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Set Up Institution Details

The Details page in Faculty Activity Reporting (FAR, Faculty180) includes institution-specific information. This article will go over how administrators, with the appropriate permissions, can configure the Details page. 

 

Set up Before Details page

Set up the institution details in FAR, including the name, term, and faculty, before configuring other information. Your PM will help to predefine unit designations and academic terms.

 

Organizational Structure

In FAR, users set up their institution's hierarchy by adding units from the highest to lowest levels, such as university, colleges, schools, and departments. Configurations at the highest level (Level 1) apply to all lower levels. 

  • Demo Database Example: Level 1 = University, Level 2 = College, Level 3= Department, and Level 4 = Discipline.

Interfolio supports up to 9 levels in the hierarchy, with 8 customizable levels plus a base level reserved for faculty. In other words, a maximum of 8 levels can be added to the list of unit designations for a total of 9 levels.

 
 
 

Academic Terms

Academic Terms support faculty input (e.g., committee service dates), data storage and organization, reporting, and base data loads (e.g., assigning activities to specific terms). Typical terms are Fall, Spring, and Summer, though some institutions use months. 

Academic Terms in FAR are set up with the help of an Interfolio Project Manager and should not be changed once configured. This is a critical item that should be set up once and remain unchanged.

 

Requirements

Academic terms must be consecutive, with set start and end dates that span a full calendar year, and do not overlap. They are added in the order they occur, with Term 1 as the first in the academic year.

 
 
 

Set up Details Page

Navigate to the Setup page and click Details under the School section.

Fill out the Details form.

Section on Details Form Description
Login Authentication

Login authentication in FAR occurs after the first faculty file upload and is managed by Interfolio and each institution's IT resources. Supported methods include:

  • FAR direct authentication (not recommended)
  • Active Directory via LDAP
  • Shibboleth or other SAML-based systems
  • Campus Cruiser
  • CAS, Token, WIND, or similar token-based systems
  • Login scripts for secure faculty portal access (e.g., PHP, ASP)

Contact your Interfolio Project Manager for alternative login options or implementation documentation.

 
Faculty Ranks

Clients can add Faculty Ranks to FAR or provide a list to Interfolio, which can be expanded as needed. Example Faculty Ranks include Professor and Associate Professor. 

The ranks must match the faculty file's rank field. Check out our article on how to configure Bulk Data Uploads for more information.

 
Miscellaneous
  • Faculty Input Form Title: Institutions can rename the Activity Input Form.
  • Default Faculty Status Filter: Choose the default Employment Status for faculty when selecting Faculty under: 
    • Administration > Administration > Faculty 
    • Administration > Reports
  • Committees: Decide how faculty will enter committee activities in the institutional committee input section: Controlled allows faculty to select from a list of administratively-created committee names, Uncontrolled lets faculty enter names in an open text box, and Both enables faculty to choose from a list or type a name if it’s not listed, with the option for institutions to upload a list of standing committees.

    It is recommended to select Both here.

     
  • Faculty Training URL: Add the URL for the institution's training website, which will be included in emails to new users. If not specified, the Interfolio URL will be used by default.
  • FAR Administrator Name/Email: This individual will be the primary contact for support and questions.

    Collaborate with your internal organization to create a generic distribution email to optimize notifications for the maximum number of individuals.

     
  • Emails Sent Using Faculty180 Administrator Name/Email: Specify if e-mail messages sent from FAR via the Communication screen should be sent from the FAR administrator's account, based on the unit level. Otherwise, all e-mail messages sent via the Communication screen will be sent from the account of the FAR user who is creating the message.The default text in the From field is FAR.
  • Course Attachment Reminder: Select whether to send an automatic pop-up reminder for faculty to upload course attachments before submitting the Activity Input Form. By default, attachments are not required.
  • Allow Emails To Be Sent: Select whether e-mail notifications will be sent to faculty members.

    It is recommend to turn this feature off during implementation so messages are not sent to faculty from the system.

     
  • Autoload Reports: Specify whether reports should be automatically loaded when generated. If it is decided to not automatically load reports, report filters will display, allowing administrators to choose the type of data to view. This is useful for reports with large datasets that may load slowly.
Announcements

Administrators can create custom Announcements for their institution here that will appear on the Announcements & Help page. Examples include upcoming events, deadlines, and training document links.

 

To manage announcements, select whether to Show Announcement or hide it using the radio buttons.

Note that images and hyperlinks to URLs can also be included in the announcement

 

FAQ

Why aren't emails being received from the system?

Emails may not be received because the setting to allow email sending is currently disabled. This feature is often turned off during the implementation phase to prevent messages from being sent to faculty prematurely. To enable email sending, navigate to Administration > Setup > Details and change the setting for “Allow Emails To Be Sent” from “No” to “Yes.”

 
 

 

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