User:Kag02e/sandbox

Faculty Expertise and Advancement System – Version 5.1

Dave Yancey Florida State University Revised: October 31, 2014

Table of Contents

Section 1: Overview 1.1 Document Overview 1.2 System Overview 1.3 User Roles 1.4 The System Menu 1.5 System Navigation Section 2: Manage Vita Information 2.1 Initializing the Vita 2.2 Editing the Vita 2.3 Managing the Status of the Vita 2.4 Preferences 2.5 Import/Export Publications 2.6 Update CV from Available Data Downloads Section 3: Generation of Documents 3.1 Generate a Promotion and Tenure Vita 3.2 Generate a QER Vita 3.3 Generate a Custom Vita 3.4 Generation of Other Vita Documents 3.5 Generating a P&T Publication Table of Contents 3.6 Generating a SPOT/SUSSAI/SPCI Summary Report 3.7 Generating a Teaching Summary Report 3.8 Generating a Research Summary Report 3.9 Annual Summary of Accomplishments Section 4: Selection of Faculty Vita and Reports 4.1 Select Faculty by Department 4.2 CV Item Reporting 4.3 Keyword Search 4.4 Analysis and Reports 4.5 Department/College Faculty Summary Report Section 5: Other Menu Functions 5.1 Serve as a Delegate 5.2 Serve as a Proxy 5.3 Set Department, College, and University Display Preferences Section 6: Public Interface 6.1 Faculty by Department 6.2 Faculty List with Finalized CVs 6.3. Google Search Finalized Faculty CVs 6.4 A Special Expertise Search Section 7: Supplemental Documentation References

Section 1: Overview 1.1 Document Overview

This document describes the Faculty Expertise and Advancement System (FEAS) which is a web application that supports the management of faculty information with content sufficient to generate an FSU Promotion and Tenure (P&T) curriculum vitae, Quality Enhancement Review (QER), and other vita formats and reports. Information entered into this system is stored in a database and includes general information, teaching activities, scholarly or creative activities, and service. This information can be used to generate analysis reports, as well as the automated construction of research and teaching reports, SPOT/SUSSAI/SPCI reports, annual summary reports, formatted general and custom vitae, and other faculty summary reports.

The application is available at the following web address:

http://feas.fsu.edu

This document describes version 5.1 of the system which was released December 2014.

1.2 System Overview

The following figure provides a big-picture overview of this application.

This system provides an interface for faculty to enter or update information related to publications, presentations, exhibitions, teaching, service, honors, expertise, professional experience, and more. Delegate authority may be granted to individuals to enter information on behalf of faculty.

When the CV is started for a faculty member, options are provided to download information from other FSU databases, including: address, degrees awarded, professional experience, courses taught, graduate committees, and contracts and grants. Functions are also provided to download updates to information from these available FSU databases. A function is also available to import publication information from various citation reference systems such as EndNote, RefWorks, and BibTeX. These tools may be used to search and download publication citations from such library databases as PubMed, Engineering Village, Web of Science, JSTOR, and many others.

Functions are provided to generate vitae that are formatted as appropriate for Promotion and Tenure. CVs may also be generated as appropriate for Quality Enhancement Reviews (QER). Other formats include the general vita, short vita, and a custom formatted vita. Faculty may also use this system to generate SPOT/SUSSAI/SPCI summary reports, teaching summary reports, research summary reports, and annual summary of accomplishment reports.

An interface is provided for deans, chairs, and administrators to search for faculty information, generate reports of publications and other research, and generate a formatted CV for faculty in their area. A public interface to database information is available which provides access to finalized faculty vitae or conduct keyword searches for a word or phrase. (Information available from the public interface is limited.)

1.3 User Roles

When a user first accesses this web site, a login screen is presented. The user should enter his/her FSUID and password, which is the same login userid used for Blackboard, OMNI, and other university web applications. The login identifies the user to the application. Non-employees that have no special roles in the system will be denied access.

In summary, the special roles that can be granted to users include: •	Administrator. System administrators have access to setup, configuration, and input form definition functions. User access administrators are able to grant special roles to other users. Help administrators are able to alter form and field help messages. Administrative functions are not discussed in this document. •	Delegate. Delegates have the ability to enter information and generate CVs on behalf of other faculty. Delegate status can be granted to enter information for one or more individuals, one or more departments, one or more colleges, or for the university. •	Proxy. Users with this authority can finalize CVs on behalf of faculty. (This would normally only be done for faculty no longer at the university). Proxy authority may be granted to finalize individual faculty, one or more departments, colleges, or for the university. •	View. Users with view access can generate CVs and perform analysis/reporting for some collection of faculty. View access can be granted for one or more departments, one or more colleges, or for the university. •	Preferences. Users with the ability to set display preferences can hide the display of forms that would otherwise be available. The ability to set display preferences can be granted for one or more departments or one or more colleges. The ability to set individual preferences is available to all users. •	International. Users with this ability are able to run a long-running query to report citations that reference a foreign country. •	Citation Summary. Users with this ability are able to run a faculty summary report for the entire university. (The university is shown as an option in the Department/College Faculty Summary Report). This is expected to be a long-running query.

1.4 The System Menu

After logging in, users are presented a menu of functions which will vary depending on assigned roles and progress in entering vita information. In the following example, the menu corresponds to a user with Delegate and View access and has not yet started to build his/her vita.

On the other hand, if the user is a faculty member without Delegate or View authority, and the user had not started to build his or her vita, then the menu displayed would appear as follows:

The menu will display additional functions once the CV is started (or initialized). The main menu tab provides a hierarchical menu organization of the functions to be performed as illustrated below.

The Function Shortcut Menu provides a more direct means of selecting system functions.

1.5 System Navigation

Near the top of every web page in this web application, you may observe the “crumb trail” in the gold banner. The link to “Main FEAS Menu” provides a quick means to return to the menu page. The links may include other intermediate pages, if appropriate.

The user will also find a “Return to Menu” button on most web pages which will directly return the user to the menu page.

Section 2: Manage Vita Information

Vita information may be entered or updated by a faculty member or by a delegate serving on behalf of a faculty member. In either case, the functions provided for information entry are identical. All information that is entered is indexed by OMNI Employee ID so that it can be tied together with other data sources. If the user is serving as a delegate for a faculty member, then the information entered will be saved for that faculty member; otherwise, the information entered will be saved for the current user.

2.1 Initializing the Vita

The vita editor is accessed by the Build/Edit function (in the Function Shortcut Menu) or by Begin my CV (in the Main Menu). The display for first time use is illustrated below; this is presented when this function is first accessed by (or for) an individual.

Here, the system provides options to preload basic information that is available in other university systems and stores it in the FEAS database. As illustrated above, the downloaded information includes: •	University local and email addresses, •	Degrees awarded, •	Professional experience, •	Courses taught, •	Graduate supervisory committees, and •	Funded Grants •	Grant Proposals

It is expected that this information will be far from perfect. Any information loaded into this database can be edited, deleted, or appended to as appropriate. Updates entered in this system will not update the data source (e.g. OMNI, Course Schedule Master, Graduate Student Tracking, Contracts and Grants); in addition, future changes in the data source will not be automatically loaded into this database. Thus, changes made to information in this database will not be overwritten. However, a function is available in the main menu that permits the user to update information about courses taught, graduate student committees, and contracts and grants from other available data sources (see section 2.6).

Once the data initialization choices have been processed, the display will revert to the vita editor. The initialization menu will not be redisplayed.

2.2 Editing the Vita

When editing the vita, the system checks the “Last Change” date, which is displayed on the system menu page (see section 2.3). If the CV is not finalized and if the time since the last change is more than 150 days, the user will be prompted with a popup dialog as follows:

If the checkbox is checked, this dialog will not be redisplayed. This preference for the dialog display may be altered in the Preferences settings (see section 2.4).

The editor display is in the form of a hierarchical collapsible/expandable tree of items as illustrated below. Click  to expand or   to contract an item. Links are available at the top of the display to perform special functions:

[Return to Menu]	jump to the opening menu page. [Show Main Categories]	close all tree items except the major categories and subcategories [Show My Entries]	close all tree items except those containing my information [Generate CV]	generate a vita document as selected in the dropdown list: P&T, QER, General, Short (3 Yr), Short (5 Yr), Short (7 Yr), and Finish Later

Some of these items have several levels in the hierarchy of information. At the lowest (terminal) level of a node, there may be some number of database records for the faculty member related to the category. In the example below, the Professional Preparation category was expanded and three records were found relating to the user.

If records in the category appear to be missing, click the [Refresh] function to redisplay the list of citation records in the database for the category.

