Support
If the following frequently asked questions fail to address your question, please contact Support at support@med.cornell.edu, call 212-746-4878, or stop by the SmartDesk located in the library at 1300 York Avenue.
About VIVO
About the data
How are my journal articles identified?
Where are the books and book chapters?
Where do the citation counts come from?
Which grants and contracts are included in VIVO?
How can I mark certain grants or contacts as confidential?
How often is VIVO updated from the authoritative sources from which it draws?
How does VIVO use submissions from the Faculty Review Tool?
Where is data from CTSC partners aside from Weill Cornell Medical College?
Are Graduate School faculty included in VIVO?
Editing and correcting data
Can I log in to VIVO from outside the campus network?
Why am I not allowed to change some data in my profile?
May I designate a proxy to edit my profile?
Can a proxy editor for a whole department be established?
How can I fix inaccurate or incomplete data?
How can I suppress display of my email?
How long do changes take to occur?
If I have an academic appointment, why am I not listed in VIVO?
Finding Information in VIVO
How do I browse information in VIVO?
About VIVO
What is VIVO?
At Weill Cornell Medical College, VIVO replaces the existing researcher profile system. Invented at Cornell University, VIVO is a NIH-funded research networking tool. Weill Cornell was one of the original implementation sites. For more information about the software, see vivoweb.org.
What can VIVO do for me?
The primary goal is to offer faculty and researchers a polished and accurate web presence. To that end, we bring in data only from authoritative sources. In particular, we have tried to ensure that your list of authored journal articles, including those from previous affiliations, is accurate and complete.
Having accurate metadata about you and your work allows you: to attract funders, collaboration opportunities, and receive proper credit for your activities.
Who is in VIVO?
At present, VIVO includes all faculty with a Weill Cornell appointment as well as postdoctoral associates or fellows with a primary affiliation of Weill Cornell. We also plan to create profiles for graduate students. Notes that all users in VIVO must already have Center-Wide Identifiers (CWIDs).
About the data
Where does VIVO get its data?
VIVO collects data from various authoritative sources, many of which first need to be updated before VIVO can be updated.
Preferred Name
- Source — Web Directory
- Privileges — Logged in users cannot directly change their preferred name.
- To update — If you wish to update your preferred name, please make changes to Web Directory and your changes will appear on a subsequent ingest.
Headshot
- Source — Web Directory
- Privileges — Logged in users can add and edit their headshot.
- To update — If you wish to replace your existing headshot, please visit the Directory.
- Source — Web Directory
- Privileges — Logged in users can add new emails but cannot change or hide their email.
- To update — If your email is incorrect, please visit the Directory. According to the College's policy, by default, email addresses issued by Weill Cornell Medicine will be published to Public. At the employee’s discretion, they may reduce the visibility of their Weill Cornell Medicine email address to the Weill Cornell Medicine community by publishing it to "Institution".
Phone
- Source — Web Directory
- Privileges — Logged in users cannot directly edit existing phone numbers in VIVO.
- To update — User can edit their phone numbers in the Web Directory including whether it may be published to the Internet. Please note that all employees of Weill Cornell Medicine are required to have a number published at the institutional level.
Clinical Profile Webpage
- Source— Physicians Organization Profile System (POPS)
- Privileges — Logged in users can add new website but cannot change or hide their existing profile.
- To update — If your website is incorrect, please contact support@med.cornell.edu
Preferred Title
- Source — Web Directory
- Privileges — Logged in users cannot change their title in VIVO directly.
- To update — Visit the Directory. Your title will be updated in 24 hours.
- Notes — For faculty, the default preferred title is the same as a person’s primary appointment, or in cases of leadership positions, their leadership position. However, authorized users do have the ability to change their title to any active title.
Appointments and positions
- Source — The College’s Faculty Appointment database, ASMS
- Privileges — Logged in users may add historical appointments. These appointments appear in the Background group.
- To update — Please send an email to support@med.cornell.edu or call 212-746-4878
- Notes — Appointments that ended before 2000 not included.
Overview statement
- Source— None but the Researcher Profile System was the original source.
- Privileges — Logged in users have full access to add, edit or delete an overview statement.
- To update — Click on the plus icon next to “Overview.”
Publications
- Source — ReCiter, a publication management system, which gets data from PubMed
- Privileges — Users have the right to add to VIVO any publications that are not displayed. Data that comes from the publications source system, ReCiter, need to be updated there.
