Overview of Our Data Models
Data Models for Loading Data into Faculty Activity Reporting
Each of the files attached below are one of our data models used for loading data into Faculty Activity Reporting (FAR). It is critical that you follow the format of each data model to avoid loading erroneous data into the system. Each file contains an excel workbook with the following tabs:
- Instructions: for using the data model, including general information and upload requirements
- Details: A comprehensive list of available fields to load using the data model
- Data Sample: An example of how the file is used. When you're ready to populate your data model, download the data models and clear out the example data.
Then, populate the file with your institution's data and save your file as a CSV or TSV. Additional files, like Work Experience, can be uploaded, with required fields based on the UI's specifications. Providing as much data as possible reduces faculty input. Therefore, it is recommended to provide us the information you have in the correct file format. If you rename a section in FAR, you can also rename the corresponding file to match, such as changing Work Experience to Professional Experience.
Check out this article About Autoload Information for information about the SFTP folders.
About our Data Models
Download our Data Models
| Product | Details |
|---|---|
| FAR |
Click the links below to download the Faculty Activity Reporting data models.
Check out our Sample Help & Instruction Text! File RequirementsYour data must meet the following conditions:
|
| LM | Download All Lifecycle Management Data Models. |
| FS/RPT |
In RPT and FS, institutions cannot bulk upload new users. If manually adding users is impractical, you can submit a file to us, and we will process the upload on your behalf. |
Base Data
Base data can be loaded in the UI. Base data is required for implementation.
| File Name | Purpose | SFTP Folder |
|---|---|---|
| Courses |
The second step of building Course Data in Interfolio. The link between Course Prefix and Courses is the course prefix column. Courses can be seen by Institutional Administrators, but should only be updated via a file, not in the UI (Administration -> Administration -> Courses) Extra Hours FieldA numeric value used to capture additional hours not covered in the course (such as by credit, lecture, or lab hours). The "Extra Hours Label" (such as Additional Classroom Hours) describes these hours. It was originally a workaround to avoid creating multiple fields for different client needs. Examples include situations where students set their own hours or where teaching load differs from the credit hours due to enrollment overload. Institutions can define the instruction mode and assign teaching load based on these extra hours. |
Autoload |
| Course Prefix | The first step of building Course Data in Interfolio. Course Prefixes must be loaded before the other Course files | Autoload |
| Courses Taught | This is information the Faculty sees in the Teaching section on the Activity Form in FAR. You can include any additional information in one or more activity classification columns. Your column name must match the name of the field in the UI. Courses Taught updates can be made via a new file upload or manually by faculty, If the institution allows. | Autoload |
| Faculty | Loads data to Personal Information and Contact Information tab on the Profile Form in FAR | Autoload |
| Faculty Classifications | Faculty Classifications is used to update or load new Faculty Classification information such as Faculty Rank or Tenure Status or any custom Faculty Classifications that the Institution may have created. Uploading a new Faculty file will not amend or edit the Faculty Classification fields. That MUST be done with this file. | Autoload |
| Secondary Unit Assignments | This file is used when a Faculty member has more than one Unit they are associated with. For instance, they may teach primarily in Sciences but may also teach in the Department of Medicine in a biomedical science class. A Faculty member may be associated with one or more units. The Primary Unit would be assigned on the Faculty file and their second or third or fourth unit assignments would be assigned using this file. Even though it's called 'secondary' it doesn't just mean one more. The Faculty may be associated with as many units as they need. | Incoming |
| Units | Load Unit Hierarchy ONE time, any other changes for the Unit Hierarchy will need to be submitted through the Org Unit Change Request | Incoming |
| Committees | Committees is a list of committees and their associated units that need to appear as options on the Institutional Committee section on the Activity form. But before you can load Institutional Committees you have to have the list of Committees in FAR first. | Incoming |
| Support Accounts | Support Accounts are any users who need access to FAR, but not as a Faculty member. A user can either have a Faculty account OR a Support account, but NOT both. These may be interns or office managers or administrative assistants. You can create them manually or load them via a file if there are a lot of users who need to be added at one time. | Incoming |
Non-Base Data
To load Non-base data, contact the Technical Services team by submitting a ticket.