If the user now clicks a [+] symbol, a form will open which contains information from the saved record. Alternatively, by clicking the [Add] link, this same form is displayed with empty fields, suitable for creating a new record in the given category.

Each date field in the data entry form expects the value to be formatted as a year (e.g., 2010) or as a month/year (e.g., 10/2010). An improperly formatted value cannot be saved. At the end of each date field, a calendar icon  is presented and, when clicked, will trigger the appearance of a popup display that can assist in the selection of a date.

Click the << symbol to select a year from the previous decade, or >> to select a year from the next decade. If “No Month” is selected, the date entry is limited to the year.

Some text fields are followed by the suggested list symbol, which if clicked will present a popup list of suggestions that may be selected for the field. Alternatively, text may be directly typed into the field.

Some text fields feature "auto complete text". When typing into such a field, a drop down list of options will appear that match the text typed thus far. Any of the options may be selected from the list and will be copied into the textbox.

At the end of each of the text fields, there is a special Ω symbol, which is provided for entering special symbols and characters into the field. When this symbol is clicked, a dialog box containing various symbols is presented, as illustrated below.

Choose from the drop-down list to select alternate symbol sets such as Cyrillic, Greek, Mathematical Operators, Dingbats, Extended Latin, etc. When one of the symbols is clicked, it is appended or inserted into the associated text box on the form. With these extended characters and symbols, one can construct foreign references such as “University of Jyväskylä” or other references such as “β particles.”

The caret (^) is a special character which may be used to enclose scientific names that should be italicized, or reverted to roman within an italicized field. For example consider a refereed journal article title such as: Natural genetic variation in the courtship repertoire of male ^Drosophila melanogaster^ Such a title would be rendered in the vita document as: Natural genetic variation in the courtship repertoire of male Drosophila melanogaster Special expressions are provided which may be typed into text fields to represent symbols and accented characters. For example, \Sigma may be entered which will be replaced by the Unicode character Σ. Foreign accents may be entered using an expression like \~a which will be replaced by the Unicode character ã.

In addition, subscripted and superscripted text may be represented via expressions such as +{superscripted text} and  -{subscripted text}. For example, the text {\=a}+{2} would be rendered as ā2. A more complete discussion with examples of these special text expressions is provided in “Text Expression Reference” which is available from the user documentation link on the main menu.

In the preface forms and in the “additional information” fields, users may introduce a carriage return in the display by inserting a pilcrow (¶) character. This character may be inserted from the symbol picker or by using the text expression \P.

At the top of the data entry form, various functions (enclosed by brackets) are provided: •	[Save] — Save the contents of this form to the database. At this point, a constraint check is performed to ensure that required fields are provided and that numeric and date fields are properly entered. •	[Quit] — Exit this form without saving its contents. •	[Copy] — Create a duplicate copy of this database record. This is useful for creating multiple records that are fairly similar. This function is not available when editing new records. •	[Delete] — Delete this database record. This function is not available when editing new records. •	[Move] — Available on some data entry forms to allow previously saved records to be moved from one category to another (e.g., move a refereed journal article to the non-refereed category). •	[Change Status] — Available on some data entry forms to allow the publication status of previously saved records to be updated (e.g., update the status of a refereed journal article from submitted to in press). •	[Finish Later] — Hold this information in a special category that can be recalled later and finished. This function is typically used when entering new records where all required fields cannot be completed immediately. •	[Enable Tagging] – Temporarily display the citation contributors as a list of textboxes with tagging. This is only available for forms with contributor lists. •	[Hide Tagging] – Restore the citation contributor list to the default selected for the author edit control (see Section 2.4.2).

When [Finish Later] is clicked, the record is considered in-progress and is saved in a special place at the bottom of the list of categories. In the example below, a refereed journal article form and a non-refereed review form were held in this incomplete state.

Click the [+] link to bring up the form in order to complete the record. At the top of this form, the following functions are provided: •	[Save to Vita] — Save this completed record to the database and remove it from the incomplete record list. As with the [Save] function, a constraint check may be performed to ensure that required fields are completed and that numeric and date fields are properly formatted. •	[Update] — Update this record in the incomplete list. This will retain any field changes. •	[Move] — Available on some forms to allow items to be moved from one Finish Later category to another. •	[Change Status] — Available on some forms to allow the publication status of Finish Later items to be changed. •	 [Quit] — Close this form without saving any changes. •	[Delete] — Delete this record from the incomplete list.

The additional “Other Uncategorized Vita Items” category is provided as a placeholder to enter information to which the user wishes to later return. This provides a free form text area in which to record information that does not fit easily into an existing category. The intent is that items in this list will be resolved after review.

Any records on the Incomplete/Uncategorized Vita Items list will not be included in the generation of the P&T vita and will not be considered in the analysis and reporting of database information.

In order to provide some guidance regarding the nature of the information to be entered in each form, various forms of help have been provided for the user. For general information pertinent to the form, “Notes” appear in blue text at the bottom of many of the forms. Users may also mouse over the  symbol that appears to the immediate right of many fields for information related directly to that field.

Forms that include lists of contributors (journal articles, exhibitions, presentations, etc.) may include a list of textboxes as illustrated below. However, the rendering of this list may be altered in the Set Preferences function (see section 2.4.2) or the [Enable Tagging] function.

The functions in this display may be used to move contributors up and down in the list. The  function can be used to expand the vertical size of the scrolling contributor list. This may be convenient if there are a large number of contributors. However, the maximum number of input boxes for contributors is specified in the Set Preferences function.

2.3 Managing the Status of the Vita

After some information has been entered into the database for the vita, the main menu page will display summary information regarding the status of vita development. In the illustration below the yellow block is a visual indicator that CV updates are in progress. Information is provided as to the date and time of the last change and who made the last change.

By clicking the [Lookup] link, popup information is provided on who made the last change to the CV information. This might be useful to determine what delegate last entered information for the faculty member. An example popup is illustrated below.

Depending on the status of CV development, functions may appear or be hidden in the menu. Once updates have been started, the faculty member is provided a function to set the CV status to “approved/finalized”. The following illustrates this function on the Function Shortcut Menu.

When the Approved/Finalized function is selected, a dialog is displayed to confirm the request. If accepted, a CV file is generated and deposited on the public website (see section 6). Users are provided the opportunity to set a preference for the format of the public CV (see section 2.4.3).

Once the CV status has been set to “approved/finalized”, this indicates that the faculty member is satisfied with the content. At this point, the CV can no longer be edited. However, a view function is available which allows the user to inspect all the records in the Vita.

The figure below illustrates a form that has been displayed in the View Finalized Vita function. Such functions as [Add], [Save], and [Delete] are grey which signals that they are no longer available. However, a function is provided in the main menu to return the CV to the “Updating / In Progress” state, at which point changes can be made.

If the user has Proxy authority, then a faculty member’s CV can be finalized on their behalf. This function will appear in the menu when the faculty member is selected via the Delegate interface.

2.4 Preferences

Preferences can be used to alter the behavior of the CV builder. Functions are provided to change the default author name used when entering citations and hide the display of information categories when building the CV. Functions are also provided to alter the entry of contributors for citations and for the format of the CV used when the vita is finalized. Preferences are specified on an individual basis for the faculty CV being edited.

2.4.1 Change Default Name

This function changes the default name used to pre-enter the faculty name as the author, presenter, performer, artist, and other like contributor field for new citations when using the CV Builder. When editing CV citations, this name may be reformatted, changed, or appended to. This default name is simply meant to simplify the entry of new citations. In addition, this name is used as part of citation tagging which helps categorize contributors for the research summary report. By default, this name will be used to match against the list of contributors to identify the faculty member. However, this identification can be over-ridden by explicitly tagging a contributor as self.

The dialog illustrated below is presented when this function is selected from the Set Preferences menu. The [Restore System Default] function sets the default to the faculty member’s name as obtained from the university directory.

APA formatted citations abbreviate the author’s first and middle names (e.g.: “Yancey, D. P.”) However, if the name is spelled out, the first and middle names will be abbreviated as necessary for the citation in the generated CV.

2.4.2 Change Author Edit Control

This function changes the edit control used to specify the author, presenter, performer, artist, or other contributor fields for citations in the FEAS Database. The figure below illustrates the dialog that is displayed when this function is selected.

There are three edit control options.

(a) Simple Text Area Box

In this case, a scrolling free-form text box is presented in which citation contributors may be entered. This is the style of entry that was used prior to FEAS Version 3.0. Contributors should be entered, one per line. An illustration of this is illustrated below as it would appear in the CV Builder.

