User Manual - EPSCoR Reporting

User Manual  - EPSCoR Reporting

ER Core DRUPAL USER GUIDE

This guide has been developed for first time users of the EPSCoR Core Reporting site (ER-Core).

This site has been developed using Drupal 7, an open-source content management system.

Whether you are a developer, tester, administrator or an end user, we all need to get familiar with

Drupal first. In addition, this guide also introduces important terms used by the NSF EPSCoR program and how those terms in interpreted by the system. This relationship is important for system administrators to understand to be able to deliver reporting data to NSF with confidence.

In general, most of the data requested by this reporting system will be viewable by the public, but in order to enter new, edit, or download the compiled tables you will need to have an account and be logged in.

Table  of  Contents  

Request  an  Account  ..........................................................................................................................  3

Log  In  .....................................................................................................................................................  3

User  Profile  ..........................................................................................................................................  3

Edit  Your  User  Profile  ......................................................................................................................  3

Contact  Information  .......................................................................................................................................  3

 

 

 

 

Demographics  ...................................................................................................................................................  4

EPSCoR  Involvement  ......................................................................................................................................  4

Most  Senior  Project  Role  (Required)  ......................................................................................................  4

Project  Component  .........................................................................................................................................  4

Boards  &  Committees  ....................................................................................................................................  4

Please  select  which  committees  or  boards  you  will  be  a  member  of  ........................................  4

 

 

 

 

Participating  Date(s)  ......................................................................................................................................  4

Hire  Date  .............................................................................................................................................................  4

 

 

 

 

Are  you  paid  by  the  EPSCoR  grant?  .........................................................................................................  4

Do  you  participate  in  EPSCoR  research  more  than  160  hours  per  year?  ................................  5

Please  describe  role  and  contribution  to  the  project.  ......................................................................  5

 

 

RCR  –  Responsible  Conduct  of  Research  ...............................................................................................  5

Institution  ...........................................................................................................................................................  5

Data  Collection  ..................................................................................................................................................  5

Account  Information  ......................................................................................................................................  6

Participant  Date  ...............................................................................................................................................  6

Administrative  Overlay  .................................................................................................................................  7

Upload  a  photo  ..................................................................................................................................................  7

 

 

 

 

 

 

Locale  Settings  ..................................................................................................................................................  7

SAVE  ......................................................................................................................................................................  7

Entering  Reporting  Data  .................................................................................................................  7

Calendar  Event  ..................................................................................................................................................  8

Collaboration  .....................................................................................................................................................  8

 

 

 

 

 

 

Creating  a  Collaboration  ...............................................................................................................................  9

External  Engagement  ..................................................................................................................................  11

Proposals  and  Grants  ..................................................................................................................................  12

Highlight,  Institution,  Internet  Dissemination,  Other  Research  Products,  Patent,  Poster,  

Presentation,  Publication  ..........................................................................................................................  14

 

 

 

 

 

 

 

Viewing  and  Downloading  Reporting  Data  .......................................................................................  14

 

If you wish to download the reporting data in excel format, you will find a link on the bottom of the page that reads “XLS”. Clicking on “XLS” link will automatically begin the download.  ........  15

Editing  Reporting  Data  ...............................................................................................................................  15

Common  Drupal  Terms  ................................................................................................................  16

 

 

 

Key  Term  NSF  Definitions  and  the  Criteria  in  the  System  that  Defines  These  Terms18

Note  on  Definitions  ........................................................................................................................  18

 

 

Request  an  Account  

1. In your web browser, visit your jurisdiction’s hosted Drupal site. For UNH go to http://solstice.sr.unh.edu/

2. Click on the "Create new account" link located in the gray box at the top left hand side of the home page.

3. There are 4 pages that require information, which are designated as tabs:

1. Contact Information

2. Demographics

3. EPSCoR Involvement

4. Institution

5. Data Collection

6. Account Information

1) Click on Create New Account when you are done. This generates an email sent to the

Web Master who needs to approve the request.

2) An email will be sent when your account is approved.

Log  In  

Once  the  Web  Master  has  approved  your  account,  an  email  will  be  sent  to  you.    In  it  will  be   directions  to  log  in,  which  will  include  a  link  to  the  site.    This  link  will  guide  you  to  your   user  profile  where  you  can  change  your  password  and  update  required  items  in  your   profile.

User  Profile  

The system greatly depends on complete and accurate user data. Please complete all the fields presented to you in the user profile. The final data is only as good as the data you enter.

After you login you will be taken to your User Profile home page. At any point in time you need to get back to your user account, scroll to the top of any page and look in the black menu bar for your user name. It actually says, “Hello (user)”. Click on your name and you will be taken to your user account.

Click on the Edit tab to edit your profile. Once in the Edit view, you will see a block of vertical tabs/links: Contact Information, Demographics, EPSCoR Involvement, Institution, Data

Collection, and Account Information. Clicking on those tabs will take you to that information.

Edit  Your  User  Profile  

Contact  Information  

1. Click on the “Hello (username)” link at the top right of any page (after you are logged in

2. Click on the Contact Information tab if you are not already there.

3. Click on the Edit tab.

4. The red asterisk after a field means the data is required. You will not be able to save the form unless that field has acceptable data.

5. Your Username, Firs and Last, and E-mail address should be filled in, which came from when you requested your account.

6. The phone field (mobile and work) are optional as well as Work Address and

Professional Link.

7. Click Save to save your contact information.

Demographics  

NSF requires that we try to obtain demographic data on all our participants, including those attending EPSCoR sponsored events. Given such a requirement, it is OPTIONAL to you if you want to submit it or not. This data will be encrypted and disassociated from your name. Only the counts of the various entries will be submitted to NSF.

1. Select the appropriate radio button that best describes your demographics a. In the case where you have multiple disabilities, citizenships or races, select the one that best describes you.

2. Check the “I am a veteran” check box if you are a veteran

EPSCoR  Involvement  

Most  Senior  Project  Role  (Required)  

1. Select the one position type that best describes your involvement with EPSCoR. This list is defined by NSF Fastlane.

2. If a position type is not listed that better defines your involvement, select the Other option. a. Enter in the name that best describes your involvement

Project  Component  

Components are analogous to teams and are unique to each jurisdiction. Components can easily be changed by an administrator or Drupal developer.

