will be displayed in "from" date order; if the "to" date is left blank, the word Present will be displayed in the table.
in each table, you will be provided a "link" to each entry which will enable you to edit (or delete) any information after it is entered;
at the bottom of each table screen, we provide links to each of the other GENIUS screens so that you don't have to go back and forth to the Profile Summary Page.

If your institutional administrator defined any custom fields for your institution, they will appear following the above categories on the Profile Summary Page. The tables will work in the same manner as those described above.

The remaining three options at the very bottom of the Profile Summary Page allow you to (1) access contact information for your institutional administrator for the SMARTS/GENIUS service, and (2) change your password, if desired, and (3) Exit SMARTS/GENIUS.

When you have completed the desired Profile Categories, click on Full Profile View at the top of the Profile Summary Page. This will bring you to a document containing all of the information you have entered/selected in your profile. Feel free to use your browser's Print or E-mail function so that you have a copy of your profile. You can then use your browser's Back button to return to the Profile Summary Page, and then Log Out button to exit SMARTS/GENIUS.