FACULTY USER’S MANUAL

FOR THE

FACULTY ACTIVITY INFORMATION REPORTING

(FAIR) SYSTEM

THE ANNUAL REPORT MODULE

Spring 2010

Overview of the Faculty Academic Information Reporting (FAIR) System

The College of Arts and Sciences and the five previous CAS departments now in theCollege of Behavioral and Community Sciences require faculty members to completetheir reporting forms (AFD-FARs and Annual Reports) using the FAIR system. You donot need advanced computer skills to use this system – if you can use Blackboard andtype a syllabus, you can use the FAIR system. However, this system is a work-in-progress, so some instructions may be helpful.

To complete these reports using the FAIR system, you will use two (or three) of itsmodules:

1. Assigned Faculty Duties-Faculty Activity Report (AFD-FAR). Every semesteryour Office Manager, in consultation with your chair or director, completes theAssigned Faculty Duties (AFD) section of your AFD-FAR, assigning you apercentage (% FTE [full-time equivalent]) of that semester’s efforts to Teaching,Departmental Research, University Governance, Public Service, Advising, OtherInstructional Effort, Academic Administration and Sponsored Activity, whereappropriate. After reviewing this document, you electronically sign the AFDportion of this form indicating you have received your assignment (click the “sign”box next to “faculty member”).

At the end of the semester, you complete the Faculty Activity Reporting (FAR)section of the AFD-FAR by providing documentation of the completion of yourAssigned Faculty Duties (this step is optional – please check your department’srequirement concerning Supporting Documentation in AFD-FARs). Electronicallysign the FAR portion of this form (click the “sign” box next to “faculty member”)and you’re done.

2. Annual Report. At the beginning of each year all in-unit faculty must completean Annual Report on the prior calendar year’s activities as part of your annualfaculty review process. Your chair or director and department’s Peer ReviewCommittee evaluate your performance for the prior calendar year using thisreport. When this process is complete, your Annual Report is sent to the Dean’sOffice of the College of Arts and Sciences for review. Please check yourdepartment’s deadline for submission of the Annual Report; it is due in theDean’s Office in early April.

' NOTE: If you are pre-tenure/promotion it is strongly advised that you

familiarize yourself with the SAVE module. Eventually, tenure and promotion

will be completed using the FAIR system and SAVE will play an integral part

in that process.

3. Scholarly Activity & Vita Entry (SAVE). The SAVE module is the FAIRsystem’s database. This database stores information such as education,employment, publications, presentations, university governance, and public andprofessional service – basically, anything you would include on your CV. TheSAVE module can compile this data to create a customizable curriculum vita thatis displayed on your department’s webpage.

If you keep your SAVE database up to date, items such as publications,presentations, and service can be imported from SAVE to complete your AFD-FARs and Annual Reports.

4. Tenure and Promotion System (TAPS) module. The TAPS module is currentlyunder revision. Hopefully, TAPS will be ready to use in the near future.

For assistance, please contact:

Marianne Bell 974-6538 Mail: CPR107Room: CPR 277bell@cas.usf.edu

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GETTING STARTED

This manual will show you how to complete and electronically sign your Annual Report.This document outlines the steps needed to satisfy the Collective BargainingAgreement (re: assignment and evaluation of assignment).

' NOTE: Access to your FAIR database is limited to you, your Department

Chair and Office Manager, the FAIR program administrators, the Dean,

Associate Dean, and your FAIR liaison.

Logging In

The URL for the new FAIR system is http://usfweb3.usf.edu/fair.

Once in FAIR, you log into the system using the “eUSF admin portal” (your emaillogin and password) or your USF NetID (Blackboard). The login link ishttp://eusf.admin.usf.edu. This link is the second link on the right side of thepage.

' NOTE FOR CHAIRS, DIRECTORS, AND ASSISTANT CHAIRS: If you

have both “Faculty” and “Administrative” access to FAIR, you will see the

legend “Click here to login as faculty” or “Click here to login as

administrator” below the top menu bar. If you are signing your Annual

Report, click the “faculty” login and the “sign” box appears next to “faculty.”

If you are signing your faculty members’ Annual Reports as the

chair/director, click the “administrative” login and the “sign” box appears

next to “chair/director.”

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COMPLETING YOUR ANNUAL REPORT

' NOTE: MAC users must use Netscape as their browser.

PC users must use Internet Explorer as their browser.

! Log into the FAIR system.

! Click on the “Annual Report” tab located at the top of the screen. This will openyour 2009 Annual Report.

' NOTE: If you are the Chair of the Faculty Evaluation Committee for

your department, please refer to the last page of this booklet.

