If you are in this document, then you should be at the point where
you have already registered for GENIUS and/or SMARTS,
and you should have the Institutional Administrator Username and
Password that has been assigned to you.
NOTE: To move from one field to the next, you may either [Tab] or
click on the next input box.
Note: If you do not remember your Institutional Administrator
Username and Password, or get an "Access Denied" message after
submitting them, please contact your System Administrator.
The Institutional Administrator Pages
menu lists the
options available to you at this level of administration. Click on
the links below to read instructions about a particular option
The first option, Investigator
Administration, is where you need to go to Validate new user
profiles, as well as view, edit, lock, and/or delete the profiles of
investigators at your institution. While you will not need to go into
this option for the initial setup of your institution pages, after the
initial setup it will become the option most frequently used (that is
why we put it first in the list). Following are the functions of these
pages:
Validate New Profiles - As
investigators from your institution sign into GENIUS / SMARTS for the
first time, you will be notified via e-mail that a new user needs to
be validated. When that happens, come to this page. When you click on
Validate New Profiles, you can either view "All" for a full
list of new accounts awaiting validation, or click on the first letter
of the last name(s) you want to validate. When you get the desired
list, you can do any of the following with one or more profiles:
- View/Edit/Lock/Delete Profiles
- View
the profile, by clicking on the ID Number (SSN in some
cases).
- Edit
the general administrative information in the profile,
by clicking on Edit. (Remember to click on Save at the
bottom of the General screen, after you make your changes!)
- Validate
the profile, by checking the appropriate box and
clicking on Save Changes when you are finished with the
page.
- Delete
the profile, by checking the appropriate box and
clicking on Save Changes when you are finished with the
page.
- Send an E-mail
to an investigator, by clicking on the email
address/link (this will only work if your e-mail system is
compatible/accessible from the WWW).
Be sure to press Save Changes at the bottom of the screen
after Validating or Deleting profiles.
View/Edit/Lock/Delete Profiles - These links allow
you take any action (view, edit, lock/unlock, delete, or send e-mail)
on a validated profile. See (a),
(b), (d), and (e) above for descriptions of those actions; to Lock
a profile means to stop that investigator from getting
SMARTS hits. You may access the profiles in Name, Department,
or ID Number order.
- Name Order
- You can either view "All" for a full list of
validated profiles at your institution in Last Name order, or click on
the first letter of the last name(s) you want to access.
- Department Order
- You can either view "All" for a full
list of validated profiles at your institution in Department order, or
click on the Department that you want to access.
- ID Order
- You can either view "All" for a full list of
validated profiles at your institution in ID number order, or click on
the first number of the ID number (or SSN) that you want to
access.
Be sure to press Save Changes at the bottom of the screen
after locking, unlocking or deleting profiles.
Investigator Status
Report - Click here for a listing of all your institution's
accounts/profiles which are pending validation; have been locked by
you (the administrator) or the investigator; and/or have no e-mail
address listed.
The second option on the
Institutional Administrator Pages is to Update System Options.
This screen is where you need to make several choices/selections with
regard to how GENIUS and SMARTS are handled for your
institution; some of these selections will affect each one of your
investigators in GENIUS.
- First, if your institution subscribes to SMARTS, indicate
whether you would like to receive a "SMARTS Sheet," giving you
a daily report on your institution's SMARTS activity. This
report will be e-mailed to you each day, with the following
information for each investigator who got one or more hits that day:
Department, Investigator Name, Sponsor(s), Program Number(s),
Title(s), and WWW link to the SPIN program.
- Second, decide on the level of GENIUS Information Access.
Indicate whether the investigator profiles from your institution will
be available
- on the Global Network (available to anyone from around the
world who does a search),
- only to your institution (only to be found
if the GENIUS search is done from your campus), or
- individual investigators decide (then they will
see this option on their General category screen).
- Finally, select the level of GENIUS Investigator Contact.
Indicate whether prospective partners/collaborators (anyone doing
GENIUS searches) should contact your investigators
- directly,
- through your office, or
- individual investigators decide (then they will see this option on
their General category screen).
Be sure to press Save Changes at the bottom of the
screen after making your selections.
The third option
on the Institutional Administrator Pages is Institutional
Applicant Type Selection. If your institution subscribes to (or is
taking part in a trial for) SMARTS, you need to go into this
option.
- When you click on it, you will see a screen that initially has ALL
of the Institutional Applicant Types (eligibility criteria) included
in SPIN Selected (checked). If you do not choose to narrow the
selections, then programs that include any of these Institutional
Applicant Types may be included in your investigators' SPIN matches.
(Your investigators will each have the Individual Applicant Types
category in their profiles; they will narrow those by their individual
eligibility criteria. They will be able to view, but not alter, the
institutional selections you make here.)
- To "de-select" any of the Institutional Applicant Types, simply
click on the box to "un-check" them. Press Save when you are
finished.
The fourth option on the
Institutional Administrator Pages is Add Institution Custom
Fields. Use this if you find that your institution needs to
collect information items that GENIUS does NOT already collect.
Clicking on this option will bring you to a screen displaying a table
(initially blank) that will hold the new category(ies) and field
name(s) you add.
- To Add a Category
: Click on "Create a New Category;"
on the next page, enter the desired Category Name and press
Save. This will bring you to a page where you can define the
Fields that you would like to collect under that Category. You can
define the following types of fields: Character Fields (up to
100 characters in length); Date Fields (these will use the date
format initially defined for your country in Setup); Logical
Fields (Yes/No questions); Numeric Fields (up to 20 digits
in length); and Abstract Fields (unlimited in length). You may
include up to five of each type of field under each Category. Press
Save at the bottom of the page.
- You will be returned to the screen displaying the table that will
now hold the new information you just input. You may add as many
Categories as desired. These new Categories will now appear on the
Profile Summary Page for each of your investigators to collect.
- To Edit a Category
: To make changes to a Category and/or
Field Name, click on the desired Category name link. This will bring
you to the page where you initially input the information to be
collected; you can make any required changes, and then press
Save at the bottom of the page. You should see your changes in
the table.
Use our Back button to leave the table page when
complete.
The fifth option on the Institutional
Administrator Pages is Codes and Tables (view only). This
option enables you to view, download, and/or print any of the tables
used within GENIUS/SMARTS. It is for informational purposes
only. When you click on Codes and Tables, you will see a list of all
of the tables used in the system. Highlight the desired table, and
click on Select. The resulting screen will list the values in that
table. Use our Back button to exit each screen.
You may now have your investigators enter their profiles!
The final option on the Institutional Administrative Setup pages is
View Archived SMARTS
Sheets. This option enables you to access copies of SMARTS
Sheets which were sent to you over the past 30 days. When you click on
one of the file names, you are brought to a copy of the SMARTS Sheet
selected. Use your browser's Back button to leave the SMARTS Sheets;
use our Back button to exit the list screen.
