Tips & FAQs
Q. Why is there more than one place to enter my activities?
A. On the 'My Data' tab under 'Standard Input Forms', the 'Activity Input Form' is available at any time of year to enter ongoing activities, or to update any information from prior years that you want stored in the Faculty 180 system. The only two areas of this form that are not enterable are the Workload Form and the Courses Taught form, which are tied to specific annual activities reporting years and only editable when accessed on an AAR form for a specified reporting year.
During the specified annual activities reporting period, an administrator will activate an additional link which will appear on the 'My Data' tab under 'Initiated Activity Input Forms'. This link will be named with the start and end periods for the active AAR reporting year, eg. "Late summer after 7/1 2013 - Early summer before 6/30 2014" for the FY14 reporting year. This link opens a form that will be used to submit your required AAR to your dean or director for the year under review. Any activities that you entered on the general activity input form during the year should be populated into the AAR, as long as you have applied a semester and year to the activity that fall within the reporting period.
Q. My “Courses Taught” section is wrong! How do I fix it?
A. The way to fix these will depend on which part of your pre-loaded data is wrong. See below for common issues and solutions.
> A course is listed that you didn’t teach: Select the check box next to “course not taught.” This will grey out the selection in your view, and the course will not appear in your submitted AAR.
> You taught a course that does not appear on your list at all: Use the “Add course taught” button at the bottom of the section for the correct corresponding semester. You must enter the prefix (e.g. ENGL or BIOL), the course number (e.g. F100X), and section all as they appear in Banner in order for the system to recognize your addition as a valid course. Fields in red text are required in order to submit, but you should enter all fields for which you would like to input data here; once this screen is submitted, you will not get another chance. If you enter your information and the system rejects it as an invalid course, or if you realize once posted that your entry contains an error, contact Michelle Strickland at x2764 for assistance.
> The correct course is listed but shows the wrong number of credits: The credits field is editable; make your correction there. Also change your teaching load in that column if necessary to appropriately reflect your workload units for the course. Once changes have been made, remember to scroll to the bottom of the screen and click "save and return."
> The enrollment or course title is incorrect: These fields are not editable; click on the blue hyperlinked numbers in the far-right “Classify” column next to the course, and use the drop-down field to select that “Yes”, a correction is needed. Describe the correction in the text field beneath.
> You have stacked courses or a lab and lecture listed separately on your list, creating additional credits and workload units in your totals: You have the option to group courses as needed if they truly are considered one course in your workload reporting. Select the check box next to the courses you wish to combine, and then click the “group” button. Agree to refresh the page, and you will now see that your course is listed once under the designators that came first alphanumerically. The enrollment has been summed. Please note that your grouped courses will only show up under the label shown here on your submitted AAR; it will not show prefix and course numbers for all combined instances. If you decide this option is not for you, you can click on the box next to the subject and number to ungroup again.
Q. I uploaded some citations and they aren’t showing up on my AAR now! Where did they go?
A. The most likely explanation is that when you saved them, they were saved as having been completed in the default semester. Currently that is Spring 2015. To assign the article to the correct semester of completion, go to My Data>Standard Input Forms>Activity Input Form and click on Research, Scholarly and other Creative Activities. Your imported list should be there. Click the pencil edit link next to a publication. This will bring up a dialog box for the specific citation. Reassign the semester and year of completion, click save and return. It will ask you again; click return again. You may also want to scroll down and complete the box labeled “Intellectual Contributions: Review type.” Select from the drop down menu. If you don’t do this step, each citation that you edit will default to read “not reviewed.” That column is empty when you upload your citations through BibTex.
Alternatively, you can assign the correct completion semester when you upload. After you initially click save, you note that the next screen includes 1) select semester, and 2) your list of pubs. Assign a semester (e.g. fall, 2013) and then click all the pubs for that semester, followed by save selected. You will be returned to the same screen and can repeat for other semesters.
Q. I input all of my activities, but when I click submit, I get an error message saying that one or more courses that I taught need classification. What does this mean?
A. In the courses taught section of your AAR, there is a column at the far right labeled “Classify.” Clicking on the blue hyperlink next to each listed course opens up a box with seven questions, one of which is highlighted in red as mandatory. You must answer at least this required classification question for every course in order for the Faculty 180 system to consider your courses taught input complete.
Q. How can I cleanly print a copy of my AAR on 8.5x11" paper?
A. On the My Data tab, choose Access Vitas/Biosketches.
Select "Annual Activities Report" on the “type” drop-down menu.
Enter the correct date range and click Refresh Report.
Now the screen should show the Annual Activities Report form as it has been filled out thus far. Click on the tiny Adobe PDF icon in the upper right corner of the screen. This will open the form as a pdf document already formatted to fit an 8.5x11" sheet of paper. If you click the “printer” button, it is not formatted for 8.5x11" printing.
Alternatively, once an AAR has been submitted it can be accessed and printed from the My Data tab by selecting "Prior Activity Input Forms."
Q. What happens to my AAR once it has been submitted? Can I still make changes to it?
A. Upon submission, your AAR becomes viewable to your dean or director to start reviewing. You may at this point still see an option to update and resubmit on the form, which means you could still make changes. However, once the dean or director has received and viewed the submission, they will select an "approve" option which locks the AAR to any further editing. This "approved" indication and date is simply digital acknowledgement of its receipt by your dean or director; your evaluation and response process will be completed on paper forms outside of Faculty 180.
Q. Who do I contact when I need assistance using Faculty 180 to prepare my annual activities report?
A. For questions about inputting items within the software, uploading publication citations, etc.
> Marsha Sousa at x7931 or email@example.com
For questions about account access, incorrect pre-loaded data, or general software functionality
> Michelle Strickland at x2764 or firstname.lastname@example.org
For questions about reporting your activities within the right categories to meet unit CBA standards
> Sally Skrip at x5178 or email@example.com