51�ԹϺ���

51�ԹϺ��� Folio is the University’s comprehensive online information management system for administrative reviews. It consists of database, reporting, and workflow functionalities combined together under one electronic platform, resulting in timely and efficient processing. Currently, 51�ԹϺ��� Folio is powered by the following Interfolio modules:

• (also referred to as Faculty Activity Reporting (FAR) by our vendor, Interfolio)
• 
   

51�ԹϺ��� Folio has several complementary goals:

• Data Collection and Tracking: To provide 51�ԹϺ��� faculty members with a convenient and user-friendly tool to track their teaching, scholarly, service, and/or other professional activities.
• Data Reporting and Communication: To enable quick and easy access to accurate, up to-date information on faculty members’ varied professional activities. By keeping 51�ԹϺ��� Folio account profiles updated throughout the year, faculty and administrators can readily generate reports to fulfill all sorts of individual and university reporting needs, including CVs, grant applications, personnel reviews, accreditation studies, mandatory federal/state reports, faculty web profiles, media reports, promotional communications, and much more.
• Administrative Processing and Workflow: To process administrative reviews and perform related functions quickly and effectively. Every stage of a given process is managed electronically, lending transparency and removing bottlenecks.

Once you decide what section your activity belongs in, click on the arrow to the left of that section title to reveal the tabular summary of records that are already in the section. At the bottom left of that summary is an ADD button. Click on that button, and a new blank record will pop up where you can input the information. If that section does not have an ADD button, then the records come from another source, and a new record cannot be added by the user.

If you know which section you want to add an activity to, you can use the Add Activity shortcut on the Home page/dashboard to add the activity.

For more information on adding an activity, please visit the following link(s):

• 51�ԹϺ��� Folio - Where Does It Go?

Once you have deleted something, there is no way to recover; you will have to re-enter the information.

We recommend that you update your profile whenever you have a new activity to report. If you update your information on a regular basis, you will minimize your work when a report is due and be able to generate the report with a few clicks of your mouse.

Your 51�ԹϺ��� Folio profile is divided into two broad areas. The Profile area includes sections for data that generally remains consistent over time (e.g., contact information, degrees, tenure and promotion history, etc.) while the Activities area includes sections for your ongoing accomplishments (e.g., teaching, scholarship, service, etc.). Please review the help text for each section and for specific data fields within each section for guidance on what information that should be reported there. Our guide, Where Does it Go?: A Reference Guide for Entering Activities in Faculty180, provides help in determining the best place for your activity.

As a short-term solution, use the “Other” option available in most data fields to document your activity. To make sure that your activities are properly categorized in the future, please send an email containing the details of your activity to 51�ԹϺ��� Folio Support. If appropriate, we will work to make a modification to the database configuration and revise the categories to reflect your contribution..

We advise you not to provide details about sensitive or proprietary research projects. You may enter your work under a general title or description, or leave it out of the system altogether if warranted.

Some information in 51�ԹϺ��� Folio is imported from other authoritative systems on campus and cannot be edited in order to maintain data integrity and consistency. Data are imported from Workday, My51�ԹϺ���, the Office of Decision Support’s Blue eXplorance Course Evaluation system, and the Office of Sponsored Programs’ grantsERA system. If any of this information is incorrect, please email 51�ԹϺ��� Folio Support; we will make every effort to verify the information and make updates in our system. It may be necessary to notify the primary system as well.

Please contact the office or unit that maintains the information system from which the data were imported. You should also submit a request to the 51�ԹϺ��� Folio team to ensure that the data is updated in 51�ԹϺ��� Folio, as currently there are no direct links between systems.

• To inquire about data obtained from Workday, please contact the Office of Human Resources at 702-895-3504.
• To inquire about data obtained from My51�ԹϺ���, please contact the individual in your department who is responsible for submitting course records.
• To inquire about data obtained from grantsERA, please contact the Office of Sponsored Programs at osp@unlv.edu or 702-895-1310.

Duplicate records can be deleted from the summary table by selecting the blue ‘x’ icon to the right of the record. If your duplicate entries are locked, please contact 51�ԹϺ��� Folio Support for assistance.

1. In the Faculty180 menu, select Vitas & Biosketches to expand the menu.
2. From the options select Legacy Vitas.
3. Choose the vita you want to review by clicking on the eye icon to the right of that vita.
   1. Note: make sure that it is a “University of Nevada, Las Vegas” vita and not one that you have created yourself.
4. Make sure the date range corresponds with the date range of the vita you want to review; click the “Refresh Vita” if you have altered the date range.
5. Click the “Export/Share” button and choose the format you prefer; save the vita to your computer.
6. Open the saved document to review.
7. If you need to make any changes, return to the appropriate record in the Profile or Activities section and make the edits there. Then repeat the steps above to generate a new vita.

Department Chairs and Deans are given report rights in 51�ԹϺ��� Folio that allows them to run reports for faculty in their unit.

• To access the reporting feature in Faculty180, select Administration to expand the menu. 
• From the options select Reports to be taken to the Reports page. From here you can run standard activity reports or create ad hoc reports.

For more information on running reports, please visit the following link(s):

If you would like assistance with running a specific report, please reach out to 51�ԹϺ��� Folio Support.
 

The formatting for the FAAR  is done on the institutional level. This makes the formatting consistent across the university and allows reviewers to take advantage of the bookmarks and navigation functionality in the review workflow.

