Faculty 180Activity Input Form User Guide

Sathy Rajendran, Ph.D., CSP Assistant Professor & Program Coordinator

Safety and Health Management ProgramEngineering Technologies, Safety, and Construction Department

Important Documents/Tools• Collective Bargaining

Agreement*• University Guidelines*• College Guidelines*• Department Guidelines*• Academic Calendar*• Faculty 180 System

*Make sure you read these documents thoroughly and understand your department, college, and university guidelines.

Reappointment Cycle (CBA Article 22.2.1)

Topical Academic Life Calendar 2014-15

Note: Evaluation for Reappointment of Faculty in Fourth or Fifth Years of Service Includes a review by the College Personnel Committee before Dean!

Topical Academic Life Calendar 2014-15

Topical Academic Life Calendar 2014-15

Reappointment Portfolio SubmissionThe Past… No more binders or cardboard

boxes for RTP purposes.

Faculty 180 - What? Why? • Faculty 180 is an activities

reporting and evaluation processing software tool developed by Data 180.

• Most faculty appreciate the value of having a repository to hold records of their activities.

• The “portfolio binders” had several limitations.

• A reliable, trusted mechanism to track faculty productivity was needed.

Faculty 180 - Advantages• A single and convenient place for faculty members to archive

their achievements in teaching, scholarship, creative works, service, and professional development activities. Once data is entered…..

– Standard and custom CVs can easily be produced.

– Chairs, Deans, and Provost will have faculty and departmental data in one convenient location. They will be able to aggregate data for custom reporting.

– Reappointment, Tenure, and Promotion and other reviews can be managed through Faculty 180 – e.g., selection of committee members, granting of permission to review materials, and evaluation of materials.

Document Everything (Evidence)• Original signed contract letter

• Teaching – Syllabus, SEOI forms, Course Quality Improvement, advisee list, new course development, course revisions, teaching innovations & accomplishments, supervisor observations, and peer observations.

• Scholarship – Copies of all scholarly end products (e.g. papers, presentations), acceptance letters, presentation invitations/thank you letters, proceedings paper, etc.

• Service – Appointment letters, thank you letters, etc.

• Professional Development – Certificate of attendance, membership certificates, agenda, etc.

MyCWU Page Go to CWU home page and log in to MyCWU page

On your MyCWU page click on Faculty 180 link. This will take you to the Faculty 180 Home Page

Faculty 180 HomepageYou should update your information on Faculty 180 once a year as part of your annual activities report due to your department chair (typically late October). At the end of the spring quarter faculty relations will load this link (see below) on your home page so that you can complete your annual activities report. You can start entering data into 180 by clicking on this link. It will take you to the “Activity Input Form” for that particular academic year (see next slide). Please note this link will not be available during the academic year for which the activity report will be submitted. For example, the activity input form for AY 14-15 will appear only after spring 2015.

Teaching (Activity Report Only): Please note, teaching “entry” is only available during activities report submission period. Your course information is populated automatically from your class schedule. It is critical that you are listed as the instructor of record in every class for which you have workload.

Can you enter data during academic year?YES, your Faculty 180 page can be updated more frequently if you wish to record your activities immediately or periodically (e.g. every quarter), by clicking the “MY DATA” tab at the top left.

Once you are on your “MY DATA” page you should click on the “Activity Input Form” link. It will take you to the general “Activity Input Form” where you can enter data anytime (see next slide). Note this page does not show activity time line.

The Profile Form contains information such as degrees, honors, professional licenses and certifications that do not often change. This form may be updated as often as necessary, but probably will not need frequent attention.

On the Activity Input page you can enter data periodically during the academic year (e.g. every quarter) for all categories except activity 2 (teaching data such as syllabus, SEOI, peer observation, etc.). This activity can only be entered when the “complete activity input form” for an academic year appears on your home page. It is best practice, however, to keep the documents needed for this activity ready, so you can enter them when the link appears on your home page.

