The following information pertains to data imported from Research in View to Vita and edited by one or more co-authors between April 1, 2017 and December 9, 2017.
If you are a co-author on one or more publication harvested by Elements, you may see another co-author's information in the description of effort or percent contribution fields in Vita.
The Office of Academic Affairs' core dossier requirements say that for an article that is co-authored, each author must provide a description of effort for publications. Some colleges/units also require authors to provide their percent contribution for publications. When Vita was released to the Ohio State community in April 2017, users were asked to edit these fields in Elements.
As users began interacting with Vita in a real way, it became apparent that this approach had unintended consequences. ODEE staff began researching and devising a new approach, which was implemented in December 2017.
Elements is designed so that the focus is on the publication, not the author. Each publication record can only store information that pertains equally to all co-authors. Because of this, one author can overwrite information entered by a co-author. That is, if you entered information such as percent contribution or description of effort in Elements, that information shows for all other authors attached to that publication, and any of the other authors could change this information.
As a further complication, the data in Elements is not structured in such a way that it is possible to retrieve previous versions of the information stored in those custom fields. It is also not possible to know who made an entry into a custom field. For a multi-author publication, the only data available for the group of authors is the text of the most recent entry.
In order to allow you to enter the proper information for your publications and to ensure that your supporting data, and ultimately your dossier, is correct, these personal data fields were moved out of Elements to Vita, which is supported by ODEE and focuses on you, the author, rather than the publication.
Moving data entry for these fields to Vita's new supporting data form prevents your co-authors from overwriting your personal details. Therefore, this issue will not occur going forward.
Data from Research in View and data that had already been entered into Elements was used to populate the supporting data fields. Keep in mind, this information will only be correct for one author on the publication (the last author to edit the record). It is highly likely that you will need to re-enter supporting data for at least some of your publications.
Once the supporting data information is saved, this data will be immediately accessible on the dossier, below the citation of that data element.
We recommend reviewing the step-by-step guide for co-authors to verify that your supporting data is correct.
Our support team will be available to answer your questions and help you through the process of verifying your own information. Contact firstname.lastname@example.org with any questions or concerns you may have.