This article will guide you through entering and updating your data in Faculty 180, in general, apart from any specific data requirement for an upcoming academic review. For an overview of the Faculty 180 interface, see the “Getting Started in Faculty 180” article. For guidance specific to academic review, see the “Updating your Data for a Personnel Review” article.
Article Outline
Note: if you are a staff member updating data for your faculty, you will first need to emulate the faculty member. See our article “Emulating Faculty” for instructions.
Navigate to the section you wish to update
You can view and update your data at any time through the Profile and Activities pages. Navigate to the section you want to update by clicking on “Profile” or “Activities” in the left navigation, then expanding the section you wish to edit.
Once on the Profile or Activities page, you can Show or Hide the data in all sections by using the Show All | Hide All links on the right side of the page.
To move quickly between sections, you can use the "Jump to Section" button and select the section you want to navigate to.
Review campus guidance
After you expand the section, review the information above the table to learn whether there is a data source for the section and how often it will be updated. When we update data, we only add new records - this way you can edit the existing records without worrying about them being overwritten.
Most data is updated on the first of each month.
Click the “Help” link on the right-hand side of the table for field-specific guidance.
A modal will open with instructions.
Sorting & Searching
Sort records 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, we’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).
Some sections have a search box above the table, but not all sections are searchable.
You can search scholarly works by keywords, journals, publication status, etc.
Adding & Updating Records
To Add new records, click the Add button below each table.
Edit existing records by clicking the pencil icon,
Delete records by clicking the X,
Clone the record by clicking the squares.
This section will show you how to manually add and update records. For guidance on importing publications see our “Importing Publications to Faculty 180” article.
Adding records
Please note that the Teaching section will not allow you to add new records. If a course is missing, contact your department coordinator.
When you click the “Add” button, the form for a new record will open.
Required Fields
Fields marked with an asterisk are mandatory - you will not be able to save the form unless those fields are complete.
Even though a field is not required to save the form, it may be needed for the purposes of review. For example, under the Advising section, it is not required to fill in the student’s degree or current title because they may not have graduated at the time you’re filling out the form. However, if the student has graduated, please do fill in the information if you know it.
Start & End Terms
Every record in Faculty 180 requires a Start Term and End Term. Faculty 180 uses “Terms” instead of date ranges. We use the following terms:
Fall: October - December
Winter: January - March
Spring: April - June
Summer: July - September
For example:
If you served on an editorial board from January 2018 through December 2019, you would enter the Start Term as Winter 2018 and the End Term as Fall 2019.
Activities that took place on a single day or over the course of a week, will have the same start and end terms. If you were invited to give a keynote address on March 31, 2020, you would enter the Start Term as Winter 2020 and the End Term as Winter 2020. You can put the actual date of the event in the Title or comment fields if you wish.
For activities that took place over a full academic year, use Summer YYYY as the Start Term and Spring YYYY as the end term.
Attachments
Many sections will allow you to attach files, though you are not required to do so. For example, in the teaching section, you may wish to attach a syllabus. For a creative work, you may wish to attach a copy of a review or announcement.
Saving
Once you have completed the form, save the record.
“Save” will save your work and the form will remain open - use this if you wish to save your work periodically while editing.
“Save and Add Another” will save the record and open a new blank form.
“Save and Go Back” will save the record and take you back to the section on the Profile or Activities page. You’ll see the new record on the table.
“Cancel” will take you back to the section on the Profile or Activities page. The edits you made will not be saved.
Editing records
Please note that certain fields on the Personal Information, Contact Information, and Current Position sections are not editable. If something is incorrect, contact your department coordinator.
When you click the “Edit” pencil the form for the record will open.
Required Fields
Fields marked with an asterisk are mandatory - you will not be able to save the form unless those fields are complete.
A field that’s not mandatory might need your updating before you have a review. For example, you might have an Advisee listed who has not yet graduated. If you’re preparing for a subsequent personnel review and the Advisee has graduated, please update their graduation date and current position.
Start & End Terms
Every record in Faculty 180 requires a Start Term and End Term. Faculty 180 uses “Terms” instead of date ranges. We use the following terms:
Fall: October - December
Winter: January - March
Spring: April - June
Summer: July - September
For example:
If you served on an editorial board from January 2018 through December 2019, you would enter the Start Term as Winter 2018 and the End Term as Fall 2019.
Activities that took place on a single day or over the course of a week, will have the same start and end terms. If you were invited to give a keynote address on March 31, 2020, you would enter the Start Term as Winter 2020 and the End Term as Winter 2020. You can put the actual date of the event in the Title or comment fields if you wish.
For activities that took place over a full academic year, use Summer YYYY as the Start Term and Spring YYYY as the end term.
Attachments
Many sections will allow you to attach files, though you are not required to do so. For example, in the teaching section, you may wish to attach a syllabus. For a creative work, you may wish to attach a copy of a review or announcement.
Saving
Once you have completed the form, save the record.
“Save” will save your work and the form will remain open - use this if you wish to save your work periodically while editing.
“Save and Add Another” will save the record and open a new blank form.
“Save and Go Back” will save the record and take you back to the section on the Profile or Activities page. You’ll see the new record on the table.
“Cancel” will take you back to the section on the Profile or Activities page. The edits you made will not be saved.
Deleting records
Deleting a record permanently deletes it - you will not be able to recover it. Please note that the Teaching section will not allow you to delete records. If a course you did not teach is listed, please contact your department coordinator.
Delete records by clicking the X next to the record,
Cloning records
When you clone a record, a copy is created and the form for the new record is opened. You’ll see a message stating that the record is a clone and you’ll need to save the record for the copy to be created. Edit the fields you wish to update and save the record.