On the Activity Input Form of Faculty 180 you will see 24 subcategories for CWU. Some of these categories are optional; add information according to your college/department requirements. For example, if you are part of CEPS, please refer to “CEPS Faculty 180 Alignment document on the next slide” to find out which of the categories are optional.

On your activity input form page, if you would like to edit or delete an activity previously entered, click the toggle switch to see all the entries. This button allows you to expand or collapse the activity link.

If you have an activity for a category (e.g., Self-Evaluation statement), click the hyperlink ADD to the right of the category’s name. If you are unsure what the category is, then click the (?) hyperlink. The following slides will provide you some guidance on each category and activity input form examples.

“CEPS Faculty 180 Alignment”

Organization

• Faculty 180 involves uploading numerous documents into the system.

• It will be very simple if you are organized with your “evidence document storage” on your computer.

• The following slides shows one way of organizing the documents (based on faculty 180 categories), again every one has their own way that works best for them.

• But you have to be organized so you can easily browse your computer to upload the evidence documentation.

Sample Document Organization based on Faculty 180 “24” Categories. I felt this setup was very easy for me to upload documents into Faculty 180.

Please scan and upload your evidence documentation periodically; do not wait for summer. You may loose some documents or end up doing a lot of work in the last minute.

Activity 2D - Teaching: Category Report Only. This activity has the most documents to upload. You will upload your course syllabi, SEOIs, and peer observations. Some departments require individual course quality improvements (CQI) which can be entered under “Other.”

1. Teaching (Activity Report Only): Please note, teaching “entry” is only available during activities report submission period. Your course information is populated automatically from your class schedule. It is critical that you are listed as the instructor of record in every class for which you have workload. Modify load hours for every class if needed.

2. If you taught two courses at the same time (for instance, a course cross-listed as undergraduate and graduate; lab or practicum associated with a lecture course), you should check the boxes under “Group Courses” for all courses taught at that time and click the “Group” button at the bottom,. Do this once for each set of cross-listed courses.

3. If you taught a course (e.g., independent study) for which you did have load, make sure “0” is in the box.

Activity 2D - Teaching: Category Report Only. This activity has the most documents to upload. You will upload your course syllabi, SEOIs, and peer observations. Some departments require individual course quality improvements (CQI) which can be entered under “Other.”

1. Click “Add” button.

2. This dialog box will open that will allow you to search your computer drives to find and add. Select the document type.Click “Browse” button.

3. Select the file from your computer.

4. Click upload.

5. A hyperlink “1” appears under that activity. You can view the uploaded document by clicking “1.” Continue entering all other data.

Category 3 - Teaching: Other Instructional Activities/Accomplishments/Innovations. These include new course development, major course revision, curriculum revision, teaching innovation (e.g., methods, course design), etc. Ensure you upload appropriate evidence to support your accomplishment.

1. Click “Add” button. If you want to view all the items entered in this activity, click “View All.”

2. Select the quarter when you completed the activity. Enter the name of the activity under “Type,” a brief description in the text box, and the appropriate workload.

3. Complete “Activity Classifications.” Use classification help if needed. Most categories have Part A and Part B. In Part B you must classify that activity from the options in the drop-down menu that closely describes that activity. If you are unsure what the option is, then click the (?) hyperlink to open the classification help windows as shown at the bottom of this slide.

4. Please note Part C in most forms are for uploading evidence documentation. Click the “Browse” button to upload evidence document. If you want to enter another innovative instructional activity click “Save and Add Another” otherwise click “Save and Return.”

NOTE: After adding information for any activity in Faculty 180, choose “Save and Return” if you want to save the information and return to the activity input form home page to work on another activity. Choose “Return” if you do not want to save the information. Choose “Save and Add Another” to enter another sub activity under the activity.

Category 4 - Teaching: Externally Funded Release Time for Instructional Activities. Complete this activity if you have any externally funded release time for instructional activities such as grant-funded release for instructional development including curriculum, assessment, and other teaching-related activities.