- To update — If you notice an incorrect publication, please login to ReCiter Publication Manager (only accessible on campus) where you will be able to update the list of publications coming from PubMed. Missing from publications that exist in PubMed can also be updated there. Alternatively, you may send an email to support@med.cornell.edu.
- Notes — Most publications in VIVO are the result of curated by librarians, and verified during the annual faculty review.
Grants
- Source — The College’s grants database, InfoEd
- Privileges — Logged in users may not delete existing grant, but may add new grants.
- To update — If you notice an error, please send an email to support@med.cornell.edu
- Notes — VIVO includes grants data so long as the grants are active. Federal and foundation grants are included. Contracts are not.
External Relationships / Conflicts of Interest
- Source — Weill Research Gateway (WRG)
- Privileges — Logged in users cannot directly change their conflicts.
- To update — If you wish to update your external relationships, please make changes to WRG and your changes will appear on a subsequent ingest.
- Notes — For more information, please visit the Knowledge Base article on this topic.
Education and training
- Source — The College’s Faculty Appointment database, ASMS
- Privileges — Logged in users may not edit existing add historical appointments. These appointments appear in the Background group.
- To update — Please send an email to support@med.cornell.edu or call 212-747-4878
- Notes — Appointments that ended before 2000 not included.
Is VIVO a system of record?
In the case of most data, no, VIVO is not a system of record. However, some parts of a VIVO profile such as the overview statement represent the sole source of information (e.g. overview statement).
How are my journal articles identified?
WCM uses ReCiter, a publication management system, which is capable of predicting the publications authored by an individual with approximately 98% accuracy. Several parties can update publications suggested by ReCiter including faculty. Librarians manually validate many suggestions on a daily basis using ReCiter. For more on ReCiter, see the Help Desk article.Where are the books and book chapters?
Unlike journal articles, there are no comprehensive sources for books or book chapters. We are sensitive to concerns that we are ignoring these publication types, but there is no straightforward way to address this problem.
Where do the citation counts come from?
The citation counts represent the number of times a given publication has been cited by another article which has been indexed in Scopus. Citation counts for a given document vary widely between systems, depending on which sources have been indexed. For example, a given record in Google Scholar might be cited three times as often as in Scopus. Note that Scopus does not track citations made prior to 1996. If you would like pre-1996 citation information, please try Web of Knowledge.
Which grants and contracts are included in VIVO?
VIVO only includes grants and contracts which are active.
How can I mark certain grants or contacts as confidential?
Faculty may designate new awards as "confidential" by contacting wrg-support@med.cornell.edu and providing the record number. A WRG Support Analyst will mark the record as confidential in WRG-SP.
How often is VIVO updated from the authoritative sources from which it draws?
Many sources are updated on a daily basis. Changes to publications may take up to four business days.
How does VIVO use submissions from the Faculty Review Tool?
Beginning in 2013, WCMC-employed full-time faculty filled out an annual review. This review offered faculty an opportunity to alert their reviewers to their accomplishments, responsibilities, and contributions over the course of the calendar year.
For journal articles, faculty were given the option to accept or reject VIVO’s assertions for them. In cases where a publication was not mentioned, faculty could manually add publications to their review.
We use these assertions to refine the list of publications for each full-time faculty member. VIVO does not ingest all publications. In some cases such as a Medscape article, a poster, or a pamphlet, there is no authoritative source for a given publication type. Such publications are not added, but end users or their proxies have the ability to add these manually.
A small subset of publication records are available in PubMed but not Scopus. We are working to correct this problem.
Where is data from CTSC partners aside from Weill Cornell Medical College?
The VIVO Implementation team is working to obtain data from other member institions of the Clinical and Translaitonal Science Center.
Are Graduate School faculty included in VIVO?
Only if they also have a Weill Cornell Medical College appointment. The VIVO Implementation Team is working to get a feed of data about Graduate School faculty. At that time, we will be able to create profiles for these faculty.
Why doesn't my new appointment appear in my profile?
VIVO automatically brings in all faculty appointments, current and historical, of active faculty members. Generally, new appointments or promotions will not to be brought into VIVO until they are approved. The approval process can be lengthy, sometimes taking several months to complete. The policies and procedures for faculty appointment and promotions can be found in the Academic Staff Handbook. The Office of Faculty Affairs is also available for further information (212-821-0737).
What is the sort order of academic appointments?
Appointments are sorted in the following way:
- 1. Primary active appointment
- 2. Active appointments sorted by most recent start date
- 3. Inactive appointments sorted in descending order of end date
Editing and correcting data
How do I edit my profile?
