Getting Started Guide for Center Admins

1. Login

 

To login, visit http://www.rcmar.ucla.edu/user. Your browser should automatically redirect to the login screen where you’ll see an Access Denied message.  Click the LOGIN button in the upper right corner of your browser to enter your credentials and access the system.

 

Usernames can contain spaces and are not case sensitive.  Center admin usernames were created using First and Last names. Once logged in, you can edit your username and password under the Basic Information > Account tab.

 

Once you’ve logged in, you can access an updated version of this guide by clicking on the RCMAR logo in the header then by clicking on Getting Started Guide. This guide will be updated as we identify common questions and issues with the tool.

 

Email bhan502@ucla.edu for username/password issues.

 

2. General Use

 

This system collects information of the accomplishments of all of the RCMAR sites to be able to provide comprehensive data to NIA. It is important that the data be accurate and up to date so that it accurately reflects the progress of your center.

 

SERT will be always available for use at your convenience. You can enter data as time and staffing permits, as well as go back and edit data from previous reporting periods at anytime. Centers should plan to make a bi-annual data reporting pushes in January and June so we can keep information relatively up-to-date.

 

When filling out any of the forms on the site, you must click Save and Add New or Finished/Complete to save the current record you are working on.  You can log out of the system and any data you’ve added will be saved to the system as long as you’ve clicked one of those two options.

 

3. Types of User Accounts

The system is built around two types of user accounts – Center Admin and Scholar/Faculty.

 

Center Admin accounts have access to view and edit all information for their assigned center.  They can access every scholar/faculty profile associated with the center and update any information contained on the profiles. Center admin accounts have the same data fields as scholar/faculty accounts, but you should not enter data under any of the tabs for your own account – that is don’t enter basic information, grant submission & awards, publications, etc. for a center admin profile.

 

Scholar/faculty accounts can be enabled to allow the individual scholar or faculty member to log in and update their own information.  Scholar/faculty accounts can only view and edit information for a single profile – that is, they can’t see or edit information about other scholar/faculty profiles on the system.  See the User Management section of this guide for how to enable login on scholar/faculty accounts.

 

4. User Management

 

To view or search people associated with your RCMAR center, click the VIEW ALL FACULTY/SCHOLARS link.  This will bring up a list of all the individuals associated with your center.  It displays the following information for each user: Name, Role, Status, and Last Update. You can click on Name to sort the list alphabetically or use the search feature on the left to search for an individual by name.

 

ADD A USER ACCOUNT

If you do not see the person you’re trying to report on in the list and cannot find them using search, create a new profile for the person.  To add a new user account, mouse up to the dark menu bar across the top of the browser window and choose People > Add User. Complete the form to add a new user to your center.

 

REMOVE A USER FROM YOUR CENTER

If you encounter a user account or duplicate account that shouldn't be associated with your Center, open the profile for editing and click on Account under Basic Information.  Switch the radio button from Active to Blocked, scroll down to the bottom of the page and press 'Save'.

 

MARK A PROFILE AS NO LONGER ACTIVE WITH YOUR CENTER

To indicate that an individual is no longer active with your center, update Basic Information > Main Profile > Role & Status at Center section.  Choose the 'Yes' option under 'Has this individual become separated/dissociated from CHIME' and specify a date.

 

GRANT INDIVIDUAL PROFILE ACCESS

To enable a scholar or faculty member to directly access/update their profile, click the Account link below Basic Information.

 

  1. Review the assigned profile username.  The current username convention is Firstname Lastname (e.g. Lowell Kepics). Some profiles may have only a First Name available.
  2. Confirm that the email address is correct
  3. Create a password for the profile.
  4. Uploading a picture to the profile is optional. 
  5. Click the Save button at the bottom of the screen to activate the account. 
  6. Email the username and password to the individual along with the login address above. 

 

Scholar/Faculty users only have access to their profile and are not able to view other user information.

 

 

5. Basic Information Reporting

 

To update a person’s basic information, click on their name in the VIEW ALL FACULTY/SCHOLARS list.  Clicking on a name loads a persons profile for reporting or editing and brings you to the Basic Information tab for the user.  This tab contains information about the person’s background, role and status at your center, their education, ethnicity, research interests, and long-term contact information.  Proceed through the list of active Faculty and Scholars until all profiles have been updated.

 

Fields which need explanation/clarification:

 

LONG TERM CONTACT INFORMATION

The contact information listed here is for a third party (for example, a parent) who will always know how to reach the individual should their email address become non-functional.

 

If you find any of the fields on this page need further explanation, please bring them to my attention and we'll add the explanations to the online version of this document. Please email any questions to lkepics@mednet.ucla.edu.

 

Once you have updated or confirmed that all the information listed on the Basic Information tab is up-to-date and accurate, click on the Update/Confirm button below the Long Term Contact Information section to save your updates.  You can click on the Grant Submissions & Awards tab to begin entering grant information for the individual.

 

6. Grant Submissions & Awards

 

If the user has no grants entered under the current selected data display period this screen will only have two buttons – Add New and View Awards & Submissions (disabled).  If grants exist you’ll be presented with a tabular list of the grants that fall in between the start and end dates of the data display period. You are free to adjust the start and end dates if you want to review older records.

 

To add a new submission or award, click the Add New button.  This will cause an interactive form to load.  Based on the selections you make to submission status and funding agency type, fields will appear or disappear as contextually appropriate.

 

Fields which need explanation/clarification:

 

There are options to report on four grant submissions states: Pending, Resubmitted, Not Funded, and Funded. 

 

There are options to report on seven different types of funding sources: NIH Agency, NIH Minority Supplement, Other Federal, State or Local, Private, Foreign Government, and Foreign Private.

 

NIH Grants and Minority Supplements use a structured grant field while the other funding sources allow for free entry of a grant number.

 

If you find any of the fields on this page need further explanation, please bring them to my attention and we'll add the explanations to the online version of this document. Please email any questions to bhan502@ucla.edu.

 

Once you have completed entering information on a particular submission or grant, click the Save & Add New button to add another grant or submission or Finished/Complete to save your work.  You can now move on to the Publications tab.

 

7. Publications

 

Data entry under the Publications tab works very similar to the previous screen.  Again, if the user doesn’t have any publications entered, you’ll only see buttons to Add New and View Pubs.  If there are publications in the system that fall in between the boundaries of the data display period, they will be displayed in a tabular list.

 

To add a new journal article, book, or book chapter, click the Add New button. This causes another adaptive form to load.  As you select the type of content to be entered the form will change based on the publication type.

 

Once you have completed entering information on a journal article, book, or book chapter, click the Save & Add New button to add another entry or Finished / Complete.  Once you’ve entered all the publications or the user move on to the Achievements tab.

 

8. Achievements

 

Again, this tab functions just like the previous two but it less complex – it has no contextual fields. 

 

To enter a new achievement, click the Add New button. Enter any high profile notable achievements on this page.  Remember to click Save and Add New to keep entering new achievements for the user.  Once done, click the Finished / Complete to save the record.  Click the Submit Update to wrap up the update for the individual.

 

9. Submit Update

 

This screen presents a review of all the information entered for the individual as defined by the data display period.  You can click on any of the links to jump back to a section in order to add or edit material.  Click Finished / Complete when you’re satisfied that all information for the user has been entered.