NIH Biosketch PDF to SciENcv XML Converter

Detecting the format version

Before parsing, determine which PDF format you're working with:

New Common Form (2026+) indicators:

• Has a separate "Products" section with a flat list of citations
• Personal Statement has NO embedded citations
• Contributions to Science have NO embedded citation lists
• ORCID iD present in identification
• Certification statement on the final page
• No section letters (A, B, C, D) as headings

Legacy format (pre-2026) indicators:

• Sections labeled A through D
• Personal Statement (Section A) followed by up to 4 citations
• Each Contribution to Science (Section C) followed by up to 4 lettered citations
• No separate Products section
• No ORCID iD
• eRA Commons username present

Both formats produce identical XML output — the mapping instructions below cover both layouts.

NIH Biosketch PDF layout — New Common Form (2026+)

The new format consists of two combined parts in a single PDF:

Part 1 — Biosketch Common Form:

1. Identifying Information: NAME, ORCID iD, POSITION TITLE, ORGANIZATION AND LOCATION
2. Professional Preparation: Education/training table (Institution/Location, Degree, Start/End Dates, Field of Study) — reverse chronological
3. Appointments & Positions: Academic/professional positions from the past 3 years only, reverse chronological
4. Products: Two groups:
   • Up to 5 products most closely related to the proposed project
   • Up to 5 other significant products

Part 2 — NIH Biographical Sketch Supplement: 5. Personal Statement: Narrative text only (3,500 character limit), no citations 6. Honors: Up to 15 entries 7. Contributions to Science: Up to 5 narrative descriptions (2,000 characters each), no embedded citations 8. Research Support: Ongoing and completed (optional)

Certification page: Final page with certification statement

NIH Biosketch PDF layout — Legacy format (pre-2026)

1. Header: NAME, eRA COMMONS USER NAME, POSITION TITLE, EDUCATION/TRAINING table
2. Section A — Personal Statement: Narrative paragraph followed by up to 4 citations
3. Section B — Positions, Scientific Appointments, and Honors: Three subsections
4. Section C — Contributions to Science: Up to 5 numbered contributions, each with narrative + up to 4 citations
5. Section D — Research Support (optional)

Workflow

Step 1: Find the PDF

Look in the current working directory for a PDF file. If there are multiple PDFs, ask the user which one is the NIH biosketch.

Step 2: Read all pages

NIH biosketches are limited to 5 pages (plus certification page in new format). Read all pages.

Step 3: Detect the format version

Use the indicators above to determine if this is new or legacy format. This affects where you look for citations and products, but not the XML output.

Step 4: Extract and map each section

Read references/xml-structure.md for the complete XML element hierarchy. Here are the key mappings:

Identification maps to <identification>:

• Name -> <name current="yes"> with <givennames> and <surname>
  • The schema uses givennames/surname, NOT firstname/lastname
  • The current attribute is required and should be "yes"
• ORCID iD (new format) -> <id idtype="orcid"> with the ORCID as text
• eRA Commons User Name -> <account accounttype="era"> with the username as text

Education / Professional Preparation maps to <education>:

• Each row becomes a <degree> element
• The degreetype attribute is required (e.g., "PhD", "BS", "MS", "BA", "MD")
• Dates use the Date complex type: <year>YYYY</year> (with optional <month> and <day> children), NOT date strings
• Field of study goes in <major>

Personal Statement maps to <statements>:

• The narrative text becomes a <statement statementtype="personalstatement"> with the text in <annotation>
• New format: No citations to extract — the statement has only narrative text
• Legacy format: Any citations listed after the narrative become <citation> elements within the same <statement>

Positions / Appointments maps to <employment>:

• Each position becomes a <position current="yes/no"> element
• The current attribute is required
• Dates use the structured Date type with <year> children

Honors maps to <distinctions>:

• Each honor/award becomes a <distinction> element with <description>, optional <organization>, and optional <date>

Products (new format) / Citations within contributions (legacy format) map to <contributions>:

• New format: The Products section has two flat lists. Map each list to a <citations group="..."> block:
  • "Most closely related to the proposed project"
  • "Other significant products"
  • Parse each citation into a <citation type="journal"> element
  • Contribution narratives (from the Contributions to Science section) map to separate <citations group="Contribution N"> blocks with <annotation> but no <citation> children (since citations are in Products)
• Legacy format: Each numbered contribution becomes a <citations group="Contribution N"> block with <annotation> for the narrative and <citation> elements for the embedded citations

Research Support maps to <funding>:

• Each grant/award becomes an <award> element
• If absent or empty, include <funding/> as a self-closing tag

Step 5: Build the XML

Assemble the XML following the schema's required element order:

<profile xmlns="http://www.ncbi.nlm.nih.gov/sciencv">
  <identification>...</identification>
  <education>...</education>
  <employment>...</employment>
  <funding>...</funding>
  <distinctions>...</distinctions>
  <contributions>...</contributions>
  <statements>...</statements>
</profile>

Step 6: Write the output

Save the XML file with the same base name as the input PDF but with .xml extension. Tell the user:

• Which format was detected (new Common Form or legacy)
• How many entries were converted per section
• Remind them to review parsed publication citations

Parsing publications

Publication parsing applies to both formats. In the new format, citations appear in the Products section; in the legacy format, they appear under contributions and the personal statement.

Common citation formats:

Smith J, Jones A, Lee B. Title of the paper. Journal Name. 2024;15(3):123-145.