(b) List of Text Boxes

In this case, which is the default, a scrolling list of one line text boxes is presented. The maximum number of input boxes available in the scrolling list may be specified for this option. As before, contributors should be entered one per line. Note that collaborative groups or coalitions may be entered in lieu of a contributor name.

An illustration of this input control as it would appear in the CV Builder is provided above. The functions in this display may be used to move contributors up and down in the list. The  function can be used to expand the vertical size of the scrolling contributor list. This may be convenient if there are a large number of contributors.

(c) List of Text Boxes with Contributor Tagging

In this case, a scrolling list of one line text boxes is presented along with the ability to tag each contributor. This tagging information is used in the Research Summary Report, Summary of Accomplishments Report, and Department/College Faculty Summary Report where it summarizes collaboration with students and colleagues. Student and Lead contributors may also be footnoted in the Custom CV (see section 3.3).

By default, the first contributor in the list is considered the lead, but this assumption may be altered by clicking the lead radio button by another contributor. Also by default, the contributor matching the default faculty name (see section 2.4.1) is identified as “Self”. Other contributors are identified as colleague or group, depending on the form of the entry. These assumptions can be overridden by clicking the radio button that correctly categorizes the contributor.

2.4.3 Change Default Public CV Options

This option provides faculty and delegates some control over the appearance of their CV information in the public website (see section 6). There are two parts to this preference item: managing the public CV file and managing the public keyword search.

Whenever a faculty CV is finalized, a copy of the finalized CV will be posted to the public web site. This preference allows the user to identify the format of the CV that will be deposited on the public website. Options include:

-	General CV (the default)	-	Short 5 Year CV	-	Promotion and Tenure CV	-	QER CV	-	Short 3 Year CV	- 	Custom CV

The last option is only available if the faculty member had previously saved a Custom CV template (see section 3.3). The following illustrates the dialog that would be presented for a faculty member that had not previously finalized their CV.

However, if the CV is currently finalized, then the dialog which is presented is somewhat different as illustrated below. In this case, the display indicates the date/time that the last finalized CV was deposited on the public site and the format used. The [Get Public CV] link is provided to access the deposited file. The [Upload Public CV] link is provided to replace the current public CV with another selected format and upload that to the public web site. This would be done automatically the next time that the CV was finalized, but this function permits the faculty member to immediately replace his/her public CV without altering the finalized status of the CV.

The second part of this preference option permits the user to regulate the use of his/her CV information in the public keyword search. By default, In-Progress CV citations may be searched. An option is provided here to limit access to in-progress CV citations from the public interface.

2.4.4 Change Old CV Prompt

When starting the CV Builder to update CV information that was last updated over 150 days ago, a prompt will appear asking the user if they would like to first update the CV from available data downloads. If selected, this would redirect the user to the Update CV from Available Data Downloads function (see section 2.6). Setting this preference could prevent this dialog from ever appearing.

2.4.5 Change Finish Later Move Options

When editing CV citations, a function is available to move a selected citation to another category in the CV. The figure below illustrates the pop-up display when the [Move] function is selected on a fellowship form.

The list of destination forms that may be selected to receive the relocated citation is limited. This limitation is based on forms that have a similar set of data fields to receive the citation information.

This preference option allows the user to display a wider range of form destination options for citations in the FinishLater section. For example, it would be possible to move a non-juried exhibition citation to FinishLater and then move it to the consultation category. This may be done even if these forms have few input fields in common. In FinishLater, no information is lost if this citation were later moved back to its original category. However, once FinishLater forms are saved to the CV, non-relevant input field information will be lost.

2.4.6 Hide/Display CV Editor Categories

This function allows the user to hide categories of information while working within the CV builder. In the illustration below, a portion of the display is presented.

Each of the items in this list corresponds to a collapsible/expandable node in the Build/Edit Vita interface. Because the nodes are arranged hierarchically, if a parent node (such as teaching) is removed from the menu, its child nodes are subsequently grayed out, because they will be removed as well. In the example below, “Remove from Display” was selected for Bachelor’s Thesis Committees. This selection can be reversed by selecting “Normal” and clicking the Set button.

If the user has the appropriate authority, categories of information can be removed for whole departments, colleges, and even for the university. Settings are inherited through the organization hierarchy. Settings for a college would be set for all departments and individuals under that college. At one of these departmental or college levels, a “Can Not Remove from Display” function can be set for categories. When this is set, the category and its parent nodes will be grayed out and cannot be removed at a lower level in the organizational hierarchy.

The department and college display preferences are described further in section 5.2.

2.5 Import/Export Publications

This function allows the user to import / export publication information from various citation reference systems such as EndNote, RefWorks, and BibTeX. EndNoteWeb and RefWorks are web-based citation management tools available to FSU faculty, staff, and students at no cost. Links to these tools are available from the FSU Library’s Citation Management web site. BibTeX is another document management system which is commonly used with LaTeX.

Instructions may be found on the internet for importing references into EndNote from a wide variety of databases such as Eric, MathSciNet, Medline, PubMed, etc. In addition, the reference documentation menu in this system provides links to several step-by-step guides for several databases. In particular, see: •	Importing Citations from PubMed using RefWorks •	Importing Citations from Engineering Village using RefWorks •	Importing Citations from JSTOR using RefWorks •	Importing Citations to CV Builder from PubMed using EndNote Web •	Importing Citations to CV Builder from Web of Science using EndNote Web

Information in your EndNote library may be exported using these steps: •	Select all the references in your EndNote library that you wish to export. •	Select File > Export… •	In the dialog, select “Text File (*.txt)” under “Save as type” and select “EndNote Export” under Output Style. •	Click the Save button to save the file on your computer.

Similarly, references may be exported from EndNoteWeb using these steps. •	Under the Format tab, select Export References. •	In the dialog, select the “EndNote Export” style. •	Save the export file somewhere convenient on your computer.

Once you have created the EndNote Export file, you may use the Import/Export Publications function to import the citations into the CV Builder. •	Select “EndNote Import Format” under “Document Format”. •	In the “Import into CV Builder” tab, click the Browse button to select the EndNote file. •	Click the Import button to load the references into the CV Builder database. •	From the main menu, select “Build / Edit Vita”. In the resulting display, expand the “Items to be Finished” category under Incomplete/Uncategorized Vita Items. •	Open each item and correct any information in the form as may be necessary and click “[Save to Vita]” to accept the item within the CV.

A similar process may be followed to import publication references from RefWorks. In order to export citations from RefWorks, under References, select Export; in the resulting dialog use the "RefWorks Tagged Format" export style. Save the export file somewhere convenient on your computer.

An option is also provided to import BibTeX (*.bib) files. Although BibTeX does permit the incorporation of equations and special expressions, the translation on import will be far from perfect. Some expressions such as $\mathrm{diag}(1,2,3,\ldots,20)$ will not be handled as the resultant display is far too difficult to be represented via unicode in RTF documents. Such expressions will be greatly simplified and will need to be corrected in the “Items to be Finished” section after the references are imported into the CV Builder.

Finally, an option is provided for the CV Builder XML citation exchange format. This function is provided to support the exchange of publication data from/to other FSU developed publication databases (e.g.: Biological Sciences department). More information about this format is provided in the reference document “FEAS XML Import/Export”.

When an import is performed, the publication records in the Finish Later category are reviewed for duplicates. Duplicates are assumed to have occurred if there is a match on DOI, or an exact match on record type + title + journal or publisher + publication date. This check for duplicates compares publication records in Finish Later with other Finish Later records and also with publication records that have been previously saved to the database.

2.6 Update CV from Available Data Downloads

This function is used to update selected information in the user’s CV from downloaded information obtained from the Course Schedule Master database, the Sponsored Programs database, and from the Graduate Student Tracking database.

When this function is selected, the user will be presented with a menu as illustrated below.

The user may scroll over any of the  icons for an explanation of each function. In each information category, a drop down list of options is provided to either: •	View/Select Individual Updates •	Accept all Updates •	Clear the Update Detail Display

We first consider the View/Select option for Update Teaching. If there are course records in FEAS with duplicate Course Numbers and Course Titles, then the following display will be presented. The "Course Records" section of the CV expects each course taught to be listed only once with the latest term taught. Note that it is permitted to have multiple topics courses with different titles and the same course number.

If no course duplicates are found, the resultant display lists courses found in the CV plus courses found in the university's student systems. In this case, the matchup is based on the course number and course title. If differences are found, then links are provided in the Action column to update the semester last taught, remove the course from the CV, or insert new courses, as may be appropriate.

