Update on the transition from WebCV to Elements - March 2025
Dear Colleagues,
The transition from WebCV to Elements is still in progress. To keep everyone informed about timelines and processes during this transition phase, below you will find updates and clarification on service offerings.
Transition Timelines and Progress
What is the current timeline for switching from WebCV to Elements?
The transition will take place throughout 2025 and into 2026. The current end date for user access for WebCV is March 31, 2026. The contract was extended for an additional year to ensure that the reporting capabilities currently available in WebCV could be successfully added to Elements. Custom reports for Elements are in development and will be released in 2025.
While it is possible for faculty to login to their Elements profiles now, we are asking faculty to hold off on entering further data until the batch uploads from WebCV are complete and training documents are provided. MedIT will issue an updated message over the summer confirming when profiles are ready to be updated and providing links to training materials.
Can I still use WebCV in the interim?
Yes! WebCV will continue to be available until March 31, 2026, and before closing out the system, MedIT will do a final extraction of all the records stored there. Faculty are welcome to continue to use the platform, however, data entry support is limited to those in the active promotion cycles.
When will the Elements custom reports and related training materials be available?
There are eight (8) different reports in development planned to roll out between May and November 2025. There will be opportunities for faculty and staff to provide feedback on the user experience of these reports and training materials for the purpose of improving future iterations.
I gave consent to provide my CV data to Elements, but I have not received any updates on the status of my profile. What is happening?
Due to staffing changes on the project team, manual curation was paused in Fall 2024 while the team was rebuilt. Since that time, the Elements team at MedIT has been focused on batch uploads of data from WebCV. The upload to the Teaching & Supervision (T&S) module is now complete and visible when you log into Elements.
The next batch upload of data is going into the Professional Activities module. This is underway and should be completed in a few weeks. This module is currently visible in the backend of Elements, but any new information uploaded will be additive and not delete any existing records.
Some manual curation activities have resumed recently and the CVs that were submitted are being used to confirm and claim publications identified by the Elements algorithm. Curation will ramp up again in May with a dedicated position hired for the summer.
Once the WebCV data transfer to Elements is complete, will I need to make any edits or corrections to my profile?
Yes, faculty will need to review their Elements profile. The batch upload data is limited to what was available in WebCV, so more recent data points will be missing. The Teaching & Supervision data was extracted as of April 25, 2024 and the Professional Activities data was extracted as of February 28, 2025. Information added to WebCV into the Teaching & Supervision or Professional Activities section after these cut dates will need to be added manually in Elements.
Manual curation will be an on-going process, but it will not be possible to have all profiles fully curated within the transition year. Training documents will be provided to provide guidance on how and where to enter data in Elements, so it exports correctly into the customized CV report.
Profile holders can assign a delegate(s) to help edit their profile. Currently this is limited to UofT staff, but MedIT is developing a workflow with VPRI to ensure that Guest UTORids and Element account access can be created for hospital-based support staff as well. Further details about this will be rolled out in tandem with training documents.
Will Elements be available to all faculty?
No, adjunct and part-time faculty are not eligible for Elements profiles. To review if you have an Elements profile, navigate to the DiscoverResearch home page and click the “Login to Elements” at the bottom of the page. Faculty profiles are created based on HR data. If the HR data is not correct or up-to-date, this could impact your profile access. For more information, please email elements.med@utoronto.ca.
WebCV use for those in the Promotions Process
Senior promotions candidates
If you are going forward for promotion in the 2024-2026 cycle, continue to use WebCV. If you are going through promotions in the 2025-2027 cycle, curation for your Elements profile will be prioritized. The Elements MedIT team will work closely with DoM staff to confirm the prioritized list of candidates as soon as possible.
CFAR candidates
If you are going through CFAR in 2025 or Spring 2026, you should continue to use WebCV until you have finalized your CFAR documents in February 2025, August 2025 and February 2026. If you are going through CFAR in Fall 2026, curation for your Elements profile will be prioritized. The Elements MedIT team will work closely with DoM staff to confirm the prioritized list of candidates as soon as possible.
WebCV data entry support is available for those in the current promotion cycles.
To take advantage of these services, please email your request and a recent CV to medicine.webcv@utoronto.ca.
Information resources
If I have questions or concerns about Elements, how do I get in touch?
Any questions or inquiries should be sent to elements.med@utoronto.ca. There are also resources and a comprehensive FAQ found on the MedIT Elements webpage.
Where can I find more information?
For information on privacy settings, please see this document. If you have questions about your Elements profile or curation, please contact elements.med@utoronto.ca. For tips, tricks, and everything you need to know to get started on Elements, please refer to the Discover Research Community Site (you will need to login with your UTORid and password).
If you have additional questions not addressed above, please reach out to MedIT via elements.med@utoronto.ca.
Sincerely,
MedIT Elements Team