eCV:
Show What You Know
Sandra Burge, Ph.D.
Department of Family and
Community Medicine
Objectives
Briefly review requirements for academic
promotion
Demonstrate how to use eCV to document
expertise in
Teaching
Research
Service
My Qualifications?
eCV user
Tenured Professor
Former Member, UTHSCSA promotion &
tenure committee
The Academic Life – An Overview
Every university has 3 basic missions:
Teaching
Research
Service
Administrative
Patient Care
The Academic Life – An Overview
Each faculty must “develop excellence” in
one or more of these missions
“Excellence” is built by Peer Review
we share our expertise with others so that…
they may use our knowledge to improve their
own work, and …
we improve our work using their feedback.
Excellent work in isolation is not scholarly!
The Academic Life – An Overview
one aspect of promotion is your
Thus,
Reputation
In teaching, research, and/or service
Documented in your c.v.
The Academic Life – An Overview
To get promoted at UTHSCSA…
Tenured or Tenure-track faculty must
demonstrate excellence in two missions
and develop a national reputation
Non-tenure-track faculty must
demonstrate excellence in one mission
and develop a local/ regional reputation
Using eCV
to Document Our Expertise
How do I get there?
From the UTHSCSA homepage,
Select “Inside UTHSCSA”
Log in and select “HSC Business Applications”
Select “eCV System”
https://ecv.uthscsa.edu/scripts/nx.dll/nx3.nx.dll
Lost your password?
Your department has an eCV administrator
Using eCV
to Document Our Expertise
eCV creates a c.v. with 4 major sections:
General Information
Teaching
Research
Service
Using eCV
These sections populate
your c.v.
BUT! Not in this
sequence!
These items are
organized in alphabetical
order, not logical order
GENERAL INFO
Biographical Data
Degrees/Education
Employment History
Lic/Certifications
Honors & Awards
Prof. Development
TEACHING
Teaching Activities
RESEARCH
Expertise
Projects
Publications
Presentations
Research Grants
Patents
SERVICE
Service Activities
Prof. Organizations
Grant Reviews
Committees
eCV - Teaching
eCV – Teaching
This section documents all preparation time +
contact with learners
Most common problems with documentation:
Not enough information to make a decision
Or, items located in the wrong sections – and
sometimes missed.
Or, Irritating repetition
eCV Teaching – What Goes Where?
“Course Teaching Activity”
For courses with course numbers
In our catalogs
“Other Teaching Activity”
Everything else: Clinics, hospitals, labs, one-on-
one, theses and dissertations, etc.
Drop-Down Menus
School, Dept, &
Course Number
Other Info
Include details about
your workload &
responsibilities
Course-Based Teaching: CV Item
07/1988 - 06/2006 FAPR3005 FP Clerkship Graduate Sole Teacher
Preparation Hrs: 72; Student Contact Hrs: 24; Since 1988, when the
Family Medicine Clerkship first began at UTHSCSA, I have provided
medical students with instruction in a variety of behavioral science and
primary care topics. I taught one-to-three hour workshops on the following
topics, generally averaging 3 to 8 contact hours with 25 students per
rotation (8 rotations per year). The topics have included: Substance Abuse
Domestic Violence Family Dynamics Obesity Health Behavior Change
Counseling
eCV Teaching – What Goes Where?
“Other Teaching Activity”
Everything else: Clinics, hospitals, labs, one-on-
one, theses and dissertations, etc.
“Category”
Drop-down Menu
Creates Sub-Titles
“Other Teaching” Categories:
Group Instruction Post-Doctoral Rotation
High School/ Jr. High Supervision
Student Supervision Post-Doctoral Student
Individual Instruction Supervision
Theses, Dissertations Rotation Student
Directed Supervision
Supervising Committees Undergraduate Student
Pre-Doctoral Student Supervision
Supervision Visiting Graduate Student
eCV Teaching – What Goes Where?
Category Subtitle Teaching Activities
Group Instruction Noon conferences; Grand Rounds;
Brown-bag seminars
Individual Instruction Student advising; other single-person
teaching
Theses/Dissertations Chairing a thesis or dissertation
Directed committee
Supervising Sitting on a thesis or dissertation
Committees committee
eCV Teaching – What Goes Where?
Category Subtitle Teaching Activities
Pre-Doctoral Student Supervising students in clinical
Supervision settings or research labs
Post-Doctoral Student Supervising residents & fellows in a
Supervision continuity clinic or research lab
Post-Graduate Supervising residents & fellows in
Rotation Supervision clinical rotations or practica
Rotation Student Supervising students in clinical
Supervision rotations or practica
eCV Teaching - Tips
Always provide some details about the
level of work & responsibility
How many hours per month or year of student
contact? Of preparation time? How many
students? What is your role?
eCV Teaching - Tips
A curriculum is more impressive than a
long list of (otherwise disconnected)
lectures or workshops.