Your FAAR is automatically generated and becomes a part of your review once a case is created for you in the Review, Promotion, and Tenure (RPT) module of 51�ԹϺ��� Folio. It uses the information you filled out in the Profile and Activities sections in Faculty180. There are two ways you can see what this looks like:

In Faculty 180:

1. Click on Vitas & Biosketches from the navigation menu on the left side of the screen to expand the menu options.
2. From the options, select Legacy Vitas.
3. Choose the Faculty Annual Achievement Report that is relevant for your unit by clicking on the eye icon to the right of that vita.
4. Make sure the date range is correct. For annual evaluations, the date range is always Spring-Fall of the year for which you are being evaluated.
5. Click Refresh if you have changed the date range.
6. Scroll down to see the information that has been generated for your FAAR.

In Review, Promotion, and Tenure:

1. Click on Your Packets from the left navigation menu.
2. Choose your Annual Evaluation case by clicking on the name of it or clicking on the View link.
3. On your case page, choose the Packet tab at the top left, next to the Overview tab.
4. On the Packet tab, you will see the information about your FAAR, including the last time it was generated.
   1. NOTE: the first time the FAAR is generated is when the case is created
5. If you have made any changes to the Profile or Activities section since the case was created, click Regenerate. A pop-up window will ask you to submit and then confirm.
   1. NOTE: It may take a few minutes for the FAAR to regenerate. Refresh your browser after a few minutes to see if the vita has finished processing.
6. After the vita has finished regenerating, click on Faculty Annual Achievement Report to view it. You will notice that it is formatted exactly the same as the FAAR you generated in Faculty180.
7. Click on the “X” in the top right to go back to your case page.

You can regenerate your FAAR as often as you like, however, once you have submitted your vita for review, the section will become locked. As long as the section is locked, you are not able to regenerate your vita.

Please refer to our help document, Faculty 180 Sections Used in the FAAR, for a complete list of the sections pulled into your FAAR vita. For Library faculty, please refer to the Faculty 180 Sections Used in the FAAR for Library Faculty help document.

Units that have the extra step of review BEFORE the chair review have two options:

• Option 1: You can request a step be added to the annual evaluation template for the committee review. You will have to notify our office 51�ԹϺ��� Folio Support to add the step, as well as the names of members who will be part of the review committee. Please be aware that each member of the committee will receive an email regarding the case of each faculty member under review as the case moves to the committee step. 
• Option 2: You can conduct the review and provide recommendations outside the system. The chair can then upload that document as part of her/his review of the faculty member. If you choose this option, you can use the X-Drive or secure file transfer to share files. 

The annual report vita is set to pull records from a specific date range, which is Spring-Fall of the review year. If the records in your scholarship section fall outside of that date range, they will not be included in the annual report vita.

To review the date on a record, go to the individual record in the SCHOLARSHIP: Scholarly and Creative Work section. The term displayed in the Status field should fall within the date range of the vita in order for it to be included in the annual report. To change the status, click the Manage Status button.

Generally, once your annual evaluation case has been reviewed by your department chair/supervisor and your dean, your case is considered to be fully executed. At this point you have the opportunity to print a copy of the fully executed annual evaluation report for your records. You must download a copy of the report before your case is closed on June 1st. After your case is closed, you no longer have the ability to download a copy of your report.

If you did not print a copy for your records, your dean’s office has access to the X drive where these documents are archived. Alternatively, you can reach out to the Office of Faculty Affairs requesting a copy of your annual evaluation report.
 

1. From the navigation menu on the left, select Cases.
2. Open your case by clicking on your name.
3. From the Case Materials tab, select the Read Case button. 
4. In the upper right corner of the reader, select the Download button and choose the Download Packet option.
5. Click the Select All checkbox to obtain a copy of your entire packet submission as well as the review forms. 
6. Lastly click the Download PDF button. When the PDF is ready, you will receive an email with a link to the document.
7. Once you receive the link to the document, you can save the annual evaluation report to your computer, your , or other place where you store important documents.

To ensure the safety and privacy of user information, all data stored within 51�ԹϺ��� Folio are secured and backed up by industry-standard technologies. Interfolio upholds stringent privacy and security standards that comply with all applicable data privacy and data security regulations, including the US-EU Privacy Shield, General Data Protection Regulation (GDPR), Family Educational Rights and Privacy Act (FERPA) and more. Please visit the for additional details.

Your information in the 51�ԹϺ��� Folio database and workflow module can be accessed by you, your department chair, your college/school dean, and select members of the University administration only. Interfolio, the vendor providing 51�ԹϺ��� Folio, is authorized to access user data in order to provide their services; however, this access is subject to strict compliance with all applicable privacy and security regulations. Unauthorized individuals, whether inside or outside the institution, will not be able to access your information. Information in your Dossier account is private and can only be viewed by you and those to whom you specifically give permission.

According to the terms of the service agreement with Interfolio, the vendor of 51�ԹϺ��� Folio, your data (or meta-data about your data) cannot be sold, given away, or disseminated in any way by the vendor. Interfolio’s policy is that you are the owner of your data—not them. They help you aggregate, manage, describe, input, and output your scholarly data to help you manage your academic career. Interfolio may periodically pool portions of users’ data for study purposes in order to help individuals and institutions better understand cumulative activity patterns; however, this data will always be anonymized. Under no circumstances will any aggregate data personally identify you, your institution, or any authorized user of the service.

To the extent that Interfolio uses any third party tools or services to support their products— such as Amazon Web Services for hosting— these third parties are required to meet the same stringent data security and privacy policies that apply to Interfolio. Interfolio is accountable for personal data that it receives under the Privacy Shield Framework. If third parties that process personal data on behalf of Interfolio do so in a manner that does not comply with the Privacy Shield Principles, Interfolio is held accountable. Additional details about the company’s privacy policy can be found in their .