Faculty Development System

Table of Contents (TOC)

  1. Introduction to Faculty and Reviewers TOC

    The purpose of the Faculty Development System is to facilitate the annual review of faculty with their reviewer.

    The system allows faculty to review their research, teaching, committee, publication and other activity with their reviewers, including documenting goals and ensuring promotion criteria are understood, as well as review external activity, where appropriate.

    The anticipated order of events are:

    1. Faculty member logs in to review, edit and submit his or her annual record of activity
    2. Reviewer logs in and reviews the information in advance of the in-person meeting
    3. Reviewer and faculty member meet for the face-to-face evaluation
    4. Reviewer logs in and goes to “Complete Face-to-Face Evaluation,” which triggers an email confirmation to the faculty member
    5. Faculty member is sent a confirmation email that includes the date of the face to face evaluation

    This system will allow faculty to review data provided from authoritative sources, allow them to update their record with new information, and electronically provide that new information to their reviewer.

    The system provides faculty with a number of areas in which they can add explanatory comments, and allows they and their reviewer to formally document feedback, all of which is expected to be useful in future evaluations.

  2. General Information for Faculty TOC

    This manual is, for the most part, geared toward the faculty who are entering data into the Faculty Development System. Some content is geared towards delegates appointed by the faculty to conduct data entry on their behalf, and toward a faculty member’s reviewer, and tools they have within the system.

    The system allows you, the faculty member, to view data that you’ve entered in previous years, particularly useful in the Prior Year/Future Goals sections.

    The system allows you to designate a delegate to enter information for you (See specifying a delegate to do data entry).

    The system tries to pull as much data as possible from central sources. Examples include research data from the BU and BMC Office of Sponsored Programs, publications from the Profiles website, teaching data from the University mainframe, patents from the Office of Technology Development, certain committee membership and the External Activity Report, which is provided from a separate institutional application.

  3. Helpful Advice for FacultyTOC

    1. Logging into the System: The Faculty Development System can be found at https://facdev.bumc.bu.edu. This URL will redirect people to the BU Web Login screen used for University applications. If you are having trouble logging in, send an email to facdev@bu.edu. Once you log in using your BU login name and Kerberos password, you will be brought to the Welcome Page.
    2. Welcome Page: The Welcome page is shown when you first log into the system each year. You can suppress this screen on subsequent logins by clicking the box at the bottom of the page. You can return to the Welcome page at a later date from any other screen – it appears as a link in the lower right-hand corner called "Welcome."
      • Main Menu – A master list of all pages within the application, allowing you to quickly navigate to a given section
      • Previous – Allows you to jump back to the previous section in your report
      • Next - Allows you to continue on to the next section in your report
      • Help – Allows you to see targeted help that may be applicable to that screen

      The Welcome page also explains that fields marked with an asterisk (*) are required within the application. Warnings will come up when you do not complete mandatory fields, or if there are errors (inputting an invalid date, for example).

      At the bottom of the Welcome page and most other pages you will find the option to return to the Welcome page, Request Help and Logout

      System communications and your reviewer: On the Welcome page you will find the email address where all correspondence will be sent to you by the system, as well as your reviewer’s name. There are instructions on this page to make corrections to that data. Of particular note, the system defaults to use your BU email address to communicate with you. You can control the forwarding on all BU email if you’d like to receive communications at any another external address, using the link provided (or go here).

      Delegates for data entry: The Welcome page will contains a link to a page that will allow you to specify a delegate be authorized to enter information on your behalf. They will be able to complete all parts of your record, but they will not be able to submit. A faculty member must submit their own record. Please ensure you review all information before certifying and submitting your own data, should you opt for a delegate.

    3. Save, Edit and Delete:

      Be sure to Save your data after entering it, and before clicking on Next – there is no automatic save function by design. When you see “Save and Continue” it will save your data and jump to the next section to complete. This would occur when you only have one large record in a section (such as completing your effort). When you see “Save” it will save your record and allow you to add more records within the same section. This is true for most areas, allowing you to enter multiple publications, goals, honors and awards, etc.