Alternatively, if the “Accept all Updates” option were used, all updates and inserts are made. The “Clear the Update Detail Display” option allows the user to clear the above display.

The following illustrates the View/Select Individual Updates for Contracts and Grants Funded. The system attempts to match funded grant records in OMNI with funded grant records in the FEAS database based on the OMNI assigned Award ID. If an award was found in OMNI, but not matched in FEAS, then the [Insert New Funded Grant] link is provided to insert the award into FEAS. If the grant record is found in FEAS, but not found in OMNI, then the [Delete Funded Grant] link is provided to remove the award from FEAS. If the funded record is matched, but differences are found in some values, then the [Update Funded Grant] link is provided to update the associated award information in FEAS.

A checkbox option is provided to "Summarize funded grant modifications in Additional Information". If checked, the above display will also include differences between the additional information field in the CV and the grant modifications obtained from OMNI.

Note that the Award ID was a new field for FEAS Version 4.0. This was necessitated in order to implement a new record matching scheme. Thus, it may appropriate to delete old records and reload them in order to support future record matching.

A similar function is provided for Contracts and Grants Pending and Graduate Supervisory Committees. The following illustrates the View/Select Individual Updates for graduate committees, which is based on a comparison of information in the CV with that found in the Graduate Student Tracking (GST) system.

Section 3: Generation of Documents 3.1 Generate a Promotion and Tenure Vita

When this function is selected, the web application pulls all “saved” records associated with the user and builds a rich text file (RTF), which is formatted as appropriate for a Promotion and Tenure CV. The format of this document is designed to match the template approved by the university P&T committee. (This will exclude items in the Incomplete / Uncategorized section.) Depending on the web browser used, the user will be prompted to open (display) or save the generated document. Following is a typical dialog displayed by the Internet Explorer web browser on Windows XP.

The following is displayed by Internet Explorer on Windows 7.

By default, the name of the file is of the form: LastName_VitaType_DocDate.rtf, where the DocDate is the date that the CV was last modified or finalized. If the CV is not finalized, then the document will begin with the title “DRAFT Curriculum Vitae”. Once the CV is finalized the DRAFT will be dropped.

The FSU starting and promotion dates are used to flag teaching, research, and service items as required by the promotion and tenure vita template. Items before your last promotion at FSU and items while working at another institution are indicated with a footnote. These items are based on the information provided in the Professional Experience category. The FSU Start date is based on the earliest From Date in which the institution is Florida State University. The Last FSU Promotion date is based on the latest From Date in which the institution is Florida State University and the promotion flag is checked. These dates and other vita status information is summarized on the main menu page as illustrated below.

3.2 Generate a QER Vita

The Quality Enhancement Review (QER) vita is a special short form faculty vita for state mandated program reviews. When this function is selected from the main menu, a sub-menu is displayed as illustrated below.

The first of these functions links to the vita editor (see section 2.2) and is the same as that provided in the main menu. The second function is provided to manage detailed course section information. The QER formatted CV requires course section information at a greater granularity of detail than that provided in the “Courses Taught” category of the CV builder. The third function initiates the generation of the QER CV.

When the Review/Edit QER Courses function is selected, the system will display the courses that have been thus far downloaded for the QER vita. This detailed course information is also used by the Teaching Summary Report (see section 3.7) and the Summary of Accomplishments Report (see section 3.9). By default, the list of courses used for the QER vita is limited to those offered in the last five years and has an instructional mode of class lecture, laboratory, discussion, individual performance instruction, or internship.

Click the “Display all courses, including those not in QER” checkbox to display all courses downloaded from the university’s student systems. Functions are provided to remove courses from the list, add new course entries, and edit course entries. The figure below illustrates the form for editing courses. Fields marked with an asterisk are required.

A button is also provided to update the downloaded course data which is stored in the FEAS database. By default, any courses that have been edited by the user will not be updated by this update. Click the checkbox for “Update user entered courses with university course data” to alter this default behavior.

3.3 Generate a Custom Vita

This function is provided to generate vitae in a variety of user-specified formats. The custom-vita function provides an interface to construct templates that select and format the display of database information in the form of a vita.

When “Generate a Custom Vita” is selected, a display such as the following is presented.

However, if the user is operating as a delegate and is entering data and generating reports on behalf of a faculty member, then the initial display is expanded to allow for the selection of the delegate’s templates in addition to shared templates and the faculty member’s templates.

The templates that are displayed in the drop down list are those that have already been created and saved. At this point the user could select a template and click the “Generate CV” button to generate an associated RTF document. Click the “Edit Template” or “New Template” buttons in order to bring up the template editor display as illustrated below.

The “Pre-Set Options” button is displayed when editing a custom vita template. When clicked the following dialog is displayed.

Several types of vita formats are provided in the drop down list which correspond to vita display options presented in various FEAS menus. If one of these options is selected and the “Set Options” button is clicked, it will set the appropriate custom format options which would be suitable to generate a vita in the selected format. The idea here is that one could start with this vita format and then make a few additional changes to the format options and then save the template.

When editing a template, there are a series of blue bars which can be clicked to hide or display template definition details. The P&T vita format could be generated, for example, by choosing to exclude the Expertise category under the Item Exclusion by Category bar.

In summary, the categories of the template definition include the following.

•	Data Display Options This template category provides options to include/exclude footnotes, additional information, prefaces, publication numbering, pre-publication dates, summary statistics, and “Finish Later” data. An experimental option is also provided to format citations in an MLA style.

•	Courses Taught Display Options This template category provides options for displaying courses taught. It may either include a summary of courses entered from the CV builder courses taught form, or course section details downloaded from the student system.

•	Item Exclusion by Status This template category provides options to include/exclude citations that have a status such as Accepted, Contracted, Copyrighted, Exhibited, In Press, Patented, Performed, Presented, Published, Recorded, and Submitted.

•	Item Exclusion by Age This template category provides options to include/exclude citations based on the date of the citation. This could either involve a date range or simply the age of the citation.

•	Item Exclusion by Category This template category provides options to include/exclude citations based on the information category. For example, all Service could be excluded, or Invited Journal Articles.

•	Individual Item Exclusion This template category provides options to exclude specific selected citations that have been entered in the FEAS database for the user.

•	Reorder Generated Vita Categories This template category provides options to alter the ordering of the citation categories in the generated vita. For example, refereed books could be specified to come before refereed journal articles.

•	Diagnostic Display Options This template category provides options to highlight missing information, identify the person last editing the vita records, and identifying records most recently changed.

•	Template Sharing Options This template category provides an option to share your template with others and to provide a description of the template.

Details and examples regarding these template options and the custom CV are provided in the reference document “Building a Custom Vita”. Consult the FEAS reference documentation menu for this and other documents. See also the links provided in Section 7.

3.4 Generation of Other Vita Documents

There are several other options for the generation of vitae documents in the menu. These include:

•	Generate a General Vita A vita is generated which includes all the user’s “saved” records. This will exclude items in the Incomplete / Uncategorized section. The vita will also exclude P&T footnotes indicating items that occurred at another institution or before last promotion; it will exclude summary statistics that report scope for each presentation category; and it will exclude “additional information” that may have been entered for various citations.

•	Generate a Short Vita This vita is similar to the General Vita, with the additional restrictions that each citation item must be no older than some number of years (typically 5) and that scholarly or creative items with the status of “submitted,” “accepted,” “contracted,” and “in press” will be excluded. It will include only the last degree, and it will exclude the teaching, research, and service preface.

•	Generate a General Vita, Including Finish Later Items This vita format is like the above General Vita, except that incomplete records in the “Items to be Finished” category are included.

•	Report Finish Later Items, Noting Missing Fields This is a special report of items in the “Items to the Finished” category. These are displayed as citations would appear in a vita with additional information about required fields that are missing a value that would be required to be “saved” in the database.

These vita forms are provided as a convenience. Generally, various vita forms can be created with the Custom Vita option as illustrated in the table below.

Custom Category	Setting	P & T	General	Short Vita	Finish Later Data Display Options	Exclude P&T Footnotes		X	X	X Exclude Additional Information		X	X	X Exclude Section Prefaces		X	X	X Exclude Summary Statistics		X	X	X Include Finish Later Category				X Item Exclusion by Status	Submitted			X Accepted			X Contracted			X In Press			X Exclusion by Age	Exclude by Age			X Display Last Degree			X Exclusion by Category	Language Proficiency	X		X Areas of Expertise	X	X	X International Affiliations	X	X	X Diagnostic Option	Highlight Missing Required Fields				X

3.5 Generating a P&T Publication Table of Contents

This function will generate a table of contents for the promotion and tenure publication binder. Entries are selected from the Research and Original Creative Work section of the CV. When this function is initiated, the following is displayed. Click the “Generate TOC” button to generate a default table of contents document.

