FAQs

Updates in the May 28, 2015 WebCV Release

General Questions

Entering and Finding Information in WebCV

WebCV Reports

Common CV (CCV) Translator

Back to Top

The following changes were made in the latest software release:
 
Intellectual Property

  • The Patents and Copyrights section has been renamed “Intellectual Property.”
  • This section now includes the following types (in order): Patents, Copyrights, Licenses, Disclosures, Trademarks, and Other (user defined).
  • Two new fields were added: Filing Date (appears before the Issue Date) and Subdivision (appears after Country).

 
Activity Report

  • The Annual Academic Activity Report (AAR) is now simply called the “Activity Report.”
  • The Career Experience and Awards heading is now two sections: “Service” and “Honours and Awards.”
  • The Service section contains the following sub-sections: Positions Held and Leadership Experience, Administrative Activities (grouped by two headings: "University of Toronto" and "Other"), Professional Associations, Peer Review Activities, and Other Noteworthy Activities.
  • The Teaching and Education Activities section is now grouped first by activity (Teaching, Clinical Supervision, Research Supervision, Mentorship, Innovations and Development in Teaching & Education, and Aggregate Teaching Evaluations), then by Primary Audience, then by Activity Type.
  • Publications are grouped first by Peer Reviewed and Non-Peer Reviewed, then by Status (Published, Accepted/In Press, and Submitted), and finally by Publication Type. The Publication Type does not appear as a heading, but is included within the citation itself.

 
Changes to Abstracts (Publications and Presentations) in WebCV

  • “Abstracts” has been removed from the list of available types in the Publications section.
  • There are now four available types in the Presentations and CE Activities section: Presented Abstracts, Presented and Published Abstracts, Invited Lectures and Presentations, and Media Appearances.
  • All publications with the type “Abstracts” have been migrated to the Presentations and CE Activities section and assigned the type “Presented and Published Abstracts.” Publication abstracts that were originally linked to an existing presentation (via the “Add/Edit Presentation Details” button) have been merged together into one record containing both presentation and publication details.
  • Presentations with the type “Abstracts and Other Papers” that were not linked to an abstract publication have been assigned the type “Presented Abstracts.”

The WebCV User Committee recommended this change be implemented to address a long-standing issue of abstract presentation and publication information being split into different sections of WebCV. Merging the information together into one record simplifies data entry as well as makes reports easier to read. It also provides the following benefits:

  • Improved standardization of data: This has always been a key part of WebCV’s mandate, and combining the two types of abstract (presentation and publication) into a single record type is intended to help relieve confusion about where and how to enter abstracts in accordance with the Faculty of Medicine’s data standards.
  • More accurate transfer of information to Common CV. As you may know, published abstracts currently transfer to the “Conference Publications” section in Common CV; however, since there were no fields for conference information in Publication records, this information was unavailable for transfer. The new format for abstracts allows both publication and presentation information to be transferred to Common CV for each item (see the Common CV section below for more details).

This depends on two things: where the abstract originally was in WebCV before the migration, and whether or not there was a linked Publication or Presentation record. For a detailed visual guide to specific changes, click here.

  • Abstracts originally in Presentations remain in this section. Those that did not have a linked publication have had their Type changed to "Presented Abstracts" but have otherwise remained unchanged. If the record originally had a linked publication, the Type has been changed to "Presented and Published Abstracts" and the linked publication information has been merged into the presentation record. 

Note: Only Publications with the "Abstract" type were affected by these changes. If any of your abstract presentation records had a linked publication that was NOT an Abstract (eg. Journal Article, an Other-Specified type, an obsolete type such as Conference Publications), these publications have not been affected. The link to the published version has been removed, but there will be no difference in generated WebCV reports.

  • Abstracts originally in Publications have all been moved to Presentations with the Type “Presented and Published Abstracts.” If the record originally had a linked Presentation, then the publication information has been merged into the record for that particular presentation.

 

The following chart illustrates how abstracts were migrated based on their original location:

 

Original Location in WebCV: Current Location in WebCV: New "Type" field in WebCV:
Presentations and CE Activities Presentations and CE Activities

Linked: "Presented Abstracts"

Not linked: "Presented and Published Abstracts"

Publications Presentations and CE Activities

Linked: "Presented and Published Abstracts"

Not linked: "Presented and Published Abstracts"

 

All Abstracts should now be entered exclusively under "Presentations and CE Activities." Abstracts that were only presented should be entered with the Type "Presented Abstracts". Abstracts that were both presented and published should be entered with the Type "Presented and Published Abstracts," and the record will have additional fields for the two types of data. Presentation records have different fields available based on your selection of Type.