1. Select the project component of which your are involved

2. Select multiple components if you are involved with more than one

3. If a component you are involved with is not listed, contact your administrator.

Boards  &  Committees

Select  which  board  or  committee  you  are  or  will  be  a  member  of.    

Please  select  which  committees  or  boards  you  will  be  a  member  of  

1. Select one or multiple (if applicable)

Participating  Date(s)  

1. Enter  the  date  you  officially  began  participating  in  EPSCoR.  

Hire  Date  

Enter  the  date  that  you  were  first  hired  by  EPSCoR  (if  applicable).  This  would  be  the   date  that  you  started  getting  paid.  

Are  you  paid  by  the  EPSCoR  grant?  

1. Select  Yes  or  No.    This  is  a  required  field.  

Do  you  participate  in  EPSCoR  research  more  than  160  hours  per  year?  

This ties into NSF Fastlane and refers to whether or not you put in more than 160 of effort in a year to this EPSCoR grant, whether you are paid or not.

1. Click the appropriate radio button with respect to the number of hours you participate in this EPSCoR grant in a year.

2. If yes: Please select the nearest person month of effort in EPSCoR.

3. Select  a  number  from  the  drop  down  box  and  round  up  or  down  to  the  nearest   month  of  funding  you  are  expected  to  receive.  

Please  describe  role  and  contribution  to  the  project.  

1. Include  information  about  what  you  are  doing,  in  which  projects,  who  you  are   working  with,  location,  dates  and  your  contribution.  

RCR  –  Responsible  Conduct  of  Research  

1. Click the “I have completed the RCR training” check box if you have taken either the inperson or on-line versions of the RCR training. a. RCR IN-PERSON: Enter the month, day and year of the date if you took the online course b. RCR IN-PERSON UPLOAD: upload a txt, word or pdf of your certificate c. RCR ONLINE: enter the date you took the RCR online training d. RCR ONLINE UPLOAD: attach the txt, word or pdf of your online RCR certificate

Institution  

1. Click the radio button of the institution you are affiliated with. The house icon denotes that institution is a Participating institution with respect to your EPSCoR jurisdiction.

The world icon denotes that that institution is not a participating institution. If your institution is not listed, click the “My institution is not listed (add a new institution) check box: a. Having clicked the ‘add new institution check box’ reveals additional fields unique to institutions b. Enter the name of the new institution c. Enter the abbreviation of the institution if there is one d. Leave the box checked for the add new institution. Unchecking it will take you out from this ‘add new institution’ fields e. Enter the country of the institution f. Provide a brief description g. Provide the URL

2. Department: enter in the name of the department for which you are affiliated.  

Data  Collection  

1. Check the “I plan to be collecting data through my research”

2. Has  this  user  been  put  in  touch  with  the  Data  Manager?  

Check  the  appropriate  button  for  your  situation.  This  will  send  notices  to  the  

EPSCoR  administrator  as  well  as  the  data  repository  manager.

Account  Information  

1. Username:  The  system  user  name  is  determined  by  the  website  administrator  upon   account  creation.  This  is  a  required  field  

2. Current  Password:  This  is  your  current  (non-­‐visible)  password  and  can  be  reset  by   clicking  on  the  "Request  new  password"  link  near  your  Current  password  field  or  by   entering  a  new  Password  in  the  two  fields  below  your  E-­‐mail  address.

3. E-­‐mail  address:  This  will  need  to  be  A  valid  e-­‐mail  address.  All  e-­‐mails  from  the   system  will  be  sent  to  this  address.  The  e-­‐mail  address  is  not  made  public  and  will   only  be  used  if  you  wish  to  receive  a  new  password  or  wish  to  receive  certain  news   or  notifications  by  e-­‐mail.  This  is  a  required  field.

4. Status:  This  determines  whether  or  not  you  or  a  user  can  login  to  the  system.  Leave   it  Active.

5. Roles: These roles are the technical Drupal roles created to designate who can see or access what. Different from Involvement, which is the role or hat one wears with respect to their participation within EPSCoR. The standard roles are: a. Anonymous  User:  This  role  is  used  for  users  that  don't  have  a  user  account  or   that  are  not  authenticated.   b. Authenticated  user:  This  role  is  automatically  granted  to  all  logged  in  users  

(simply  means  that  you  have  an  account  in  Drupal).  Faculty: A subset of

EPSCoR Administrator generally restricting the ability to edit other’s content c. Guest:  Very  limited  role  with  access  to  view  ERCore  module  functionality   only. d. Student:  Identical  to  Faculty  out-­‐of-­‐the-­‐box.  An  important  designation   technically,  but  left  up  to  the  jurisdiction  to  further  restrict  or  grant  access  to   specific  areas. e. Faculty:  A  subset  of  EPSCoR  Administrator  generally  restricting  the  ability  to   edit  other's  content f. Administrator  Staff:  A  subset  of  Site  Administrator  and  EPSCoR  

Administrator,  restricting  access  to  the  more  technical  aspects  of  Drupal  and  

EPSCoR  reporting g. Administrator:  Access  to  any  and  all  Drupal  capabilities

6. Flags:  Clicking  the  Receive  data  collection  notification  tells  the  system  to  send  you   an  email  when  a  new  user  has  registered  in  the  system  who  anticipates  collecting   data.

Participant  Date  

1. Click the “Show end date” check box if you are back-entering data and know the day that you or the user’s end participation date

2. Select the month, day and year of the day you started participating with EPSCoR

3. If you checked the “Show end date” box, a “to” date group will appear. Enter the last day of your participation with EPSCoR

4. Participant Date 2: use the second grouping of dates if you had at one time been participating, then ceased, and now are involved again. Enter your new start date of when you became involved the second time.

5. Click the “Show end date” box if you know the end date of your second involvement

6. Use the “Add another item” to add a PARTICIPANT DATE 3 group.

7. You can also rearrange the dates by a click-and-drag of the 4-way arrow icon to the left of the date group.

Administrative  Overlay  

Disregard  this  option  if  you  see  it.  

Upload  a  photo  

Click  on  the  Choose  file  button  to  browse  and  upload  a  photo.  

