Manage grants or contracts that have been added from Worktribe
Flow of information from Worktribe to Symplectic Elements
Once a new research grant or contract reaches the ‘project setup’ stage within Worktribe, data will flow overnight into Symplectic Elements if lead researcher from the University of Warwick (as named in Worktribe) has consented to this, and then also appear on a the lead researcher and co-investigators’ public profiles (profiles.warwick.ac.uk).
The information that will be shared to Symplectic Elements is:
• Project Title, department of the lead researcher or named researcher for Warwick, project description, project start date, project end date, funder, funder award reference, price to funder (active budget), currency, Project ID, bid submitted date, bid awarded date, organisation type, project type, tags, project lead, co-investigator(s), URL
A subset of this information will be displayed on the public website profiles.warwick: Project title, project start date, project end date, project lead, co-investigators, project type, URL.
What you need to do
- This will only work if you are the lead researcher and have given consent in Worktribe for the information to appear on public websites.
- This consent is given when answering the Risk Assessment certification questions in Worktribe, for which guidance can be found in the Governance section here.
- In summary you want information about the project to appear on your profile, answer ‘Yes’ to the question in the Worktribe risk assessment: ‘Can information about this project be made publicly available and displayed on the University's web pages?’.
- The Pre-award Liaison in Research & Impact Services will take into account your answer to this question, along with any information about the funding or contract terms and conditions, to determine whether the project information is shared to Symplectic Elements.
- If you answer ‘No’ to the risk assessment, the Pre-award Liaison will maintain your project or contract as private and information will not pass across to Symplectic Elements.
What if I can't see my grant or contract on my profile in Elements?
1. First check that you have followed the above steps to give consent for your grant or contract to appear on your profile.
2. Check the status of your project; if it has not reached ‘Project setup’ yet, it will not be ready to transfer into Symplectic Elements.
3. If you have answered ‘No’ to the question in the risk assessment but wish to change your mind, change your answer to ‘Yes’ and notify the Pre-award Liaison via an ‘@’ comment in Worktribe.
4. If you have answered ‘Yes’ but your project is not visible, check the ‘Details’ tab of the project. If the ‘Public Status’ is ‘Private’, check for any comment made by the Pre-award Liaison about why this has been kept private.
5. If the ‘Public Status’ in the ‘Details’ tab is ‘Discoverable’ but you can’t see your project in Elements, raise a request for supportLink opens in a new window.
What if I can see the project on my profile in Elements but it doesn't show on my public profile on profiles.warwick.ac.uk?
1. Check that your grant or contract is set to ‘Public’ in Symplectic Elements, following the guidance here.
2. If your grant is public in Symplectic Elements, but you can’t see it on the profiles.warwick site, raise a request for support.
3. Please note that PGR students do not have public-facing profiles at present, but do have profiles in Symplectic Elements.
What if my grant or contract details are shown in Symplectic Elements but the project is confidential and shouldn’t be shown?
1. You can control the privacy of a project in Symplectic Elements by changing its status to ‘Private’ within Symplectic Elements. It will then be shown only to you within Symplectic Elements, and will not show on your profiles.warwick profile. Guidance on this can be found here.
2. If making the record private isn't enough, you can request for the project to be deleted from Symplectic Elements by raising a request for support.
3. If you make a request for a project to be deleted from Symplectic Elements, make sure that in Worktribe your answer to the risk assessment question ‘Can information about this project be made publicly available and displayed on the University's web pages?’ is ‘No’ and that in the Details tab of the project, the ‘Public status’ is set to ‘Private. If either of these is not set correctly, contact the Pre-award Liaison via a comment in Worktribe. If you do not re-set the ‘Public status’, the project will be sent to Symplectic Elements again.
4. Please note that making changes to the privacy questions in Worktribe after the information has been sent to Symplectic Elements will not make a project private in Elements, or remove it from Elements. You cannot remove or hide a project in Symplectic Elements by making changes in Worktribe after the integration has run.