This article provides an overview of how to complete the Data Summary and Bibliography forms required for most review cases.
Article Outline
Items that Require your Attention
Handling Errors in Pre-populated Data
Process
Your department or dean’s office staff will create your Data Summary and Bibliography forms. The forms are populated using data from your Profile & Activities pages, limited to the specific review period. You will need to add and update your activities, then certify and submit the form. Your department or dean’s office staff will then upload your completed Data Summary and Bibliography to your packet, along with the other materials for your case.
Before you sit down to complete the form, you should have on hand:
Your most recent CV
Grant proposals
Student advising records
Import Publications
Before you begin updating your Data Summary, import publications that Interfolio has identified for you.
See our "Importing Publications into Faculty180" article for guidance on importing publications.
Navigate to the Form
When you log into Interfolio, you will see an action item requesting that you update your data. You will likely see two forms - one for your Data Summary and one for your Bibliography.
Click on the action item to get to the form.
Your Data Summary
Update your Data
Note: You can choose whether to update your data on the Activities page (where you can see ALL your data in the system) or here (where you will only see the subset of data relevant to your review). See "Updating your Data in Faculty 180" if you would like to view/update all of your data. Any updates made on the Activities page will be reflected in these Data Summary and Bibliography forms.
Once you’re in the form, you’ll see the date range for the review. In this example, the review period is from Summer 2015 through Spring 2020.
The Status is “Not Submitted”. You will click the “Submit for Review” button once you have updated and reviewed all of your data.
Before updating each section, review the help text above the table.
Review additional information on each field within the sections, by clicking on help.
Teaching Data
You’ll see undergraduate and graduate courses in one table per term.
To edit a course, click the edit link next to the course.
You will not be able to update the title or evaluation scores. You will be able to update whether the course was required, whether the course advanced diversity, who the primary audience for the course is, and add comments. You are not required to update any of these fields.
If you didn’t teach one of the courses, click “Course not Taught” to delete it from your record. The course will not be removed until you Save or Submit.
If you taught a cross-listed course and want to combine the enrollment numbers, you can check the relevant courses and “Group” them. We recommend against this if there are evaluation scores.
If a course is missing, contact your department coordinator. Do not try to add it yourself as it can create duplicate records in the system.
Once you’ve reviewed your courses, you’ll see the option to add Course Attachments. Do NOT add any attachments as they will not be automatically added to your case. Any files you would like to have added to your case should be sent to your coordinator to upload.
Items that Require your Attention
As you continue through the remaining sections, you’ll see some sections with an alert that “Activities require your attention”. You’ll see this wherever there are activities that have an End Date of “ongoing”. You’ll also see this alert for Publications that are not yet published and grants that are not yet funded.
Note: there may be additional activities in a section that are not visible. Update the records with the alert, then all of the activities will be displayed. You will not be able to add or edit activities in the section until you’ve confirmed the end dates.
If the activity has ended, click “Activity Ended”, add the End Term/Year. If the activity is still ongoing, leave it as is. Once you’ve updated all of the end dates, click “Update” and the alert will disappear.
Adding & Editing Records
To Add new records, click the Add button below each table.
You can edit (by clicking the pencil icon), delete (by clicking the x), or copy (by clicking the squares) existing records.
Clicking “View all” will allow you to view all activities in a section even if they are outside the review period. You may wish to do this if you think an activity is missing. You could update the date of an activity that was outside the review period to include it.
Click “Go Back” to return to the review form.
Our article "Updating your Data in Faculty 180" has more detailed instructions on adding, editing, and deleting.
Handling Errors in Pre-populated Data
Most sections will allow you to overwrite the pre-populated data if it needs correction. If you are in a section that does not allow you to overwrite data, contact your department coordinator and add a comment to the record.
You may also use the comment field to add context to the activity that isn’t otherwise captured. Keep comments relatively brief and use your Self Statement for more details.
Data summary validation
Once you have completed all of the activity sections, you’ll see the Data Summary Validation as the final section. This section certifies that you have reviewed and updated your data.
Click the “Add” button.
Enter the Start and End Terms for the review period (e.g. Summer 2015 through Spring 2020).
Enter your name and the date.
Click “Save and Go Back”
Preview the Form
At any time, you can preview the form by clicking “Preview”. This will show you what the exported PDF will look like.
Click “Preview” again to view the form or click Print & Preview to open your print dialog. A new window will open with the form.
Submit your Form
Once you have added the Data Summary Validation, click “Submit for Review” at the bottom or top of the form.
Your Bibliography
Updating your bibliographic data follows the same process.
Click the action item
Update your Data
Usually your entire bibliography is included. If you’ve already reviewed your bibliography outside the review period (see Updating your data in Faculty 180), you only need to focus on adding new items and updating items that have changed status.
By default your works are listed in chronological order. You can change the sort order by clicking the arrow next to the column header. You can sort each column in ascending or descending order. The arrow next to the sorted column will be bold.
To sort by multiple columns, hold down the Shift key while clicking on the arrows. In this example, I’ve sorted by Type (by clicking its sort arrow upward--an ascending sort) then Year Pub (by clicking its sort arrow downward--a descending sort).
You can also use the search box above the table to find specific items.
You can search by keywords, journals, publication status, etc.
Update the Status as needed, then click “Update” at the bottom of the table.
Preview your work by clicking the Preview button.
It may take a long time to generate the preview if you have a lot of items in your bibliography.
Submit the Form
Once you’ve completed your updates, click “Submit for Review” at the top or bottom of the form.
