Faculty Expertise and Advancement System – Version 5.0
Dave Yancey
Florida State University
Revised: April 28, 2014
Table of Contents
Section 1: Overview ........................................................................................................ 2
1.1 Document Overview ............................................................................................. 2
1.2 System Overview .................................................................................................. 2
1.3 User Roles ............................................................................................................. 3
1.4 The System Menu ................................................................................................. 4
1.5 System Navigation ................................................................................................ 6
Section 2: Manage Vita Information............................................................................... 6
2.1 Initializing the Vita ............................................................................................... 6
2.2 Editing the Vita ..................................................................................................... 7
2.3 Managing the Status of the Vita.......................................................................... 13
2.4 Preferences .......................................................................................................... 15
2.5 Import/Export Publications ................................................................................. 20
2.6 Update CV from Available Data Downloads ..................................................... 22
Section 3: Generation of Documents ............................................................................ 25
3.1 Generate a Promotion and Tenure Vita .............................................................. 25
3.2 Generate a QER Vita .......................................................................................... 26
3.3 Generate a Custom Vita ...................................................................................... 28
3.4 Generation of Other Vita Documents ................................................................. 30
3.5 Generating a P&T Publication Table of Contents .............................................. 31
3.6 Generating a SPOT/SUSSAI/SPCI Summary Report ........................................ 32
3.7 Generating a Teaching Summary Report ............................................................ 33
3.8 Generating a Research Summary Report ............................................................ 36
3.9 Annual Summary of Accomplishments .............................................................. 39
Section 4: Selection of Faculty Vita and Reports ......................................................... 42
4.1 Select Faculty by Department ............................................................................. 42
4.2 CV Item Reporting .............................................................................................. 44
4.3 Keyword Search .................................................................................................. 46
4.4 Analysis and Reports .......................................................................................... 48
4.5 Department/College Faculty Summary Report ................................................... 51
Section 5: Other Menu Functions ................................................................................. 52
5.1 Serve as a Delegate ............................................................................................. 52
5.2 Serve as a Proxy .................................................................................................. 54
5.3 Set Department, College, and University Display Preferences .......................... 54
Section 6: Public Interface ............................................................................................ 55
6.1 Faculty by Department ........................................................................................ 55
6.2 Faculty List with Finalized CVs ......................................................................... 56
6.3. Google Search Finalized Faculty CVs ............................................................... 56
6.4 A Special Expertise Search ................................................................................. 57
Section 7: Supplemental Documentation References ................................................... 57
Page 1
Section 1: Overview
1.1 Document Overview
This document describes the Faculty Expertise and Advancement System1 (FEAS) which is a
web application that supports the management of faculty information with content sufficient to
generate an FSU Promotion and Tenure (P&T) curriculum vitae, Quality Enhancement Review
(QER), and other vita formats and reports. Information entered into this system is stored in a
database and includes general information, teaching activities, scholarly or creative activities, and
service. This information can be used to generate analysis reports, as well as the automated
construction of research and teaching reports, SPOT/SUSSAI/SPCI reports, annual summary
reports, formatted general and custom vitae, and other faculty summary reports.
The application is available at the following web address:
http://feas.fsu.edu
This document describes version 5.0 of the system which was released May 2014.
1.2 System Overview
The following figure provides a big-picture overview of this application.
This system provides an interface for faculty to enter or update information related to
publications, presentations, exhibitions, teaching, service, honors, expertise, professional
experience, and more. Delegate authority may be granted to individuals to enter information on
behalf of faculty.
When the CV is started for a faculty member, options are provided to download information from
other FSU databases, including: address, degrees awarded, professional experience, courses
taught, graduate committees, and contracts and grants. Functions are also provided to download
updates to information from these available FSU databases. A function is also available to import
publication information from various citation reference systems such as EndNote, RefWorks, and
BibTeX. These tools may be used to search and download publication citations from such library
databases as PubMed, Engineering Village, Web of Science, JSTOR, and many others.
1
This system was formerly known as the Dean of the Faculties CV Database.
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Functions are provided to generate vitae that are formatted as appropriate for Promotion and
Tenure. CVs may also be generated as appropriate for Quality Enhancement Reviews (QER).
Other formats include the general vita, short vita, and a custom formatted vita. Faculty may also
use this system to generate SPOT/SUSSAI/SPCI summary reports, teaching summary reports,
research summary reports, and annual summary of accomplishment reports.
An interface is provided for deans, chairs, and administrators to search for faculty information,
generate reports of publications and other research, and generate a formatted CV for faculty in
their area. A public interface to database information is available which provides access to
finalized faculty vitae or conduct keyword searches for a word or phrase. (Information available
from the public interface is limited.)
1.3 User Roles
When a user first accesses this web site, a login screen is presented2. The user should enter
his/her FSUID and password, which is the same login userid used for Blackboard, OMNI, and
other university web applications. The login identifies the user to the application. Nonemployees3 that have no special roles in the system will be denied access.
In summary, the special roles that can be granted to users include:
 Administrator. System administrators have access to setup, configuration, and input form
definition functions. User access administrators are able to grant special roles to other
users. Help administrators are able to alter form and field help messages. Administrative
functions are not discussed in this document.
 Delegate. Delegates have the ability to enter information and generate CVs on behalf of
other faculty. Delegate status can be granted to enter information for one or more
individuals, one or more departments, one or more colleges, or for the university.
 Proxy. Users with this authority can finalize CVs on behalf of faculty. (This would
normally only be done for faculty no longer at the university). Proxy authority may be
granted to finalize individual faculty, one or more departments, colleges, or for the
university.
 View. Users with view access can generate CVs and perform analysis/reporting for some
collection of faculty. View access can be granted for one or more departments, one or
more colleges, or for the university.4
 Preferences. Users with the ability to set display preferences can hide the display of
forms that would otherwise be available. The ability to set display preferences can be
granted for one or more departments or one or more colleges. The ability to set
individual preferences is available to all users.
 International. Users with this ability are able to run a long-running query to report
citations that reference a foreign country.
2
The login screen will be skipped if the user has already logged into Blackboard or another CAS enabled
university web application.
3
The user is considered an employee if he or she is identified as having an EMPLOYEE or FACULTY role
