Create and Define Events
In Lifecycle Management (LM), events are essentially the reviews or milestones a faculty member (with a particular appointment) will encounter as their career progresses through the series or ranks that make up a professional journey. During the process of creating a rank when adding an event, users are asked to select from a preset list of possible events. This standard list of events is useful for search and reporting functions in LM. For example, the list of faculty at the institution, can be filtered by event type.
The list of events in LM matches the types of reviews possible in the Interfolio Review, Promotion & Tenure (RPT) product.
Create and Define Events
1. Navigate to Edit Rank under Series
Navigation: Series > Edit Rank
- Click Series on the navigation menu.
- Click the Edit link adjacent to the desired Rank under the Actions column within the desired Series to make changes.
Once a rank has been created, the rank can be edited to add the events that make up the timeline for the rank.
2. Add Events
- Scroll down to the Events section and click the Add Event button.
- Enter the Event Name, Type, and Year the event occurred.
For the Year field, if this event occurs during the first year, enter 1 in the Year field. Then select the month during the indicated year when the event takes place. For example, Year 1 in May or Year 5 in July.
- Click Save when finished.
- Continue to add events until the entire sequence of events that make up the timeline for the rank has been created and can be seen as shown below.
FAQs
How are months and years indicated in the template Rank Events data model?
The year must be the year the events take place and the event month is between 1 and 12. For an event occurring in the first year of August the event year would be 1 and the event month would be 8.
Can a different month be used with the same year for an event?
Yes. In fact, there cannot be an event with the same year and month within the same Professional Journey.
What makes an event Current and green? What is the timeframe for Current?
A user needs to manually start the event in order for it to be current. At this time, LM does not auto-start events.
Can past events be loaded with any dates desired?
No. When loading a past event the appointment start date should align with the hire date and start date of the current appointments.
When should an Event in LM start?
For a review, it is recommended to start the event at the start of the review period. This date will default to the first of the month.
If a unit is changed in RPT, how is a faculty member's record updated? Is this automatic or does the Appointments file have to be reloaded?
When the unit hierarchy is updated, this will update the LM record automatically.
How does LM establish event start dates?
The Start Date field is used in combination with rank and journey settings to apply event start dates.
When an appointment is created, LM subtracts the Start Date value from the current date. The difference is used to create a time in rank value that is then used to determine which events to display. The first event within a journey is then used to decide the dates for the remaining events.
Note that events scheduled to occur during Year 0 will always occur within the first twelve months of an appointment. Year 0 events will start on the first chance possible based on the events month.
For example, if an appointment is created in September 2019 to a rank that has a Year 0 event scheduled to occur in May, this event would take place in May 2020. Any events scheduled for Year 1 would take place in 2021.
Alternatively, if this appointment was created in April 2019, the event would take place in May 2019 and any Year 1 events would occur in 2020.
There is no standard time frame for remaining at Associate once granted tenure. How is it possible to ensure their timeline is set up accordingly in such cases?
It is recommended that such events are placed far into the future of the faculty member's journey (30-50 years). If the faculty member is promoted, then it would be managed as an exception and the timeline would be updated accordingly.
How is the timeline populated?
The timeline appears when an appointment record associated with a faculty profile is created. When an appointment is created, LM uses the following fields to determine how a timeline populates within a faculty profile:
- Unit Name
- Series Name (Tenure, Adjunct, etc.)
- Rank Name (Assistant, Associate, Lecturer, etc.)
- Journey Name (optional - Assistant > Associate > Full)
- Start Date
As the records are created, LM checks to see if a journey is associated with the appointment (via the Journey Name field). If a journey is associated with the record, the timeline will display the current and future events for the current and future ranks in the journey. If the appointment record does not have an applied journey, the timeline will show all current and future events for the current rank.
Timeline Examples
Tenure Track Journey
| Ranks | Events |
|---|---|
| Assistant Professor |
|
| Associate Professor |
|
| Professor |
|
Initial Appointment: Rank with a Journey
| Rank Name | Professional Journey Title | Start Date |
|---|---|---|
| Assistant Professor | Standing Faculty Journey | 2020-12-01 |
The timeline will appear as follows:
- Assistant Professor
- Event 1: May 1, 2020
- Event 2: April 1, 2021
- Event 3: May 1, 2023
- Event 4: May 1, 2025
- Associate Professor
- Event 5: May 1, 2026
- Event 6: May 1, 2028
- Event 7: May 1, 2030
- Professor
- Event 8: May 1, 2033
- Event 9: May 1, 2036
- Event 10: May 1, 2039
Mid-Appointment: Rank with a Journey
| Rank Name | Professional Journey Title | Start Date |
|---|---|---|
| Associate Professor | Standing Faculty Journey | 2017-12-01 |
In this case, LM identifies that the first event for the Associate Professor rank has already passed by subtracting the Start Date (2017-12-01) from the current date (2019-12-01). Since two years have already passed, the timeline will appear as follows:
- Associate Professor
- Event 6: May 1, 2020
- Event 7: May 1, 2022
- Professor
- Event 8: May 1, 2025
- Event 9: May 1, 2028
- Event 10: May 1, 2031
Initial Appointment: Rank without a Journey
| Rank Name | Professional Journey Title | Start Date |
|---|---|---|
| Assistant Professor | Standing Faculty Journey | 2019-12-01 |
The timeline will appear as follows:
- Assistant Professor
- Event 1: May 1, 2020
- Event 2: April 1, 2021
- Event 3: May 1, 2023
- Event 4: May 1, 2025