Affected records have been marked as draft as part of the migration. We strongly encourage WebCV users to review these drafts and make any desired adjustments. We recommend generating a CV report or exporting your presentations using the “To Excel” button to facilitate this review.

If everything looks fine, you can use WebCV's bulk confirmation feature to clear the drafts:

  • Click on Bulk Edit Options above the column headers in the WebCV grid.
  • Click anywhere on a record’s row in the grid to select it (it will turn yellow). You may select multiple records by either holding down SHIFT (to select a block of records that are in sequence) or CTRL (to select some records while leaving others unselected between them).
  • Click "Confirm Selected Records" to apply your changes. You will be asked to confirm this action, and then your drafts will be cleared/undrafted.

 

Known potential issues include:

Geographical Scope: If your Abstracts were entered only as Publications before the migration, they will have a blank Geographical Scope field in Presentations (and therefore appear under the heading "Other" on your WebCV reports).

How to fix this: Use the Bulk Edit feature in WebCV to add missing Geographical Scopes. Please see the FAQ for "How can I edit multiple records simultaneously?" or watch our Bulk Editing Video for a full demonstration of this feature.

Duplicated records: This is most likely to occur if you did not use the "Linked Publication/Presentation" feature to pair published abstracts with the associated presented abstract. Linked abstracts have been merged into one record containing both the publication and presentation details. Unfortunately, this was not possible for unlinked abstracts, and so these items were migrated to Presentations as new records.

How to fix this:

  • Compare the "Presented Abstracts" and "Published and Presented Abstracts" in your Presentations, watching for identical or very similar content in records. (To simplify this comparison, we recommend either generating a WebCV report to review or exporting the Presentations section to Excel using the "To Excel" button.)
  • When you have determined that there is a duplication, combine the records by opening the "Presented and Published Abstracts" record and then entering any missing information from the "Presented Abstracts" version (you may copy and paste from your generated Word or Excel document to save some typing at this point).
  • Save your merged record.
  • Delete the unnecessary duplicate record.

The WebCV team is available to faculty and staff as a resource for instruction and guidance in bulk editing/confirming records, resolving duplications, combining records that were not linked prior to the migration, etc. For assistance with any of these matters, please contact our help desk at medicine.webcv@utoronto.ca or by phone at (416) 946-3289.
 
Unfortunately, we are unable to offer record modifications for individual faculty and staff. This is due to both the large number of faculty members affected by this change and the fact that WebCV staff will largely be unable to provide important missing information for merged records without extensive faculty consultation. For example, we have no way of knowing which Geographical Scope should best be applied to records that were formerly Publications.
 

The Common CV (CCV) transfer will largely be unaffected by these changes; all records will continue to export as previously. Since this change affects only abstracts, you can expect to see the following:

  • Presentations with the type “Abstracts and Other Papers” will now have the new type “Presented Abstracts.” These will be transferred to “Presentations” in CCV (as they did previously).
  • Records with the new presentation type “Presented and Published Abstracts” will be transferred to “Conference Publications” in CCV (as abstract publications did previously).
  • Records with the “Trainee Publication” checkbox selected in WebCV will continue to be transferred to “Supervised Student Publications” in CCV.

 
If you’re using the CCV translator for the first time or if you are doing a complete export, your transfer will be completed without incident.

However, if you’re running an appended export, it’s possible that you will have some duplications in your “Conference Publications,” “Supervised Student Publications” and “Presentations” sections in Common CV. This is because the newly migrated abstract records with the type “Presented and Published Abstracts” will be treated by the Translator as newly created records and thus be imported into CCV as new records. Similarly, if you merge duplicated records after the migration and delete the duplicate "Presented Abstracts" in WebCV, if those presentation records had been previously exported to “Presentations” in CCV, then running an appended export will result in duplications.
 
For best results with an appended export, please choose one of the following:

  • Delete the current contents of your “Conference Publications” section in Common CV before running an appended export. Review the “Supervised Student Publications” and “Presentations” sections for potential duplications, deleting them manually if found.
  • Run the appended export as normal. Then review the "Presentations", "Conference Publications" and "Supervised Student Publications" sections, and delete any duplications manually.
  • Run a complete (i.e. non-appended) export from WebCV, but select only the sections that relate to your abstracts while importing to CCV. This may include “Conference Publications,” “Presentations,” and “Supervised Student Publications.” IMPORTANT NOTE: If you have updated any other sections in WebCV since your last export (e.g. Positions Held, etc.), be sure to import those sections into Common CV as well.

