Kyoto University
Activity Database on Education andResearch
Manual for Faculty

Institute for Information Management and Communication, Kyoto University (IIMC)

1目次
1. Basic Configuration
1.1. What is "Activity Database on
Education and Research"(KDB)?
1.2. Persons Obliged to Register
1.3. Regular Updates
1.4. Public page and Edit page
1.5. [Important] Update Published Data
1.6. Public Page Settings
1.7. Link with External DB
1.8. Proxy User Input
1.9. External Files

4. Initial Settings
4.1. Settings on researchmap
4.2. Settings on KDB

11. Others

5. Setting update mode of public page
5.1. Switch update mode

13. Inquiry

2. Login
2.1. Log in to KDB

8. Update information using WEB input
form
8.1. Update information using WEB input
form
8.2. Changing the order of achievements(e.g. Papers)

3. Screen Explanation
3.1. Dashboard upper3.2. Dashboard lower
3.3. Update information using WEB
input form
3.4. [Preview] Links & [Update
published data] button
3.5. Editable Items
3.6. About Public Scope Level

12. FAQ

6. Proxy user management
6.1. Proxy user setting
7. Import researchmap data
7.1. Import researchmap data

9. Update information (Excel)
9.1. Download
9.2. Update info by Excel
9.3. Upload
10. Form output
10.1. Form output
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1. Basic Configuration

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Overview Diagram4

1.1. What is "Activity Database on Education and Research"(KDB)?
Under Article 172-2 of the enforcement regulations for the School Education Law, it is obligated to "publicize the status of education andresearch activities in order to contribute to the dissemination and promotion of the utilization of the results of education and research".
Specific items to be publicized as the status of education and research activities are indicated. The specific items to be publicized are as
follows.
1 Matters related to the educational and research objectives of the university
2 Matters related to the basic organization for education and research
3 Matters related to the organization of the faculty, the number of faculty members, and the degrees and achievements
held by each faculty member
4 Matters related to the admission policy, the number of students admitted, the admission capacity, the number ofstudents enrolled, the number of students who have graduated or completed their studies, the number of students who
have entered higher education, the number of students who have been employed
5 Matters related to class subjects, methods and contents of classes, and annual class plans
6 Matters related to evaluation of the results of study and the standards for graduation or completion of studies
7 Matters related to the educational and research environment for students, including school land, school buildings, andother facilities and equipment
8 Matters related to tuition, admission fees, and other fees charged by the university
9 Matters related to support provided by the university for students' studies, career choices, and mental and physicalhealthIn addition, the Enforcement Regulations stipulate that universities shall make efforts to proactively publicize on the knowledge
and abilities that students should acquire in accordance with their educational objectives.

KDB is being maintained for the purpose of publicizing "information on the degrees and achievements held by each faculty member".

51.2. Persons Obliged to Register• Persons obliged to register in the KDB are full time <professors, associate
professors, lecturers and assistant professors(including specified faculty
and including assistants at the time of faculty evaluation)>, and others
that the president deems necessary.
• Faculty staff other than the above who have already been registered canoperate the database.
• Faculty staff other than the above who request to register are required togain permission of their supervisor of department and submit aregistration request application through the office of the department they
belong. The application form is in the document sharing [*], so pleaseapply to the "Research Support Division of IIMC" by e-mail (refer to thelast page).
[*]Application form URL：https://u.kyoto-u.jp/kdb-touroku
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1.3. Regular Updates• KDB can be updated at any time, although May 1st is set as thebase date every year. Please follow the notification for updating
and confirm the input and registration data.
• Update process is as follows.
1. Updates by university administration:
Primary Affiliation, External Funds other than Kakenhi [*a], Teachingsubject(s), Participation in PhD. Defense, and School management (title,
position)
2. Updates by the department administration:
Affiliated programs, Concurrent Affiliation, Faculty management (title,
position) and Part-time lecturer
3. Updates by faculty after 1 and 2:
Research History, Achievement etc. (Most items can be updated fromresearchmap)[*a]: SPS commissioned research funds, Institutional accounting subsidy and Individual accounting subsidy
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1.4. Public page and Edit page
• KDB consists of "Public page" and "Edit page".
• Public page
– It is the screen to disclose to the public.
– Data which is set to disclose and researchers have selected todisclose are published.
• Edit page
– It is the screen to enter and edit data by logging in with your SPS-ID.
– You can input data manually as well as download / upload in Excel
format.

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1.5. [Important] Update Published Data
Register researchmap URL* Once you register, you are not required to register again basically

Import researchmap data
* Automatically updated once a day in addition to manual updates

Enter and edit Kyoto University original items on the edit page

Click the "Update Published Data" button to publish* Data are reflected automatically on the public page by importing data by default
91.6. Public Page Settings• Data are updated automatically on the public page by
default to reduce user effort.
• Achievements registered in researchmap, data registered in
the KAKEN database, teaching subjects assigned by theadministration staff, and data of university administration
will be automatically updated by default.
Timing of automatic updates to the public page:● When [Update Published Data] button is clicked● When [Excel Input Sheet] is uploaded● When CSV file is imported by department administrator● Database from other systems is linked
101.6. Public Page Settings• You can change the update setting of the public page to "Manual
Update" from "Individual Settings" => "Public Page Settings". Please
note that all data will not be updated to the public page unless you
click "Update Information Using Web Input Form" => "Update
Published Data" button when you set "Manual Update".