Use the “details” to describe a full set of
lectures and workshops that comprise a
curriculum
eCV – Do Not…
Please do not list the same activity over
and over and over again, year after year,
semester after semester.
Instead, include a range of dates, and details
about your effort, responsibilities & role over
time:
“I have taught this course for 8 semesters in the
last 10 years…”
eCV Teaching – FAQ
“I gave a talk. Is it „Teaching,‟ a „Presentation,‟
or „Community Service?‟”
Burge’s Rule – consider your audience
TEACHING = Talks given to your students, learners,
and/or faculty in your own department/ division
PRESENTATIONS = Talks given to professional
audiences outside your own department
COMMUNITY SERVICE = Talks given to non-professional
groups, like high schools, nursing homes, boy scout
troops, churches
eCV Teaching - FAQ
“I am responsible for a large training program.
Where does that go?”
Or, “I coordinate a large set of teachers to
deliver a coordinated set of talks and
workshops to our trainees.”
Administrative responsibilities for teaching and
training programs belong in the Service Section.
eCV Teaching - FAQ
“I developed a method for building learner-
centered portfolios over a 3-year time span.
This does not necessarily include direct face-
time with students.”
Special projects that support the teaching mission
can be included under “Projects” in the Research
Section.
eCV Teaching - Summary
Course-based Teaching is generally delivered to
students; must have a course number
For “Other Teaching” the drop-down menu of
categories will create subtitles in your c.v.
DO include much detail about your effort &
responsibilities.
Some activities that support the Teaching Mission
can be included in other sections of the c.v.
eCV - Research
GENERAL INFO
Biographical Data
Degrees/Education
Employment History
Lic/Certifications
Honors & Awards
Prof. Development
TEACHING
Teaching Activities
RESEARCH
Expertise
Projects
Publications
Presentations
Research Grants
Patents
SERVICE
Service Activities
Prof. Organizations
Grant Reviews
Committees
eCV Research
Research includes 6 sections.
Expertise
Projects
Publications
Presentations
Research Grants
Patents
eCV Research
The Research Section includes all scholarly
activity and innovation
Not limited to hypothesis-testing research
Do include innovative curricular, clinical,
administrative projects
Do include areas of expertise
Do list all talks given to nondepartmental
professional groups
eCV Research
Most common problems with
documentation:
Non-researchers skip this section
Teachers include their lectures under
“Presentations”
eCV sometimes generates repeated items
Category
Drop-Down Menu
Creates Sub-Titles
Project Categories include…
Clinical Trials And also…
Collaborative Curriculum Development
Research Departmental Projects
Grant proposals Software Development
Measurement Studies Projects
Papers Teaching Projects
Posters University Projects
Presentations
eCV Research - Projects
Teachers
Do include curricular projects and teaching innovations
under “Projects”
Clinicians
Do include clinical projects (Practice Management, Quality
Improvement efforts, Electronic Medical Records projects,
etc.) under “Projects”
Administrators
Do include management projects, organizational projects,
and other administrative efforts under “Projects”
eCV Research
Publications are listed by subtitle
Subtitles found under “Local Type”
Subtitles include:
Book Chapters Electronic/ Web Publication
Book/ Monograph Journal Articles
Developed Software Not Specified
Dissertation/Thesis Other
Editorial Papers Submitted
Review Articles
eCV Research - Publications
Some cautions
eCV will ask you for other UTHSCSA co-authors
When you include them in the author list, this
article will show up in their eCV.
And vice versa (their additions on yours)
When downloading Medline imports
eCV may not check to determine whether this
article is already on your c.v.
Hence – repeated items may appear
eCV – Research - Presentations
“Presentations” are talks to professional
audiences – excluding your own learners
This demonstrates your reputation locally,
regionally, nationally or internationally
“Invited Speaker” has the highest prestige
eCV includes few details about co-
presenters or types of talks,
I expand the description with “details”
eCV Research – Grants
This section should include all grants that
involve you in any role (not limited to PI):
Training grants
Teaching innovation grants
Administrative grants
Clinical Service grants
Research grants
Conference grants
Include local, state, foundation, industry,
national and international granting agencies
eCV – Research - Grants
Some cautions
As with the “Publications” section, eCV will ask
you for other UTHSCSA co-investigators
When you include them in the investigator list,
this grant will show up in their eCV.
And vice versa (their additions on yours)
You can remove others’ grants from your c.v. by
removing yourself from the investigator list.