within the university directory. This means they must be found in the OMNI Human Resources system.
4
At present, department chairs, associate deans, deans and other university officials are granted access to
view faculty information in their area. Other requests by university officials may be accommodated. Note
that there is also a public interface (see Section 6).
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
Citation Summary. Users with this ability are able to run a faculty summary report for
the entire university. (The university is shown as an option in the Department/College
Faculty Summary Report). This is expected to be a long-running query.
1.4 The System Menu
After logging in, users are presented a menu of functions which will vary depending on assigned
roles and progress in entering vita information. In the following example, the menu corresponds
to a user with Delegate and View access and has not yet started to build his/her vita.
On the other hand, if the user is a faculty member without Delegate or View authority, and the
user had not started to build his or her vita, then the menu displayed would appear as follows:
The menu will display additional functions once the CV is started (or initialized). The main
menu tab provides a hierarchical menu organization of the functions to be performed as illustrated
below.
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The Function Shortcut Menu provides a more direct means of selecting system functions.
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1.5 System Navigation
Near the top of every web page in this web application, you may observe the “crumb trail” in the
gold banner. The link to “Main FEAS Menu” provides a quick means to return to the menu page.
The links may include other intermediate pages, if appropriate.
The user will also find a “Return to Menu” button on most web pages which will directly return
the user to the menu page.
Section 2: Manage Vita Information
Vita information may be entered or updated by a faculty member or by a delegate serving on
behalf of a faculty member. In either case, the functions provided for information entry are
identical. All information that is entered is indexed by OMNI Employee ID so that it can be tied
together with other data sources. If the user is serving as a delegate for a faculty member, then
the information entered will be saved for that faculty member; otherwise, the information entered
will be saved for the current user.
2.1 Initializing the Vita
The vita editor is accessed by the Build/Edit function (in the Function Shortcut Menu) or by
Begin my CV (in the Main Menu). The display for first time use is illustrated below; this is
presented when this function is first accessed by (or for) an individual.
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Here, the system provides options to preload basic information that is available in other university
systems and stores it in the FEAS database. As illustrated above, the downloaded information
includes:
 University local and email addresses,
 Degrees awarded,
 Professional experience,
 Courses taught,
 Graduate supervisory committees, and
 Funded Grants
 Grant Proposals
It is expected that this information will be far from perfect. Any information loaded into this
database can be edited, deleted, or appended to as appropriate. Updates entered in this system
will not update the data source (e.g. OMNI, Course Schedule Master, Graduate Student Tracking,
Contracts and Grants); in addition, future changes in the data source will not be automatically
loaded into this database. Thus, changes made to information in this database will not be
overwritten. However, a function is available in the main menu that permits the user to update
information about courses taught, graduate student committees, and contracts and grants from
other available data sources (see section 2.6).
Once the data initialization choices have been processed, the display will revert to the vita editor.
The initialization menu will not be redisplayed.
2.2 Editing the Vita
When editing the vita, the system checks the “Last Change” date, which is displayed on the
system menu page (see section 2.3). If the CV is not finalized and if the time since the last
change is more than 150 days, the user will be prompted with a popup dialog as follows:
If the checkbox is checked, this dialog will not be redisplayed. This preference for the dialog
display may be altered in the Preferences settings (see section 2.4).
The editor display is in the form of a hierarchical collapsible/expandable tree of items as
illustrated below. Click to expand or to contract an item. Links are available at the top of
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the display to perform special functions:
[Return to Menu]
jump to the opening menu page.
[Show Main Categories]
close all tree items except the major categories and subcategories
[Show My Entries]
close all tree items except those containing my information
[Generate CV]
generate a vita document as selected in the dropdown list:
P&T, QER, General, Short (3 Yr), Short (5 Yr), Short (7 Yr), and
Finish Later
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Some of these items have several levels in the hierarchy of information. At the lowest (terminal)
level of a node, there may be some number of database records for the faculty member related to
the category. In the example below, the Professional Preparation category was expanded and
three records were found relating to the user.
If records in the category appear to be missing, click the [Refresh] function to redisplay the list of
citation records in the database for the category.5
If the user now clicks a [+] symbol, a form will open which contains information from the saved
record. Alternatively, by clicking the [Add] link, this same form is displayed with empty fields,
suitable for creating a new record in the given category.
5
The [Refresh] function should not normally be needed. However, on very rare occasions a display may
not be fully refreshed due to a timeout condition. This is a manifestation of the AJAX implementation.
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Each date field in the data entry form expects the value to be formatted as a year (e.g., 2010) or as
a month/year (e.g., 10/2010). An improperly formatted value cannot be saved. At the end of
each date field, a calendar icon is presented and, when clicked, will trigger the appearance of a
popup display that can assist in the selection of a date.
Click the << symbol to select a year from the previous decade, or >> to select a year from the
next decade. If “No Month” is selected, the date entry is limited to the year.
Some text fields are followed by the suggested list symbol , which if clicked will present a
popup list of suggestions that may be selected for the field. Alternatively, text may be directly
typed into the field.
Some text fields feature "auto complete text". When typing into such a field, a drop down list of
options will appear that match the text typed thus far. Any of the options may be selected from
the list and will be copied into the textbox.
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At the end of each of the text fields, there is a special Ω symbol, which is provided for entering
special symbols and characters into the field. When this symbol is clicked, a dialog box
containing various symbols is presented, as illustrated below.
Choose from the drop-down list to select alternate symbol sets such as Cyrillic, Greek,
Mathematical Operators, Dingbats, Extended Latin, etc. When one of the symbols is clicked, it is
appended or inserted into the associated text box on the form. With these extended characters
and symbols, one can construct foreign references such as “University of Jyväskylä” or other
references such as “β particles.”
The caret (^) is a special character which may be used to enclose scientific names that should be
italicized, or reverted to roman within an italicized field. For example consider a refereed journal
article title such as:
Natural genetic variation in the courtship repertoire of male ^Drosophila melanogaster^
Such a title would be rendered in the vita document as:
Natural genetic variation in the courtship repertoire of male Drosophila melanogaster
Special expressions are provided which may be typed into text fields to represent symbols and
accented characters. For example, \Sigma may be entered which will be replaced by the Unicode
character Σ. Foreign accents may be entered using an expression like \~a which will be replaced
by the Unicode character ã.
In addition, subscripted and superscripted text may be represented via expressions such as
+{superscripted text} and -{subscripted text}. For example, the text {\=a}+{2} would be
rendered as ā2. A more complete discussion with examples of these special text expressions is
provided in “Text Expression Reference” which is available from the user documentation link on
the main menu.
In the preface forms and in the “additional information” fields, users may introduce a carriage
return in the display by inserting a pilcrow (¶) character. This character may be inserted from the
symbol picker or by using the text expression \P.
At the top of the data entry form, various functions (enclosed by brackets) are provided:
 [Save] — Save the contents of this form to the database. At this point, a constraint check
is performed to ensure that required fields are provided and that numeric and date fields
are properly entered.
 [Quit] — Exit this form without saving its contents.
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






