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Overview of Forms and Sections

This article will go over the different types of forms in Faculty Activity Reporting (FAR, Faculty180); Profile, Activities, Activity Input, and Faculty Classification Input.

 

Types of forms in FAR

Select the tabs below to view the different types of forms in FAR.

Profile

Current information related to a faculty member such as the name, contact information, position titles, previous work experience, education, and more.

 
 

Activities

Activities are reported by the faculty member per term/year. Activity Input Forms govern what sections are shown to the faculty members and help faculty prepare for their annual review. It is possible to modify the form per unit (the College of Fine Arts or the School of Medicine) or for use cases (input forms that collects data for review cycles vs. input forms that collect data for reporting purposes).

 
 

Activity Input

  • A software administrator can initiate a Period of Activity Input based on a per use case, such as preparing for annual review, regular term activity updates, updates to activities for accreditation, and more.
  • A link is then populated on the faculty member’s Action Items on their Dashboard. The link takes the faculty member to the Activity Input Form that is term/year and template specific. There is also the option for faculty to Submit the form.  This action does two things: 
    1. A snapshot of the form is taken and stored for the faculty member.
    2. An Administrative Report is updated so that software administrators can track faculty engagement during this input cycle.
 
 

 Faculty Classification Input

A selection of Faculty Classifications that can be pushed as an Action Item. Faculty can respond by providing the data requested and submitting the form. The data is stored in the database when the submission occurs.

 
 

Profile/Activity Form Components

Select the tabs below to view more information on Profile/Activity form components. 

Overview

Profile/Activity forms contain sections and sections contain fields and activity classifications to collect additional metadata. Fields are used to collect specific data points for the intended purpose of the section. For example, in Membership the fields could be Organizational Name, Organizational Location, and more.
Sections within a FormFields and Activity Classifications with a Section

 
 

Default Sections

Have limited configuration options as they are standard fields that cannot be added, modified, or removed from this section. They are easily distinguishable in the form and within the section.

  • Section Settings are editable for section behavior, but cannot be changed based on where the section is used.
  • Activity Classifications can be added or modified based on units.
 
 

Non-Default Sections

Allow for more configuration options as they are fields that can be added, modified, or removed from the section. They are easily distinguishable in the form and within the section.

  • Section Settings are editable for section behavior, but cannot be changed based on where the section is used.
  • Activity Classifications can be added or modified based on units.
 
 

Hierarchy Level 1 Profile vs. Activities Forms

There is one form that exists at the highest level in the hierarchy that regulates the sections that are shown or not shown from the Profile and Activities sections on the navigation menu. The chart below summarizes the characteristics of the Level 1 form for the Profile and Activities section.

Both
  • The form is managed by a Level 1 Administrator.
  • Sections can be set to show or not to show on a form.
  • This form will be the repository of all sections created at Level 1. 
    • The same is true for lower level unit forms and sections created at the lower level. That form will be the repository for sections created at that unit and below.
  • Any section that is set to show on these forms is shown to faculty regardless of the faculty's unit affiliation. This means that a section at Level 1 (University) will be shown to faculty at a lower level (department).
  • A form will need to be created at the lower level unit to allow for modifications.
  • Modifications to the forms, for the user experience, will not be visible to the Level 1 Administrator.
  • The administrator will emulate a user at the unit level where the change was made in order to see the impact of the change.
  • A user has to be either primarily or secondarily assigned to the unit to have access to the form.
Profile Activities
There can only be one Profile Form per unit, regardless of level

There can be multiple Activity Forms per unit. 

  • Only one regulates the sections shown to faculty when clicking on the Activities section on the navigation menu.  
  • Other forms can be created for specific use cases (for example, the annual review). These additional forms are only shown to faculty using the Initiated Faculty Input feature (Administration > Administration > Initiate Faculty Input)

Modifying forms for lower units

Select the tabs below to view how to modify Profile and Activities Forms for lower units.

Profile Form

The modification process is similar to a parent/child relationship in which the child unit will inherit the parent unit Profile Form.

  • There is no option to have different child forms
  • The sections on the inherited form cannot be set to Not Shown nor can the section be modified at the field level. This means no fields cannot be added or removed
  • A lower level unit can make additional sections available to their faculty by changing Not Shown sections to be Shown or by adding a new section that will only be available to the lower level unit.
 
 

Activities Form

The modification process is similar to a parent/child relationship that is dependent on how the lower level form is created. Options for adding a new form include:

Modify

  • The parent form governs the child form with some exceptions.
  • The sections on the inherited form cannot be set to Not Shown nor can the section be modified at the field level, meaning fields cannot be added or removed.
  • A lower level unit can add new sections. These sections will only be shown to the lower level unit’s faculty.
  • The only form that can be shown via Activities on the navigation menu is the Activity Input Form. Administrators can modify the Activity Input Form for a particular unit. It will inherit any sections shown on higher level unit form and administrators can add additional sections to display.

Note that the Activity Input Form which determines which sections faculty will see when clicking on the Activities link on the menu must be cloned from the Level 1 form using the Modify option.

 

Add

  • The parent form does not impose governance to the lower level form.  
  • This creates risk for shared sections on that form. If the section is modified at the lower level, the modification will apply to the version of the section on every form.
  • Sections can be added or removed from the form (Set to Shown or Not Shown)
  • Activity Classifications can be added or removed.
 
 

Forms, Sections, and the Unit Hierarchy

Diagram key:

  • A through E = sections
  • DNS = section set to Do Not Show
 

If a section is set to display at a unit level, it will display for all units below it on all modified forms (both Profile and Activities). Refer to the diagram above in the following examples.

Section Details
Section Visibility Rules Sections listed as Show that are visible to all units, must be used by all units. For example, A and B. Sections set to Do Not Show at university level are available to be shown at lower unit levels. For example D is not shown at L1 University or L2 College, but is shown at L3 Department. On added Activities forms, sections do not respect the inherited show/do not show. This ONLY applies to forms created through the "add" process. This is to allow a different combination of sections to be pushed out for initiated periods of input. 
Section Configuration Best Practices
  • Section management (creation / modification) is handled by the Level 1 administrator.
  • Sections should be created at the university level and managed for lower level units.  This allows for expansion of section use. 
    • For example,  College A requests that Section A be created. College B does not want to use Section A. Three months later, College B decides that it does want to use Section A.  If Section A had been created at the College A unit level, there would be no opportunity for College B to have access to Section A.
  • Use Activity Classifications for unit-specific data points
    • For example, L2 College A and L2 College C want additional unit specific fields within section C; both units use section C, but can have different Activity Classifications that are specific to their unit and only visible to faculty within their unit.
Data in Sections Sections are made up of both fields and Activity Classifications. Fields are consistent across units while Activity Classifications can be unit-specific. 
Exclude Units Within Activity Classification specific units can be excluded. This can be done by checking units. It will automatically select all units below but an administrator can un-select as needed.
Options to Associate Activity Classifications to Sections Rather than manually add an activity classification to a section, this can be done via the Activity Classification itself. This will still respect the excluded units set in Exclude These Units.
Reporting In order to report across units, the same section must be used.Unit-specific reporting can be done by adding activity classifications to the section. The Activity Input Report allows reports on the same section/fields across the institution to be created. For example, report on section B across all units or report on section C for college A's additional Activity Classification across the college.