Locale  Settings  

Select your locale setting. This will configure Drupal to show date and time to your location.

SAVE  

Click  the  Save  button  when  you  are  done.  If  any  required  fields  are  incorrectly  or  not   answered,  an  error  message  will  be  displayed  at  the  top  of  the  page.  Read  it  and  address   the  issue.  If  for  some  reason  you  cannot  address  the  issue,  call  your  EPSCoR  administrator   or  your  Drupal  web  site  manager  for  help.

Entering  Reporting  Data  

 

This  guide  is  written  with  the  assumption  that  you  are  working  with  a  default  ER-­‐Core   installation.  Logged  in  userss  will  see  a  black  menu  across  the  top  of  the  browser,  just   under  the  tabs  of  the  browser.  The  default  ER  Core  installation  will  show  this   administrative  menu  and  this  guide  is  written  assuming  it  is  visible.  Each  jurisdiction  will   have  the  option  to  change  the  layout  of  the  site  and  how  menus  look  and  are  placed.  

 

The  4th  link  from  the  left  in  the  black  administration  menu  is  Content.  Hover  your  mouse   over  the  link  to  see  nested  drop  down  menus.  Hover  over  the  Add  Content  link  to  expand   yet  a  2nd  nested  menu  list  that  contains  links  to  the  default  forms  that  come  with  standard  

Drupal  installation,  plus  links  to  the  ER  Core  reporting  forms,  and  custom  jurisdictional   forms.  

 

Hover  over  the  Content  link  to  show  the  expanded  menu  and  click  on  the  Add  Content  link.  

You  will  see  a  page  that  has  the  various  types  of  content  you  can  add  grouped  into  the   headings  of  Drupal  Conent,  EPSCoR  Reporting  Categories,  and  Jurisdictional.  

 

Drupal  Content  is  the  type  of  content  that  Drupal  comes  with  during  a  standard  installation   such  as  article,  page,  blog,  image,  etc.  Your  jurisdiction  can  add  or  remove  items  from  this   group.  

 

EPSCoR  Reporting  Categories  are  the  content  types  that  come  with  the  ER-­‐Core  module  

  and  represent  the  minimal  reporting  requirements  to  populate  the  reporting  tables.  

The  Jurisdictional  group  includes  items  that  are  optional  or  custom  to  that  jurisdiction.  

During  installation  your  Drupal  expert  has  the  option  to  install  ER-­‐Core  sub-­‐modules  or  not.  

 

These  sub-­‐modules  are  optional  and  when  installed  will  appear  in  this  group.  

Calendar  Event  

The  Calendar  Event  and  External  Engagement  content  types  are  unique  content  types,  i.e.,   they  have  their  respective  forms  and  views  but  they  are  linked  to  each  other.  The  general   process  is  to  enter  a  calendar  event  and  denote  whether  or  not  the  event  will  be  attended  

  or  not  by  the  public.  If  it  is,  then  the  external  engagement  form  will  be  made  available  after   the  event  has  passed  in  time.  To  get  to  the  external  engagement  form  you  visit  the  calendar   event  and  look  for  the  external  engagement  link  down  near  the  bottom  (specific  steps   outlined  below).  

A  Calendar  Event  (node)  is  the  typical  data  that  represents  an  event.  The  External  

Engagement  data  (node)  is  linked  to  a  specific  Calendar  Event  when  the  event  will  be   attended  by  non-­‐EPSCoR  participants  and  includes  the  counts  by  demographic  breakout  of   the  public  that  attended  the  event.  

 

To  create  a  Calendar  Event:  

1. Find  the  Calendar  Event  link  from  within  the  Add  Content  drop  down  from  the  black   administrative  menu  or  on  the  Create  Content  page.    

2. Title:  Enter  the  title  of  the  event  

3. Date:    Enter  the  date  of  the  event   a. Show  End  Date:    Click  the  Show  End  Date  box  if  you  want  to  designate  this   event  with  an  ending  period  or  time.   b. Click  the  Repeat  box  if  this  event  recurs  on  a  regular  schedule  

4. EPSCoR  Organizers:    type  in  the  first  or  last  name  of  the  point  of  contact  or   organizer  for  this  event.    This  person  must  be  an  EPSCoR  participant  (registered  in   the  system).  

5. Event  Type:    Select  from  the  drop  down  list  the  type  of  event  this  will  be.  

6. URL:    enter  the  link  to  the  event  if  it  is  represented  by  another  web  site  

7. Will  this  event  be  attended  by  non-­‐EPSCoR  participants:    click  the  appropriate   radio  button.    Clicking  Yes  will  link  the  External  Engagement  form  and  data  to  this   event.   a. Note:    an  email  will  be  sent  to  the  point  of  contact  informing  them  that   external  engagement  data  will  need  to  be  captured,  which  will  include  an  

Excel  template  to  assist  with  collecting  that  data.   b. External  Engagement  data  will  be  discussed  in  detail  following  this  Calendar  

Event  section  

8. Abstract  or  Short  Description:    write  a  short  description  or  abstract  of  the  event.  

9. Attach  Flier:    click  the  Browse  button  to  attach  a  flier  or  additional  file  for  the  event.  

10. Address:    Enter  the  address  of  the  event  if  there  is  one  

11. Building  (Room  Number):    Enter  the  building  and  room  number  if  there  is  one  

12. Save:    Click  Save  when  you  are  done.  

 

Collaboration  

A  collaboration  is  defined  as:  

a  set  of  activities  leading  to  a  definable  outcome  such  as  shared  use  of  data,   presentation  of  results,    publications,  patents,  outreach,  etc.  

 

 

There  are  two  steps  needed  to  accurately  report  on  a  collaboration.    The  first  step  is  to   describe  the  collaboration.  Give  the  collaboration  a  title,  attach  the  relevant  dates,  and   provide  a  description  of  the  effort.  The  second  step  is  to  attach  the  names  of  the   collaborators.  We  ask  that  you  provide  their  full  name,  institution,  and  role  (“Participant”   or  “Collaborator”).  If  the  person  has  a  log-­‐in  into  the  system,  you  may  enter  their  name  into   the  user  lookup  field  and  use  the  information  as  provided  in  their  user  profile.    

