Overview (what XML upload is)

SciENcv supports Data Ingest (XML file upload) to help users pre-populate CPOS entries in the SciENcv interface.

XML upload is a data-entry accelerator, not a submission bypass. NIH still requires a SciENcv-generated, digitally certified PDF, and the individual (not a delegate) must certify.

A file can still be a valid upload file even when some fields are blank. After upload, SciENcv will flag missing required values in the UI with red exclamation icons that must be resolved before certification/download.

NIH says SciENcv/eRA updates deployed on April 22, 2026 allow zero person-month effort for Proposals/Active Projects and In-Kind Contributions when applicable. Older 2025-1 SciENcv CPOS PDFs that do not support zero effort continue to function for eRA submission, but new or updated documents can use the 2026-1 behavior.

The CPOS form displays dates in a human-facing month/year style, but the XML upload template uses machine-readable YYYY-MM-DD. If you only know month/year, use day 01 consistently and confirm the rendered entry in SciENcv after upload.

Where to find XML upload in SciENcv

SciENcv menu showing Create New Document with the Current and Pending (Other) Support (CPOS) Common Form and XML upload option.

Use Create New Document → Current and Pending (Other) Support (CPOS) Common Form to access the XML upload flow.

flowchart LR
    accTitle: CPOS XML upload review loop
    accDescr: XML upload starts with a simple upload file, then SciENcv imports data, flags missing values, and requires UI review before certification.
    A["CPOS XML upload file"] --> B["SciENcv Data Ingest"]
    B --> C["Entries pre-populated"]
    C --> D{"Red exclamation icons?"}
    D -- "Yes" --> E["Complete missing values in UI"]
    D -- "No" --> F["Review rendered entries"]
    E --> F
    F --> G["Ready for individual certification"]

Two upload rules that commonly break files

  • <contributiontype> must be present and non-empty. Use award for proposals/active projects and inkind for in-kind contributions.
  • In <commitment>, each <personmonth> must include a year="YYYY" attribute even if the value is blank.

Element reference (simple upload template)

Use this quick reference for the CPOS upload fields and limits.

classDiagram
    Profile *-- Identification
    Profile *-- Employment
    Profile *-- Funding
    Identification *-- Name
    Employment *-- Position
    Funding *-- Support
    Support *-- Commitment
    Commitment *-- PersonMonth
    class Profile
    class Identification
    class Name
    class Employment
    class Position
    class Funding
    class Support
    class Commitment
    class PersonMonth
Element Description Type / limits
firstname User first name (in <name>) String (no max limit)
middlename User middle name (in <name>) String (no max limit)
lastname User family name (in <name>) String (no max limit)
positiontitle Position title String (no max limit)
orgname Organization name String (no max limit)
city City of organization String (no max limit)
stateorprovince State or province String (no max limit)
country Country String (no max limit)
startdate/year Employment start year in <startdate><year>YYYY</year></startdate> YYYY
enddate/year Employment end year in <enddate><year>YYYY</year></enddate> YYYY
projecttitle Proposals and active projects title String, 300 chars max
awardnumber Proposals and active award number String, 50 chars max
supportsource Source of support String, 60 chars max
location Primary place of performance String, 60 chars max
contributiontype Used to route to award vs in-kind award or inkind (required)
awardamount US Dollar value of award amount Integer, 13 digits max
inkinddescription Summary of in-kind contribution String, 500 chars max
overallobjectives Overall objectives String, 1500 chars max
potentialoverlap Statement of potential overlap String, 5000 chars max
startdate Project start date YYYY-MM-DD
enddate Project end date YYYY-MM-DD
supporttype Status of support current or pending
personmonth Person-months per year in <commitment> <personmonth year="YYYY">value</personmonth>; 0 is allowed when applicable

Character restrictions

Escape reserved XML characters in element text:

  • & -> &amp;
  • < -> &lt;
  • > -> &gt;

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