Work with your qualifications portfolio in KI RIMS

KI's qualifications portfolio is used to document and evaluate merits in research, teaching, administration, and clinical service. You can choose to fill in parts of the qualifications portfolio via KI RIMS and at the same time make your profile page on ki.se both more comprehensive and easier to find for those looking for suitable researchers for, for example, collaborations or research grants.

Why should I use KI RIMS to work with my qualifications portfolio?

One of the main advantages of using KI RIMS to work with your qualifications portfolio is that a lot of information about you and your research is automatically retrieved from other systems to KI RIMS. You can read more about what information is retrieved from which data sources on the page About KI RIMS. And, if the information is entered correctly in KI RIMS, it will automatically be sorted and formatted according to the instructions in the qualifications portfolio.

The information you enter in KI RIMS can be reused in more places than just the qualifications portfolio. For example, all your publications, research grants and professional activities will also be visible on your profile page on ki.se - provided you have not set the visibility level of your relationship with them to Internal. This in turn, means that you will be easier to find both via external search engines such as Google and via the new search function for research information on ki.se, which is planned to be launched early 2026.

How do I fill in the qualifications portfolio using KI RIMS?

We have compiled the instructions for each sub-portfolio together with more detailed information on which information from KI RIMS goes under which heading in the qualifications portfolio. These instructions can be used as a guide to what information you should enter where in KI RIMS if you plan to apply for e.g., a docent. You can also use the instructions to understand why information is missing under a certain heading when you generate the report.

Instructions for the five separate parts of the qualifications portfolio

Recommended workflow

Step 1: Add information to KI RIMS for each portfolio according to the instructions above

Remember:

  • If you verify your publications in the bibliometric system, they will automatically be transferred to your profile in KI RIMS the following night, enriched with information necessary for the research portfolio.
  • Don't forget to mark 10 articles as favourites for section 3.2 Ten selected original articles.
  • You can always supplement/change information on existing Publications / Grants / Professional activities in KI RIMS by adding a manual record. Please note that the manual record is shared by all KI researchers linked to the object.
  • If your role is not listed in the drop-down menu when you add a Leadership/responsibility assignment or Committee work, you can select Other and enter your role in the Description field instead.
  • If you do not want to display all your activities on your profile page, you can change the Privacy setting under the globe icon on the record in KI RIMS from Public to Internal. This will hide them on your profile page, but they will still be included in the qualifications portfolio report.
  • Please generate the qualifications portfolio report several times while you are filling in the information in KI RIMS, to check that the result is as you intended.

Step 2: Generate the qualifications portfolio

You can access your qualifications portfolio in KI RIMS by clicking on Search & reporting in the left-hand menu and selecting either Reporting hub or CVs and individual reports under the heading Reporting. Then locate the Karolinska Institutet Qualifications Portfolio report and click on Run. 

Step 3: Check and supplement the report in Word

As all information that is needed in the qualifications portfolio cannot be entered in KI RIMS, you need to supplement the report extracted from KI RIMS in Word. Before you start adding information manually to the Word document, it is a good idea to double-check that all the information from KI RIMS is correct, as you will get a completely new Word file each time you generate the report from KI RIMS.

How do I add information manually to the qualifiations portfolio?

The report is formatted as a series of small tables, so if, for example, you need to add another employment under an existing one, it is best to select Insert new row. If you want to add information under a heading that has no content, there is always an empty table row where you can place the cursor.

Finish by adding a table of contents and deleting all instruction texts. 
 

Checklist - what do I need to do after extracting the qualifications portfolio?

  • Check that all information is in the right place and looks correct before you start adding manual information in the Word document.
  • Add information about the percentage of your time spent on research, teaching, leadership and collaboration, and clinical work to your current positions.
  • Add any information that is not available in KI RIMS to the Word file.
  • Go through your list of publications and check that your name is bolded everywhere, that your shared first/last authorships are marked with asterisks, and that the number of publications in sections 3.2 and 3.4 is correct.
  • If you are applying for docent, you also need to:
    • Mark (with §) the publications included in the thesis.
    • Mark (with #) the original works where you are the first or last author, which you have completed after doctoral education and without any doctoral supervisor as co-author.
    • Copy the publication lists from Appendices 1 and 2 and paste them under sections 3.3 and 3.5, respectively. Since the content of the report is formatted in tables, it works best to paste by right-clicking in the row below the heading and selecting the paste option Insert as new rows.
    • Add the h-index and total number of citations from both Web of Science and Google Scholar under section 3.3. These numbers from Web of Science can be found in the report H-index and citations.
  • Add a table of contents
  • Remove the red and orange instruction texts