(B-5) Determine Data Sources/Discuss Data Transfer Procedures
Your institution will need to discuss and formulate the initial data transfer plan and procedures for populating the system and the timing of on-going data transfers. When importing data, administrators can allow certain activities in locked sections to be edited. Please contact Interfolio for more information.
Following are the key areas to be considered:
Uploading the base data will create user accounts and populate most biographical / demographic data in the Personal Information and Contact Information input sections, and will also populate the Current Position section of the Profile Form. The course catalog and Courses Taught data for each term will also be added.
The base datasets are typically exports from institutional sources. Consider the following when planning for exports:
- The timing of ongoing data transfers
- Options for exporting data from HR systems (e.g. Banner, Datatel, PeopleSoft, etc.)
- Direct: automated data transfer to the FACULTY180 server
- Indirect: manual file upload via SFTP
- Manual file upload: managed by the Institutional Software Administrators
- Options for importing scholarly citations (e.g. Academic Analytics, Web of Science, Google Scholar)
- The importance of this data being in sync with similar data, as held and reported from other university systems
The following is a list of base data in the recommended load order for implementation purposes. This order may be different for FACULTY180 maintenance than during the implementation process.
Legacy Data (Parsed Data)
Legacy data is faculty activity data that is stored in an institutional repository or a competitors faculty activity reporting system. Examples of legacy data include teaching, research, service, and professional development activities stored in an electronic format. Because FACULTY180 collects data in parsed data fields, the data fields can be mapped and exported in .csv or tab delimited formats with fields in FACULTY180.
Legacy data conversion should be discussed during the contract phase to determine if additional setup fees might apply. Clients who are aware of the need for legacy data conversion should consult withtheir Interfolio Account Representative regarding the potential cost of this work.
There are several variables related to data migration (e.g., communication turnaround, turnaround schedules, data file size, data formatting, etc.) that can make it challenging to estimate the timeframe for completion. However, with proper communication, full disclosure about the scope of transfers, and participation on the part of the client, the successful completion of data migration can be managed on schedule and in a timely manner.
In order to facilitate this process, it is important that both the institution and Interfolio understand the workflow and expectations for this data conversion.
Vita Data (Non-Parsed Data)
Faculty members on your campus have significant amounts of activity data contained in non-parsed formats, such as Microsoft Word and PDF; therefore, the data fields cannot be mapped to FACULTY180.As a result, different methods must be utilized to migrate this data to FACULTY180. Your institution needs to consider which data will be migrated.
- Collect no prior vita data.
- Collect some prior vita data - limited by time (only collect for the last five years) and area (only collectgrants, journal publications and creative productions).
- Collect all prior vita data.
If some or all prior vita data will be migrated, determine which methods will be used.
- Faculty members input data starting with the current term and for each term moving forward
- Faculty members input a portion of their data from prior terms (typically three to seven prior years) and for all future terms
- Other methods for data input for prior periods:
- In the first year, faculty members should only input data for the current term into FACULTY180. Each year thereafter, faculty members should input data for the current year plus two to five previous years.
- Use data entry assistants (student employees or administrative staff members) to input data.
- Input only some data for faculty members to review and complete. For example, have data entry employees enter only the titles, locations, and dates of journal publications, and have faculty members complete the remaining fields, such as the method of review.
- Input scholarly contributions and creative productions in bulk from reference management software (e.g. Zotero and Endnote) or online citation databases (e.g. Academic Analytics and Web of Science) using FACULTY180's bibliographic importing capabilities.
- Outsource the process of data migration. (Interfolio has a recommended vendor. Contact your Interfolio Project Manager or Account Representative for more information.)
Faculty data are available in a variety of databases provided from third-party databases and applications. Most of these have APIs that allow their data to be integrated into FACULTY180. Examplesinclude:
- Publication databases, such as Academic Analytics, EBSCO, Google Scholar, MEDLINE/PubMed, SciVal, Web of Science
- Reference management software, such as Endnote, RefWorks, Zotero
- Grant databases, such as eTrac and Kuali
- Course evaluation solutions, such as CourseEval, EvaluationKIT, Scantron, SmarterServices
- Research information systems, such as Converis, Pure, Symplectic