Creating  a  Collaboration  

1. To  begin,  click  on  the  Collaboration  link  from  the  Add  Content  page.    

• Title:  Some  of  the  activities  under  the  collaboration  definition  we  provided   above  may  not  have  a  clearly  defined  "title".  Nevertheless,  we  ask  that  you   provide  some  kind  of  semi-­‐descriptive  blurb  that  will  be  used  in  reference  to   the  collaborative  effort,  e.g.  "Visualization  and  Scientific  Computation",  

"Survey  of  Statewide  K-­‐12  STEM  Programs",  "Wentworth  Core  Genetic  

Facility",  and  so  on.  

• Project  Component:  Project  components  are  meant  to  describe  a  certain   branch,  component,  team,  or  department  within  your  EPSCoR  jurisdiction.  

This  list  is  populated  by  the  administrator  running  your  site,  and  will   therefore  be  specific  to  your  EPSCoR  jurisdiction  (or  "Project").  Select  the   components  that  this  collaborative  activity  falls  under.  

• Dates:  Please  provide  the  dates  during  which  the  collaboration  took  place.  If   the  collaboration  is  still  active,  simply  do  not  provide  the  "end"  date.  

• Description:  Please  provide  a  brief  summary  of  the  collaborative  effort,  the   general  roles  of  the  people  involved,  and  any  other  relevant  contextual   information.  Address  why  you  are  engaged  with  the  individuals  at  the  other   institutions  and  how  their  expertise  enhances  or  benefits  your  EPSCoR   efforts.  

Once  you  have  filled  out  the  necessary  information  in  this  form,  submit  the  form  and   proceed  to  step  two.  

2. Once  the  collaboration's  descriptive  information  has  been  entered  (step  one),  you   should  automatically  be  directed  to  the  page  that  displays  the  information  that  you   just  entered.  There  should  be  a  section  labeled  "Collaborators"  on  the  right  hand   side  of  the  display,  and  a  link  labeled  "Add  a  name  to  this  collaboration".  Click  on  

  this  link  to  be  brought  to  a  new  form.  

This  form  allows  you  to  attach  the  name  of  an  individual  to  the  collaboration  we  set   up  in  step  one.  Please  note  that  in  order  to  attach  an  institution  to  your   collaboration  you  must  first  list  the  name  of  the  collaborator  from  that  institution.  

That  is  to  say,  a  collaboration  may  involve  individuals  at  institutions,  but  may  not   reference  a  institutions  directly.  If  you  wish  to  attach  an  institution  to  your   collaboration,  please  enter  the  name  of  the  primary  contact  at  that  institution.  

• User  Lookup:  This  section  allows  you  to  attach  the  name  of  a  person  that  has  a   log-­‐in  into  the  system,  and  additionally  it  provides  you  with  a  mechanism  to   automatically  fill  out  the  rest  of  the  form  based  on  the  information  provided  in   their  user  profile.  There  are  a  few  simple  steps  involved  when  using  the  user   lookup  section.  

The  User  Lookup  text-­‐field  has  a  special  feature  that  allows  you  to  search  for  a   user  in  the  system.  Begin  by  typing  in  the  name  of  the  person  you  are  looking  for.  

You  should  then  see  a  little  blue  circle  start  to  spin  in  the  far  right  side  of  the   text-­‐field,  this  indicates  that  it's  searching.  When  the  circle  stops  spinning  

(which  may  take  a  few  seconds),  a  little  panel  should  be  displayed  directly  below   the  text-­‐field  that  will  contain  the  names  of  people  in  the  system  that  match  what   you  typed  in.  Click  on  one  of  the  displayed  names  in  order  to  lock  in  your   selection.  A  button  labeled  "Auto-­‐fill  fields  below"  should  appear  once  you  have   locked  in  your  selection.  Clicking  this  button  will  reload  the  form  with  the  user's   information  automatically  filled  out.  

If  the  blue  disc  stops  spinning  and  no  names  appear,  then  it  is  likely  that  the   person  does  not  have  a  user  log-­‐in  into  the  system,  and  in  which  case  you  should   delete  the  name  from  the  User  Lookup  field  and  proceed  to  the  Manual  Entry   section  below.  

• Manual  Entry  Section:  This  information  needs  to  be  filled  out  for  every  person   you  wish  to  add  to  the  collaboration.  Note:  This  information  may  have  been  filled   out  for  you  if  you  used  the  "Auto-­‐fill  fields"  feature  described  above  in  the  User  

Lookup  section.  

• Name:  Provide  the  full  name  of  the  individual.  This  should  be  the  name  of  a   person,  and  not  a  location,  place,  establishment,  etc.  

• User  Status:  The  user  status  determines  how  the  system  should  count  this   individual  in  our  reports.  There  are  two  criteria  that  must  be  met  in  order  to  be   considered  a  Participant  (according  to  NSF),  those  are:   a. The  individual  must  contribute  more  than  160  hours  per  year  to  EPSCoR   b. The  individual  must  belong  to  a  Participating  Institution  (an  institution   within  EPSCoR  i.e.  your  local  Universities)  

If  the  user  does  not  meet  both  these  criteria,  then  they  should  be  considered  a  

Collaborator.  

• Institution:  Please  select  the  institution  that  the  person  was  working  from   during  the  collaboration.  A  person  may  belong  to  several  institutions,  and  may   collaborate  from  one  of  many.  Select  the  institution  that  is  appropriate  for  this   collaboration.  

If  you  are  looking  for  an  institution  but  not  finding  it  on  the  list,  select  the  "The   institution  is  not  listed  here"  checkbox  to  expand  the  form  to  include  several   new  fields.  These  fields  ask  that  you  provide  information  about  the  new  

Institution.  Fill  them  out  to  the  best  of  your  ability.  Please  double-­‐check  the  list   of  institutions  already  listed  before  adding  a  new  one  to  the  list.  

• Institution  Department/Unit:  We  provide  you  with  the  option  of  including  the  

Department  that  the  person  is  collaborating  from.  Please  note  that  the  system   counts  two  different  departments  from  the  same  University  to  be  two  distinct  

"institutions"  (as  defined  by  NSF).  This  plays  a  part  in  how  we  count  up  the   collaboration  information  in  our  reports  to  NSF.  

