Tips & FAQs
Q. Where should I enter my activities? Why can't I see my Workload or Instructional Activities - Credit sections?
A. On the left-side menu of the site, the 'Activities' link takes you to a general form that is available at any time of year to enter or update ongoing activities, or to input 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 Summary form and the Teaching: Instructional Activities - Credit 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 a specified annual activities reporting period, an administrator will activate an additional link which will appear on the home page "Dashboard" when you first log in. This link will be named with the start and end periods for the active AAR reporting year, eg. "7/1/2015 - 6/30/2016" for the FY16 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 will be populated into the AAR, as long as you have applied a semester and year to the activity that fall within the reporting period. Additionally, this is the place where you will have access to edit the Workload Form and the Teaching: Instructional Activities - Credit section. It is also the only form that will give you the option to print and preview or to submit. If you don't see those tools in the bar at the top of the page, you are in the generic form and you need to navigate to the year-specific one.
Q. My “Courses Taught” section is wrong! How do I fix it?
A. Records for courses taught are extracted from Banner and uploaded into Faculty180, and linked to the instructor(s) of record. If the course information appears incorrect to you, be aware that this is how the information is stored in Banner.
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: First, be aware that courses don't load to Faculty 180 until the data freeze ends several weeks after the official close of the semester the course was taught. If you have no courses listed for a semester, it may be due to the upload not yet being complete. If you are legitimately missing a course taught, 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 marked with an asterisk (*) 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: These fields are editable text boxes; 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 click "save and go back" at the top of the screen so your edits are saved.
> 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. Or you can contact Michelle Strickland at x2764 for assistance.
> 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. Why are there two term labels for summer activities?
A. UAF reporting is largely done on the basis of the fiscal year, which runs from July 1st to the following June 30th. To accommodate our reporting needs, Faculty180 created two term labels: "Early summer before 6/30" and "Late summer after 7/1". If you taught summer courses, those courses will be identified as early or late summer depending upon the official start date of the course.
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. What if I have activities from last year that I want to have in this year's AAR form?
A. You have the option of either extending an activity from a previous year into the current reporting year using the start and end dates, or "cloning" an activity that is a standalone event or action that recurs multiple times.
If an activity was entered in a prior year with end semester/date of "Present", then you will be asked to indicate whether that activity has ended or is still ongoing. If an activity previously entered had an end date from a past year, you can locate that activity using the "View All" button from the "Activities" section, and update the end term/date to a period in the current reporting year.
If an event has been repeated and you would like to save some data entry by copying and updating your prior entry for this year's report, you can do so using the cloning tool in the Actions menu next to that item.
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 bold text 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. Before submitting your AAR, you can easily preview the copy your dean will see and print or save a copy for your records by clicking on the "Preview CV" button at the top of the input form for the designated reporting year. Make sure the correct start and end semester range for the reporting year appear in the dialogue box, and click the "Preview and Print" button.
Once it has been submitted, there are a couple of ways to print or save your AAR form:
- On the left side menu, choose "Vitas & Biosketches." Click on the eye icon next to "Annual Activities Report" on the menu. Enter the correct start and end semester range and click Refresh Report.
Now the screen should show the Annual Activities Report form for the specified reporting year. Click on the tiny printer, MS Word or Adobe PDF icon at the top of the screen. This will open the form in your selected program and/or allow you to print on an 8.5x11" sheet of paper. Please note that the layout formatting and tool options for these options differ; use your own tastes and preference to select the method that works best for you.
- Alternatively, once an AAR has been submitted it can be accessed and printed from the "Forms & Reports" menu option by selecting "Prior Activity Input Forms." Click on the eye icon to view a specific year's report, and use your browser menu to print the document.
Q. How do I produce a comprehensive activities summary for Promotion/Tenure/Review?
Faculty180 began broad use starting with the 2013-14 AAR reporting year, while a smaller group of faculty participated in a pilot test for 2012-13 AARs. So, it is important to note that not all of your years under review may be summarized via Faculty180.
Per the Provost, the years that are available in Faculty180 may be submitted in a summary report (instructions below). For those years in review not covered by Faculty180, the comprehensive summary template will need to be used by UNAC P/T candidates, or AARs for each year under review will need to be used by UAFT candidates.
To print a comprehensive activities summary in Faculty180, click on the left menu item "Vitas & Biosketches." In the resulting menu, select the eye icon to view "Annual Activities Report" from the list of options. In the next page, change the beginning and end semester/year to produce one report that covers your desired range. Click on "Refresh Report." The document can then be exported to Word, PDF or the printer using the appropriate icon from the top of the screen.
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 access the form under "Forms & Reports" menu, where you will see it listed under Initiated Activity Input forms with a status of "Submitted & Unapproved". If you click on the link for the correct reporting year, you will see that you still have the option to edit and resubmit the form. 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. Submitted and approved forms are filed away under the "Prior Activity Input Forms" link from the "Forms & Reports" menu.