The first step is to select your Annual Faculty Review Summary format (thesecond green box located on the top third of the page).

You have four choices: Complete Detailed Format, Overall Summary Format, DetailedFormat, and Complete Detailed Format. The formats range from three basic categoriesto highly detailed categories. Please check with your department for the desired format.Choose your format and “Set as Default.”

' NOTE: The Annual Faculty Review Summary page is where your

department committee and your chair/director assign the

numerical scores to your evaluation. This is also the signature

page.

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The second step is to click “Manage Annual Report” (the first green box at on thetop third of the page).

The Annual Report is divided into ten modules (located on the left side of the screen).

The modules are:

– Summary– Personal Information

– Teaching – Instruction-Related

– Research– Service– Other Assigned Duties– Other Activities– Faculty Narrative– Evaluations

Some of the 10 modules contain one or more tabs.

1. SummaryThe Summary page displays the Annual Report categories in which you wereassigned effort for 2009. If you have no effort for a category, that category willnot be displayed in your Annual Report.

2. Personal Information Module

This module is populated from GEMS. If correct, click on grey “Next Module”located above the tab.

' NOTE: You can check your 2009 AFD-FARs in every step of the Annual

Report module. The links are located at the top of the module and are

labeled “Workload - Spring 2009,” “Workload - Summer 2009,” “Workload -

Fall 2009.”

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3. Teaching Module This module has five tabs located above the table: “Course Summary,” “CourseDetails,” Thesis and Dissertation,” Supervision of GA’s and TA’s,” and “TeachingNarrative.”

Course SummaryThis is a table of your teaching assignment for the year. It lists “Activity Type”(graduate, undergraduate, individual instruction), “No. of Courses,” and “TotalNo. of Students.” This information comes from Banner. If correct, click on thenext tab.

Course DetailsThis tab displays a detailed table of the courses you taught for the year. Itincludes section type, term, course number and name, number of students, andaverage rating. By clicking on the average rating scores, you can display theeight-question student evaluation table.

' NOTE: If the “Course Details” box is missing the “Average Rating” for any

class in which you gave the eight-question student evaluation, please contact

me.

Thesis and DissertationIn this tab, list any thesis or dissertation committees you served on during theyear. The table includes ‘term,’ ‘student name,’ ‘course,’ ‘status’ (committee orchair), and ‘comments.’ (NOTE: If the course number is not listed or you do notknow the course number, leave the field blank.) List each student only once. Ifyou were on a committee for several semesters, you can note that in the‘Comments’ box if desired.

To add a student

1. Select “Click to Add New Records.”2. Complete the text boxes.3. Click on “Create New Record.”4. Click “Close.” 5. Refresh document.6. Repeat for additional students.

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Supervision of Graduate, Teaching, and Research Assistants On the fourth tab, list any graduate, teaching, or research assistants yousupervised this year. (See Thesis and Dissertation above for instructions on adding records in this section.)

Teaching NarrativeOn the fifth tab, you can add your teaching philosophy, innovative teachingmethods, goals and accomplishments, or anything you want to say about yourteaching assignment for the year.

' NOTE: Only the categories in which you were assigned FTE will appear in

your Annual Report. For example, if you have an assignment for Other

Instructional Effort but not Academic Advising, the Academic Advising tab

will not appear in the Instructional Related module.

4. Instruction-Related Module

Other Instructional Effort Effort assigned for this tab includes any non-credit generating instructional effortsuch as new course development, program/certificate development, innovativeteaching methods, and working with students outside the classroom.

Academic AdvisingThis tab provides a text box for adding “Academic Advising” narrative. This tab islimited to faculty officially assigned as graduate or undergraduate advisor.

Supervision of Co-op Education This tab is not applicable to the Colleges of Arts & Sciences or Behavioral andCommunity Science.

Continue to Next Module

Modules 3 through 7 have several subsections that allow you to do several things:

! retrieve documentation you have entered into SAVE;

! retrieve information you added to the “Supporting Documentation” sectionof the AFD-FAR module;

! add your scholarship directly to your Annual Report format screen.

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5. Research Module

Dept. ResearchThis tab opens a text box for adding your research directly to your AnnualReport. It also displays any “Supporting Documentation” you added to your AFD-FARs. You can add this supporting documentation to the text box by clicking on“Include?”

' NOTE: If you select “Supporting Documentation” from your AFD-FARs, you

may have duplicate entries, so please edit your text boxes carefully.

Research and Scholarship in SAVE This tab displays information in your SAVE database. You can add thisinformation to the text box by clicking on “Include?”