After  you  have  completed  and  saved  this  form,  you  will  be  returned  to  the  main   page  for  the  collaboration.  You  can  then  add  another  name  to  the  collaboration   by  clicking  on  the  "Add  another  collaborator"  link  located  in  the  Collaborators   section  on  the  right  side  of  the  page.  

External  Engagement  

If  you  clicked  the  "This  event  will  be  attended  by  non-­‐EPSCoR  attendees"  radio  button,   several  'things'  will  be  put  into  motion.  First  a  notification  24  hrs  before  and  after  the  event   will  be  sent  to  the  point  of  contact  (POC)  as  identified  in  the  Event  form.  This  notification   will  inform  the  POC  the  NSF  requirement  to  collect  the  data,  and  include  an  Excel  template   to  assist  with  collecting  the  data.  Additionally,  once  an  event  is  identified  as  being  an  

External  Engagement,  the  Event  will  be  denoted  as  "This  content  needs  review"  next  to  the  

  title  until  the  external  engagement  data  is  submitted.  

To  add  External  Engagement  data  to  an  event:  You  can  upload  the  External  Engagement   template  file,  or  you  can  input  the  values  manually  into  the  External  Engagement  form.  

 

Both  methods  will  be  explained  below.  

There  are  two  options  for  adding  External  Engagement  data  collected  from  a  calendar   event:

1. Click  the  Add  Attendee  Data  link  at  the  bottom  of  the  Calendar  Event  View  (after  the   event  has  been  saved).

2. Calendar  Event:  This  is  an  auto  lookup  field  and  should  be  linked  to  the  event  at   hand.  There  is  a  one-­‐to-­‐one  relationship  between  Events  and  EE  data.  If  the  title  of   the  event  is  not  showing,  start  typing  in  the  title  and  the  lookup  will  search  for   similar  names.  Once  the  name  is  found,  click  on  it  to  enter  it  into  the  field.

There are two options to add attendee data:

Upload  a  completed  Excel  sheet:  One  way,  and  perhaps  the  easiest,  to  attach  External  

Engagement  data  to  an  event  is  to  use  the  Upload  a  completed  Excel  Sheet  method.  After  an   event  is  created  and  designated  an  External  Engagement  event,  an  email  will  be  sent  to  the  

POC  along  with  an  External  Engagement  Excel  template.  The  POC  can  then  print  out  this   sheet  to  be  sent  around  to  the  event  participants  to  be  filled  out,  or  the  POC  can  count  and   estimate  the  demographics  of  the  event  participants  him  or  herself.  After  the  event,  the  POC  

can  complete  the  template  working  at  their  PC  and  save  that  file  locally.  Once  saved,  this   file  can  be  uploaded  to  the  system  and  the  system  will  read  in  those  values  -­‐  given  that  the   form  was  not  altered  in  format.

1. Click  the  "I  WANT  TO  UPLOAD  A  COMPLETED  EXCEL  SHEET"  and  the  information   will  expand.  Download  the  External  Engagement  Reporting  Sheet  and  fill  out  the   data  at  your  event.  Once  the  sheet  is  completed  you  may  then  upload  the  excel  sheet   below,  and  the  system  will  do  the  rest.

2. After  you  have  uploaded  your  completed  excel  sheet  you  may  skip  the  "I  WANT  TO  

ENTER  ATTENDEE  FIGURES  MANUALLY"  section.  Click  "Save"  at  the  bottom  of  the   form.

Enter  attendee  figures  manually:  Alternatively,  you  can  enter  in  the  counts  individually.  

After  linking  this  EE  data  to  a  specific  event  click  the  groups  to  expand  or  contract  them  as   necessary:  Click  on  "I  WANT  TO  ENTER  ATTENDEE  FIGURES  MANUALLY"  and  the   information  will  expand.  

1. Total:  click  on  Total  to  see  the  automatically  summed  totals  for  the  individual  values  

(after  the  EE  data  has  been  saved).  If  no  values  are  present,  no  data  has  been   entered.  

Values  are  estimated:  click  the  Values  are  estimated  box  to  indicate  that  the  counts   being  entered  are  estimated  by  the  POC.

2. Click  through  the  various  headings  to  expand  and  enter  data  for  those  specific   categories

3. Click  save  when  you  are  done.

Proposals  and  Grants  

Entering  your  current  and  pending  support  is  a  multi  step  process,  depending  on  whether   or  not  any  EPSCoR  participants  listed  on  the  grant  have  salaries  that  are  supported  by  the   grant,  and  if  there  is  more  than  one  EPSCoR  member  listed  on  the  grant.  If  no  one  listed  on  

  the  grant  is  receiving  salary  support,  and  there  is  only  one  person  listed  on  the  grant,   entering  a  grant  is  a  single  step  process.  

1. To begin, choose the Current and Pending Support link from the Add Content link of the left hand navigation list. Scroll down and look for the "Current and Pending Support" link. Once in the Create Current and Pending Support form:

Note  1:  Do  not  enter  data  to  represent  the  EPSCoR  grant,  but  all  other  grants  are   required  regardless  of  funding  agency  or  amounts  

Note  2:  NSF  also  requires  that  you  enter  data  on  grants  that  have  been  declined   while  you  are  an  EPSCoR  participant

1. Title:  Enter  the  official  title  of  the  grant

2. EPSCoR  Participants  listed  on  the  Grant:  Enter  the  names  of  all  the  EPSCoR   participants  listed  on  the  grant.  This  is  a  look-­‐up  field.  Start  typing  in  the  first   or  last  name  of  the  participant  and  give  the  little  blue  wheel  a  chance  to   search  the  database.  If  the  name  does  not  appear  in  the  drop  down  choices,   try  again  using  the  other  name.  If  it  still  does  not  appear,  that  person  is  NOT   has  not  registered  with  the  EPSCoR  web  site  and  needs  to  do  so.  In  the   meanwhile,  you  can  enter  that  participant's  name  in  the  Non-­‐EPSCoR  

Participants  section  directly  below.

3. Non-­‐EPSCoR  Participants  listed  on  the  Grant:  List  all  the  other  non-­‐EPSCoR   participants  on  the  grant  in  this  section.  Please  note  that  this  representation   of  the  grant  is  for  internal  reporting  purposes.  We  do  not  need  to  know  who   is  the  PI  on  record,  hence  we  don't  ask  for  that  designation.

