Research Personnel Database - Institutional Representative Use Instructions

Log In

 When you select the Research Personnel Database link, you will be sent to a Log-In page. You should already be in the system, so select your e-mail address from the drop-down box. If you have never been to the database before, select the SEND FIRST TIME EMAIL link. DO NOT select the FORGOT PASSWORD link – you haven’t established your password yet! You will receive an e-mail at the address you selected. The e-mail will have a link to send you to the page to create a new password. Enter the password you would like and select the CREATE PASSWORD button. It will send you to the page for a second time to enter the password. Enter the same password again, and you will be logged into the system after you select the CREATE PASSWORD button.

If your e-mail address is not in the DROP-DOWN box, then you need to contact your INSTITUTIONAL REPRESENTATIVE to be added to the database. Click here to find your INSTITUTIONAL REPRESENTATIVE.

Edit PERSONNEL INFORMATION

Once you are logged into the database, you will see a list of personnel from your institution. Select each individual and you will go to a Compact View page for the individual. Select EDIT PERSONNEL INFORMATION to edit the personnel data. BE SURE TO SELECT SAVE ONCE YOU HAVE UPDATED THE INFORMATION. Verify/edit the data for the following:

a.      First & Last Name

b.      Year of Ph.D. (as applicable)

c.      Title

d.      Institution

e.      Retired from Project – check this box if the person is no longer working on US ATLAS. If the individual has changed institutions and is still working on US ATLAS, please select the institution at which they are currently working.

f.        Local Office contact information (telephone number, fax number, e-mail address).

g.      CERN Office Number and CERN telephone number.

h.      Redirection – check this box if this individual’s participation in US ATLAS is the result of redirection from other programs.

i.        BNL Information – This will be completed by BNL administrators.

j.        Minority Status – Select the appropriate data from the drop-down list.

k.      Miscellany – enter data such as the Students/Post Docs to whom this individual is an advisor, etc.

l.        Be sure to select SAVE once you have updated the information. You will be returned to the Compact View page for the individual.

If you can't edit the data for personnel at your institution, then you may not be the INSTITUTIONAL REPRESENTATIVE. Check the list here: INSTITUTIONAL REPRESENTATIVE    If you are not listed, contact Penka Novakova ( penka@bnl.gov ) or Howard Gordon ( gordon@bnl.gov ) to be appointed as an INSTITUTIONAL REPRESENTATIVE, or to have additional INSTITUTIONAL REPRESENTATIVEs appointed.

Edit REPORTING AREAS

3) Verify/Update the individual’s Reporting Areas. These are the areas in which the individual is participating. BE SURE TO SELECT SAVE ONCE YOU HAVE UPDATED THE INFORMATION. If the page shows the correct data, go to Edit ENTRY DATA.

a.      If the Reporting areas need to be updated/corrected, select the REPORTING AREAS button. Check all reporting areas that apply. This will set up the page to enter the percentage of time the individual spends within each area.

b.      Be sure to select SAVE once you have updated the information. You will be returned to the Compact View page for the individual.

Edit ENTRY DATA

Verify/Update the individual’s Entry Data. BE SURE TO SELECT SAVE ONCE YOU HAVE UPDATED THE INFORMATION. This is the percentage of time spent within the Reporting Areas you just verified/updated.

a.      Select NEXT FISCAL YEARS or PREVIOUS FISCAL YEARS, as applicable, to verify fiscal years beyond the screen view.

b.      If these percentages are correct, select NEXT PERSONNEL or PREVIOUS PERSONNEL as appropriate. 

c.      If the percentage needs to be updated, select EDIT ENTRY DATA to go to the page to enter the data.

d.      d. Enter the percentage of time the individual spends within each Reporting Area both at CERN and not at CERN. Note that the database will sum the two figures and display the result for the Fiscal Year, the Project/Program area and the Subsystem within those areas, and the total percentage of time at CERN.  The Percentage Total must be 100%, of the database will not let you proceed. There are Reporting Areas for % Time Non-ATLAS Experiments and % Time Non-Research Activities, so there should not be a problem meeting the 100% Total.

e.      Enter the Estimated Number Of Trips To CERN Per Year and Average Length Of Stay At CERN Per ATLAS Trip (days). This will help us to budget for travel and per diem. This should closely approximate the Percentage of time at CERN summed above. A future upgrade will check this.

f.        Select NEXT FISCAL YEARS OR PREVIOUS FISCAL YEARS, as applicable, to verify fiscal years beyond the screen view. 

g.      Be sure to select SAVE ENTRY DATA once you have updated the information. You will be returned to the Compact View page for the individual.

Edit the NEXT or PREVIOUS PERSONNEL Entry

Select NEXT PERSONNEL or PREVIOUS PERSONNEL as appropriate.

Reports

Report are available from the database. Please see the Research Personnel Database home page for a description of the reports available.

Where is the database?

The database is located on the U.S. ATLAS server. You access the database through your web browser. Follow this link to the DATABASE. However, we suggest that you review the instructions before you go to the database.