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Add a Built-in Faculty Activity Reporting Vita Section to a Case
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Administrators at academic institutions that use both Review, Promotion & Tenure and our faculty reporting tool, Interfolio Faculty Activity Reporting (FAR) have the option to add a built-in vita section when creating or editing any case or template in Review, Promotion & Tenure. (Faculty Activity Reporting was previously named FAR.)

This FAR Vita section will pull a candidate's vita (CV) directly from FAR, using a FAR vita template of the case/template creator's choice.

This will transfer correctly formatted information from the candidate's FAR account directly to the RPT case, including the materials (files) that were attached to the candidates' vita in FAR. The vita and all attachments can then be reviewed in the Review, Promotion & Tenure document reader.

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Important note on fixed grouping of vita with attachments:

When the vita is pulled from Faculty Activity Reporting into Review, Promotion & Tenure in this way, the vita document and the attached materials are grouped together as a bundle, and cannot be rearranged or extracted. The order is determined by the FAR vita template.

Therefore, for considerations around the sequence of sections or materials that are attached to the vita, you will want to plan that when creating your vita templates in FAR. Again, you can always include additional candidate sections in the actual case in Review, Promotion & Tenure, or permit the candidate to create them. There is no reduction in the previous case functionality.

RPT Templates: Add a FAR vita section when setting up Candidate Requirements during the process of creating or editing a template

The FAR vita section can be added when creating or editing a template in RPT. When you add a FAR vita while creating an RPT template, all cases created using the template will pull the candidate's vita (CV) directly from FAR into the special vita section of the case.

If you have access to this feature, the option to add a vita will appear at Step 2: Candidate Requirements when creating or editing a template.

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This option will only appear if your institution uses both Review, Promotion, & Tenure and Faculty Activity Reporting

Click "Add Vita"

Click Add Vita to automatically pull in a vita from FAR for inclusion in the packet.

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Select the number of terms you want the vita to cover

For example, if you are setting up an annual review and your school uses Fall, Winter, and Spring terms, you would select 3 terms. If you are doing a three year review at the same institution, you would select 9 terms (3 terms a year, for 3 years).

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Select the vita you want to pull from the list of available vitas

When you choose to add a built-in vita section to a template, you will also choose a vita template (configured through the FAR module) by which the candidate’s vita should be formatted for cases using this template.

Click Select in the action column to the right of the page to select the vita you want to pull into the packet, and click Save when you are done.

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The vita will appear listed in the new vita section

Note that you can select to Change or Remove the vita you add to the template.

Click Change to make changes to the vita you are attaching to the template. You can indicate a different number of terms and/or select a different vita.

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When a case is built using the template, the vita section will appear as part of the candidate packet on the case page as shown below

Note that the time the vita was generated is listed under Details.

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Creating cases in bulk from a template

When using a template to create cases for multiple candidates at one time, we allow the case creator to add a section that will draw in a vita from FAR which will then appear in the cases created from the template.

The ability to create multiple cases at once allows Administrators to pull in vitas for multiple candidates by selecting the template at the Case Setup step when creating multiple cases based on the template.

Click here for detailed instructions on bulk case creation (creating multiple cases using a template).

Select the template for the case

You must base the cases you are creating on a template that has been set up to draw in a FAR vita.

Note that you can Preview the template to see the vita information attached to it.

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Add Candidates

Once the template is selected, the case creator can Add Candidates as necessary.

Change Vita Term Range

From the vita section of the Summary & Confirmation page, an RPT Admin creating cases in bulk from a template can edit/adjust the vita term range before initiating the bulk creation process for all candidates.

The vita section allows an Admin to select a new Start Term (Fall, Spring, Summer), Start Year, End Term, End Year.

The new selected term range will apply to all candidates.

Note: The term range cannot be edited for an individual candidates.

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About vita generation errors

If we are unable to generate an FAR vita for any of the candidates for which you are creating cases, an error will display above the list of cases indicating that you need to review the candidates listed and select whether or not you want to create a case without a vita or remove the candidates from the process.

Click Remove to remove the candidate from the list and cancel creation of their case.

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RPT Cases: Add a FAR vita section when setting up Candidate Requirements during the process of creating or editing a case

The FAR vita section can be added at Step 2: Candidate Requirements when creating or editing a case in RPT. The candidate's vita (CV) will be pulled directly from FAR into the special vita section of the case.

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This option will only appear if your institution uses both Review, Promotion, & Tenure and FAR.

Click "Add Vita"

Click Add Vita to automatically pull in a vita from FAR for inclusion in the packet.

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Select the term range you want the vita to cover

Select the Start Term and Start Year, and End Term and End Year. For example, if you are setting up an annual review and your school uses Fall and Spring terms, you would select Fall as the start term, and select the year to include from the dropdown menu. Then select Spring as the end term, and select the year to include from the dropdown menu.

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Select the vita you want to pull from the list of available vitas

Click Select in the action column to the right of the page to select the vita you want to pull into the packet, and click Save when you are done.

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Changing or Removing the vita

You can click Change to select a new vita or edit the Term Range.

You can also click to Remove the vita from the case you are creating.

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The case will now include the vita as part of the candidate packet on the case page

Note that the time the vita was generated is listed under Details.

Summary & Confirmation:

When creating multiple cases based on a template with a FAR vita section, the vita section will display on the summary page at the end of the bulk case creation process as shown below:

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What happens when the vita is added to a case?

Reviewers can click the title of the vita to open it (and all attachments) in the document reader

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You can edit the vita

Clicking Edit on the FAR vita will open the Edit Vita window.

As mentioned above, when you include the vita section, you will also select the default length of time that the candidate’s vita should reflect when displayed in the case.

From the Edit Vita window you can select the Term Range (time period) for the vita, and click Regenerate to regenerate the vita with the new term range.

When the vita is re-generated, it will contain a snapshot of the candidate’s data pertaining to the periods of time selected by the term, current up to the moment when you click the button to generate the vita.

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Reviewers can click "View History" on the vita section to quickly see the history of the FAR Vita

This will open a window with a date and time-stamped listing of all change details. Clicking View Vita will open a copy of the vita in the document reader as it appeared at the given date and time.

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Locking Vitas: Administrators can lock and unlock the FAR vita via the "Lock" button that appears in the vita section

Candidates cannot add, change or remove a Vita Template from an RPT Case, but under certain circumstances, they may be able to change the term range and/or regenerate the Vita.

A Candidate viewing a packet with a locked Vita "section" will NOT see an option to edit the vita and should NOT be able to change the Start and End Dates for the Term Range AND/OR regenerate the Vita and its corresponding attachments

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