 

In order to log on to your account, please visit www.torontocv.ca and enter your username and password. These were provided through email when your account was initially set up. If you forget your login information, simply contact our team and we are happy to resend this information by email.

WebCV is fully compatible with Internet Explorer versions 6, 7, 8 and Firefox (all versions). If your browser is not listed, it is not officially supported by WebCV and you may experience less than optimal system performance. Google Chrome currently works with WebCV, although it is not an officially supported browser by our software provider. Please note: Since Internet Explorer versions 9-11 are not fully compatible with WebCV, your browser will not work properly unless you turn on "Compatibility View". Please click here for instructions on how to do this.
 

Your WebCV account is password protected and not publicly available in any way. No one can see your records without logging in using your username and password. Authorized administrators have special access to your data in the form of generated reports; see our Terms of Use for more details. In addition, the WebCV database is hosted on a secure server that is backed up daily.

WebCV is only intended for full-time Faculty of Medicine members at the University of Toronto.
 
Typically, the process is as follows:
 
1. Your department head or coordinator will contact you about becoming part of the WebCV system and give further instructions.
2. You will need to submit a current copy of your Curriculum Vitae (in Word of PDF format), which will be sent to our team for initial data entry.
3. After data entry has been completed, you will receive an email requesting to schedule a review session with you and/or your administrative assistant to ensure the information was transferred correctly, and to learn the functionality of the system.
4. Moving forward from that point, each faculty member is responsible for maintaining his or her WebCV account.

If you are experiencing problems with the WebCV system freezing, and are using Internet Explorer as your browser, then this probably has to do with your version of Internet Explorer. If it’s a newer version (IE 10 and 11), then you have to turn on Internet Explorer’s compatibility view.

In Internet Explorer 11:

1. Navigate to the “Tools” menu (you may need to press the “Alt” key to make it appear).
2. Click “Compatibility View Settings.”
3. In the Compatibility View Settings menu, type www.torontocv.ca into the box labeled "Add this website:" and click "Add."  You should see the URL appear in the "Websites you've added to Compatibility View" list.
4. Click “Close” to close the settings window and try to log in again.

In Internet Explorer 10, look in your browser's address bar (to the right of the URL) for an icon that resembles a piece of paper with a jagged line through it (a "broken page" icon.)  If you see this, click it; it should turn blue and this signifies that Compatibility Mode is active.  See the below image for an example or follow these instructions.

To determine which version of Internet Explorer you are using, look under the main menu for Internet Explorer’s “Help” tab. You will find an option called “About Internet Explorer”. Click on that, and you will see the version of IE you are using.

 

Professional information and academic activities, such as:

  • Education
  • Employment
  • Awards
  • Committee involvement
  • Professional Associations
  • Grants and Other Funding
  • Presentations
  • Publications
  • Teaching
  • Clinical and Research Supervision

 

*As per agreement, the individual faculty member is responsible for the entry of his/her teaching records in the system and the rest will be entered by the WebCV Team.
 

We will enter all of your activities during the initial data entry EXCEPT the following, which must be completed by the account holder:

  • Teaching (eg. formal course teaching)
  • Clinical Supervision (eg. residents and fellows in the hospital/clinic)
  • Mentorship
  • Aggregate Teaching Evaluations (POWER and MedSIS scores)
  • Creative Professional Activities

 

There could be two reasons:

a. There may be too many records to fit on a single grid page. Navigate through the pages to see additional records.

 

b. If a date range has been set in your account (as shown below), the record that you are searching for may be outside this date range, and therefore temporarily hidden on the page. Note that if a record does not have a date, it will not appear on the grid page for any selected date range. Modify the date range appropriately and click on the "Refresh" button to see all of the records. To ensure all records are showing, set the date range to "---" - "pres."

Records with NULL dates do not appear on the grid page if a Date Range value has been selected. They will only appear if the Date range is set to “Null” (that is, "---") – pres.

 

Record grouping fields are usually drop-down menus on the record editing page (eg. Publication Type, Geographical Scope). Try to select options for as many drop-down menus as you can in order to avoid grouping records under the heading "Other" on the CV and other reports. Not all fields in WebCV are mandatory, but these are generally the most important ones in which to fill.

The bulk editing feature in All Activities View will allow you to edit many records at once. First, click the "Bulk Edit Options" link above the column header row in the grid. Second, select the column you wish to edit from the "Select Column to Edit" drop-down. A second dropdown list should appear that will allow you to select the value you wish to apply to the selected column. Finally, select the rows (records) you would like to edit (you may use Shift or CTRL-click to select multiple records) and press ‘Edit Selected Records’.
 
Please see the Bulk Editing Video for a full demonstration of this feature.

