Create/Edit Faculty Classifications

The content in this knowledge base is based upon the standard FACULTY180 environment. Your institution may have made changes to customize the FACULTY180 environment to meet your institution's needs; therefore, the screens in your FACULTY180 environment may differ slightly from the knowledge base. For more information, please contact your FACULTY180 administrator.

Carefully review the values and spelling entered for a faculty classification for accuracy prior to clicking the save button since any changes to the values (once data has been entered) will have to be made directly in the database by an Interfolio developer.

Create a Faculty Classification

To create a faculty classification, do the following:

  1. On the Admin menu, click Setup > Customize > Faculty Classifications.
    The Faculty Classification screen displays.
  2. Click Add. the Faculty Classifications Form screen displays.
  3. Specify the settings for section A - General Information:
    • Unit: Select the unit for which the faculty classification is being set up. Click the Change link to change the Unit.
      • The Org Structure displays. By default, the Organization abbreviations are displayed. To view the full name of the unit, click the Full Name checkbox.
      • To expand a unit, click the plus (+) symbol.
      • To search for a specific unit, enter the unit name in the search box.
      • Click an organization name to select that unit.
    • Title: Enter a meaningful title for the faculty classification. Note: The title must be unique, regardless of whether the faculty classification is active or inactive.
    • Help Description: Enter any instructions you wish to display related to this faculty classification.
    • Organization for which data are collected for: Indicate the organization (i.e. AACSB) or purpose (i.e. Graduate Curricula Committee, Sabbatical) for which the data is collected.
      Note: The data entered into this field appears under the Auditor column in the table view.
  1. Specify the settings for section B - Classification Details:
  • Require on new faculty input form: Specify whether or not the field should be required on a new faculty input form.
    • The faculty classification will automatically be added to the faculty form (Admin>Add/Edit>Faculty). Select Yes to require data entry in this field.
  • Require on faculty classifications form: Specify whether or not the field should be required on a faculty classification form.
    • Select "Yes" to require data entry in this field on a faculty classification input form.
  • Require notes for this classification: Specify whether or not notes should be required for this faculty classification.
    • Select Yes to add a Notes text box next to the faculty classification on the faculty classification input form.  This text box is only available on the input form.
  • Add to a classification input form: If the faculty classification should be added to an existing classification input form, select the appropriate form from the list.
    • Note: If the input form does not exist, the faculty classification(s) can be created when creating the input form (refer to Create an Input Form under Managing Data in Faculty Classifications). As an alternative, perform the following steps to add the faculty classification to an input form:
      • Create the faculty classification form.
      • Create the input form (refer to "Managing Data in Faculty Classifications").
      • Once the form has been created, edit the Faculty Classification and specify the input form.  
  1. Specify the settings for section C - Display Type and Report Filtering:
  • Display Type: Select the appropriate field type. The options are the following:
    • Dropdown select box: Allows for a list of values to be specified. Only one value can be selected from the list.
    • Open Text field: A text box.
    • Multiple-item select box: Allows for a list of values to be specified. Multiple values may be selected from the list.
    • Large text field: An expandable text box with a rich text editor.
    • Numeric text field: Allows for numeric data.
    • Date: Allows a date to be entered.
  • Show as a filter in reports: Select Yes to have the filter available in reports. Note: This filter option only applies to Dropdown Select Box or Multiple-Item Select Box display types. Also, the faculty classification will be added as a filter after there are data entered. If set to Yes, then the classification can be used as a filter in the Faculty Selection Tool and reported in Reports > Administrative Reports > Faculty Classification Reports.
  1. Section D - Classification, provides a preview of the faculty classification.
  • If the display type of Dropdown select box or Multiple-Item Select box was specified as the display type in Step 6, enter the appropriate options for the drop-down or multiple-item select.
    • Click Add Another Option to add additional options.
  1. Click Save and Return.

As Faculty Classifications are created, they will appear as available fields on the Faculty Classifications Upload form (Setup > Configuration > Upload Form). In addition, the faculty classifications will be available for input on the faculty form (Admin > Add/Edit > Faculty).

Once faculty classifications have been created, faculty classification data can be added and managed via the following methods:

  • Bulk uploads (see Upload Base Data (INSERT HYPERLINK UPLOAD BASE DATA IMPLEMENTATION)
  • Manual input using the Create Input Form in the Administration section.
    • Input forms are used by administrators to input faculty classifications and collect data from faculty. In addition, these input forms can be distributed and faculty classifications can be updated as part of the systems evaluation process.
  • Manual input using the Input Faculty Classifications option in the Administration section.
  • Manual input on a per faculty basis via the Faculty Form (Administration > Add/Edit > Faculty).
  • Update directly in reports

Edit Existing Faculty Classifications

Changes to existing faculty classifications may have to be requested. To protect data integrity, changes to values that have already been selected by users will have to be made directly in the database by an Interfolio developer.

Changes to existing values will change the value throughout the database including previously selected values.

For example, a faculty classification titled Eye Color with the values of Blue, Brown, Green is created. This classification has been used for a full year. The decision is made to modify the values. Any changes to the values, whether adding a new value or changing the value Green to Hazel will need to be done by an Interfolio developer. The value Green will be drop-down to Hazel for every term and year that it was selected. The value Green will no longer exist in the database.

Add New Values to an Existing Faculty Classification

To add new values to an existing faculty classification, do the following:

  1. On the Admin menu, click Setup > Customize > Faculty Classifications.
  2. The Faculty Classifications screen displays.
  3. Click the Unit associated with the faculty classification to be changed. The Manage Faculty Classifications screen displays.
  1. Click the Edit icon adjacent to the faculty classification to be changed. The Faculty Classifications Form screen displays.
  2. Add the desired values (refer to the field descriptions in Create Faculty Classifications for specifics on each field).
  3. Click Save and Return (or Save and Add Another to add a new faculty classification).

To modify values of an existing faculty classification, submit a support request.