      Data can be changed after you’ve saved it: If you click on the Main Menu link from any page, you can return to specific sections, review what you’ve saved, and edit your data before submission. Typically the “Edit” button is on the right of each data table. After choosing “Edit” you can either modify data before selecting “Save,” or you can “Delete” the record.

    4. Adding Comments, Reviewing, Submitting and Unlocking your report:

      Under the “Optional” section of the main menu you’ll find “Faculty Comment,” where you can add general comments for your evaluator.

      Under the “Administrative” section of the main menu you’ll find “View yyyy Evaluation,” where you can review your summary report.

      Under the “Review and Submit” section of the main menu you’ll find “Finalize and Submit,” where you can certify your information and submit your review.

      This locks your information, but it’s still available for read-only review. The save button will disappear from all data entry screens. Please note that you are required to submit at least 3 future year goals AND complete the External Activity Report in order to submit.

      After you finalize and submit, the “Administrative” section of the main menu will display “Request Unlock,” where you can request your reviewer to unlock your record. This will notify your reviewer that you wish to unlock your record. If your reviewer unlocks your report you will be notified via email, after which you can make edits and re-submit.

  4. Report Problem/Provide Feedback TOC

    1. The Help button on some pages will take you to additional instructions for that page. It will also enable you to see this manual.
    2. If you are having problems or want to provide feedback and suggestions, please use the “Request Help” link located in the bottom right-hand corner of each screen. Email to that address (facdev@bu.edu) will be monitored daily.

      You can also use this method to inform us that information from authoritative sources appears to be missing, such as BU/BMC grant information. Notify us of the missing data and we’ll work with you and the appropriate parties to correct the situation as best we can.

  5. Specific Section Help TOC

    1. Reviewer or Delegate Actions

      This menu option will ONLY be available for people who are reviewers of faculty, or for those who are delegates to do data entry for existing faculty. If you are a reviewer you’ll see the “Reviewer Console” option. If you are a delegate you’ll see the “Impersonate Other User” option

      • Reviewer Console:

        The “reviewer console” menu option will appear on the Main Menu for any person who is expected to conduct the evaluation of other faculty. Upon clicking on this link the reviewer consoled screen will load. There is an option near the top of the screen to “click here to go to your personal evaluation,” allowing the reviewer to jump into the main menu of his or her own faculty report.

        Further down on the screen is a list of all of the faculty members for whom they are currently designated as the reviewer. The list will show the status of that person completing their report, with the possible values being: Not Yet Started, Not Yet Finalized, Under Review By Evaluator, Awaiting Date Confirmation, Evaluation Complete, Unlock Requested). Clicking on a faculty member will take a reviewer to the main menu of that faculty member’s report. A reviewer can also unlock faculty records from the reviewer console, first by checking off the correct faculty member and secondly by choosing the “unlock selected evaluations” option at the bottom of the page.

        By default reviewers will see just those faculty members for whom they are the reviewer. There is an option for chiefs and chairs to show all people with primary academic appointments in their department or section using a toggle check box.

      • Impersonate Other User:

        The “impersonate other user” menu option will appear on the Main Menu for any person who has been given formal delegate permission to conduct data entry or review for another faculty member. Please note that this person CANNOT submit a faculty evaluation. That must be done by the faculty member themselves. Delegates can use this option on the Main Menu to return back to the list of faculty whom they have been given access to impersonate.

        Delegates - Impersonating a faculty member: After logging in with their OWN credentials (BU username and password), a delegate will see a list of faculty who they have been granted “impersonate” permission for data entry purposes. They can choose the person from the list and click “impersonate.” They will next be taken to same screen that faculty member would see, which can be one of two things:

        1. If the faculty member they are impersonating IS NOT a reviewer of other faculty, they will go right to the Main Menu and can start entering data as that faculty member. They can always see which faculty member they are logged in as at the top of each page.
        2. If the faculty member they are impersonating IS a reviewer of other faculty (such as a department chair), they will go to the Reviewer Console screen.

      • Complete Face-to-Face Evaluation:

        Once the in-person evaluation has occurred, the reviewer should return to this screen to initiate a system notification to the faculty member. An email will be sent to the faculty member with the date of the meeting. If the face-to-face meeting did not occur or the date is incorrect, please reply to the email and specify the problem so that the issue can be corrected.