By default, certain categories of research and original creative work are not included; items with a status of submitted, contracted, and accepted are not included; and items dated prior to your last promotion or FSU hire are not included. However, accepted items may be included if a letter from the editor is provided. Items prior to employment at FSU may also be included if considered appropriate by the candidate and chair/dean to clarify the record. By clicking the link “Select Items to Include in TOC”, the following form is displayed which will allow you to include or exclude items to appear in the table of contents.

3.6 Generating a SPOT/SUSSAI/SPCI Summary Report

This function generates a SPOT/SUSSAI/SPCI summary report of course evaluations from information managed by the Office of Distance Learning. This report is a summary of item 8 from SPOT/SUSSAI evaluations and a summary of item 13 from SPCI evaluations. These correspond to the overall course evaluation. By default, the report covers a period of three years, as normally provided for the promotion and tenure binder. However, using the form below, the user may select an alternate reporting period.

Each record in the report constitutes an “evaluation order”. An order is a collection of evaluations for which statistical counts are computed. Depending on the order request, multiple course sections may be combined in an order, and even multiple courses may be combined in an order. When multiple course numbers are involved in an order, they will be listed in the report.

Beginning Spring 2013, the SPCI evaluation format was introduced. Prior to 2013, course evaluations used the SPOT/SUSSAI format. A different scale is used for these two evaluation formats and is reported in separate tables in the report.

3.7 Generating a Teaching Summary Report

This report function is only available after the faculty vita has been initialized (see section 2.1). Prior to that event, this function will not appear in the menu.

When selecting “Teaching Summary Report” from the menu, the user is presented a display with several functions and options to assist in preparing the report. At the top of the menu, a report type and reporting period is presented. By default, a three year reporting period for a Courses Taught Summary report is selected.

The remainder of the menu is illustrated below. (The functions displayed in the menu depend on the selected report type option.) Menu functions include the download of detailed documentation for this report, update vita information, update course data, review courses downloaded from the Course Schedule Master, specify optional student advising information, and specify optional effort percent for each course. The advising report option and the effort report option are only available for the Extended Teaching Report.

The Build/Edit Vita function links to the same Build/Edit Vita function on the main system menu (see section 2.2). If the vita has been finalized, this function will be available; however, no changes may be made to the vita information.

The update course data function displays the last time that course information was downloaded from the student system. This function may be used to refresh that download. This function will not overwrite any changes made by the user via the Review/Edit Courses function.

The Review/Edit Courses function brings up a list of courses downloaded from the university student systems. This function is not displayed in the menu if the faculty CV has been finalized. Within this course editor, functions are provided to refresh the course download, delete course sections from the list, add or update course information in the list. This course editor looks very much like the one provided for managing QER courses (see section 3.2) and Summary of Accomplishments Report (see section 3.9). In fact this function uses the same course data used by these two reports. The QER report only includes courses with a selected set of instructional modes. In this report, all courses sections are included, regardless of instructional mode.

A function is provided to optionally include or exclude non-thesis advising in the generated extended teaching summary report. This information is not included in the faculty member’s CV. When “Include Advising in the Report” is selected, a table is displayed as illustrated below in which student counts may be entered by level for each year covered by the report. When saved, the information is maintained in the database.

A function is also provided in the extended teaching summary report to optionally include a column in the Summary of Courses Taught for Percent of Effort. This information is not recorded in the Course Schedule Master and thus is not available from that source. When “Include Percent of Effort in this Report” is selected, a table is displayed as illustrated below with a list of courses for the reporting period. The courses presented in this list are identical to those displayed by the Review/Edit Courses function. (If changes need to be made in the course list, make those changes there). When the percent of effort values are saved, the information is maintained in the database and may be used in subsequent reporting.

The Extended Teaching Summary Report contains five sections of information: •	Summary of Courses Taught This information is taken from courses downloaded from the Course Schedule Master (similar to that used in the QER vita, but in this case all course types are included). The course information in the CV is not used. •	Summary Count of Course Sections This is a summary count of the above courses. •	Summary of SPOT/SUSSAI Data Course evaluation information provided by APPS. This is a summary of overall course evaluations. •	Summary of Student Research Supervision This is a summary count of doctoral, masters, and bachelors committees taken from the teaching section of the CV. These are intended to count research supervision with a required thesis or dissertation. •	Summary of Academic Advisees This is optional supplemental information that summarizes non-thesis and non-dissertation academic advisees.

The Courses Taught Summary report type only includes the first of these items.

The Teaching Summary Report may be requested from the above menu, but it also may be requested from other reports and displays, such as Select Faculty by Department (see section 4.1). In this case, the optional data for non-thesis advising and percent of effort will be included.

Detailed documentation for this report is available from the Teaching Summary Report manual.

3.8 Generating a Research Summary Report

When selecting “Research Summary Report” from the menu, the user is presented a display with several functions and options to assist in preparing the report. By default, a three year period is selected. With this option, only those research and original creative items that have been “completed” within this time frame are considered. (This will exclude those items in the CV with a status of Accepted, Contracted, Submitted, or Pending; other status values such as In Press, Published, and Presented will be included). The three year summary report will display lead contributor and collaboration counts for each research category type and status with subtotals by major research category. In addition, the report will include a summary for each year within the reporting period with subtotals by status.

A custom reporting option is available to make other choices for information to be included in the research summary report.

When a reporting range begins or ends in the middle of a calendar year, an “optimistic rule” is used to determine as to whether to include or exclude a research vita item in the report. Consider, for example, a report with a date range of Summer 2008 through Spring 2010. If a publication date was given as 2008 without a month, it would be included in the report. On the other hand, if the publication date included the month, such as April 2008, it would be excluded.

Among other things, the research summary report presents summary counts of the lead contributor for each research item included in the analysis. For example, a part of the display would include such information as:

Research and Original Creative Work Summarized by Category	Total	Lead Contributor Self	UG Student	Mast Student	Doc Student	Prof Student	Post Doc	Colleague Invited Journal Articles Published	2		1					1 Refereed Journal Articles In Press	2	1				1 Refereed Journal Articles Published	6	3			1			2 Nonrefereed Books Published	2	2 Refereed Book Chapters In Press	1	1 Refereed Book Chapters Published	1	1 Nonrefereed Reports Published	3	2						1 Publications Total	17	10	1		1	1		4

In addition, the report includes information on the number of collaborations. In this report, collaborations are the count of authors on publications other than the faculty member him/herself.

Research and Original Creative Work Summarized by Category	Number of Collaborations With UG Student	With Mast Student	With Doc Student	With Prof Student	With Post Doc	With Colleagues Invited Journal Articles Published						3 Refereed Journal Articles In Press	1	1	1	1		1 Refereed Journal Articles Published	3		4		1	7 Nonrefereed Books Published	1					2 Refereed Book Chapters In Press						1 Refereed Book Chapters Published	1	1	1	1	1	1 Nonrefereed Reports Published	1	1	1	1	1	6 Publications Total	7	3	7	3	3	21

By default, the first name in the author list is assumed to be the lead contributor. In addition, the faculty member is identified from the list by matching the default name used for the faculty member. If the name is not matched, the name is assumed to be a colleague.

The “Tag Contributors” function is provided in the Research Summary Report menu for correcting these assumptions. This function is used to tag a contributor from the list of authors as the lead, or to correctly identify a contributor as the faculty member, a student, or a colleague.

When the Tag Contributors function is selected, options are presented at the top of the page to manage the display, as illustrated below.

The “default faculty name” indicates the default name that will appear for the faculty member in an author field when entering a new publication (or some other research item) in the CV builder. This default name can be changed here. This is the exact same default name which may be specified in the preference function Change Default Name (see section 2.4.1). This will change the name used to match from among the list of authors for you as well as change the default name used for the author in the CV builder.

The “selected date range” is the same range as that selected by the report option on the Research Summary Report menu. This range could be expanded, to include a wider range of citations for tagging.