[Copy] — Create a duplicate copy of this database record. This is useful for creating
multiple records that are fairly similar. This function is not available when editing new
records.
[Delete] — Delete this database record. This function is not available when editing new
records.
[Move] — Available on some data entry forms to allow previously saved records to be
moved from one category to another (e.g., move a refereed journal article to the nonrefereed category).
[Change Status] — Available on some data entry forms to allow the publication status of
previously saved records to be updated (e.g., update the status of a refereed journal article
from submitted to in press).
[Finish Later] — Hold this information in a special category that can be recalled later and
finished. This function is typically used when entering new records where all required
fields cannot be completed immediately.
[Enable Tagging] – Temporarily display the citation contributors as a list of textboxes
with tagging. This is only available for forms with contributor lists.
[Hide Tagging] – Restore the citation contributor list to the default selected for the author
edit control (see Section 2.4.2).
When [Finish Later] is clicked, the record is considered in-progress and is saved in a special place
at the bottom of the list of categories. In the example below, a refereed journal article form and a
non-refereed review form were held in this incomplete state.
Click the [+] link to bring up the form in order to complete the record. At the top of this form,
the following functions are provided:
 [Save to Vita] — Save this completed record to the database and remove it from the
incomplete record list. As with the [Save] function, a constraint check may be performed
to ensure that required fields are completed and that numeric and date fields are properly
formatted.
 [Update] — Update this record in the incomplete list. This will retain any field changes.
 [Move] — Available on some forms to allow items to be moved from one Finish Later
category to another.
 [Change Status] — Available on some forms to allow the publication status of Finish
Later items to be changed.
 [Quit] — Close this form without saving any changes.
 [Delete] — Delete this record from the incomplete list.
The additional “Other Uncategorized Vita Items” category is provided as a placeholder to enter
information to which the user wishes to later return. This provides a free form text area in which
to record information that does not fit easily into an existing category. The intent is that items in
this list will be resolved after review.
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Any records on the Incomplete/Uncategorized Vita Items list will not be included in the
generation of the P&T vita and will not be considered in the analysis and reporting of database
information.
In order to provide some guidance regarding the nature of the information to be entered in each
form, various forms of help have been provided for the user. For general information pertinent to
the form, “Notes” appear in blue text at the bottom of many of the forms. Users may also mouse
over the
symbol that appears to the immediate right of many fields for information related
directly to that field.
Forms that include lists of contributors (journal articles, exhibitions, presentations, etc.) may
include a list of textboxes as illustrated below. However, the rendering of this list may be altered
in the Set Preferences function (see section 2.4.2) or the [Enable Tagging] function.
The
functions in this display may be used to move contributors up and down in the list. The
function can be used to expand the vertical size of the scrolling contributor list. This may be
convenient if there are a large number of contributors. However, the maximum number of input
boxes for contributors is specified in the Set Preferences function.
2.3 Managing the Status of the Vita
After some information has been entered into the database for the vita, the main menu page will
display summary information regarding the status of vita development. In the illustration below
the yellow block is a visual indicator that CV updates are in progress. Information is provided as
to the date and time of the last change and who made the last change.
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By clicking the [Lookup] link, popup information is provided on who made the last change to the
CV information. This might be useful to determine what delegate last entered information for the
faculty member. An example popup is illustrated below.
Depending on the status of CV development, functions may appear or be hidden in the menu.
Once updates have been started, the faculty member is provided a function to set the CV status to
“approved/finalized”. The following illustrates this function on the Function Shortcut Menu.
When the Approved/Finalized function is selected, a dialog is displayed to confirm the request. If
accepted, a CV file is generated and deposited on the public website (see section 6). Users are
provided the opportunity to set a preference for the format of the public CV (see section 2.4.3).
Once the CV status has been set to “approved/finalized”, this indicates that the faculty member is
satisfied with the content. At this point, the CV can no longer be edited. However, a view
function is available which allows the user to inspect all the records in the Vita.
The figure below illustrates a form that has been displayed in the View Finalized Vita function.
Such functions as [Add], [Save], and [Delete] are grey which signals that they are no longer
available. However, a function is provided in the main menu to return the CV to the “Updating /
In Progress” state, at which point changes can be made.
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If the user has Proxy authority, then a faculty member’s CV can be finalized on their behalf. This
function will appear in the menu when the faculty member is selected via the Delegate interface.
2.4 Preferences
Preferences can be used to alter the behavior of the CV builder. Functions are provided to change
the default author name used when entering citations and hide the display of information
categories when building the CV. Functions are also provided to alter the entry of contributors
for citations and for the format of the CV used when the vita is finalized. Preferences are
specified on an individual basis for the faculty CV being edited.
2.4.1 Change Default Name
This function changes the default name used to pre-enter the faculty name as the author,
presenter, performer, artist, and other like contributor field for new citations when using the CV
Builder6. When editing CV citations, this name may be reformatted, changed, or appended to.
This default name is simply meant to simplify the entry of new citations. In addition, this name is
used as part of citation tagging which helps categorize contributors for the research summary
report. By default, this name will be used to match against the list of contributors to identify the
faculty member. However, this identification can be over-ridden by explicitly tagging a
contributor as self.
The dialog illustrated below is presented when this function is selected from the Set Preferences
menu. The [Restore System Default] function sets the default to the faculty member’s name as
obtained from the university directory.
6
When working as a delegate, the faculty name entered here applies to the selected faculty member and is
saved for him/her.
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APA formatted citations abbreviate the author’s first and middle names (e.g.: “Yancey, D. P.”)
However, if the name is spelled out, the first and middle names will be abbreviated as necessary
for the citation in the generated CV.
2.4.2 Change Author Edit Control
This function changes the edit control used to specify the author, presenter, performer, artist, or
other contributor fields for citations in the FEAS Database7. The figure below illustrates the
dialog that is displayed when this function is selected.
There are three edit control options.
(a) Simple Text Area Box
In this case, a scrolling free-form text box is presented in which citation contributors may be
entered. This is the style of entry that was used prior to FEAS Version 3.0. Contributors should
be entered, one per line. An illustration of this is illustrated below as it would appear in the CV
Builder.
(b) List of Text Boxes
In this case, which is the default, a scrolling list of one line text boxes is presented. The
maximum number of input boxes available in the scrolling list may be specified for this option.
As before, contributors should be entered one per line. Note that collaborative groups or
coalitions may be entered in lieu of a contributor name.
7
When working as a delegate, the author edit control selected here applies to the selected faculty member
and is saved for him/her.
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An illustration of this input control as it would appear in the CV Builder is provided above. The
functions in this display may be used to move contributors up and down in the list. The
function can be used to expand the vertical size of the scrolling contributor list. This may be
convenient if there are a large number of contributors.
(c) List of Text Boxes with Contributor Tagging
In this case, a scrolling list of one line text boxes is presented along with the ability to tag each
contributor. This tagging information is used in the Research Summary Report, Summary of
Accomplishments Report, and Department/College Faculty Summary Report where it
summarizes collaboration with students and colleagues. Student and Lead contributors may also
be footnoted in the Custom CV (see section 3.3).
By default, the first contributor in the list is considered the lead, but this assumption may be
altered by clicking the lead radio button by another contributor. Also by default, the contributor
matching the default faculty name (see section 2.4.1) is identified as “Self”. Other contributors
are identified as colleague or group, depending on the form of the entry. These assumptions can
be overridden by clicking the radio button that correctly categorizes the contributor.
2.4.3 Change Default Public CV Options
This option provides faculty and delegates some control over the appearance of their CV
information in the public website (see section 6)8. There are two parts to this preference item:
managing the public CV file and managing the public keyword search.
Whenever a faculty CV is finalized, a copy of the finalized CV will be posted to the public web
site. This preference allows the user to identify the format of the CV that will be deposited on the
public website. Options include:
- General CV (the default)
- Promotion and Tenure CV
- Short 3 Year CV
- Short 5 Year CV
- QER CV
- Custom CV
The last option is only available if the faculty member had previously saved a Custom CV
template (see section 3.3). The following illustrates the dialog that would be presented for a
faculty member that had not previously finalized their CV.
8
When working as a delegate, the public CV options selected here apply to the selected faculty member
and are saved for him/her.
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However, if the CV is currently finalized, then the dialog which is presented is somewhat
different as illustrated below. In this case, the display indicates the date/time that the last
finalized CV was deposited on the public site and the format used. The [Get Public CV] link is
provided to access the deposited file. The [Upload Public CV] link is provided to replace the
current public CV with another selected format and upload that to the public web site. This
would be done automatically the next time that the CV was finalized, but this function permits the
faculty member to immediately replace his/her public CV without altering the finalized status of
the CV.
The second part of this preference option permits the user to regulate the use of his/her CV
information in the public keyword search. By default, In-Progress CV citations may be searched.
An option is provided here to limit access to in-progress CV citations from the public interface.
2.4.4 Change Old CV Prompt
When starting the CV Builder to update CV information that was last updated over 150 days ago,
a prompt will appear asking the user if they would like to first update the CV from available data
downloads. If selected, this would redirect the user to the Update CV from Available Data
Downloads function (see section 2.6). Setting this preference could prevent this dialog from ever
appearing9.
9
Whether operating as a delegate or not, the Old CV Prompt preference setting applies to the currently
authenticated user. Thus, if this option were set by the delegate, it would apply to any CV that the delegate
edits.
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2.4.5 Change Finish Later Move Options
When editing CV citations, a function is available to move a selected citation to another category
in the CV. The figure below illustrates the pop-up display when the [Move] function is selected
on a fellowship form.
The list of destination forms that may be selected to receive the relocated citation is limited. This
limitation is based on forms that have a similar set of data fields to receive the citation
information.
This preference option allows the user to display a wider range of form destination options for
citations in the FinishLater section10. For example, it would be possible to move a non-juried
exhibition citation to FinishLater and then move it to the consultation category. This may be
done even if these forms have few input fields in common. In FinishLater, no information is lost
if this citation were later moved back to its original category. However, once FinishLater forms
are saved to the CV, non-relevant input field information will be lost.
2.4.6 Hide/Display CV Editor Categories
This function allows the user to hide categories of information while working within the CV
builder. In the illustration below, a portion of the display is presented.
Each of the items in this list corresponds to a collapsible/expandable node in the Build/Edit Vita
10
Whether operating as a delegate or not, this preference setting applies to the currently authenticated user.
Thus, if this option were set by the delegate, it would apply to any CV that the delegate edits.
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interface. Because the nodes are arranged hierarchically, if a parent node (such as teaching) is
removed from the menu, its child nodes are subsequently grayed out, because they will be
removed as well. In the example below, “Remove from Display” was selected for Bachelor’s
Thesis Committees. This selection can be reversed by selecting “Normal” and clicking the Set
button.
If the user has the appropriate authority, categories of information can be removed for whole
departments, colleges, and even for the university. Settings are inherited through the organization
hierarchy. Settings for a college would be set for all departments and individuals under that
college. At one of these departmental or college levels, a “Can Not Remove from Display”
function can be set for categories. When this is set, the category and its parent nodes will be
grayed out and cannot be removed at a lower level in the organizational hierarchy.
The department and college display preferences are described further in section 5.2.
2.5 Import/Export Publications
This function allows the user to import / export publication information from various citation
reference systems such as EndNote, RefWorks, and BibTeX. EndNoteWeb and RefWorks are
web-based citation management tools available to FSU faculty, staff, and students at no cost.
Links to these tools are available from the FSU Library’s Citation Management web site11.
BibTeX is another document management system which is commonly used with LaTeX.
11
See http://www.lib.fsu.edu/help/citing/tools/index.html
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Instructions may be found on the internet for importing references into EndNote from a wide
variety of databases such as Eric, MathSciNet, Medline, PubMed, etc. In addition, the reference
documentation menu in this system provides links to several step-by-step guides for several
databases. In particular, see:
 Importing Citations from PubMed using RefWorks
 Importing Citations from Engineering Village using RefWorks
 Importing Citations from JSTOR using RefWorks
 Importing Citations to CV Builder from PubMed using EndNote Web
 Importing Citations to CV Builder from Web of Science using EndNote Web
Information in your EndNote library may be exported using these steps:
 Select all the references in your EndNote library that you wish to export.
 Select File > Export…
 In the dialog, select “Text File (*.txt)” under “Save as type” and select “EndNote Export”
under Output Style12.
 Click the Save button to save the file on your computer.
Similarly, references may be exported from EndNoteWeb using these steps.
 Under the Format tab, select Export References.
 In the dialog, select the “EndNote Export” style.
 Save the export file somewhere convenient on your computer.
Once you have created the EndNote Export file, you may use the Import/Export Publications
function to import the citations into the CV Builder.
If you don’t see EndNote Export in your Output Style options, choose “Select Another Style” and select
EndNote Export from the list.
12
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




