Departments
Data limits
What a department can see of its faculty’s CVs, what it never sees, and what faculty can check. These limits hold on every plan.
In short
- Home addresses, personal phones, private notes and private entries are never shown to the department.
- Faculty can see who opened their CV, and when.
- Peer comparisons use public data only, never anyone’s CV.
Never shown to the department
- Home addresses and personal phone numbers.
- Private notes (the CV’s note pad).
- Any entry its owner marks private.
- The raw text and the evidence kept from importing a Word CV.
- Other versions of a CV and saved NIH biosketches. The department sees only the owner’s main CV.
These are left out before anything reaches a department page, a Word file, a zip, a CSV or a report. A CV that cannot be read shows nothing at all.
Logged, and faculty can see it
- Every time someone in the department opens a faculty member’s CV, and each section they read.
- Every Word download of a CV, alone or in a zip of several.
- Every report download that includes them.
- Every read by a department system through an API token, naming the token and who made it.
Faculty see each of these on their account page, with who did it and when. The ScienceDex team can open an account read-only to help; that is logged too.
How each person uses ScienceDex
- The Utilization report counts each faculty member’s sign-ins, CV updates, own downloads and accepted updates.
- The User access report lists each person’s role, invite and last sign-in date.
Both show counts and dates, never what changed in a CV. Each run that includes a faculty member shows on their account page.
Alerts and researcher search
- The Alerts page lists the papers, grants and awards new in each faculty member’s CV, with the day alerts first saw each, and grants that end in the next 6 or 12 months.
- It reads CVs as the department sees them, so an entry marked private never shows and never counts.
- An admin’s weekly alerts email holds counts and links only, never names or titles.
- Peer awards and Find researchers use public NIH data through ScienceDex, never anyone’s CV, and send ScienceDex nothing from the department.
Each time an admin’s alerts list a faculty member’s new entries, it shows on that person’s account page.
Impact summary
- A faculty member’s CV page shows an Impact summary of their papers and grants: citation figures from iCite, their author roles and counts of their grants.
- An entry marked private never counts.
It opens with the CV, and the faculty member sees each visit on their account page.
The promotion pipeline
- Time in rank and eligibility for review are shown by name only to the chair and the vice chair for faculty affairs, unless the department’s settings add other roles.
- Everyone else who runs the department sees counts. A count of 1 to 4 people shows as “fewer than 5”, at every level, so a count never points at one person. So does a median of 1 to 4 people.
- The roster never shows time in rank or eligibility.
- Eligibility follows the review points the department sets. Without them, nobody is counted as eligible.
Word CVs a department uploads
A CV the department uploads for someone who has not signed in belongs to nobody until that person accepts it. They see it in full, review it and accept or discard it. Nobody else can attach it to an account: not an admin, and not the ScienceDex team.
Comparisons with other departments
NIH funding, NIH rank and peer departments come from public data only (NIH RePORTER, through ScienceDex), never from anyone’s CV.