The “Select a tagging function” is a drop down menu which is used to specify the type of tagging display presented. Options include: •	Tag as Faculty Member (Self) •	Tag as Colleague •	Tag as Undergrad Student •	Tag as Master's Student •	Tag as Doctoral Student •	Tag as Professional Student (e.g.: Law, Medicine) •	Tag as Post-Doc •	Tag as Group •	Tag as Lead Contributor

After making a tagging function selection, and clicking the GO button, the selected research citations will appear in a table with columns that summarize the citation and present a tagged list of contributors, such as the following

In this display, the symbols are interpreted as follows: •	  signifies the faculty member (self) •	  signifies an undergraduate student (at the time of the event) •	  signifies a master's student (at the time of the event) •	  signifies a doctoral student (at the time of the event) •	  signifies a professional student (at the time of the event) •	  signifies a colleague •	  signifies a Post-Doc (at the time of the event) •	  signifies a group •	  signifies the lead contributor •	  signifies an error condition, such as: o	The author name doesn’t appear to be properly formatted. o	The author appears in the list more than once. o	The faculty member does not appear in the list of contributors.

If the “Tag as Lead Contributor” was selected, then click a name on the list to indicate a different author as the lead contributor. The location of the flag will move accordingly. Similarly, if the “Tag as Post-Doc” was selected, click a name to signify a Post-Doc contributor. Such tagging specifications are specific to the citation at hand. Thus, a collaborator may be identified as a doctorate student on one publication, but as a colleague on another publication.

If the faculty member’s vita is finalized, the vita itself is locked. But the faculty member can still tag the research contributors for the research summary report. And if the vita is not finalized, then an [Edit] function is displayed beside the citation to allow for corrections. If the edit function is selected, a popup display presents the author list as illustrated below. Changes to the author list, lead contributor, and contributor category may be made here. Updates are saved in the database and will be reflected in the CV builder and in generated CVs.

Once the contributor tagging is completed, return to the Research Summary Report menu and click the “Generate Research Summary” link to generate the report.

Detailed documentation for this report is available from the Research Summary Report manual.

3.9 Annual Summary of Accomplishments

The Annual Summary of Accomplishments report combines elements from the Teaching Summary Report, the Research Summary Report, and the Custom CV for a single calendar year. When this function is selected from the menu, the user is presented a menu with several functions to assist in preparing the report. The first of these is the selection of the report option as illustrated below.

By default, all research and original creative activity will be included in the report. However, by selecting a custom report, the user may choose to only include research items with certain status, such as illustrated below. Options are provided to exclude summary tables and to limit the committee citations in the report. Options are also provided to include student credit hours and AOR percent of effort in the course report.

The remainder of the menu for this report is illustrated below.

Functions include the download of a detailed manual for this report, update vita information, update course data, and review courses downloaded from the university's student systems. The Review/Edit Courses function is correspondent to a function provided for the QER Vita (section 3.2) and the Teaching Summary Report (section 3.7). The course section data displayed here is the same data used in those functions; thus, changes made to a course here will also be reflected in those reports. In this report all courses are included regardless of the instructional mode, but only those that occurred in a term within the reporting period will be displayed.

The Edit Advising table references the same data entered for the Teaching Summary report. In this report, the non-thesis advising numbers are limited to the selected reporting period. The advising table will be displayed, even if there were no advising counts provided.

The Tag Contributors function is like that provided in the Research Summary Report (section 3.8). Contributors tagged in that report will appear here. Tagging may also be performed in the CV Builder when using “List of Textboxes with Contributor Tagging (see section 2.4.2). The additional information function provides a free form textbox in which a summary statement may be entered which will appear at the end of the report. This statement is specific to the calendar year of the report and this information is not used in any other reports.

The Annual Summary of Accomplishments report includes: •	A custom version of the faculty member’s CV. In this variant, general information comes at the end and excludes address, professional experience, current membership, and expertise. In the teaching section, teaching summary tables replace the list of courses taught. •	 Teaching Summary Tables. These tables are like those generated for the Teaching Summary Report, except that they are limited to a single calendar year. •	 Research Summary Table. This table is like the annual summary table generated for the Research Summary Report. This table includes all research, regardless of status for the selected calendar year. •	Additional Information. This optional section is provided to append supplemental information to the report, such as a personal statement on teaching, research, and service.

Detailed documentation for this report is available from the Summary of Accomplishments Report manual.

Section 4: Selection of Faculty Vita and Reports

By default, department chairs, deans, associate deans, and other university officials may use this system to view faculty information in their area. If the user does have rights to view other faculty CVs, the “Dean, department chair, or university administrator” link is presented on the Main Menu. The functions described in this section are only available to users with rights to view faculty information.

4.1 Select Faculty by Department

The Select Faculty by Department display is illustrated below. In the left hand column, a list of departments and colleges are presented that are accessible to the user. Click the department or college in this list to bring up a list of associated faculty. By default, the faculty list includes regular and research faculty, but by choosing an option from the “Select Faculty Based On…” drop down list, faculty selection may be based on their tenure home, primary appointment, any appointment, or current and past faculty. Faculty that have multiple appointments will show up in each appropriate department list.

The population of employees loaded to the database is generally limited to those with jobcodes in the range 9001-9199 and have an active salaried appointment or joint-college courtesy appointment. Faculty may also be included in the database by request. For example, some departments may wish to include their key adjuncts and provide vitae information for accreditation purposes.

Click a column title in the faculty list to resort the list by rank, name, tenure status, or vita status.

Under the department selection list, click the “[Download Dept Vitae Summary]” link to generate a spreadsheet with faculty summary information for faculty in the selected department or college.

In the Vita column, the current status of the faculty member’s vita information is displayed. Values include: No Information. The CV has not yet been initialized for first time use. Initialized. The CV has been initialized for first time use, but has not yet been edited. In Progress. The CV information has been edited. Awaiting Review. CV information has been entered by a delegate and is awaiting review/approval by the faculty member. Finalized by Faculty. The CV has been approved and finalized by the faculty member. Finalized by Proxy. The CV has been finalized by proxy.

Click an item in the Vita column to generate a CV or summary report; the selection in the “Vita Display Format” drop down list regulates the report type generated. Vita options include: •	Promotion and Tenure CV	•	Research Summary Report (1 Yr) •	General CV	•	Research Summary Report (3 Yr) •	Short CV (3 Yrs)	•	Annual Summary of Accomplishments •	Short CV (5 Yrs)	•	SPOT/SUSSAI (3 Yr) •	Short CV (7 Yrs)	•	SPOT/SUSSAI (5 Yr) •	QER CV	•	Custom CV Formats •	Teaching Summary Report (1 Yr)	•	Shared Custom CV Formats •	Teaching Summary Report (3 Yr)

Click “More…” in the Details column to present summary information about the faculty member, including appointments, class, tenure status, latest degree information, CV status, and related information. A typical display is illustrated below.

4.2 CV Item Reporting

This function is used to select records from the database based on some selection criteria. Selected information may be presented as a web report, an Excel spreadsheet, a tab-delimited text file, or a formatted RTF file. In the later case, the selected records are displayed as they would appear in a general vita.

When this function is first selected, the user is prompted to select from a list of reporting categories (e.g.: Honors and Awards, Journal Articles, Performances, Service to the Profession, etc.). Some categories may expose a list of subcategories. Once a selection is made, a report selection form is presented as illustrated below.

By checking any of the options to limit the selection of records (rows) to include, a popup selection will be displayed to inquire as to the details of the constraint as illustrated below.

When the selected output format is HTML (the default), the result is displayed as a table with each column corresponding to a data field that is associated with the category of data selected for the report. The user may click any of the column titles to resort the list by that data field (e.g.: authors, publication date, title, journal, etc.)

In the first column of the report, which identifies the name of the faculty member to whom the citation belongs, you may encounter faculty names with the post-fix **Non-faculty**. These identify stray people that entered information into the database, but were not in the list of faculty loaded into the database.

4.3 Keyword Search

This function permits the user to search faculty records contained in the database for a word or word fragment. Only those records for which the user has VIEW access will be included in the search. Thus, if the user has VIEW access for the college of engineering, only faculty with a “best appointment” within that college will be included in the search. The following image illustrates the Basic Search, which is the initial form displayed when requesting the keyword search.

For a more nuanced search, the Advanced Search form may be used. Options are available to limit the faculty records searched by department, by faculty or vita status, by citation date, citation status, etc. The advanced search tab is illustrated below.

When an option is selected to limit the search, the display will expand to expose selection options. The figure below illustrates that the search is to be constrained to only search faculty expertise records.

When a search is conducted, a summary of the record hits is displayed as illustrated below.

Record details can be observed by clicking the [Show Hits] link, as illustrated below.

Selecting the [Show CV] option causes a vita document to be generated and presented.

4.4 Analysis and Reports

This is a sub menu that is only accessible from the Function Shortcut Menu. When this is selected, the user will be presented with a report menu as illustrated below.

At the time of this writing, the report menu is limited to three items.