Select “EndNote Import Format” under “Document Format”.
In the “Import into CV Builder” tab, click the Browse button to select the EndNote file.
Click the Import button to load the references into the CV Builder database.
From the main menu, select “Build / Edit Vita”. In the resulting display, expand the
“Items to be Finished” category under Incomplete/Uncategorized Vita Items.
Open each item and correct any information in the form as may be necessary and click
“[Save to Vita]” to accept the item within the CV.
A similar process may be followed to import publication references from RefWorks. In order to
export citations from RefWorks, under References, select Export; in the resulting dialog use the
"RefWorks Tagged Format" export style. Save the export file somewhere convenient on your
computer.
An option is also provided to import BibTeX (*.bib) files. Although BibTeX does permit the
incorporation of equations and special expressions, the translation on import will be far from
perfect. Some expressions such as $\mathrm{diag}(1,2,3,\ldots,20)$ will not be handled as the
resultant display is far too difficult to be represented via unicode in RTF documents. Such
expressions will be greatly simplified and will need to be corrected in the “Items to be Finished”
section after the references are imported into the CV Builder.
Finally, an option is provided for the CV Builder XML citation exchange format. This function is
provided to support the exchange of publication data from/to other FSU developed publication
databases (e.g.: Biological Sciences department). More information about this format is provided
in the reference document “FEAS XML Import/Export”.
When an import is performed, the publication records in the Finish Later category are reviewed
for duplicates. Duplicates are assumed to have occurred if there is a match on DOI, or an exact
match on record type + title + journal or publisher + publication date. This check for duplicates
compares publication records in Finish Later with other Finish Later records and also with
publication records that have been previously saved to the database.
2.6 Update CV from Available Data Downloads
This function is used to update selected information in the user’s CV from downloaded
information obtained from the Course Schedule Master database, the Sponsored Programs
database, and from the Graduate Student Tracking database.
When this function is selected, the user will be presented with a menu as illustrated below.
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The user may scroll over any of the
icons for an explanation of each function. In each
information category, a drop down list of options is provided to either:
 View/Select Individual Updates
 Accept all Updates
 Clear the Update Detail Display
We first consider the View/Select option for Update Teaching. If there are course records in
FEAS with duplicate Course Numbers and Course Titles, then the following display will be
presented. The "Course Records" section of the CV expects each course taught to be listed only
once with the latest term taught. Note that it is permitted to have multiple topics courses with
different titles and the same course number.
If no course duplicates are found, the resultant display lists courses found in the CV plus courses
found in the university's student systems13. In this case, the matchup is based on the course
number and course title. If differences are found, then links are provided in the Action column to
update the semester last taught, remove the course from the CV, or insert new courses, as may be
appropriate.
13
This involves a combination of information from the legacy Course Schedule Master (prior to Fall 2013)
and the new Campus Solutions System. Courses used in the CV are limited to those courses with an
instructional type of LEC (class lecture), LAB (laboratory), DSC (discussion), PRF (individual
performance instruction), INT (internship), and MED (medical science). In addition, CV information is
limited to the last time that a distinct course number/course title was taught.
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Alternatively, if the “Accept all Updates” option were used, all updates and inserts are made. The
“Clear the Update Detail Display” option allows the user to clear the above display.
The following illustrates the View/Select Individual Updates for Contracts and Grants Funded.
The system attempts to match funded grant records in OMNI with funded grant records in the
FEAS database based on the OMNI assigned Award ID. If an award was found in OMNI, but not
matched in FEAS, then the [Insert New Funded Grant] link is provided to insert the award into
FEAS. If the grant record is found in FEAS, but not found in OMNI, then the [Delete Funded
Grant] link is provided to remove the award from FEAS. If the funded record is matched, but
differences are found in some values, then the [Update Funded Grant] link is provided to update
the associated award information in FEAS.
A checkbox option is provided to "Summarize funded grant modifications in Additional
Information". If checked, the above display will also include differences between the additional
information field in the CV and the grant modifications obtained from OMNI.
Note that the Award ID was a new field for FEAS Version 4.0. This was necessitated in order to
implement a new record matching scheme. Thus, it may appropriate to delete old records and
reload them in order to support future record matching.
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A similar function is provided for Contracts and Grants Pending and Graduate Supervisory
Committees. The following illustrates the View/Select Individual Updates for graduate
committees, which is based on a comparison of information in the CV with that found in the
Graduate Student Tracking (GST) system.
Section 3: Generation of Documents
3.1 Generate a Promotion and Tenure Vita
When this function is selected, the web application pulls all “saved” records associated with the
user and builds a rich text file (RTF), which is formatted as appropriate for a Promotion and
Tenure CV. The format of this document is designed to match the template approved by the
university P&T committee. (This will exclude items in the Incomplete / Uncategorized section.)
Depending on the web browser used, the user will be prompted to open (display) or save the
generated document. Following is a typical dialog displayed by the Internet Explorer web
browser on Windows XP.
The following is displayed by Internet Explorer on Windows 7.
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By default, the name of the file is of the form: LastName_VitaType_DocDate.rtf, where the
DocDate is the date that the CV was last modified or finalized. If the CV is not finalized, then
the document will begin with the title “DRAFT Curriculum Vitae”. Once the CV is finalized the
DRAFT will be dropped.
The FSU starting and promotion dates are used to flag teaching, research, and service items as
required by the promotion and tenure vita template. Items before your last promotion at FSU and
items while working at another institution are indicated with a footnote. These items are based on
the information provided in the Professional Experience category. The FSU Start date is based on
the earliest From Date in which the institution is Florida State University. The Last FSU
Promotion date is based on the latest From Date in which the institution is Florida State
University and the promotion flag is checked. These dates and other vita status information is
summarized on the main menu page as illustrated below.
3.2 Generate a QER Vita
The Quality Enhancement Review (QER) vita is a special short form faculty vita for state
mandated program reviews. When this function is selected from the main menu, a sub-menu is
displayed as illustrated below.
The first of these functions links to the vita editor (see section 2.2) and is the same as that
provided in the main menu. The second function is provided to manage detailed course section
information. The QER formatted CV requires course section information at a greater granularity
of detail than that provided in the “Courses Taught” category of the CV builder. The third
function initiates the generation of the QER CV.
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When the Review/Edit QER Courses function is selected, the system will display the courses that
have been thus far downloaded for the QER vita. This detailed course information is also used by
the Teaching Summary Report (see section 3.7) and the Summary of Accomplishments Report
(see section 3.9). By default, the list of courses used for the QER vita is limited to those offered
in the last five years and has an instructional mode of class lecture, laboratory, discussion,
individual performance instruction, or internship.
Click the “Display all courses, including those not in QER” checkbox to display all courses
downloaded from the university’s student systems. Functions are provided to remove courses
from the list, add new course entries, and edit course entries. The figure below illustrates the
form for editing courses. Fields marked with an asterisk are required.
A button is also provided to update the downloaded course data which is stored in the FEAS
database. By default, any courses that have been edited by the user will not be updated by this
update. Click the checkbox for “Update user entered courses with university course data” to alter
this default behavior.
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3.3 Generate a Custom Vita
This function is provided to generate vitae in a variety of user-specified formats. The custom-vita
function provides an interface to construct templates that select and format the display of database
information in the form of a vita.
When “Generate a Custom Vita” is selected, a display such as the following is presented.
However, if the user is operating as a delegate and is entering data and generating reports on
behalf of a faculty member, then the initial display is expanded to allow for the selection of the
delegate’s templates in addition to shared templates and the faculty member’s templates.
The templates that are displayed in the drop down list are those that have already been created
and saved. At this point the user could select a template and click the “Generate CV” button to
generate an associated RTF document. Click the “Edit Template” or “New Template” buttons in
order to bring up the template editor display as illustrated below.
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The “Pre-Set Options” button is displayed when editing a custom vita template. When clicked
the following dialog is displayed.
Several types of vita formats are provided in the drop down list which correspond to vita display
options presented in various FEAS menus. If one of these options is selected and the “Set
Options” button is clicked, it will set the appropriate custom format options which would be
suitable to generate a vita in the selected format. The idea here is that one could start with this
vita format and then make a few additional changes to the format options and then save the
template.
When editing a template, there are a series of blue bars which can be clicked to hide or display
template definition details. The P&T vita format could be generated, for example, by choosing to
exclude the Expertise category under the Item Exclusion by Category bar.
In summary, the categories of the template definition include the following.

