Scholarly & Creative Work: Annotation Assistant

The Annotation Assistant is an optional feature intended to facilitate the annotation of scholarly and creative work for a personnel action. A series of steps help you clear old annotations, select works done within a review period and annotate them with the appropriate In File designation (New, Revised, or just In File), and create reference numbers for annotated works.

Biobibnet users can show or hide the Annotation Assistant using a button near the top right of the Scholarly & Creative Work page. When shown, the Annotation Assistant appears on the right. Each step includes instructions, prompting you for the information needed at that point in the annotation process. The steps are presented in the recommended order, but can be done independently or skipped if not applicable.

An important note about date ranges: Date ranges are helpful, but not exact, in selecting work applicable for review. It is expected that you will need to adjust the selections as appropriate for the given review.

Example: Your current personnel action has a review period of 07/01/2017 - 06/30/2019 and you use the Annotation Assistant to select work within that date range:

  • The system interprets a year-only date as 00/00/YYYY for sorting purposes, where YYYY is the year entered in the date field. Since 00/00/2017 logically comes before 07/01/2017, the Assistant doesn’t select any of the works dated “2017” and you will need to manually select work done in July-December of that year. Similarly, all work dated “2019” will be selected, and you would need to deselect any work falling outside the review period.

  • The system selects an article dated September 2017, but if the article was actually submitted in a prior review while in press, you would need to deselect that item.

Here is a descriptive list of the steps:

Step
Description
Introduction

This step provides an overview of the annotation process and a brief outline of the steps involved when using the Annotation Assistant.

Clear existing annotations

If you have existing annotations from a prior review, this step allows you to clear them so you can start fresh for your current review.

If you renumber works for each review, this step also gives you the option to clear all of your existing reference numbers.

Annotate work to be In File

This step is only necessary when undergoing a promotion or other major action with an extended review period that calls for resubmitting previously reviewed work. It can be skipped if you are submitting only new work (as is common for a reappointment or merit action).

You begin by selecting works based on a date range, then adjusting the selection as needed, and marking selected items as In File (*).

If Biobibnet is connected to an active Review file, the date range for the review is automatically preselected. You also have the option to choose a custom date range.

Annotate New work to be In File

This step prompts you to select the entries that you want to be annotated as In File (*) and New. New works are those not previously submitted for consideration in a personnel action, and can include one or more related works.

You begin by selecting works based on a date range, then adjusting the selection as needed, and marking selected items as In File (*), New.

If connected to an active Review file, the review period date range is automatically preselected. You also have the option to choose a custom date range. A custom date range is recommended when undergoing a promotion or other major action involving both new and previously reviewed works.

Annotate Revised work to be In File

This step is used in the relatively rare case that you are resubmitting a previously reviewed work that has been substantially revised. (Consult your chair/unit head or other administrative resource regarding submission of revised work.)

Set reference numbers

All items being submitted in a review file require a reference number.

If you use your own numbering system, maintain it by editing individual entries and entering the desired reference numbers.

If you want to number only the items being included in your review, and do not maintain your own numbering system, use this option to auto-generate an alphanumeric reference for all In File (*) works.

See Also