2. Select the quarter when you completed the activity. Enter a brief description in the text box, and the appropriate workload units.

3. Complete “Activity Classifications.” Use classification help if needed.

4. Click “Browse” button to upload evidence document. If you want to enter another “externally funded release time” activity click “Save and Add Another” otherwise click “Save and Return.”

1. Click “Add” button. If you want to view all the items entered in this activity, click “View All.”

Category 5 - Teaching: Graduate Advising. Input information regarding graduate advising and graduate committees on which you currently serve and have served. For the comment field, include a description of work or thesis title, as appropriate.

1. Click “Add” button. If you want to view all the items entered in this activity, click “View All.” Enter information for only one graduate student.

2. Enter start and end quarter. For graduate committees you currently serve on, select “Present” as the end quarter.

3. Enter “1” for “# of Graduate Student Being Advised” since you will complete this activity for each graduate student separately. Under graduate committee membership enter your role, “ Chair,” “Co-chair,” “Member,” or “Other.” For the description field, include a description of work or thesis title, as appropriate.

4. Enter the Masters Degree Type, for example Masters of Arts, Master of Science, etc. Under status enter, “Active,” Graduated,” or “Pending.”

4. Click “Browse” button to upload evidence document. If you want to enter information on another graduate student or committee click “Save and Add Another” otherwise click “Save and Return.”

Category 6 - Teaching: Undergraduate Advising.

1. Click “Add” button. If you want to view all the items entered in this activity, click “View All.”

2. Enter start and end quarter. Enter the number of undergraduate students for whom you are officially listed as the major/pre-major advisees.

3. Click “Browse” button to upload evidence document (if any). If you want to enter additional documentation click “Add Another.” You can continue entering advisee information for next quarter by clicking “Save and Add Another” otherwise click “Save and Return.”

Category 7 - Scholarship and Creative Activities. Input information about scholarly or professional works such as journal articles, books, proceedings, etc., or creative works such as performances, exhibitions, etc.

If you have been adding information throughout the year, or previous years (continuing faculty) you may see a notation to “Copy Ongoing Activities –Complete before adding new entries” from previous years under this category and other categories such as service. Clicking on this link will pull in all activities that were entered into the system that are listed as ongoing (e.g. Fall 2011 – present). You should review this list to be sure all of the items presented on this page should be imported. You can adjust the status of the activity (e.g., from accepted to published). Once you have reviewed and updated these entries, click “Save” to add these to your activity input form.

Category 7 - Scholarship and Creative Activities. Input information about scholarly or professional works such as journal articles, books, proceedings, etc., or creative works such as performances, exhibitions, etc.

1. Click “Add” button. If you want to view all the items entered in this activity, click “View All.”

2. Select the scholarship or creative activity you want to enter. For example, let’s select “Journal Article” and click “Continue” button. All the information that has to be entered is very self-explanatory. Examples of book chapters, presentations, and proceedings are also provided in the next two slides.

Optional: Include the URL to the citation or full article. Check the box to show on the CV template. include a description of the activity. Check the box to show on the CV template

Sample Book Chapter Entry

Sample Chapter Entry - Evidence includes 1st page of your chapter showing your name, proof of peer-review, and anything that will prove your entries under part B.

Sample Journal Entry - Evidence includes 1st page of your article showing your name, proof of peer-review, and anything that will prove your entries under part B.

Click to add a coauthor.

Sample Presentation Entry – Evidence includes a few slides ofpresentation, invitation or acceptance letter, and proof that youdid deliver the presentation, and anything that will prove your entries under part B.

Sample Proceedings Entry - Evidence includes 1st

page of the paper, proof of peer-review, and anything that will prove your entries under part B.

Category 7 - Scholarship and Creative Activities. This section probably has the most classification, hence the various classification help is shown below.

Category 8 - Scholarship and Creative Activities: Grants.

