Lifecycle Management FAQ's and Best Practices

This is a record of frequently asked questions and best practices for various tasks and circumstances you may encounter using Lifecycle Management.

FAQ: Professional Journeys

When building a Professional Journey what year should each rank begin?

Treat each rank as independent/stand alone. So, the appointment at the next rank would occur at year 1, or year zero, which will allow you to accommodate if a faculty member someone is hired at that higher rank. In that case, the system will automatically place them at the appropriate rank.

How could you treat someone that starts as an Associate without Tenure?

You could revise the faculty member's journey manually (editing specific event details as needed) and appointment notes, and even the title (some schools may appoint faculty as 'Associate Professor without Tenure' as their title in the system).  

What if someone moved from an adjunct role to an Assistant Professor position (a separate series)?

The individual would get a second appointment record for the new series. The system would then display the previous appointment. If necessary, the additional events in the original journey could be manually cancelled on the faculty member's timeline.

Can you have two active events in the same journey?

Yes, a faculty member can have two events in progress at the same time. These events would appear in green on the faculty member's journey.

Can someone have multiple journeys at once?

Yes, users can have multiple journeys, and these journeys can also be within the same Series.

Can you load a faculty member to a Journey without events?

Yes, you can add a faculty member to a Rank that does not contain events.  

FAQ: Timelines

There is no standard time frame for remaining at Associate once you've been granted tenure. How do we ensure their timeline is set up accordingly?

It's recommended that we place such events 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 on the faculty member's timeline and the record would be updated accordingly.

How is the timeline populated?

We have another FAQ for Timeline. See this article Timeline FAQ.

FAQ: Events/ Rank Events

How do I indicate months and years in the template Rank Events data model?

The year must be the year the event takes 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, you cannot have 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, Lifecycle Management does not auto-start events.

Can we load past events with whatever dates that we want?

No. When loading a past event the appointment start date should align with the hire date and start date of the current appointments.

FAQ: Mid-year Hires

If I set the first appointment to be Year 1 Month 8, is it correct to assume I can manually change it for someone who started/will start mid-year (January) or some other month?

Yes, you can make changes to individual events as needed.

It might be best to consider creating an exception event, where we accelerate or extend the timeline, if the initial appointment date affects everything that follows.

Another idea is to consider when the events should be completed or effective (vs. how long after appointment they may occur). For example, appointments may occur at two or three times per year, but reappointments and promotions are always effective on July 1. In this case, you can decide if an acceleration of the timeline is more appropriate, or just a change to the specific date for a single event. While the events do have dates associated with them for the timeline, you can start, end, or cancel an event at any time.

FAQ: Ranks and Rank Types

If a Rank Type is changed under a Series, does this update the faculty member's profile?

Rank Type should not be changed. Changes to Rank Type on a series will not update an individual faculty member's record.

FAQ: Data Importer

Will the file uploader accept any file regardless of the number of columns as long as the appropriate headers are indicated?

Yes, as long as the appropriate column headers are indicated in the file you can upload from a single spreadsheet. Be mindful to remove duplicate rows which will cause the file to error-out.

FAQ: Integrations (FS/RPT Unit Hierarchy)

If a unit is changed in RPT, how is a faculty member's record updated? Is this automatic or do you have to reload the Appointments file?  

When the unit hierarchy is updated, this will update the LM record.

FAQ: Faculty Profiles

Can faculty profile information be added manually through the user interface?

No. Right now, there are three ways to add a faculty record:

  1. CSV import
  2. Public APIs
  3. FS to LM integration

What information can be updated with the file update toggle?

The profile and appointment records can be updated via csv upload. This can also be accomplished via public APIs.

NOTE - If an update needs to be made to individual elements, ALL existing elements should be included with the file upload. For example, If a faculty member's profile currently includes an avatar link, and the new Faculty file (with an updated office location, for example) does not include the avatar link, the existing link will be removed from the faculty profile.