| File Name | Purpose | SFTP Folder |
|---|---|---|
| Activity Distribution (Activity Form) | If this section is active, the Institution may use it to load Teaching, Research, Service, or Other workload percentages. This section is not always shown on the Activity Form, sometimes it is noted as Not Shown and therefore is hidden from view/use on the Activities Form. | Incoming |
| Administrative Appointments (Profile Form) | This file allows the client to include information about a Faculty member's Administrative Appointments such as Chair or past Chair Appointments. Some Institutions add Chair as a Current Position and others add Chair to the Administrative Appointment with no end date for current appointments. | Incoming |
| Advising Load (Activity Form) | Advising Load is the number of Students of any level that a Faculty member may be advising. This section is not always marked as 'Shown'. This file is only used if this data is housed somewhere and can be put into a file format that can be uploaded into FAR. | Incoming |
| Book, Book Chapter, Journal Article (Scholarship) | This is one of the most common Scholarship files that is uploaded. The nice thing about uploading Scholarly Contributions is that you do not need to include answers to the Activity Classifications. The Activity Classifications can be answered by the Faculty member later. There are specific directions for including Co-Author or Co-Contributor data. Please see the Scholarship Data Model Instruction tab for more information. | Incoming |
| Current Positions (Profile Form) | This file allows the client to include the Faculty's Title or Titles on the Current Position section on the Profile Form. The Faculty Rank is visible in the UI in this section, but the rank can not be edited on this file. The Rank is part of the Faculty file and/or the Faculty Classification file. | Autoload |
| Degrees (Profile Form) | The Degrees file is recommended if the client has a list of degrees or even just a terminal degree for each Faculty at the Institution. It's one less thing for the Faculty to enter. One or more degrees can be uploaded for each Faculty. Please refer to the Degree List for a list of available degrees in FAR. | Incoming |
| Grants (Activity Form) |
Grants is for the standard Grants section on the Activity Form and must be loaded by Proposed and/or Awarded grants. There is a lot of information here and this should probably have its own internal product help document. Check out this article about Grant Uploads for more information |
Incoming |
| Institutional Committees (Activity Form) | This assigns a Faculty member to standing committees as needed. This information is probably on a spreadsheet somewhere, but can be loaded into FAR if the data can be pulled into the fields that are required. If not, then only the Committee file would be added and then the Faculty would enter their Standing Committee work and the role(s) they have for each Committee they are currently sitting on or have sat on in the past. | Incoming |
| Rank and Promotion History (Profile Form) |
Rank and Promotion History is what gets entered when someone's Rank changes. For instance, let's say that someone's current position shows as rank of Assistant Professor and their Title as Assistant Professor of World History. When this Faculty member is promoted to Associate Professor, then their Assistant Rank should be moved to the Rank and Promotion History, and a new Current Position file should be uploaded to show the change to the Faculty's Title. The Faculty Classification file will need to be uploaded to change the Rank on the Current Position. It would be so nice if when someone receives a promotion that their Current Position changes and the existing position and rank automatically move down to Rank and Promotion History, but this is a manual process. To update Rank and Promotion History: Upload new Rank and Promotion History file to add previously held title. |
Incoming |
| Scholarly Outlets and Scholarly Outlet Metrics | This is usually housed at the School or College level and is a way for that Unit to keep track of the Faculty's scholarly contributions. This is not used very often, but I have uploaded it before for clients, and once you show them these two files they understand what they need to do. If this information is uploaded then the data can be pulled out into Scholarly Contribution reports. What usually happens is that the IT team loads this information for past terms and then going forward IT will load this data annually. | Incoming |