Data Display Options
This template category provides options to include/exclude footnotes, additional
information, prefaces, publication numbering, pre-publication dates, summary statistics,
and “Finish Later” data.

Courses Taught Display Options
This template category provides options for displaying courses taught. It may either
include a summary of courses entered from the CV builder courses taught form, or course
section details downloaded from the student system.

Item Exclusion by Status
This template category provides options to include/exclude citations that have a status
Page 29
such as Accepted, Contracted, Copyrighted, Exhibited, In Press, Patented, Performed,
Presented, Published, Recorded, and Submitted.

Item Exclusion by Age
This template category provides options to include/exclude citations based on the date of
the citation. This could either involve a date range or simply the age of the citation.

Item Exclusion by Category
This template category provides options to include/exclude citations based on the
information category. For example, all Service could be excluded, or Invited Journal
Articles.

Individual Item Exclusion
This template category provides options to exclude specific selected citations that have
been entered in the FEAS database for the user.

Reorder Generated Vita Categories
This template category provides options to alter the ordering of the citation categories in
the generated vita. For example, refereed books could be specified to come before
refereed journal articles.

Diagnostic Display Options
This template category provides options to highlight missing information, identify the
person last editing the vita records, and identifying records most recently changed.

Template Sharing Options
This template category provides an option to share your template with others and to
provide a description of the template.
Details and examples regarding these template options and the custom CV are provided in the
reference document “Building a Custom Vita”. Consult the FEAS reference documentation menu
for this and other documents. See also the links provided in Section 7.
3.4 Generation of Other Vita Documents
There are several other options for the generation of vitae documents in the menu. These include:

Generate a General Vita
A vita is generated which includes all the user’s “saved” records. This will exclude items
in the Incomplete / Uncategorized section. The vita will also exclude P&T footnotes
indicating items that occurred at another institution or before last promotion; it will
exclude summary statistics that report scope for each presentation category; and it will
exclude “additional information” that may have been entered for various citations.

Generate a Short Vita
This vita is similar to the General Vita, with the additional restrictions that each citation
item must be no older than some number of years (typically 5) and that scholarly or
creative items with the status of “submitted,” “accepted,” “contracted,” and “in press”
will be excluded. It will include only the last degree, and it will exclude the teaching,
Page 30
research, and service preface.

Generate a General Vita, Including Finish Later Items
This vita format is like the above General Vita, except that incomplete records in the
“Items to be Finished” category are included.