At this time, email address is the key identifier for appointment and profile records and thus cannot be updated.

Items that cannot be updated:

  • Profile - Email cannot be updated  
  • Appointment - Series, Rank, Start date and Email
FAQ: Faculty Message Log

If the value is "The recipient has unsubscribed" - what have they unsubscribed from and how does it get fixed? Can the IA fix it or do they have to email Scholar Services?

This happens if the recipient selects the opt-out option in our emails. This would unsubscribe them from all Interfolio-generated emails. The IA should contact Scholar Services.

Best Practice: Events/ Rank Events

General Best Practices for Rank Events

  1. Each rank is independent of others
  2. When putting events in for a rank, all the events should mark the time in that particular rank.
  3. Each rank should start with an Appointment event.

When should you start an Event in Lifecycle Management?

For a review, it's recommended that you start the event at the start of the review period. This date will default to the first of the month.

Best Practice: Departing Faculty

What happens when a faculty member leaves the institution and I no longer want them to show in my faculty roster?

The best option is to manually cancel future events. The faculty member will always show up in the faculty roster, but will not have any upcoming events. It's recommended that you insert a new event to note termination/terminal year so the record could be sorted out if necessary.

What's a best practice when a faculty member leaves the institution?

Add an exception event, and cancel all of the faculty member's remaining events.

Best Practice: Varying contract lengths

How could you treat faculty of the same rank with different lengths of contracts? For example, Assistant Professors with 3 year or 4 year contracts?

Create two series, one for 3 year and one for 4 year Assistant Professors.

Best Practice: Multiple Appointments

How should you treat someone with multiple appointments? For example, a Chair who is also an Associate Professor?

You may want to think of Chair and Associate Professor as separate appointments, in completely separate series. You can create a series, "Administrative and Leadership Roles" where you could house administrative roles. You could add in rank names, events, etc., but it could also be very simple - a single rank of "Administration" and a single event of "Appointment." Loading each as separate records will prevent any conflict with title and start date.

Best Practice: File Importer

How does the "update existing items" toggle work when loading a new file?

Optional fields can be updated when using the update flag on the upload page. Faculty not included on the list will not be removed from the system.

The Update flag is available on the Faculty Profile file and Appointment File.

Currently, there are some required fields we can change. Fields that cannot be changed are those that are used to build the timeline.

The following fields cannot be changed:

  • Profile template: Email Address
  • Appointment template:  
    • Email
    • Unit Name
    • Series Name
    • Journey Title
    • Rank Name
    • Start Date

Note: Date Hired can be changed but this will not change the date of any existing timelines. To correct this, consider adding an exception event to the faculty member's timeline.

Best Practice: File Upload order

How should you use position ID found on the Appointments file?

This field may be used to capture the faculty member's institutional position number. This is a text field so it can be repurposed for other needs as well, such as a faculty ID number.

Best practice - Setting up Unit Hierarchy

If I'm a user of both RPT and Search where should I build my unit hierarchy?

It's recommended that you build your unit hierarchy in the Review, Promotion and Tenure module.  

Best Practice: Phone Numbers

How can we capture extensions and international numbers on the Faculty Profile file?

The phone number file will accept values in the following formats: "(XXX-XXX-XXXX)",  555-333-4444 EXT. 233 as well as +44 20 8673 5497

Best Practice - Faculty Search Integration

Faculty Search Integration

How do we update a user’s email address when utilizing the Faculty Search integration?

When sending a hired to the Lifecycle Management tool the email is likely a personal email and needs to be updated to the institutional email. You cannot update the email once it has been used for a faculty member.  

It is recommended that you use the Faculty Search integration after an institutional email has been created for the faculty member.

Can you "future date" a faculty member's start date when using the Faculty Search integration?

The term Start Date refers to the date the appointment starts. Hire date must be before or equal to the Start Date. This integration is intended to be used after the faculty member's appointment as been approved. It's highly recommended to only use this feature once the faculty member has an institutional email address.