FAQ

GENERAL

How do I login to Elements?
Users who are part of the pilot can visit faculty.tufts.edu to access Elements.
Login with Tufts credentials. Access is limited to the faculty members at the pilot schools at this time.

Can I designate a proxy to maintain my information in the system?
Yes. Go to Menu -> Account Settings -> Manage Settings.   Keep in mind that you can only designate those users who have an account in Elements (currently it is set up for faculty members and selected administrative staff at the pilot school.

There is incorrect information on my profiles?  Or I have other questions.  Who do I contact for help? 
Refer to this page for help information.

PROFILE

Who can view my Elements profile?
Only people who have an accounts in Elements would be able to your view profiles page.  Elements access is currently limited to faculty members and other designated staff and delegates.

As part of the project plan, some data from Elements will eventually be populated into a public facing profile, for discover-ability and to promote the scholarly work of the faculty members at Tufts University.

Can I hide certain records from my profile?
Yes!  When you click into each record, there is a “hide” option (“eye” icon which with a hover text that says, “To hide this item in your profile, mark it as invisible”)

Why are some fields locked? How do I edit my profile information?
Some information on your profiles page are fed from the source systems (i.e. name, appointment title).  Those fields are locked and cannot be edited.  You can only edit those fields in the profiles page that are not locked.

Why don’t I see all my Tufts appointment under “Tufts Appointment”?
Appointments that are considered external to Tufts (i.e. CTSI) are not included as part of the FIS – core data project.  In the case of any external appointment, you can add the appointment under the “Academic Appointment” or “Non Academic Employment” section of the profile, where relevant.

Additionally, some appointments would not be displayed while FIS core data project is still underway.  For example, you would not see an appointment at a school that had not yet gone through the FIS-core data conversion yet.  As of February 2019, these include appointments at

  • Sackler
  • Tisch College
  • Arts and Sciences

Otherwise, please refer to this page for your school’s contact information.

Where do the data come from?  

  • Profiles data are pulled from HR/FIS systems (addresses, appointment data).  Data for certain fields, such as degree, is entered manually from CV.
  • Grants data are pulled from the Research Administration System (RAS)
  • Teaching activities data are pulled from the Student Information System (SIS)
  • Publications data is automatically harvested by Elements.
  • Professional activities is manually entered.  If you are part of the pilot rollout, some of your professional activities will be populated based on CV (this varies by school)

The address or the phone number is incorrect.  I can’t edit it in my profile.  How do I correct this information?
We are pulling data from the source systems.  If there is incorrect information, you would need to update directly with the source systems. It may take a day before the updated change propagates to Elements. Please refer to contact page for help.

Where did the information for Overview, Non-Academic employment, Degrees information come from?
If you are part of the pilot, these data will be manually entered based on available data from your public profile or your CV, if available.

I have a Elements profile from another institution.  Can I import my profile into the Tufts instance?
Given the unique data structure mapping for Elements at each university, it would not be possible to import the profile data from one instance to another.  However, we are already populating some sections of the profile with Tufts feed data.  The only exception is Publications.  If you have exported your list of publications in RefMan/EndNote or BibTeX format from another instance, you can import them via the Elements publication import process.

back to top

TEACHING ACTIVITIES

Where is the course data coming from? 
Courses taught data is populated from data in Tufts University’s Student Information Systems (SIS).

What type of teaching activities do you populate in the system? 
We are pulling courses taught data from SIS, to include up to 10 years of course taught history that is available from SIS.

What if I want to include courses or programs I’ve developed?   How do I include courses taught at other institutions? 
You can also add additional or other teaching activities by updating your profile.   Go to Menu -> Teaching Activities -> Add a Teaching Activities.

How do I add additional activities to my teaching activities?
For instructions on how to add activities, please refer to the training and support page.

back to top

GRANTS

Where does the grants data comes from?
The data is coming from the RAS (Research Administration Group), from the grants system called Kauli Coeus.  We are pulling up to 10 years of available grants award data.

Why don’t I see all my grants records?
We display the grants records that is available from RAS.  Note that it is possible that not all grants are in the RAS system. For example, we know that local school grants are not RAS as well as cost-share grants funded by a department ID.   You can manually add grants to your profile.

I have other grants funding activities or other grants activities at other institutions.  How can I include them?
You can manually add new or other grants activities that are not captured by RAS.

How come I see multiple instances of the same grants record?

In some cases, you may see multiple instances of the same grants record with the grants title.  However, if you look closely at each of the records, you’ll see that the institutional reference number is different.

For example:

Institutional reference: 100XXX-00001 | 100XXX-00002, whereas the project start date/end date/award amount may be different.  A record may also be created by RAS system when there is a grants application extension or renewals.  If you only wish to display one instance of that grant, you can choose to toggle the visibility (hide) the grants record from your profile.

back to top

PUBLICATIONS

Where is the publication data coming from?  
The publications data are harvested by the Elements system.  As part of the pilot roll-out, the librarians have configured the publications search settings for your profile, claimed publications that are tied to you confirmed publication identifiers (such as Scopus ID), and reviewed your publications list.  This minimizes the number of pending publications for which you need to accept or reject.

How do I modify my publication search settings?
For new users, information such as how to set search settings, will be added to the support and training section.

How do I claim or reject a publications?
Go to Menu -> Publications -> Pending Tab.  Review the list of publications in pending status and accept or reject them.

How do I add a publication that’s not included in the system? 
You can always add any additional publications that’s not in the system by updating your profile.  Go to Menu -> Publications -> Add a new Publications (top right corner).

How do I bulk import my publications from Google Scholar or some other source?
You can import other publications by using the import option. Go to How to Import into Elements guide for more information.

How do I export my publications from Elements?
Go to Menu -> Publications.  Select individual records or “Select all” the records on the page. An export button is available to choose from to export the records into the selected format.

How do I link my ORCID ID to the system? 
Additional information will be added to the support and training section.

back to top

Disclaimer | Non-Discrimination | Privacy | Terms for Creating and Maintaining Sites