4. Salary  Support:  If  ANY  EPSCoR  members  listed  on  the  grant  receive  salary   support  from  this  grant,  check  the  appropriate  radio  button

5. Source  of  Support:  Enter  the  name  of  the  funding  agency

6. Please  Categorize  the  nature  of  the  Source  of  Support:  Select  one  of  the  3   choices

• Other  NSF:  key  word  "other".  Do  not  list  this  NSF  EPSCoR  grant.  List  all   other  NSF  grants  you  may  have.

• Other  Gov:  List  all  other  federally  funded  grants  you  may  have

• Other:  List  all  other  grants  not  federally  funded  (state,  local,  university,   private,  etc.)

7. Amount  Requested:  Enter  the  original  amount  requested.

8. Status:  Select  the  appropriate  status  of  the  grant.

• Pending:  If  you  select  Pending,  please  enter  the  Date  of  Pending  

Notification

9. Date  Submitted:  Enter  the  date  you  submitted  the  grant

10. Location:  Enter  the  primary  location  of  where  the  research  will  be  conducted.

11. Brief  Description  of  Proposed  Work:  Enter  the  summary  or  the  abstract  of   the  Proposed  work  to  be  done  for  that  grant.

12. Save:  Click  the  Save  button  to  save  your  work.  This  form  will  not  be  able  to  be   partially  completed.  All  required  fields  are  necessary  to  be  completed  in   order  form  to  be  saved.

If  you  are  the  only  researcher  listed  on  the  grant,  and  you  do  not  receive  salary  support  

  from  this  grant,  you  are  done  and  do  not  need  to  proceed  to  step  2.  

2. Participant  Effort  is  the  effort  each  researcher  listed  on  the  grant  states  that  they   will  devote  in  time  (#  cal  months,  academic  months,  or  summer)  to  do  the  proposed   research.  This  value  has  nothing  to  do  with  whether  or  not  you  receive  salary   support  or  not.  A  "Needs  Review"  will  show  in  each  row  of  the  table  for  the  

  researcher  who  have  not  entered  in  their  effort.  

For  each  researcher:  

1. Edit:  Click  the  edit  button  to  enter  in  the  Funded  Effort  and  number  of   associated  Months  for  the  researchers  

2. Award  Title:  Award  Title  will  be  automatically  filled  with  the  name  of  the   grant  to  which  you  just  navigated  from,  OR,  if  blank,  start  typing  in  the  name   or  title  of  the  grant  to  which  you  need  to  link  this  funded  effort  to.  

3. Individual  Funded  Effort:  Enter  in  the  number  of  months  from  0  -­‐  12  the   number  of  months  the  Funded  Effort  is/will  go  towards.  For  all  participants   listed  who  do  not  receive  salary  support,  enter  0  for  Funded  Effort.  

4. Funding  Amount:  Enter  the  Funding  Amount  ($)  for  which  the  Funded  Effort   covers.  If  you  do  not  receive  salary  support,  enter  0  for  Funding  Amount.  

5. Save:  Click  Save  when  done.  

 

After  you  click  Save,  you  will  be  returned  to  the  View  for  that  Grant.  Repeat  steps  1  -­‐  5  of  

Funded  Effort  above  for  each  participant  listed  on  the  grant.  Until  Funded  Effort  data  is   entered  for  each  participant,  the  grant  will  be  in  "Draft"  status  and  be  denoted  by  the  "This   content  needs  review"  caption.  

Highlight,  Institution,  Internet  Dissemination,  Other  Research  Products,  Patent,  Poster,  

Presentation,  Publication  

From any page in the site, and once you have logged in, click the Add Content link from the top left hand side navigation list or from the Content link in the black menu bar across the top.

From there choose the data category you wish to enter data for. We are grouping the data categories for Highlight, Institution, Internet Dissemination, Other Research Product, Patent,

Poster, Presentation and Publication together because these forms are straight forward and the method to enter data for any one of these can be generalized.

1. Select a data category

2. Title: Enter the title

3. EPSCoR Participants: use the auto look-up to attach EPSCoR Participants

4. Non-EPSCoR Participants: use this field to attach non-EPSCoR participants

5. Date: Enter the year, month and date as appropriate

6. Description: enter a short description of the data content at hand.

7. Other, data category-specific fields: the fields will vary for the different data categories. Fill them out as appropriate. Some will be required. Other fields will not be required but please remember that more information is better, and that the data will only be as good as the data you enter.

8. Save: click save when done.

Viewing  and  Downloading  Reporting  Data  

After logging in a black menu bar will appear across the top of the screen. The default ER Core installation will show this administrative menu and this guide is written assuming it is visible.

Each jurisdiction will have the option to change the layout of the site and how menus look and are placed. This guide is written with the assumption that you are working with a default installation.

The 1 st

link from the left in the black administration menu is EPSCoR. Hover your mouse over the link to see nested drop down menus. Hover over the Content link to expand yet a 2 nd

nested

  menu list that contains links to every form that has been filled out sorted by type.

Once you have selected the type of content you wish to view by clicking on it, you will be directed to the appropriate page. This page will display a list of all pages containing your

  selected content as well as giving you filtering options at the top of the page.

If you wish to download the reporting data in excel format, you will find a link on the bottom of the page that reads “XLS”. Clicking on “XLS” link will automatically begin the download.

 

Editing  Reporting  Data

Make sure you are logged into the website and have the appropriate permissions to edit data.

Once logged in use the same menu used to view data to find the entry to edit.

Once the entry to edit has been located click on its title to view the entry. Then click on the

EDIT tab underneath the title. This will reopen the node and allow you to make changes to it.

Once you are done with your changes you can save them by clicking on the save button at the

 

bottom of the page.