Report Finish Later Items, Noting Missing Fields
This is a special report of items in the “Items to the Finished” category. These are
displayed as citations would appear in a vita with additional information about required
fields that are missing a value that would be required to be “saved” in the database.
These vita forms are provided as a convenience. Generally, various vita forms can be created
with the Custom Vita option as illustrated in the table below.
Custom Category
Data Display
Options
Item Exclusion by
Status
Exclusion by Age
Exclusion by
Category
Diagnostic Option
Setting
Exclude P&T Footnotes
Exclude Additional Information
Exclude Section Prefaces
Exclude Summary Statistics
Include Finish Later Category
Submitted
Accepted
Contracted
In Press
Exclude by Age
Display Last Degree
Language Proficiency
Areas of Expertise
International Affiliations
Highlight Missing Required Fields
P&T
X
X
X
X
X
X
X
Short
Vita
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
General
Finish
Later
X
X
X
X
X
X
3.5 Generating a P&T Publication Table of Contents
This function will generate a table of contents for the promotion and tenure publication binder.
Entries are selected from the Research and Original Creative Work section of the CV. When this
function is initiated, the following is displayed. Click the “Generate TOC” button to generate a
default table of contents document.
By default, certain categories of research and original creative work are not included; items with a
status of submitted, contracted, and accepted are not included; and items dated prior to your last
Page 31
promotion or FSU hire are not included. However, accepted items may be included if a letter
from the editor is provided. Items prior to employment at FSU may also be included if
considered appropriate by the candidate and chair/dean to clarify the record. By clicking the link
“Select Items to Include in TOC”, the following form is displayed which will allow you to
include or exclude items to appear in the table of contents.
3.6 Generating a SPOT/SUSSAI/SPCI Summary Report
This function generates a SPOT/SUSSAI/SPCI summary report of course evaluations from
information managed by the Office of Distance Learning. This report is a summary of item 8
from SPOT/SUSSAI evaluations and a summary of item 13 from SPCI evaluations. These
correspond to the overall course evaluation. By default, the report covers a period of three years,
as normally provided for the promotion and tenure binder. However, using the form below, the
user may select an alternate reporting period.
Each record in the report constitutes an “evaluation order”. An order is a collection of
evaluations for which statistical counts are computed. Depending on the order request, multiple
course sections may be combined in an order, and even multiple courses may be combined in an
order. When multiple course numbers are involved in an order, they will be listed in the report.
Beginning Spring 2013, the SPCI evaluation format was introduced. Prior to 2013, course
evaluations used the SPOT/SUSSAI format. A different scale is used for these two evaluation
formats and is reported in separate tables in the report.
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3.7 Generating a Teaching Summary Report
This report function is only available after the faculty vita has been initialized (see section 2.1).
Prior to that event, this function will not appear in the menu.
When selecting “Teaching Summary Report” from the menu, the user is presented a display with
several functions and options to assist in preparing the report. At the top of the menu, a report
type and reporting period is presented. By default, a three year reporting period for a Courses
Taught Summary report is selected.
The remainder of the menu is illustrated below. (The functions displayed in the menu depend on
the selected report type option.) Menu functions include the download of detailed documentation
for this report, update vita information, update course data, review courses downloaded from the
Course Schedule Master14, specify optional student advising information, and specify optional
effort percent for each course. The advising report option and the effort report option are only
available for the Extended Teaching Report.
14
This function is not provided if the faculty vita is currently finalized.
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The Build/Edit Vita function links to the same Build/Edit Vita function on the main system menu
(see section 2.2). If the vita has been finalized, this function will be available; however, no
changes may be made to the vita information.
The update course data function displays the last time that course information was downloaded
from the student system. This function may be used to refresh that download. This function will
not overwrite any changes made by the user via the Review/Edit Courses function.
The Review/Edit Courses function brings up a list of courses downloaded from the university
student systems15. This function is not displayed in the menu if the faculty CV has been finalized.
Within this course editor, functions are provided to refresh the course download, delete course
sections from the list, add or update course information in the list. This course editor looks very
much like the one provided for managing QER courses (see section 3.2) and Summary of
Accomplishments Report (see section 3.9). In fact this function uses the same course data used
by these two reports. The QER report only includes courses with a selected set of instructional
modes. In this report, all courses sections are included, regardless of instructional mode.
A function is provided to optionally include or exclude non-thesis advising in the generated
extended teaching summary report. This information is not included in the faculty member’s CV.
When “Include Advising in the Report” is selected, a table is displayed as illustrated below in
which student counts may be entered by level for each year covered by the report. When saved,
the information is maintained in the database.
A function is also provided in the extended teaching summary report to optionally include a
column in the Summary of Courses Taught for Percent of Effort. This information is not
recorded in the Course Schedule Master and thus is not available from that source. When
“Include Percent of Effort in this Report” is selected, a table is displayed as illustrated below with
a list of courses for the reporting period. The courses presented in this list are identical to those
displayed by the Review/Edit Courses function. (If changes need to be made in the course list,
make those changes there). When the percent of effort values are saved, the information is
maintained in the database and may be used in subsequent reporting.
15
This is a separate list of courses from that found in the Courses Taught section of the CV Builder.
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The Extended Teaching Summary Report contains five sections of information:
 Summary of Courses Taught
This information is taken from courses downloaded from the Course Schedule Master
(similar to that used in the QER vita, but in this case all course types are included). The
course information in the CV is not used.
 Summary Count of Course Sections
This is a summary count of the above courses.
 Summary of SPOT/SUSSAI Data
Course evaluation information provided by APPS. This is a summary of overall course
evaluations.
 Summary of Student Research Supervision
This is a summary count of doctoral, masters, and bachelors committees taken from the
teaching section of the CV. These are intended to count research supervision with a
required thesis or dissertation.
 Summary of Academic Advisees
This is optional supplemental information that summarizes non-thesis and nondissertation academic advisees.
The Courses Taught Summary report type only includes the first of these items.
The Teaching Summary Report may be requested from the above menu, but it also may be
requested from other reports and displays, such as Select Faculty by Department (see section 4.1).
In this case, the optional data for non-thesis advising and percent of effort will be included.
Detailed documentation for this report is available from the Teaching Summary Report manual.
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3.8 Generating a Research Summary Report
When selecting “Research Summary Report” from the menu, the user is presented a display with
several functions and options to assist in preparing the report. By default, a three year period is
selected. With this option, only those research and original creative items that have been
“completed” within this time frame are considered. (This will exclude those items in the CV with
a status of Accepted, Contracted, Submitted, or Pending; other status values such as In Press,
Published, and Presented will be included). The three year summary report will display lead
contributor and collaboration counts for each research category type and status with subtotals by
major research category. In addition, the report will include a summary for each year within the
reporting period with subtotals by status.
A custom reporting option is available to make other choices for information to be included in the
research summary report.
When a reporting range begins or ends in the middle of a calendar year, an “optimistic rule” is
used to determine as to whether to include or exclude a research vita item in the report. Consider,
for example, a report with a date range of Summer 2008 through Spring 2010. If a publication
date was given as 2008 without a month, it would be included in the report. On the other hand, if
the publication date included the month, such as April 2008, it would be excluded.
Among other things, the research summary report presents summary counts of the lead
contributor for each research item included in the analysis. For example, a part of the display
would include such information as:
Page 36
Research and Original Creative
Work
Summarized by Category
Invited Journal Articles Published
Refereed Journal Articles In Press
Refereed Journal Articles Published
Nonrefereed Books Published
Refereed Book Chapters In Press
Refereed Book Chapters Published
Nonrefereed Reports Published
Publications Total
Total
2
2
6
2
1
1
3
17
Self
1
3
2
1
1
2
10
UG
Student
1
Mast
Student
Lead Contributor
Doc
Prof
Student Student
Post
Doc
Colleague
1
1
1
1
2
1
1
4
1
In addition, the report includes information on the number of collaborations. In this report,
collaborations are the count of authors on publications other than the faculty member him/herself.
Research and Original Creative Work
Summarized by Category
Invited Journal Articles Published
Refereed Journal Articles In Press
Refereed Journal Articles Published
Nonrefereed Books Published
Refereed Book Chapters In Press
Refereed Book Chapters Published
Nonrefereed Reports Published
Publications Total
With UG
Student
Number of Collaborations
With Mast With Doc With Prof
With
Student
Student
Student Post Doc
1
3
1
1
1
1
7
1
1
3
1
4
1
1
1
7
1
1
3
1
1
1
3
With
Colleagues
3
1
7
2
1
1
6
21
By default, the first name in the author list16 is assumed to be the lead contributor. In addition,
the faculty member is identified from the list by matching the default name used for the faculty
member. If the name is not matched, the name is assumed to be a colleague.
The “Tag Contributors” function is provided in the Research Summary Report menu for
correcting these assumptions. This function is used to tag a contributor from the list of authors as
the lead, or to correctly identify a contributor as the faculty member, a student, or a colleague.
When the Tag Contributors function is selected, options are presented at the top of the page to
manage the display, as illustrated below.
16
Depending on the type of form, this would apply to a list of artists, performers, presenters, exhibitors,
and other such lists as may be appropriate in the context.
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The “default faculty name” indicates the default name that will appear for the faculty member in
an author field when entering a new publication (or some other research item) in the CV builder.
This default name can be changed here. This is the exact same default name which may be
specified in the preference function Change Default Name (see section 2.4.1). This will change
the name used to match from among the list of authors for you as well as change the default name
used for the author in the CV builder.
The “selected date range” is the same range as that selected by the report option on the Research
Summary Report menu. This range could be expanded, to include a wider range of citations for
tagging.
The “Select a tagging function” is a drop down menu which is used to specify the type of tagging
display presented. Options include:
 Tag as Faculty Member (Self)
 Tag as Colleague
 Tag as Undergrad Student
 Tag as Master's Student
 Tag as Doctoral Student
 Tag as Professional Student (e.g.: Law, Medicine)
 Tag as Post-Doc
 Tag as Group
 Tag as Lead Contributor
After making a tagging function selection, and clicking the GO button, the selected research
citations will appear in a table with columns that summarize the citation and present a tagged list
of contributors, such as the following
In this display, the symbols are interpreted as follows:

signifies the faculty member (self)

signifies an undergraduate student (at the time of the event)

signifies a master's student (at the time of the event)

signifies a doctoral student (at the time of the event)

signifies a professional student (at the time of the event)

signifies a colleague

signifies a Post-Doc (at the time of the event)
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