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1.7. Link with External DB• When data is automatically imported by linking to other databases(researchmap and KAKEN DB), only data that is publicly available on thesource database will be registered.
• The public page setting of the items linked to researchmap follows thesetting on the researchmap side ("Open to researchers only" = "Yourdata is disclosed only on-campus Network(KUINS)"), so if you wish to
make the data private, please set the data as private on the
researchmap side.
• All Information on the KAKEN DB is public, so it is also made public on
KDB. The publication status cannot be changed at KDB side.
• For other items which public settings can be changed, please refer to the[KDB Item List] in the manual.
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1.8. Proxy User Input• Proxy User Input– To input data by person other than faculty with the same authority as
the faculty in the system is called "proxy user input" and can bedelegated to an assistant who has an SPS-ID. This setting is available only
for the faculty.

• Proxy User
– A person who performs proxy input. Only person who has an SPS-ID canbe set as a proxy user.

* Please refer to Proxy user management for details.
131.9. External Files• You can edit the "Excel input sheet" downloaded on the
KDB and upload it to reflect it on the KDB.
• JSON output for researchmap is available.
* Please refer to the Update information (Excel) for details.

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2. Login15

2.1. Access to KDB[1][1] The Kyoto University Activity Database on Education and Research, abbreviated as KDB.

• Go to "https://kdb.iimc.kyoto-u.ac.jp/"

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2.2. Login

Click and Login.

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2.3. Login
This screen may not appear in some cases.

Log in with yourSPS-ID andpassword.
18

2.4. Login

Select the method
you agree to andaccept.

19

2.5. Top page after login

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3. Screen Explanation

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3.1. Screen layout
Edit page (Dashboard upper)
Switch language
Logout[Header Menu] Links
1. Dashboard: Check for notifications and update history
2. Import researchmap data: Immediate manual import
3. Update information (Excel): Update information by Excel files
4. Update information using WEB input form: Update information by WEB Form

5. Form output: Output in the specified format
6. Individual settings: Set "update mode" and "proxy users", etc
Notification: Displays maintenance information, etc.
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3.2. Screen layout
Edit page (Dashboard lower)• [History List]– It is also possible to search by update date.
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3.3. Screen layout
Update information using WEB input form
• Edit area

• Preview & Save & Publish• Select achievements24

3.4. [Preview] Links &[Update published data] button• [Preview] Links– Preview the current data screen.

• [Save] button– Save current data.

• [Update published data] button– The latest saved status is reflected on the
public screen. Please be sure to click thisbutton after confirming the contents.

25

3.5. Editable Items• [Faculty members] is not available in [Editing authority].
– Cannot be edited.

• [Faculty members] is available in [Editing authority].
– You can edit.

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3.6. About Public Scope Level
You can make a choice below;
1.
2.
3.

Not Public - Your data is undisclosed.
Public - Your data is disclosed.
Private - Your data is disclosed only on-campus Network(KUINS).

• The pull-down menu is enabled.
– You can choose.

• The pull-down menu is invalid.
– Cannot be selected.
Some items are always set to "Public". Please checkthe "Item List" for details.
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4. Initial Settings
4.1. Settings on researchmap
4.2. Settings on KDB
The users who need to do this are those who have newly registered an account on KDB. We will
send you an e-mail. You are required to perform this initial setup once, and basically do not needto do this work afterwards.
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4.1.1. Access to researchmap• Go to "https://researchmap.jp/"29

4.1.2. Setting affiliations in researchmap

Click and Login.
If you do not have a researchmap account, please [Sign up].
30

4.1.3. Setting affiliations in researchmap

Enter your "Login ID" and"Password" and click the"Login" button.
31

4.1.4. Setting affiliations in researchmap

Click
32

4.1.5. Setting affiliations in researchmap
Enter "Kyoto University".

Please enter the name of thegraduate school, etc. in"Department".

Do not enter any other character string except"Kyoto University". You will not be able to"register a researchmap URL" as described below.
If you have registered multiple affiliations,please set Kyoto University at the top of the listof affiliations. Please register Kyoto University
first or set the "Contribution Rate" to thehighest value.
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4.1.6. Account settingEnter your KUMail (xxx@kyoto-u.ac.jp)
in either "E-mail", "Mobile e-mail" or"Other e-mail".

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4.1.7. Check IdP User settingThis step is unnecessary

Verify that a record for"Kyoto University" exists.
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4.2.1. Access to KDB• Go to "https://u.kyoto-u.jp/kdb-login"36

4.2.2. researchmap URL setting

Click in order

If this setting is made, the system will automatically link every
night. If it does not work, please review the ["Initial Settings"].
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4.2.3. researchmap URL setting
If your researchmap My Portal URL is"https://researchmap.jp/MY_PAGE","MY_PAGE" is the string you should enter.