 

Common  Drupal  Terms  

Auto  Lookup

 –  a  field  on  a  form  that  searches  for  data  already  in  the  database  such  as  a  

User’s  name.    If  you  were  to  start  typing  “dav”  of  David  Kimball,  the  blue  wheel  to  the  right   of  the  lookup  field  starts  to  spin  as  it  is  searching.    When  the  search  is  complete,  the  search   results  are  displayed  in  a  list  directly  below  the  lookup  field.    Use  your  mouse  or  tab  down   to  select  one  of  the  results.    Click  on  it  to  enter  that  result  to  the  field.    Note,  even  though   you  can  type  in  any  string  of  text,  unless  there  is  a  match  (search  result  hit)  and  you  select   it  from  the  list,  the  form  cannot  be  saved.    If  you  are  searching  for  a  name  of  someone  who   is  a  project  member,  for  example,  and  the  name  does  not  appear,  you  may  be  misspelling   the  name,  or  that  person  does  not  have  a  User  Profile.    

Content

 –  Content  refers  to  the  information  or  data  that  Users  input  into  Drupal  through  

Forms.  

Content  Type

 –  A  content  type  is  one  of  the  more  technical  terms  used  to  specify  the   different  groups  of  content  Drupal  can  collect.    Examples  of  Content  Types  are  event,  page,   blog,  image,  collaboration,  presentation,  publication,  etc.  

Custom  Module  

A  custom  module  is  a  Drupal  Module  that  is  written  in  the  PHP  programming  language  that   has  not  been  adopted  by  the  Drupal  Association  for  general  release  and  made  available  at  

Drupal.org.    Typically  custom  modules  are  written  for  the  unique  needs  for  certain  groups.    

In  our  case,  we  are  developing  a  custom  module  named  the  ER-­‐Core  and  its  functionality   will  be  useful  only  to  EPSCoR  administrators.  

Drupal  

Drupal  is  a  free  and  open-­‐source  content  management  framework  (CMF)  written   in  PHP  and  distributed  under  the  GNU  General  Public  License.  

 Field  

A  Field  is  an  element  of  a  Form  where  data  is  entered.    Fields  can  include  such  items  as  

Dates,  Titles,  text  boxes,  etc.  

Form  

A  form  is  the  web  interface  that  allows  Users  to  input  information  or  data.    Each  Content  

Type  will  have  a  form  associated  with  it.    The  term  form  is  rather  generic.  

Module  

A  module  is  a  packaged  group  of  PHP  code  that  allows  users  to  do  specific  defined  actions.    

Drupal  is  built  on  the  premise  that  web  site  developers  and  managers  can  easily  download   a  module  and  turn  it  on  to  gain  quick,  easy  access  to  functions  that  web  sites  typically   utilize.    There  are  thousands  of  modules  to  choose  from.    Example  of  typical  modules  are   calendar,  image  gallery,  event  registration  forms,  etc.  

Node  

A  Node  refers  to  the  group  of  information  or  data  that  comes  into  the  database  through  a   form.    If  you  wanted  to  create  an  Event,  the  Event  Node  would  be  all  the  information  that   the  user  can  input  through  the  Event  form  about  that  specific  event.    Each  time  a  new  event   is  created  it  is  assigned  a  unique  Node  ID,  which  is  used  to  differentiate  Events  or  nodes.    In  

the  case  of  events,  the  database  can  collect  unlimited  events,  or  event  nodes,  each  one  being   unique,  and  just  as  Events  have  nodes,  so  do  each  of  the  other  Content  Types.  

Roles  (Drupal)  

(Drupal)  Roles  are  the  names  of  the  types  of  Users  with  respect  to  the  web  site  and  Drupal,   not  EPSCoR.    A  Drupal  role  is  defined  by  the  site  administrator  and  represent  the  various   groups  of  people  that  will  be  using  the  site.    For  each  role  privileges  will  be  assigned  giving   or  restricting  access  to  various  functions  of  the  site.    Typical  Drupal  Roles  are  

Adminsitrator,  EPSCoR  Administrator,  Faculty,  Student,  Committee  Member  and  Public.    

This  approach  allows  new  Users  to  be  assigned  appropriate  access  to  the  site  quickly  and   confidently.    NSF  defined  (EPSCoR)  roles  are  different  and  often  confused.    

User  Profile  

The  User  Profile  is  the  data  or  information  that  is  associated  with  a  User.    It  is  in  the  User  

Profile  where  the  User’s  real  name,  user  name,  password,  photo,  EPSCoR  roles,   involvement,  contact  information,  demographics,  etc.,  is  kept.  

User  Privileges  

User  privileges  are  the  set  of  access  or  restrictions  to  the  various  functions  of  the  site.    For   each  content  type  one  can  define  who  can  see,  edit,  delete  or  create  new  and  whether  or   not  you  need  to  be  logged  in  or  not  to  do  so.    User  privileges  are  grouped  by  roles  to  allow   the  site  administrator  to  quickly  assign  or  restrict  access  to  common  types  of  users.  

View  

A  View  is  the  web  page  that  displays  a  node,  or  the  information  or  data  that  has  been  input   through  a  form.    Typically  after  you  enter  data  or  information  through  a  form  and  click  Save,   the  View  will  follow  allowing  you  to  see  what  you  just  entered.  

 

Widget  

A  widget  is  a  generic  term  that  describes  items  on  a  form  that  does  a  specific  function.    A   common  widget  is  the  calendar  widget.    The  calendar  widget  has  both  the  little  fields  for   day,  month  and  year,  where  you  can  enter  that  data  manually  or  you  can  click  a  day  on  a   mini-­‐calendar.  

 

Key  Term  NSF  Definitions  and  the  Criteria  in  the  System  that  Defines  These  Terms  

Note  on  Definitions  

The  following  are  a  few  key  terms  used  in  EPSCoR  reporting,  which  may  or  may  not  be   defined  by  NSF,  yet  must  be  and  have  been  defined  by  the  ER-­‐Core  collaborative  group  in   order  for  the  Drupal  ER-­‐Core  to  properly  handle  this  data.    EPSCoR  administrators  must   understand  the  ER-­‐Core  criterion  in  order  to  have  confidence  in  the  data  and  manage  it   properly.      

Participant  (NSF)  

Participants  are  members  of  the  project  who  contribute  in  an  ongoing  and  regular  basis.  

 

They  can  be  paid  or  unpaid  and  are  involved  in  activities  funded  by  the  project.  