4.4.1 Select Faculty Vitae and Info

This function is similar to “Select Faculty by Department” as described in section 4.1. In this case, the list of faculty selected need not be limited to a department or college. However, the list of available departments is limited by the user’s View access. Other faculty selection options include: academic rank, departmental association by appointment or tenure, and faculty with vita information.

The list of faculty in the department is based on information downloaded from OMNI. The download is limited to faculty that have an active salary appointment with a jobcode between 9001 and 9199. In the illustration below, faculty are selected from the Educational Psychology & Learning Systems department, and are further restricted to those who have some vita information in the database. In this case, the selection does not restrict the faculty rank, and the departmental association is based upon the faculty member’s primary appointment (alternate departmental association options include: “Faculty with Tenure Home in Dept” and “Faculty with Any Appointment in Dept”). This list of faculty is generated by clicking the “Run Report” button after making the appropriate selections.

Clicking the “Download Report” button initiates the generation of an Excel file containing the report in question. The “Clear Display” button restores the form to its initial format. If the “Vita” link is clicked for one of the faculty in the selected list, then a P&T vita document is generated. If the “Info” link is clicked, then downloaded OMNI information about the faculty member is displayed as illustrated below. (This same information is available from the Select Faculty by Department function.)

4.4.2 CrossTab Analysis

The final two reports available on the report menu are the “Publication CrossTab Analysis” and the “Honors and Awards CrossTab Analysis.” These analyses are intended to provide categorical summary counts of faculty records within the scope of departments or colleges that the user is authorized to view. The following image illustrates the form displayed when requesting the publications analysis.

From the above form, the user can restrict the department, publication status, publication type, or faculty academic rank to include in the analysis. One then selects a horizontal and vertical variable from among the available options, which include (a) Faculty Member, (b) Tenure Status, (c) Academic Rank, (d) Gender, (e) Department, (f) Publication Status, (g) Publication Type, and (h) Year Published. In the following display, crosstab counts are provided for Publication Type versus Publication Status for the Educational Psychology and Learning Systems department.

As in the “Select Faculty Vitae and Info” option, clicking the “Run Report” button generates the above report, clicking the “Download Report” button initiates the downloading of an Excel file containing the report in question, and clicking the “Clear Display” button restores the form to its initial format. While a report is displayed, record details can be observed by clicking the [Show List] link, as illustrated below.

The honors and awards analysis operates in a fashion identical to the publication analysis described above, although the horizontal and vertical variables the user may select to define award counts differ slightly.

4.5 Department/College Faculty Summary Report

This function generates reports that summarize faculty teaching, research, and service for a selected department or college. It also provides a summary of student collaboration.

The initial menu display for this function is illustrated below. The user is invited to select from a dropdown list of departments and colleges and select whether the standard report or a custom report with selected reported options is wanted. The departments and colleges available in the menu depend on the level of VIEW access that has been granted to the user.

If the Standard Report option is selected and the Run Report button is clicked, a report formatted as an RTF document is generated. The report will provide citation summary counts for three years and will provide an overall count of citation contributors that were tagged as students by citation type. The report will include various teaching, research, and service summaries; the following tables illustrate a summary of publication citations.

Publications Category	2011	2012	2013 Number	Avg. Number	Avg. Number	Avg. Refereed Journal Articles	6	1.5	4	1.0	2	0.5 Nonrefereed Books	1	0.3 Total	7	1.8	4	1.0	2	0.5

All Student Collaborations - Publications Category	2011	2012	2013 Number	Avg. Number	Avg. Number	Avg. Refereed Journal Articles	1	0.3	3	0.8 Total	1	0.3	3	0.8	0	0.0

By default, the faculty included in the report will include active "Regular and Research Faculty" for the selected department or college. Alternate selection options are available from the Custom Report option.

The custom reporting options and more information regarding the content of this report is provided in Department/College Faculty Summary Report.

Section 5: Other Menu Functions

5.1 Serve as a Delegate

This function is presented in the main menu only if the user has Delegate authority for one or more departments, one or more colleges, or for the university. When this function is selected, the user will be presented with a selection menu as illustrated below. Faculty can be selected either by picking from a departmental list or by directly entering a name.

In the drop-down list, the department name is prefixed by the division (i.e., AA = Academic Affairs) and the college (i.e., EDU = College of Education). Only those departments for which the user has access will be displayed.

After selecting a department from the drop-down menu and pressing the GO button, a list of faculty is displayed as illustrated below. This list includes all faculty that have been downloaded into the database and have an appointment or “tenure home” corresponds to the selected department.

The downloaded faculty includes all those employees in OMNI who have an active salary appointment with a jobcode between 9001 and 9199 or an active joint college courtesy appointment. In addition to this list, the administrator can individually include employees who would not otherwise have been included in the list. The “best department” for a faculty member is determined on the basis of the following:

1.	If there is one and only one active salary appointment, then use the department associated with the appointment. 2.	If there is an active salary appointment with a department that matches the “tenure home,” then use that department. 3.	If there is an active appointment that is indicated as primary, then use that department.

When a user clicks the [Select] link for a faculty member in the list, by default, the Build/Edit display is brought up for that faculty member, and the user can enter information on his or her behalf. However, at the top of this display, a user can select an alternate destination.

An alternate method of selecting a faculty member is by directly entering a name. As illustrated below, a drop down list will appear matching the characters typed from which the delegate can select a faculty name for data entry. Only those faculty to which the user has access will be presented. Select a name from the list and click the associated GO button.

After entering information for a faculty member, the delegate may choose to return to the main menu. If that user selects the “Generate a Promotion and Tenure Vita” function, a CV document for the faculty member represented will be generated.

Later, if the user returns to the main menu and again chooses the “Serve as a Delegate” function, a display will be presented which allows the user to terminate serving as a delegate for the selected faculty member.

5.2 Serve as a Proxy

This function is available only if the user has been granted Proxy authority. This function may be used to finalize a faculty member’s CV on his/her behalf. “Finalized by Proxy” means that the data entry is complete but the faculty member is no longer at the university or is otherwise unable to approve the CV. This role may be granted for an individual, a department, a college, or the university. In order for this to work, the user must also possess delegate authority (see section 5.1). When a faculty member is selected as a delegate, an additional item will appear on the menu: “Set Status to Finalized by Proxy”. This function will present a dialog, much the same as that presented to faculty when they elect to finalize their CV.

5.3 Set Department, College, and University Display Preferences

The Set Display Preferences function for setting individual preferences was described in section 2.4.6. However, additional options are available within this function depending upon whether the user has been granted Preferences authority. Users with the ability to set display preferences can hide the display of forms, which would make these unavailable to the user in Build/Edit. The ability to set display preferences can be granted for one or more departments, one or more colleges, or the university.

In the illustration below, the user has the ability to set preferences for the university, college, department, and him/her self.

If the user has the appropriate authority, categories of information can be removed for whole departments, colleges, and even for the university. Settings are inherited through the organization hierarchy. Settings for a college would be set for all departments and individuals under that college. At one of these departmental or college levels, a “Can Not Remove from Display” function can be set for categories. When this is set, the category and its parent nodes will be grayed out and cannot be removed at a lower level in the organizational hierarchy.

Section 6: Public Interface

This website provides access to information in the Faculty Expertise and Advancement System without requiring a login. Functions are provided to download finalized faculty vitae which were generated from the CV database. Links are also provided for summary faculty information. These files may also be searched by a limited Google search that only searches finalized CVs. This application interface is available at the following URL:

https://netprod.oti.fsu.edu/cvdb_public

6.1 Faculty by Department

This display lists departments and colleges with faculty. Either a college or department may be selected from the list. When a unit is selected, the faculty with an active appointment is listed as illustrated below.

By default, the database only includes salaried faculty. They would be included in this list even if they had no information in the database. Graduate students, OPS employees, and adjuncts are not normally included, but may be included upon request.

If the faculty member has a finalized CV, the [Get CV] link retrieves the document deposited on the public web site (see section 2.4.3). The [Summary Info] link provides a display summarizing directory information for the faculty member as illustrated below.

6.2 Faculty List with Finalized CVs

This function displays a list of available finalized CVs that have been deposited on the public web site. An example display is illustrated below.

6.3. Google Search Finalized Faculty CVs

This function uses a Google Custom Search to search the documents deposited on the public web site. This search is limited to those documents, but Google may provide additional links as part of their advertising.

When this function is selected from the main menu, the following dialog is displayed. Google search results will be presented in a new browser window.

6.4 A Special Expertise Search

A simplified variant of the keyword search was constructed that is limited to the Expertise category. This would be equivalent to using the keyword search function and limiting the search category to Expertise (see section 6.2).