※If you get the error “入力したresearchmap URLは使用できません。”, please refer to the following URL
https://www.iimc.kyoto-u.ac.jp/en/faq/research/cat1/how-to-configure-researchmap-url.html

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5. Setting update mode of public page39

5.1. Switch update mode

Click in order40

6. Proxy user management

It is not linked to the "Proxy users setting" on the researchmap side.
If you need to configure it on the researchmap side, please refer to this page.

41

6.1. Proxy user setting

Click in order42

6.2. Proxy user settingThis screen may not appear in some cases.

Log in with yourSPS-ID andpassword.
43

6.3. Add proxy user

• Enter "SPS-ID" of your proxy user.
– Click [Register] button.

44

6.4. Delete proxy user

• Select your delete target users.
– Click [Delete] button.

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7. Import researchmap data
Prerequisite:"researchmap URL setting" has already been done.

467.1. Import researchmap data

Click in order

Please refer to here for details on the public level of reserchmap
and KDB.

Data is automatically linked every night. If you want to reflect
the data immediately, please click [Import] button above.
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8. Update information using WEB input form

48

8.1. Update information using WEB input form

Click in order

How to change the orderSome items are not editable. Please refer to the "Item List" for details.
49

8.2. Changing the order of achievements(e.g. Papers)
You can change the order your achievements.
[e.g. Papers]
1. Sign in to KDB
2. Click on [Update information using WEB input form] -> [researchmap Items] ->[Research] -> [Papers]
3. Click on [Change public display order] button.
4. Select from pull down menu, and click on [ASC] or [DESC] button. You can change
the order by drag and drop also.
5. Click on [Apply change] button.
6. Click on [Save] button.
7. Click on [Update published data] button.
*The next slide has a picture.

50

8.2. Changing the order of achievements (e.g. Papers)

Click in order51

8.2. Changing the order of achievements (e.g. Papers)

Can also be moved by drag & drop
Select and click in order52

8.2. Changing the order of achievements (e.g. Papers)

Click the [Save] and [Update published data] button to apply
the changes to the published screen.
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9. Update information (Excel)
9.1. Download
9.2. Update by Excel
9.3. Upload

54

9.1. Download

Click in order

Please keep the original Excel download as a backup.

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9.2. Update info by Excel
Caution・Please copy and edit the latest Excel file you downloaded.
Please keep the original Excel download as a backup.

・Editing Excel alone does not update the information.
You need to upload it.

・Do not use the standard Excel function [Share Book].
・Do not edit in any application other than Excel.

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9.2.1. Example of Excel editingSet value with referring to the header nameSet the public level

Select the target for editing from the sheet name57

9.3. Upload

Click in order

Please keep the original Excel download as a backup.

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10. Form output

59

10.1. Form output

Click or select in order
Selectable output forms
1.
2.
3.

JSON as researchmap registration format
Competitive Funds
Papers60

11. Others6111.1. Public Level
Impact on the public page
0: Not Public: (= researchmap: Private)[Not disclosed]Your data is undisclosed both on-campus and off-campus Network.

1: Public: (= researchmap: Public)
Your data is disclosed both on-campus and off-campus Network.

2: Private: (= researchmap: Open to researchers only)Your data is disclosed only on-campus Network(KUINS).

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11.2. Difference between on-campus andoff-campus URL
How to distinguishOn-campus URL:
https://kdb.iimc.kyoto-u.ac.jp/profile_private/xxxxxxxxxxxxxxxx.html

Off-campus URL:
https://kdb.iimc.kyoto-u.ac.jp/profile/xxxxxxxxxxxxxxxx.html

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11.3. On-campus <=> off-campus redirect
Display public pages according to access source
When accessing on-campus URL (https://kdb.iimc.kyoto-u.ac.jp/profile_private/xxxxxxxxxxxxxxxx.html) from offcampus
Redirect to off-campus URL (https://kdb.iimc.kyoto-u.ac.jp/profile/xxxxxxxxxxxxxxxx.html)

When accessing off-campus URL (https://kdb.iimc.kyoto-u.ac.jp/profile/xxxxxxxxxxxxxxxx.html) from on-campus
Redirect to on-campus URL (https://kdb.iimc.kyoto-u.ac.jp/profile_private/xxxxxxxxxxxxxxxx.html

6411.4. When "ja,en" is not in the public
page URL
Display with the browser language setting
For example, if you access the public page URL (https://kdb.iimc.kyotou.ac.jp/profile_private/xxxxxxxxxxxxxxxx.html) with the browser language setting: ja
The URL is [https://kdb.iimc.kyoto-u.ac.jp/profile/ja.xxxxxxxxxxxxxxxx.html]

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12. FAQ

Please refer to here for FAQ.

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13. Inquiry• About the Activity Database on Education and Research
IIMC, Research Support Divisione-mail: kyouindb-qa@iimc.kyoto-u.ac.jp67