Click “Add” button. If you want to view all the items entered in this activity, click “View All.”

ACTIVITY CLASSIFICATION GUIDENote: Proof of your grant award and your status such as PI or Co-PI, should be uploaded as attachments.

Category 9 - Scholarship and Creative Activities: Externally Funded Release Time

Click “Add” button. If you want to view all the items entered in this activity, click “View All.”

Enter the amount of externally funded release time in terms of workload units.

This form is straightforward!

Note: Proof of your grant award and your status such as PI or Co-PI, should be uploaded as attachments.

Category 10 - Service: University/College/Department Committees. Formal standing committee appointment within the academic institution. Do not list ad hoc committees, dissertation/thesis committees, informal assignments, etc. here; enter instead as Other Institutional Service.

Note: Document your service work through appointment letters, thank you letters for service, invitation letter for peer-review, etc. The input form has already loaded with common committees on our campus, to make it easy for you to select. If your committee is not on the list select other, and fill out the information on the text box to the right.

Category 11 - Service: Other University/Professional/Public

Note: Similar to other categories document your service work through appointment letters, thank you letters for service, invitation letter for peer-review, etc.

Category 12 - Service: Externally Funded Release Time for Service Activities. This form is similar to externally funded release time for scholarship activities that was covered previously!

Note: An example of an activity under this category can include serving as “President” of a large professional society for which the society paid for your release time!

Category 15 - Professional Development. Provide details about conference, training, continuing professional education, etc. in which you participated. Do not list degrees in progress here; enter instead as Degrees in the Profile Form. Please do not submit information here that you have submitted in a different category.

Note: Evidence for professional development includes certificate of attendance/completion, conference agenda, etc. Scan these documents and attach it using PART C Attachments. Since you have to enter hours of professional development, please get documentation to show the hours claimed.

Category 16 - Optional: Honors and Awards

Note: Please scan and attach a copy of your award certificate or letter or any other paperwork that documents your honor/award.

Category 17 - Optional: Self-Evaluation

Note: Please note you can either upload all your personal/self-reflective statements in this category (or) you can upload them separatelyunder categories 20-23. Typically the expectation of self-evaluation includes, “what went well?,” “what needs improvement?” and“what changes were made toward continuous improvement?”

Categories 18 - Faculty Review: Reappointment/Post Tenure Review Guidelines. Attach copies of your college and department guidelines.

Activities 19 - Faculty Review: Copy of Original Signed Contract Letter. Attach a copy of your original signed contract letter.

Note: Please contact your department chair to obtain the latest version of your department and college guidelines.

Note: See your department secretary or college administrative assistant if you need a copy of your original contract letter.

Categories 20-23 - Faculty Review: RTP Review, Teaching, Scholarship, and Service Personal Statements. Category 21 is filled only during reviews such as 2nd/3rd Year Reappointment 4th/5th Year Reappointment, 5th/6th Year Reappointment, Tenure/Promotion or Post Tenure Review. Other personal statements are filled in for each academic year as part of the activity report.

Click Add to upload your personal statement. A sample input form is shown below which is self-explanatory, which is similar to all these four categories.

Note: Please refer your college/department guidelines about personal statement requirements! Typically you complete the statement in a MS Word document, convert it into PDF and upload into the input form.

Category 24 - Faculty Review: Prior Recommendation Letters From All Prior Reviews

1. Click “Add” button.

2. Enter all the pertinent information, upload your prior recommendation letters, and click “Save and Return.”

3. If you want to view all the items entered under this category, click “View All.”

Note: Please make sure you save prior recommendation letters

When you have entered all your information under applicable categories, make sure you have saved the form; scroll to the bottom of the form and click Save and Return. If you are ready to submit your annual activity report to your chair click Submit Completed Activity Input for Review. However, please take the time to double check to make sure you have completed all categories and attached all documents.

HELP VIDEOS

Acknowledgements

• Dr. Allen Sullivan for his time reviewing the slides from a new faculty perspective!