Click on the login button located in the top right corner of the VIVO site. Enter your center-wide identifier (CWID) and password. Your CWID is the same as your email login.
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1. Log in to VIVO.
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2. The plus/pencil icons will indicate if you have the right to edit data.
Can I log in to VIVO from outside the campus network?
Yes, if you are off-campus, you do not need to be using VPN.
Why am I not allowed to change some data in my profile?
Much of the data such as name or institutional positions comes from an authoritative source. In order to reduce the likelihood of crosstalk between systems, the College keeps only one authoritative system for a given piece of data. If your data is incorrect, contact support@med.cornell.edu. Check the sources for the origin of a given piece of data.
Please note that, as a matter of policy, much of the data listed in an active faculty's VIVO profile cannot be deleted or hidden. This includes: academic appointments, educational background, preferred title, and grants. Public display of phone and email is required but only for employees.
The exception to the above policy are those cases where there is some issue of personal safety at stake. If you have any questions about this policy, please email support@med.cornell.edu.
May I designate a proxy to edit my profile?
Yes, any individual can designate another existing user to be a proxy editor for them. An individual can do this by logging in, going to the drop-down under their name in the upper right, choosing "My Account" and "Who can edit my profile". Enter the start of the last name of the proxy editor. If that individual has a VIVO profile, he or she will show up as an option you may select.
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1. Log in to VIVO.
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2. Click on "My Account."
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3. Add the name of the person, last name first, who will edit your profile.
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4. His or her name appears.
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5. Click Save Changes.
Can a proxy editor for a whole department be established?
Unfortunately, there is currently no way to establish a rule by which you say, "this person will function as proxy editor for all members of this department". Proxies must be established explicitly, rather than implicitly. However, the VIVO Implementation Team is attempting to implement this feature request.
How can I fix inaccurate or incomplete data?
We apologize for any inconvenience. Showing the most accurate information is important to us. For erroneous or omitted publications, please contact support@med.cornell.edu.
For all other data, please contact Support at support@med.cornell.edu or call 212-746-4878
How can I suppress display of my email?
VIVO gets emails from the Directory. As per the applicable policy, all Weill Cornell employees must have a professional Weill Cornell email address published to theￂﾠpublic. Posting professional email address to Weill Cornell profiles (including the Directory and VIVO) has long been a priority of senior administration. Those users who receive emails from patients may care to write a standard boilerplate email, which can easily be stored in Outlook as a signature file.
How long do changes take to occur?
It depends. Suppose the year that you received a degree is incorrect. We must first alert Faculty Affairs, the operator of their system will revise the record for you, and this change will be reflected in a subsequent nightly ingest. Updates to journal articles may take up to a week although they are often corrected more quickly.
Though these changes are not instant, correcting them in the source system ensures that other systems which rely on these data will be accurate.
If I have an academic appointment, why am I not listed in VIVO?
Everyone with an active academic appointment should be listed in VIVO. If you are not listed in VIVO, please contact support@med.cornell.edu. Please note that newly onboarded academics may take up to a week before they appear in VIVO.
Finding Information in VIVO
How do I search?
Type any phrase in the search box and press "Search". To filter your results, use the right hand text box, where VIVO lists the "types" of things it has found -- people, organizations, articles, etc.
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1. Enter your search term in the top right search box.
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2. To find people associated with that term, click on "people."
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3. View the list of people associated with that term.
How do I browse information in VIVO?
All information in VIVO is organized by types. The types of things can be seen on the VIVO index page. Click "Index" in the VIVO banner at the top of any page to visit the VIVO index. Information in the index is organized into broad headings -- people, organizations, research, grants, activities, courses, events, and locations. Under each heading are the types of entities stored in VIVO. Clicking on an entity type will produce a list of the entities. Clicking on any of the entities in the list will take you to the entity. Browsing works across all types of information stored in VIVO.
On any page in VIVO you will see numerous links to other information. You can follow these links to browse information:
- from a department to people in the department
- from people to their papers
- from their papers to their co-authors
- from the co-authors to other departments
Do I have to log in to search VIVO?
No. Anyone can search VIVO. You only need to log in to VIVO to edit information.
Can I opt out of VIVO?
No private information is posted in VIVO. However, basic professional profiles for all employed faculty and researchers of WCMC are posted as part of the College and University's effort to enhance research collaboration and promote Cornell. Further, we encourage profiled people to enhance their profiles with richer data if they choose.
If we are mistaken and you are no longer associated with the medical college, the listing will be removed.