DO NOT include grants that were
unfunded.
Research Grant
Research Grant
Training Grant
eCV Research - FAQ
“I provide one-on-one training for students, staff
and visiting faculty who work in my research
lab. Where does that go? ”
Teaching and training can be included in the
Teaching section under “Other Teaching”. Select
the category “individual instruction,” and describe
your learners, your effort, and your key role in that
activity.
eCV Research - Summary
This section is NOT limited to Research!
This section is important for demonstrating your
reputation as a teacher, researcher,
administrator, or service-provider
Non-researcher faculty should include (at a
minimum)
Expertise
Projects
Presentations
DO include details about your most important
accomplishments
eCV - Service
GENERAL INFO
Biographical Data
Degrees/Education
Employment History
Lic/Certifications
Honors & Awards
Prof. Development
TEACHING
Teaching Activities
RESEARCH
Expertise
Projects
Publications
Presentations
Research Grants
Patents
SERVICE
Service Activities
Prof. Organizations
Grant Reviews
Committees
eCV Service
This section documents …
coordination & administrative responsibilities,
patient care,
service to professional societies,
participation on local, regional, national and
international committees,
community service and mission work, and other
service.
eCV Service
Most common problems with documentation:
Physicians with large clinical responsibilities do not
document patient care (gasp!)
Administrators use only one line to document their (very
valuable and complex) administrative role
Faculty use this section as a “dumping ground” when they
are confused about item placement
Committee Work is listed multiple times
eCV Service
Service includes 4 sections.
Service Activities
This section is the largest, with several subtitles
Prof. Organizations
Grant Reviews
Committees –
This section includes UTHSCSA and hospital
committees only – not professional societies
eCV Service
Categories/ Subtitles include:
Administrative Responsibilities
Patient Care
Service to the Government
Service to the Institution
Service to the Profession
Service to the Public
Other Service
eCV Service
What does NOT go in “Service Activities”?
UTHSCSA and local hospital committee work
will be listed below
Membership on Grant-reviewing committees
or panels will be listed below
Membership in professional societies will be
listed below (but offices will not).
eCV Service – What Goes Where?
Category Subtitle Service Activities
Administrative Dean; Associate Dean; Chair; Vice
Responsibilities Chair; Training Director; Medical
Director; Research Core Director;
Project Manager; Coordinator; other
Patient Care Direct patient care, inpatient &
outpatient. Also include supervision of
patient care providers & trainees
Service to the Policy committees; licensing
Government committees; NIH consultation &
advising; military advising.
eCV Service – What Goes Where?
Category Subtitle Service Activities
Service to the All non-committee, non-administrative,
Institution non-patient care service to UTHSCSA
Service to the Professional societies’ committees &
Profession offices; Editorial Boards; Peer
Reviewing;
Service to the Public Community work; mission work;
volunteerism; talks to nonprofessional
groups; media coverage – newspaper,
radio, & TV interviews & quotes
eCV Service - Tips
Your largest, most important, and most time-
consuming responsibilities should get the
thickest description.
Use “Details”
Service outside of your department documents
your expertise and your reputation.
Use no acronyms or initials
Some readers will not be familiar with your societies or
acronyms
eCV Service - FAQ
“What about repetition?”
In my experience, too little information is the
bigger problem. Some repetition is OK.
Remember to thickly describe your most
important roles. One-line administrative titles are
easy to miss.
eCV Service - FAQ
“I just came back from deployment to
Iraq; can I document that in my eCV?”
I would place it in the “Service Activities” section,
with a subtitle of “Service to the Government.”
Use “details” to describe your role there.
Deployment can also be included in the
“Employment History” section.
eCV Service - FAQ
“Where can I put radio interviews or
newspaper quotes?”
Place this in “Service Activities,” with a subtitle of
“Service to the Public”. Our media exposure
often serves as public education.
I might label this item “Media Interviews” and
include dates and venues in the description.
eCV Service - Summary
“Service” includes many responsibilities
and tasks that keep UTHSCSA running.
“Service” also includes activities within our
professional societies, journals, funding
agencies, and policy-making agencies
Community service counts! Include it in
eCV.
eCV – Your Product
How do I proofread my eCV?
How do I print my eCV?
Can I save the document electronically?
Find complete
C.V. views here
GENERAL INFO
Summary
Biographical Data
Degrees/Education
Employment History
Lic/Certifications
You can use eCV to Honors & Awards
Prof. Development
document expertise TEACHING
Teaching Activities
and reputation for RESEARCH
excellence in…
Expertise
Projects
Publications
Teaching Presentations
Research Grants
Patents
Research
SERVICE
Service Activities
Service Prof. Organizations
Grant Reviews
Committees