Contracts and Grants in SAVEThis screen lists Contracts and Grants from your SAVE database. To add thisinformation to the text box, click on “Include?”

6. Service Module

State Mandated Pub Service (Include from SAVE) This tab is used by the FMHI department in BCS.

Prof. & Other Pub ServiceAny information included in your AFD-FAR or SAVE is available to upload intothe text box. You can also type your service directly in the box.

Clinical ServiceInclude any clinical service in this text box.

' NOTE: The Clinical Service category is used by departments providing

services to patients.

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7. Other Assigned Duties Module

University GovernanceThis tab is for any councils or committees you served on in 2009. This tab alsoincludes documentation from your AFD-FARs. Check items desired and “AddAFD-FAR Items” if desired. You may also add narrative into the text box.

Academic AdministrationAdd supporting documentation to this tab, if applicable.

Leave of AbsenceAdd supporting documentation to this tab, if applicable.

Auxiliary Effort Add supporting documentation to this tab, if applicable.

Release Time Add supporting documentation to this tab, if applicable.

8. Other Activities Module

Faculty DevelopmentProf. Experience Honors & AwardsMiscellaneous Add supporting documentation to this screen, if applicable.

9. Faculty Narrative

Use this text box to summarize your academic year, list your achievements,outline your goals, or any other information you want to include in your AnnualReport. Items not covered in previous modules may be added to this section. It isstrongly advised that you provide a narrative in this module.

10. Evaluations

Faculty Committee Chair NarrativeYour department’s Annual Report Committee Chair completes this section toreflect the committee’s evaluation of your academic year. You are assigned aperformance rating for each category ranging from “outstanding” to“unacceptable” with corresponding numerical ratings located on the “AnnualReport Summary” page.

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Faculty ResponseFaculty may to respond to the “Faculty Committee Chair Narrative” or“Chair/Director Narrative” using this text box.

Chair/Director NarrativeYour Chair/Director uses this box to add his or her evaluation of yourperformance for the calendar year.

Annual Report SummaryThis page provides an overview of your assigned duties for the calendar year.Included on this page is the activity type, the percent of FTE assigned to eachactivity, and the numerical performance ratings scores given to each activity bythe Departmental Peer Review committee and the Chair/Director. Additionally,there is a “Faculty Self-Evaluation” column for you to complete, if desired.

Electronic Signing

You are now ready to electronically sign your Annual Report. At the bottom of the page,select “I want to sign this document electronically” and click the “sign” box next to“faculty member.”

Your Annual Report is now complete. Click “View Annual Report Template” to reviewand print, if desired.

For assistance, please contact:

Marianne Bell 974-6538 Mail: CPR107 Room: CPR 277bell@cas.usf.edu

Additional Instructions for Chairs/Directors

and Faculty Evaluation Committee Chairs

' NOTE: When evaluating pre-tenured faculty, you must add “progress

toward tenure” in the evaluation section of the Annual Report.

Chairs and Directors

If you have both “Faculty” and “Administrative” access to FAIR, you will see the

legend “Click here to login as faculty” or “Click here to login as administrator”

below the menu bar at the top of the screen (the default is “Administrator”). If

you are completing your Annual Report, click the “faculty” login, complete your

Annual Report, and click the “sign” box that appears next to “faculty.” If you are

adding evaluations to your faculty Annual Reports as the chair/director, click the

“administrative” login, add your narrative, add your numerical rating to the Annual

Review Summary page, and click on the “sign” box appears next to “chair/director.”

Faculty Evaluation Committee Chair

If you have been selected as your department’s Faculty Evaluation Committee

Chair you need to notify your FAIR liaison to be given your access to your faculty’s

Annual Reports.

When you log into FAIR and click on Annual Report, you will see a yellow bar at the

bottom of the “Current Year (2008)” box. Click on the yellow bar and you will see a

list of your department faculty. Click on a faculty member’s name and his/her

Annual Report will open. Access Module 9 (Evaluations), add your narrative to the

“Faculty Committee Chair Narrative,” and then “Save and Continue.” Next, click on

“Annual Review Summary Page,” add your numerical ratings, and click on the “sign”

box which appears next to “Faculty Committee Chair.”

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When completing your own Annual Report, enter through the top line “Edit Annual

Report” in the “Current Year (2009)” box. When complete, electronically sign the

“Annual Review Summary Page” by clicking on the “sign” box next to “faculty

member.”

For assistance, please contact:

Marianne Bell 974-6538 Mail: CPR107 Room: CPR 277bell@cas.usf.edu