signifies a group
signifies the lead contributor
signifies an error condition, such as:
o The author name doesn’t appear to be properly formatted.
o The author appears in the list more than once.
o The faculty member does not appear in the list of contributors.
If the “Tag as Lead Contributor” was selected, then click a name on the list to indicate a different
author as the lead contributor. The location of the flag will move accordingly. Similarly, if the
“Tag as Post-Doc” was selected, click a name to signify a Post-Doc contributor. Such tagging
specifications are specific to the citation at hand. Thus, a collaborator may be identified as a
doctorate student on one publication, but as a colleague on another publication.
If the faculty member’s vita is finalized, the vita itself is locked. But the faculty member can still
tag the research contributors for the research summary report. And if the vita is not finalized,
then an [Edit] function is displayed beside the citation to allow for corrections. If the edit
function is selected, a popup display presents the author list as illustrated below. Changes to the
author list, lead contributor, and contributor category may be made here. Updates are saved in
the database and will be reflected in the CV builder and in generated CVs.
Once the contributor tagging is completed, return to the Research Summary Report menu and
click the “Generate Research Summary” link to generate the report.
Detailed documentation for this report is available from the Research Summary Report manual.
3.9 Annual Summary of Accomplishments
The Annual Summary of Accomplishments report combines elements from the Teaching
Summary Report, the Research Summary Report, and the Custom CV for a single calendar year.
When this function is selected from the menu, the user is presented a menu with several functions
Page 39
to assist in preparing the report. The first of these is the selection of the report option as
illustrated below.
By default, all research and original creative activity will be included in the report. However, by
selecting a custom report, the user may choose to only include research items with certain status,
such as illustrated below. Options are also provided to exclude summary tables and to limit the
committee citations in the report.
The remainder of the menu for this report is illustrated below.
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Functions include the download of a detailed manual for this report, update vita information,
update course data, and review courses downloaded from the university's student systems17. The
Review/Edit Courses function is correspondent to a function provided for the QER Vita (section
3.2) and the Teaching Summary Report (section 3.7). The course section data displayed here is
the same data used in those functions; thus, changes made to a course here will also be reflected
in those reports. In this report all courses are included regardless of the instructional mode, but
only those that occurred in a term within the reporting period will be displayed.
The Edit Advising table references the same data entered for the Teaching Summary report. In
this report, the non-thesis advising numbers are limited to the selected reporting period. The
advising table will be displayed, even if there were no advising counts provided.
The Tag Contributors function is like that provided in the Research Summary Report (section
3.8). Contributors tagged in that report will appear here. Tagging may also be performed in the
CV Builder when using “List of Textboxes with Contributor Tagging (see section 2.4.2).
The additional information function provides a free form textbox in which a summary statement
may be entered which will appear at the end of the report. This statement is specific to the
calendar year of the report and this information is not used in any other reports.
The Annual Summary of Accomplishments report includes:
 A custom version of the faculty member’s CV. In this variant, general information
comes at the end and excludes address, professional experience, current membership,
and expertise. In the teaching section, teaching summary tables replace the list of
courses taught.
17
The function “Review/Edit Courses” is disabled and hidden when the CV is finalized.
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
Teaching Summary Tables. These tables are like those generated for the Teaching
Summary Report, except that they are limited to a single calendar year.
 Research Summary Table. This table is like the annual summary table generated for the
Research Summary Report. This table includes all research18, regardless of status for the
selected calendar year.
 Additional Information. This optional section is provided to append supplemental
information to the report, such as a personal statement on teaching, research, and service.
Detailed documentation for this report is available from the Summary of Accomplishments
Report manual.
Section 4: Selection of Faculty Vita and Reports
By default, department chairs, deans, associate deans, and other university officials may use this
system to view faculty information in their area. If the user does have rights to view other faculty
CVs, the “Dean, department chair, or university administrator” link is presented on the Main
Menu. The functions described in this section are only available to users with rights to view
faculty information.
4.1 Select Faculty by Department
The Select Faculty by Department display is illustrated below. In the left hand column, a list of
departments and colleges are presented that are accessible to the user. Click the department or
college in this list to bring up a list of associated faculty. By default, the faculty list includes
regular and research faculty19, but by choosing an option from the “Select Faculty Based On…”
drop down list, faculty selection may be based on their tenure home, primary appointment, any
appointment, or current and past faculty. Faculty that have multiple appointments will show up
in each appropriate department list.
The population of employees loaded to the database is generally limited to those with jobcodes in
the range 9001-9199 and have an active salaried appointment or joint-college courtesy
appointment. Faculty may also be included in the database by request. For example, some
departments may wish to include their key adjuncts and provide vitae information for
accreditation purposes.
The research summary does not consider citations from the category of “Reviews of My Research and
Original Creative Work by Other Authors”.
19
Regular and Research faculty include all those with an appointment in the selected department or college
with a status of A (active), L (leave of absence), or P (leave with pay), have a jobcode in the range 9001 –
9199 (i.e. professor, instructor, lecturer, eminent scholar, university school professor, associate in,
research associate, university librarian, etc.), and have an employee class code of 10 (faculty research)
or 16 (regular). [This would not include courtesy, USPS, OPS, visiting, adjunct, joint college, and clinical
appointments.]
18
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Click a column title in the faculty list to resort the list by rank, name, tenure status, or vita status.
Under the department selection list, click the “[Download Dept Vitae Summary]” link to generate
a spreadsheet with faculty summary information for faculty in the selected department or college.
In the Vita column, the current status of the faculty member’s vita information is displayed.
Values include:
No Information. The CV has not yet been initialized for first time use.
Initialized. The CV has been initialized for first time use, but has not yet been edited.
In Progress. The CV information has been edited.
Awaiting Review. CV information has been entered by a delegate and is awaiting
review/approval by the faculty member.
Finalized by Faculty. The CV has been approved and finalized by the faculty member.
Finalized by Proxy. The CV has been finalized by proxy.
Click an item in the Vita column to generate a CV or summary report; the selection in the “Vita
Display Format” drop down list regulates the report type generated. Vita options include:
 Promotion and Tenure CV
 Research Summary Report (1 Yr)
 General CV
 Research Summary Report (3 Yr)
 Short CV (3 Yrs)
 Annual Summary of Accomplishments
 Short CV (5 Yrs)
 SPOT/SUSSAI (3 Yr)
 Short CV (7 Yrs)
 SPOT/SUSSAI (5 Yr)
 QER CV
 Custom CV Formats
 Teaching Summary Report (1 Yr)
 Shared Custom CV Formats
 Teaching Summary Report (3 Yr)
Click “More…” in the Details column to present summary information about the faculty member,
including appointments, class, tenure status, latest degree information, CV status, and related
information. A typical display is illustrated below.
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4.2 CV Item Reporting
This function is used to select records from the database based on some selection criteria.
Selected information may be presented as a web report, an Excel spreadsheet, a tab-delimited text
file, or a formatted RTF file. In the later case, the selected records are displayed as they would
appear in a general vita.
When this function is first selected, the user is prompted to select from a list of reporting
categories (e.g.: Honors and Awards, Journal Articles, Performances, Service to the Profession,
etc.). Some categories may expose a list of subcategories. Once a selection is made, a report
selection form is presented as illustrated below.
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By checking any of the options to limit the selection of records (rows) to include, a popup
selection will be displayed to inquire as to the details of the constraint as illustrated below.
When the selected output format is HTML (the default), the result is displayed as a table with
each column corresponding to a data field that is associated with the category of data selected for
the report. The user may click any of the column titles to resort the list by that data field (e.g.:
authors, publication date, title, journal, etc.)
In the first column of the report, which identifies the name of the faculty member to whom the
citation belongs, you may encounter faculty names with the post-fix **Non-faculty**. These
identify stray people that entered information into the database, but were not in the list of faculty
loaded into the database.
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4.3 Keyword Search
This function permits the user to search faculty records contained in the database for a word or
word fragment. Only those records for which the user has VIEW access will be included in the
search. Thus, if the user has VIEW access for the college of engineering, only faculty with a
“best appointment”20 within that college will be included in the search. The following image
illustrates the Basic Search, which is the initial form displayed when requesting the keyword
search.
For a more nuanced search, the Advanced Search form may be used. Options are available to
limit the faculty records searched by department, by faculty or vita status, by citation date,
citation status, etc. The advanced search tab is illustrated below.
20
The best appointment is commonly the salaried appointment or where the predominance of effort is
performed.
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When an option is selected to limit the search, the display will expand to expose selection
options. The figure below illustrates that the search is to be constrained to only search faculty
expertise records.
When a search is conducted, a summary of the record hits is displayed as illustrated below.
Record details can be observed by clicking the [Show Hits] link, as illustrated below.
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Selecting the [Show CV] option causes a vita document to be generated and presented.
4.4 Analysis and Reports
This is a sub menu that is only accessible from the Function Shortcut Menu. When this is
selected, the user will be presented with a report menu as illustrated below.
At the time of this writing, the report menu is limited to three items.
4.4.1 Select Faculty Vitae and Info
This function is similar to “Select Faculty by Department” as described in section 4.1. In this
case, the list of faculty selected need not be limited to a department or college. However, the list
of available departments is limited by the user’s View access. Other faculty selection options
include: academic rank, departmental association by appointment or tenure, and faculty with vita
information.
The list of faculty in the department is based on information downloaded from OMNI. The