The WebCV system prioritizes the dates given in the "Activity History" section of an Administrative Activities record.  When entering these records, you must scroll down to the “Activity History” section, click “Add New”, and fill in the dates you would like to save in the dropdowns, adding new rows as needed. Then select “Save”. For more detailed steps, please see our user guide on entering administrative activities.

 

This often happens when a month has not been inputted in the record’s date. For accurate sorting, it is important to include the month as well as the year when saving a record.

These three pages in WebCV cannot be edited by yourself. Please send us an email with the items that need to be updated in your account, and we will make the changes for you.

While it is acceptable to enter a calendar year for such activities as Mentorship and Research Supervision, records in Teaching and Clinical Supervision pages should be entered for a single Academic Year only (July - June).
 
While this may not be ideal for your Annual Academic Activity Report (AAR), there are other reports which will be adversely affected if you use a date range other than Academic Year. For example, the Faculty of Medicine's Teaching and Education Report requires that teaching records be entered by Academic Year (see the promotions page at the Faculty of Medicine for more information). Teaching records are also used for Department- and Division-wide reporting. The data for such reports will not be accurate if other date ranges are used.

Select “Reports” from the left navigation, click on the "Reports" link that appears and then select the report you wish to generate from the "Select Report" drop-down. You may select a date range if you wish and select whether you would like to include draft entries on the report or not. 
 
When you are satisfied with your settings, click “Generate Report,” then click the blue link which reads “A report has been generated for you at <date/time>.  Click here to receive it”. Click on the bolded text and a file download pop-up will appear, allowing you to open or save your report.
 
For more information, please see the “Generate Report” video.

The system is capable of generating the following reports:

  • Curriculum Vitae (CV)
  • Annual Academic Activity Report (AAR)
  • Teaching and Education Report (TER) - formerly called "Academic Promotion Teaching Dossier"
  • Creative Professional Activity Report (CPA)
  • Research Awards Data Summary
  • Teaching Data Summary (does not include Clinical Supervision)
  • Refereed Publications Data Summary
  • Research Supervision Data Summary
  • Bio Sketch (handout, not NIH standard)
     

Division/Department heads can also generate Aggregate Divisional/Departmental reports.

When the WebCV team does the initial data entry for an account, we will draft records that need more information and/or clarification. If a record is saved as “Draft” in WebCV, it will be highlighted on the generated report if the "Include Draft Records" option was selected (if "Exclude Draft Records" was selected, drafted items will not appear.)
 
To undraft records, go back to the WebCV system and either click the "Confirm" button on the left of the record in the grid page (under Edit/Copy/Delete); or edit the record, uncheck the "Save as Draft Entry" checkbox, and save the record. Then generate the report again to see your changes.
 
To save a record as a draft record, edit the record, check the "Save as Draft Entry" checkbox, and save the record.

Mac users may notice that upon generating and opening their report, the information is not displaying correctly - for example, the text may be overlapping and may not be legible. This is because the default program for opening rich text files (.rtf) on a Mac computer is Text Edit. To resolve this you will need to open the document using a different word processor, e.g. Microsoft Word. To do so, generate the report as you normally would and select "Open with..." - Microsoft Word (or other word processing software of choice).
 
Depending on which browser you use, you may not have the option of specifying which program to open it with right away. In that case, please open and save the report to your computer. Then close the report, navigate to the folder you saved it in, right-click on it and select "Open with..." - Microsoft Word (or other word processing software of choice).

Different types of records are printed in a predefined format/order on the CV. It could be that the record you entered prints in a different section or does not appear on the CV report at all (eg. Teaching records). If you are working from a copy of your CV, it is helpful to locate and edit records using the Curriculum Vitae (CV) View because in this menu records are sorted and group exactly as they appear in the CV report. You can also refer to our mapping document to see where entries are printing on the different reports. If you need further assistance please call us at 416-946-3289.

All of the reports have a fixed format. For all types of records, the standard sorting order is reverse chronological, with the most recent records printing first. If records are appearing out of order, check the date field (including the month) for those records. Records with a blank date will print at the end of a particular section of the report.

In many sections of the CV,  records are sorted by certain important fields.

For example, in the Publications section the records are first sorted by the Peer reviewed and Non-peer reviewed status and then by the Publication type – "Journal Articles", "Abstracts", "Book Chapters", etc. Similarly, the Presentation records are first sorted by the Geographical Scope ("International", "National", etc.), and then by the Presentation Type (Abstracts and Other Papers, Invited Lectures, Media Appearances, etc). 

If any of these sorting fields are empty for a record, it will be sorted under the heading “Other”.