Note,  in  the  absence  of  a  formal  NSF  definition  of  a  Participant  of  EPSCoR,  the  ER-­‐Core  

Drupal  Committee  defines  a  Participant  as  

3) needs  to  be  housed  at  one  of  the  partnering  institutions  as  defined  by  the  RII,  and,  

4)  contribute  equal  to  or  greater  than  160  hours  (one  person  month)  in  a  year  

(reporting  period).  

Participant  (ER -­‐Core)  

Once  the  user’s  account  meets  the  following  criteria,  the  system  adds  1  to  the  appropriate   category  in  Table  A  -­‐  Participants.    The  criteria  is:    

• User  must  be  marked  as  Active  

• User  must  have  the  “Authenticated  EPSCoR”  user  role  

• User  must  belong  to  a  Participating  Institution  

• User  must  contribute  at  least  160  hours  per  year  (1  person-­‐month  of  effort)  

Participating  Institution  (NSF)  

Participating  institutions  are  those  institutions  that  receive  direct  support  from  the  RII   award  including  sub-­‐awards.  

Participating  Institution  (ER-­‐Core)  

Institution  node  must  be  marked  as  participating  (checkbox,  an  administrative  function).    

For  each  institution  that  has  its  “participating”  field  checked,  the  system  is  then  able  to   properly  place  participants  in  Table  A,  by  institution.  

Collaboration  (NSF)  

NSF  does  not  formally  define  what  a  collaboration  is  for  EPSCoR.  

 

Note,  in  the  absence  of  a  formal  NSF  definition  of  a  collaboration  for  EPSCoR,  the  ER-­‐Core  

Drupal  Committee  defines  a  collaboration  as  a  set  of  activities  between  a  participating   institution(s)  and  non-­‐participating  institutions,  organizations  or  agencies  that  lead  to  a   definable  outcome.    In  a  collaboration,  each  party  contributes  intellectually  and  brings   complementary  capabilities  and  resources.    Examples  can  include  activities  such  as   research  projects,  outreach  events,  database  development  or  web  dissemination  of   research  data  and  results.  

Collaboration  (ER-­‐Core)  

A  collaboration  is  the  composition  of  2  different  elements.    Each  of  these  elements  have   criteria  that  must  be  met.    Once  all  the  required  elements  meet  the  criteria,  a  collaboration   is  established  and  a  count  of  1  is  added  to  Table  C  -­‐  Collaborations,  regardless  of  how  many  

EPSCoR  researchers  participate  in  the  collaboration.    The  following  is  a  list  of  the  required   elements  for  a  collaboration:  

1. Non-­‐participating  Institution  (see  above  criteria  to  be  counted  as  participating)  

2. Text  fields  that  describe:   a. Title   b. Description  of  work  and  contribution  to  the  RII   c. Start  date   d. Name  of  at  least  one  EPSCoR  participant     e. Name  of  at  least  one  EPSCoR  research  component  or  project   f. Names  of  collaborators  (see  definition  of  collaborator  below)   g. Department  for  each  named  collaborator  

 

Collaborator  (Drupal  Committee)  

NSF  does  not  formally  define  what  who  a  collaborator  is  for  EPSCoR.  

Note,  in  the  absence  of  a  formal  NSF  definition  of  who  a  collaborator  is  for  EPSCoR,  the  ER-­‐

Core  Drupal  Committee  defines  a  collaborator  as  a  researcher,  faculty  level  or  equivalent,   who  significantly  contributes  (intellectually,  labor)  to  the  project  

less  than  160  hrs/yr

.    A   collaborator  may  or  may  not  be  housed  in  a  participating  institution.      

Collaborator  (ER-­‐Core)  

A  collaborator  contributes  less  than  160  hrs  of  effort  during  the  (reporting  period)  year.    

This  value  is  set  in  the  user  profile  within  the  Involvement  tab.    A  collaborator  may  or  may   not  be  housed  at  a  participating  institution.  

 

Collaborator  names  are  simply  text  fields  and  part  of  the  Collaboration  Content  Type,  not   formal  roles  assigned  within  a  default  installation  of  the  ER-­‐Core.    For  each  name  that  is   listed  as  a  collaborator  in  a  completed  collaboration,  the  system  counts  1  and  adds  that  to  

 

Table  C  -­‐  Collaborations.  

The  default  ER-­‐Core  role  options  do  not  include  a  Collaborator  Role.    This  is  left  up  to  the   jurisdiction.    We  suggest  using  the  Guest  Role  to  allow  collaborators  access  to  the  system.      

New  Investigator  (NSF)  

New  investigators  are  those  at  the  faculty,  junior  faculty,  and  post  doc  level  who  are  new  to   the  RII  project  during  the  reporting  period.  

 

New  Investigator  (ER-­‐Core)  

New  Investigators  are  Participants  assigned  with  Post  Doc  or  Faculty  roles  who’s  start  date   is  less  then  365  days  from  the  most  recent  reporting  period.    For  each  user  who’s  profile   meets  the  below  criteria,  the  system  counts  1  and  adds  it  to  Table  B  -­‐  Participants.      

In  order  for  the  system  to  count  a  user  as  a  new  investigator,  the  following  criteria  must  be   met:  

1. Be  an  active  system-­‐defined  participant    

2. Have  the  faculty  or  Post  Do  role  assigned  

3. Have  the  difference  between  the  most  recent  reporting  period  and  the  user’s  start   date  be  less  than  365  days.    

Project  Start  Date  (ER-­‐Core)  

The  start  date  is  set  by  administration  after  the  installation  of  the  ER-­‐Core  in  the    

EPSCoR  Reporting  Module  Settings  page  accessed  from  the  black  menu  (default  install)   under  Configuration/EPSCoR/EPSCoR  Reporting  Module  Settings.    It  is  arbitrarily  set  and   can  be  changed  at  any  point.  

Reporting  Period  (ER-­‐Core)  

The  Reporting  Period  uses  the  Year  of  the  Start  Date,  plus  a  month  (arbitrarily  set  by   administration),  and  the  first  day  of  that  month.    The  Reporting  Period  starting  month  is  set   in  the  EPSCoR  Reporting  Module  Settings  page  accessed  from  the  black  menu  (default   install)  under  Configuration/EPSCoR/EPSCoR  Reporting  Module  Settings.    The  Reporting  

Period  starting  day  is  1  and  cannot  be  changed.  

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