This web page is a simplified keyword display with no options. But all search considerations described in the keyword search apply here as well.

Faculty Expertise and Advancement System

Frequently Asked Questions (FAQ)

Why do I have to use this system?

The Faculty Expertise and Advancement System (formerly known as the DOF CV Database) was developed for the Office of Faculty Development and Advancement. It insures a uniform formatting of CVs for review, insures important information is included, and provides a database that can be analyzed and searched.

How do I get started?

Visit the website at http://feas.fsu.edu and login using the same user-id and password that you would use for Blackboard, OMNI, or other university web applications. In the Function Shortcut Menu, click the “Build/Edit Vita” link. In the resulting display, expand categories of information by clicking the [+] symbols. Fill in forms as appropriate and click [Save]. Information that you enter will be saved in a database and may be entered and updated in the course of several sessions.

Can someone enter my vita for me?

This system provides a mechanism for “delegates” to enter information on behalf of faculty. Your department or college _may_ provide assistance in the entry of information. However, it is always the faculty member’s responsibility to insure the accuracy and completeness of the information. The faculty member must “finalize” his/her vita, which represents an approval of the information content.

Why does the information loaded in the initialization step look bogus?

When the CV Builder is used for the first time, an attempt is made to pre-load information from a variety of other university databases. Information may be loaded into the Address, Professional Preparation, Professional Experience, Courses Taught, Doctoral Committees, Master’s Committees, and Contracts and Grants. An attempt is made to tidy things up, but it is recognized that this load is far from perfect. This information should be carefully reviewed. Delete, edit, or append information to these categories as necessary.

Are there additional options for loading my information into the system?

Yes. The function “Import/Export Publications” may be used to import publication information from reference databases, such as EndNote, RefWorks, or BibTeX. The function “Update CV from Available Downloads” may be used to update course, graduate committee, and contracts and grant information.

Will my vita information be automatically updated?

No. Any information that you edit, insert, or delete will stay that way. However, functions are available to import and/or update information in your CV. These update functions must be explicitly initiated.

Where are my P&T vita footnotes?

The footnotes are not displayed when editing your vita information. Footnotes will be applied and displayed when generating a Promotion and Tenure CV, based on information supplied in the “Professional Experience” category and the dates provided for the activity or event. Footnotes are not displayed in other vita formats, such as the QER.

What do I do if I can’t enter all of the required fields on a form?

Required fields on each form are indicated by an asterisk at the end of the field. Some value will be required in order to save the form to the vita database. If you are unable to supply a value, you could click [Finish Later] which will save the partially completed form in the category “Items to be Finished”. These forms may be completed at some later time as may be convenient. Items in this incomplete state are not included in the generated CV.

The data that I entered appears to be lost, what do I do?

Whenever you click the [Save], [Delete], [Copy], [Finish Later], and other similar links, the information is immediately updated in the database. However, glitches occasionally (and rarely) can occur. In such cases a list of publications may fail to appear under a category. When this does occur, click the [Refresh] link. If this doesn’t work or if you don’t see the link, click the [Return to Menu] link and then click “Build/Edit Vita” which will regenerate the tree builder display.

What’s up with the vita format?

There are several vita formats that may be selected, including P&T, QER, General, Short, and Custom. The P&T format was modeled after the Promotion and Tenure vita template as approved by the P&T committee. This is a modified APA format.

''What happens when I finalize my vita? Can I undo?''

When you click “Set Status to Approved/Finalized”, the CV is flagged as finalized as of the indicated date. Once in this state, any generated CVs will no longer have DRAFT in the title line. In addition, a snapshot of the CV is placed on a public website (http://www.fsu.edu/cvdb ). The finalization is not irreversible; if you forgot something, a link is provided to reset the vita to Updating/In Progress or order to made additional changes. When the CV is re-finalized the public website will be updated.

How can I access my finalized vita from the public website?

A menu for the public website with finalized vitae is available at this address: http://www.fsu.edu/cvdb However, if you know the FSUID for a faculty member with a finalized CV, the finalized document may be directly referenced by the following web address: http://www.fsu.edu/cvdb/FSUID.rtf In this case, FSUID is replaced by the faculty member’s user-id in upper case. The remainder of the address is lower case. A login is not required for these addresses.

What software do I need?

The FEAS system is a web-based application which generates documents in RTF format. Some administrative reports are generated as Excel spreadsheets. The system may be accessed from a PC or Mac with a variety of current (or near-current) web browsers. However, some formatted vitae may be sensitive to the word processing software used to display the generated documents. No problems have been observed with Windows Word 2007 or Word 2010. Office for Mac 2011 works well. However, some formatting problems have been observed with TextEdit on the Mac. Some minor display issues have been observed when using Office for Mac 2007.

''Working as a delegate, I have completed inputting a CV for a faculty member who is out of the country for the summer. Is there a way to finalize her CV without her doing it?''

We do have a control for doing so; however, we reserve this option for extreme cases only. FEAS is accessible worldwide.

''It appears that only 10 contributors are allowed when adding a Publication. Can I add more in lieu of using et.al?''

Yes, go to Set Preferences in the Function Shortcut Menu tab. Click the Change Author Edit Control. There will be a drop-down selection for how many author boxes that you would like to see. Any that are left blank within the form will just be ignored.

''Some faculty like to include references that cite their work. Where should I put this, or should I include it at all?''

Explicit reviews of faculty work may be included in the “Reviews of My Research and Original Creative Work by Other Authors”. Significant citations of a publication may be included in the Addition Information field. Other information may be included in “Research and Original Creative Work Category Preface” which should be limited to a high level summary.

''For publications, do you want a URL that links to the actual journal or a database? Or does it matter if it’s just the professor’s own website?''

The publication URL is displayed as “retrieved from” in the citation. That’s a reference to where the article is accessible. It's not a required field.

Where should Abstracts and Manuscripts be included?

"Abstracts" depends on the discipline. In some disciplines, an abstract is a summary of a journal article; in others, it may be a presentation at a conference. Look carefully at the citation, and if you see "Journal of…" it's the first case, but if you see "annual meeting" or "annual conference," it's the latter. "Manuscripts" is too vague. You have to know if it is a book, monograph, or whatever.

Where should I include grants that have been denied?

We do not have a category for denied grants. We would recommend that this not be included in the CV. But if it is significant, it could be included in Additional Research Not Reported Elsewhere.

Where should I put publications in review or preparation?

Publications in preparation and not yet submitted to a publisher are not included. If a publication is in review by a journal or publisher, then it may be entered as Submitted or In Press, as appropriate.

When I finish with the vita, is it automatically saved?

Each time you click on "Save" for a citation the record is saved in the database. Just remember that once you're finished with a CV, the faculty member must review it and set the CV to "Finalized" if they agree with everything.

Is there a way to add numbering to publications in the CV?

There is an option for this in the Custom CV. For more information on the Custom CV, please see Building a Custom Vita. This document is available from the Reference Documentation menu item in FEAS.

How does a faculty member finalize a CV once he or she is ready?

Please see our Steps to Finalize a CV located in the User Documentation.

Once the CV is finalized, who all has access to the CV?

Administrators, delegates, chairs, and deans have access to any CV information, regardless whether it is finalized or not. Once finalized, the CV is posted to the public interface, located at http://www.fsu.edu/cvdb This means that anyone (even if they don't have an FSU login) will be able to view it. The faculty may choose what type of CV is presented on the Public Interface by changing their settings under the Set Preferences menu option; if appropriate, a custom format may be defined that excludes sensitive information.

Where do I input certifications and licenses?

Certifications go in professional credentials.

Where do I enter poster presentations?

Poster presentations go under Presentations at Conferences/Symposia. There is a checkbox that indicates "Poster Presentation".

How do I enter "present" as the end date for some of my entries?

In most cases, simply leave the End Date blank in order to get "present" to print on the generated CV.

Where do master classes go?

Master class attendance is available under General Information, Postdegree Education and Training. Presentation of a master class is under Presentations, Master Classes.

Where do students' successes go?

Student successes normally aren’t entered, but a supplemental note may be entered on doctorate, masters, and bachelor’s thesis supervisory committee forms. If appropriate, notations may be entered in Addition Information fields for publications, presentations, or other activities. In addition, significant items may be placed under either Additional Teaching Not Report Elsewhere or Additional Service.

If a book was published and a DVD that accompanies the book was published, where would the DVD go on the CV?

The DVD would go in the additional information of the book's citation.

''I am a delegate and I need to work on a faculty member’s CV, but they’re not showing in my list. What do I do?''

Please provide specific requirements in an email to Tiffany Lawver, tlawver@fsu.edu.