In the above case, the Geographical Scope field is empty.

The CCV Translator is a tool that was developed to enhance the operability between WebCV and Common CV. Use of the Translator is not mandatory. We recommend using it if you have a new/empty Common CV account or if the account is very out of date, because you will need to do a complete overwrite of the Common CV account the first time you run the Translator. Subsequent uses will only require appending new items in WebCV since the last transfer. Please call us at 416-946-3289 prior to running the Translator and someone from our team can assisting you through the process. We also have a user guide and training video that include step-by-step instructions.

        (download as a PDF document)

Common CV uses a different publication structure than WebCV. We have updated WebCV’s format to match CCV, but records entered into WebCV prior to May 2013 must be modified to successfully use the Translator. This modification involves moving the publication details from the Rest of Citation field into the applicable citation fields that are now available in WebCV (e.g., Journal Name, Volume, Issue, Page Range, Publisher) and unchecking the "Use Old Printing Format" checkbox. See below for a screenshot of how this would look:

*The WebCV Team is offering to undertake these modifications with your approval. Please contact us at 416-946-3289 or medicine.webcv@utoronto.ca to make a request.*

 

 

 

The following is a list of publication types in WebCV that can be transferred to Common CV. If these types of publications are a part of your WebCV Publications section, then they will all need to be restructured in order to have the data successfully moved from WebCV to Common CV:

Journal Articles
Books
Books Edited
Book Chapters
Case Reports
In Preparation
Manuals
Journal Issues
Newspaper Articles
Magazine Entries
Online Resources
Clinical Care Guidelines

In addition, ensure that all Presentations and CE Activities records with the type "Presented and Published Abstracts" have publication details in the correct fields (Journal Name, Volume, Issue, etc) rather than in the Rest of Citation field.

The following table details the mappings of WebCV fields that export to Common CV (download as a PDF):

WebCV Section

Corresponding CCV Section/Subsection
(Bolded text indicates destination page/section)

Personal Data Summary

 

Identification (Previous Family Name and Sex only)

Language Skills

Citizenship/Immigration Identification
Education Education > Degrees

Positions Held and Leadership Experience

Type = University, University - Cross Appointment, or University - Rank

Type = Clinical, Consulting, Hospital, Research, Other-Specify, or unselected

Type = Work Interruptions

Employment (subsection depends on type)

Academic Work Experience

Non-academic Work Experience

Leaves of Absence and Impact on Research

Honours and Career Awards
(Award Status = Received only)

Award Type = Distinction, Teaching and Education Award, Other-Specify, or unselected

Award Type = Research Award or Student/Trainee Award

Award Type = Credential

Recognitions OR Credentials (depending on
award type)

Recognitions (Type = Distinction)

Recognitions (Type = Prize/Award)

Education > Credentials

Grants, Contracts and Clinical Trials
(Grant Status = Applied OR Funded only)
Research Funding History
Salary Support and Other Funding Recognitions (Type = Prize/Award)

Publications (only types listed below will export)

Books, Books Edited

Book Chapters

Case Reports

Clinical Care Guidelines

In Preparation

Journal Articles ("Trainee Publication" box unchecked)

Journal Articles ("Trainee Publication" box checked)

Journal Issues

Magazine Entries

Manuals

Newspaper Articles

Online Resources

Contributions > Publications

Books

Book Chapters

Reports

Clinical Care Guidelines

Working Papers

Journal Articles

Supervised Student Publications

Journal Issues

Magazine Entries

Manuals

Newspaper Articles

Online Resources

Presentations

Type = Presented Abstracts, Invited Lectures and Presentations, Other-Specify, or unselected

Type = Presented and Published Abstracts ("Trainee Publication" box unchecked)

Type = Presented and Published Abstracts ("Trainee Publication" box checked)

Type = Media Appearances

Contributions > Presentations, Publications, OR Broadcast Interviews (depending on presentation type)

Contributions > Presentations (Invited = Yes, only for Invited Lectures and Presentations)

Contributions > Publications > Conference Publications

Contributions > Publications > Supervised Student Publications

Contributions > Interviews and Media Relations > Broadcast Interviews

Research Supervision

 

Role = Primary Supervisor, Secondary Supervisor, Co-Supervisor, Qualifying/Reclass Examiner, Other-Specify, or unselected

Role = Thesis Committee Member or Thesis Examiner AND Primary Audience = Graduate Education

Student/Postdoctoral Supervision OR Graduate Examination Activities (depending on role and primary audience)

Activities > Supervisory Activities
> Student/Postdoctoral Supervision

Activities > Assessment and Review Activities
> Graduate Examination Activities