        The date will be saved within the faculty member’s evaluation and is visible on the top of the summary report, found within the “Review and Submit” section.

    2. Required Sections

      Prior Year and Future Goals: Before you can submit your evaluation record you must specify three goals for the next academic year. Upon adding a goal you should provide a description, resources needed to meet the goal/predicted timeline, and factors that might adversely affect achievement of the goal. Next year you will be asked to comment on the status of achieving your goal.

    3. Recommended Sections

      Mentoring: There are 2 pages for mentoring, one for people that have mentored you (mentors) and one for people that you mentored (mentees).

      Career Development: Answering “No” to any question on this screen will allow you to elaborate on your response. “Save and Continue” at the top of the screen will save all your responses.

      Courses Taught: Where available course data has been brought in from the University Mainframe. You can manually add records using the blue “Add Record” button.

      Committees: Certain central committees are being provided from external sources. These committees are shown in purple. If you feel there are errors with this information, let us know by sending email using the link provided on the page, which will be relayed to the appropriate party. You can add other committees by using the “Add Record” button.

      Honors & Awards: This area is NOT for research awards. That is found within the research category of the application. button.

    4. Optional Sections

      Comment on Last Year's Evaluation: This is an open response area for the faculty member to comment on last year's evaluation if applicable.

      Scholarly and Scientific Presentations

      Societies

      External Research Awards: Here you can manually enter any research awards that are not processed by either BU or BMC. If an award is processed by BU or BMC it should NOT go in this section, but rather should show in the “Research Awards (Read Only)” section. Otherwise you can enter your external research awards here.

      Planned Research: This area is for planned research applications that are not shown in the above “Research Applications submitted” section. That means NOT BU applications which have already been submitted by BU, which should come in authoritative data from OSP-MED. If you are planning on submitting a BU application but have not yet done so, you CAN add that to this section. If you have or will submit a BMC application, you can put that information here.

      Patents: Patents are provided by the Office of Technology Development for both BU and BMC. You should only use the “Add Record” option to insert patents that did not get processed by one of these two organizations.

      Community Service: Please use this section to record any service to the institution, the profession, or the community.

      Faculty Comment: Please use this section to add general comments and clarifications for your evaluator.

      Measures of Productivity

      Uploaded Files: Please use this section to upload any supporting documentation. Note: the page will only allow the uploading of documents in pdf format.

    5. Read-Only Sections

      Publications: This page displays publications that were added to the BU Profiles Web Site. To make changes to your publications please go to http://profiles.bumc.bu.edu/search.aspx, log in, navigate to your profile and click Edit My Profile.

      External Activity Report: The BU External Report is pulled in from a separate application, found at http://www.bu.edu/phpbin/ear/app/faculty/. If you see an error on this screen stating that your External Activity Report credentials have expired, please be sure you have a report at the above link. If you cannot log in to the above page, please contact the BUMC Provost’s office. Once you have submitted your EAR report it should become visible in the Faculty Development System.

      Expertise: This page contains information that has been entered by the faculty member in the Expertise Resources and/or Profiles websites. The following are shown:

      1. Research Expertise & Professional Interests
      2. Self-described Keywords
      3. Faculty Member Websites

      Research Awards: This data is provided by the Office of Sponsored Programs at both BU and BMC. Where possible we have attempted to group research award budget segments together. Dollars (directs/F&A/total) match the budget segment dates. You will see red text next to the title indicating if the grant runs through BU or BMC. If you believe a record should appear there that doesn’t please email us at facdev@bu.edu with the details (dates, PI, your role on the project if not PI, title of grant/agency #).

      Research Applications Submitted: This data is currently BU-only applications reported by the Office of Sponsored Programs-MED. At present BMC applications are not included, so you should report those within Planned Research, below. If you believe a record should appear there that doesn’t please email us at facdev@bu.edu with the details (dates, PI, your role on the project if not PI, title of grant/agency # - if applicable).

      Reviewer Comment: This is an open response section for the reviewer to address any issues raised by the faculty member as well as make any general comments.