download is limited to faculty that have an active salary appointment with a jobcode between
9001 and 919921. In the illustration below, faculty are selected from the Educational Psychology
& Learning Systems department, and are further restricted to those who have some vita
information in the database. In this case, the selection does not restrict the faculty rank, and the
departmental association is based upon the faculty member’s primary appointment (alternate
departmental association options include: “Faculty with Tenure Home in Dept” and “Faculty with
Any Appointment in Dept”). This list of faculty is generated by clicking the “Run Report” button
after making the appropriate selections.
21
9001 = Professor, 9002 = Associate Professor, etc. Joint College courtesy appointments should also be
included.
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Clicking the “Download Report” button initiates the generation of an Excel file containing the
report in question. The “Clear Display” button restores the form to its initial format. If the
“Vita” link is clicked for one of the faculty in the selected list, then a P&T vita document is
generated. If the “Info” link is clicked, then downloaded OMNI information about the faculty
member is displayed as illustrated below. (This same information is available from the Select
Faculty by Department function.)
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4.4.2 CrossTab Analysis
The final two reports available on the report menu are the “Publication CrossTab Analysis” and
the “Honors and Awards CrossTab Analysis.” These analyses are intended to provide categorical
summary counts of faculty records within the scope of departments or colleges that the user is
authorized to view. The following image illustrates the form displayed when requesting the
publications analysis.
From the above form, the user can restrict the department, publication status, publication type, or
faculty academic rank to include in the analysis. One then selects a horizontal and vertical
variable from among the available options, which include (a) Faculty Member, (b) Tenure Status,
(c) Academic Rank, (d) Gender, (e) Department, (f) Publication Status, (g) Publication Type, and
(h) Year Published. In the following display, crosstab counts are provided for Publication Type
versus Publication Status for the Educational Psychology and Learning Systems department.
As in the “Select Faculty Vitae and Info” option, clicking the “Run Report” button generates the
above report, clicking the “Download Report” button initiates the downloading of an Excel file
containing the report in question, and clicking the “Clear Display” button restores the form to its
initial format. While a report is displayed, record details can be observed by clicking the [Show
List] link, as illustrated below.
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The honors and awards analysis operates in a fashion identical to the publication analysis
described above, although the horizontal and vertical variables the user may select to define
award counts differ slightly.
4.5 Department/College Faculty Summary Report
This function generates reports that summarize faculty teaching, research, and service for a
selected department or college. It also provides a summary of student collaboration.
The initial menu display for this function is illustrated below. The user is invited to select from a
dropdown list of departments and colleges and select whether the standard report or a custom
report with selected reported options is wanted. The departments and colleges available in the
menu depend on the level of VIEW access that has been granted to the user.
If the Standard Report option is selected and the Run Report button is clicked, a report formatted
as an RTF document is generated. The report will provide citation summary counts for three
years and will provide an overall count of citation contributors that were tagged as students by
citation type. The report will include various teaching, research, and service summaries; the
following tables illustrate a summary of publication citations.
Publications
Category
Refereed Journal Articles
Nonrefereed Books
Total
2011
Number
Avg.
6
1.5
1
0.3
7
1.8
2012
Number
Avg.
4
1.0
4
1.0
2013
Number
Avg.
2
0.5
2
0.5
All Student Collaborations - Publications
Category
Refereed Journal Articles
Total
2011
Number
Avg.
1
0.3
1
0.3
2012
Number
Avg.
3
0.8
3
0.8
2013
Number
Avg.
0
0.0
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By default, the faculty included in the report will include active "Regular and Research Faculty"
for the selected department or college. Alternate selection options are available from the Custom
Report option.
The custom reporting options and more information regarding the content of this report is
provided in Department/College Faculty Summary Report.
Section 5: Other Menu Functions
5.1 Serve as a Delegate
This function is presented in the main menu only if the user has Delegate authority for one or
more departments, one or more colleges, or for the university. When this function is selected,
the user will be presented with a selection menu as illustrated below. Faculty can be selected
either by picking from a departmental list or by directly entering a name.
In the drop-down list, the department name is prefixed by the division (i.e., AA = Academic
Affairs) and the college (i.e., EDU = College of Education). Only those departments for which
the user has access will be displayed.
After selecting a department from the drop-down menu and pressing the GO button, a list of
faculty is displayed as illustrated below. This list includes all faculty that have been downloaded
into the database and have an appointment or “tenure home” corresponds to the selected
department.
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The downloaded faculty includes all those employees in OMNI who have an active salary
appointment with a jobcode between 9001 and 9199 or an active joint college courtesy
appointment. In addition to this list, the administrator can individually include employees who
would not otherwise have been included in the list. The “best department” for a faculty member
is determined on the basis of the following:
1. If there is one and only one active salary appointment, then use the department associated
with the appointment.
2. If there is an active salary appointment with a department that matches the “tenure
home,” then use that department.
3. If there is an active appointment that is indicated as primary, then use that department.
When a user clicks the [Select] link for a faculty member in the list, by default, the Build/Edit
display is brought up for that faculty member, and the user can enter information on his or her
behalf. However, at the top of this display, a user can select an alternate destination.
An alternate method of selecting a faculty member is by directly entering a name. As illustrated
below, a drop down list will appear matching the characters typed from which the delegate can
select a faculty name for data entry. Only those faculty to which the user has access will be
presented. Select a name from the list and click the associated GO button.
After entering information for a faculty member, the delegate may choose to return to the main
menu. If that user selects the “Generate a Promotion and Tenure Vita” function, a CV document
for the faculty member represented will be generated.
Later, if the user returns to the main menu and again chooses the “Serve as a Delegate” function,
a display will be presented which allows the user to terminate serving as a delegate for the
selected faculty member.
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5.2 Serve as a Proxy
This function is available only if the user has been granted Proxy authority. This function may be
used to finalize a faculty member’s CV on his/her behalf. “Finalized by Proxy” means that the
data entry is complete but the faculty member is no longer at the university or is otherwise unable
to approve the CV. This role may be granted for an individual, a department, a college, or the
university. In order for this to work, the user must also possess delegate authority (see section
5.1). When a faculty member is selected as a delegate, an additional item will appear on the
menu: “Set Status to Finalized by Proxy”. This function will present a dialog, much the same as
that presented to faculty when they elect to finalize their CV.
5.3 Set Department, College, and University Display Preferences
The Set Display Preferences function for setting individual preferences was described in section
2.4.6. However, additional options are available within this function depending upon whether the
user has been granted Preferences authority. Users with the ability to set display preferences can
hide the display of forms, which would make these unavailable to the user in Build/Edit. The
ability to set display preferences can be granted for one or more departments, one or more
colleges, or the university.
In the illustration below, the user has the ability to set preferences for the university, college,
department, and him/her self.
If the user has the appropriate authority, categories of information can be removed for whole
departments, colleges, and even for the university. Settings are inherited through the organization
hierarchy. Settings for a college would be set for all departments and individuals under that
college. At one of these departmental or college levels, a “Can Not Remove from Display”
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function can be set for categories. When this is set, the category and its parent nodes will be
grayed out and cannot be removed at a lower level in the organizational hierarchy.
Section 6: Public Interface
This website provides access to information in the Faculty Expertise and Advancement System
without requiring a login. Functions are provided to download finalized faculty vitae which were
generated from the CV database. Links are also provided for summary faculty information.
These files may also be searched by a limited Google search that only searches finalized CVs.
This application interface is available at the following URL:
https://netprod.oti.fsu.edu/cvdb_public
6.1 Faculty by Department
This display lists departments and colleges with faculty. Either a college or department may be
selected from the list. When a unit is selected, the faculty with an active appointment is listed as
illustrated below.
By default, the database only includes salaried faculty. They would be included in this
list even if they had no information in the database. Graduate students, OPS employees,
and adjuncts are not normally included, but may be included upon request.
If the faculty member has a finalized CV, the [Get CV] link retrieves the document
deposited on the public web site (see section 2.4.3). The [Summary Info] link provides a
display summarizing directory information for the faculty member as illustrated below.
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6.2 Faculty List with Finalized CVs
This function displays a list of available finalized CVs that have been deposited on the public web
site. An example display is illustrated below.
6.3. Google Search Finalized Faculty CVs
This function uses a Google Custom Search to search the documents deposited on the public web
site. This search is limited to those documents, but Google may provide additional links as part
of their advertising.
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When this function is selected from the main menu, the following dialog is displayed. Google
search results will be presented in a new browser window.
6.4 A Special Expertise Search
A simplified variant of the keyword search was constructed that is limited to the Expertise
category. This would be equivalent to using the keyword search function and limiting the search
category to Expertise (see section 6.2). The web address for this special search is as follows.
http://netprod.oti.fsu.edu/cvdb_public/Expertise_Search.aspx
This web page is a simplified keyword display with no options. But all search considerations
described in the keyword search apply here as well.
Section 7: Supplemental Documentation References

Frequently Asked Questions
http://netprod.oti.fsu.edu/cvdb/doc/FAQS.doc
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
Scientific Names, Expressions, and Foreign Accents in the CV Builder
http://netprod.oti.fsu.edu/cvdb/doc/Text_Expressions.doc

Library Resources for Publication Impact
http://netprod.oti.fsu.edu/cvdb/doc/Promotion_and_Tenure_Tools.doc

Sources for Finding and Verifying Information for Faculty Vitae
http://netprod.oti.fsu.edu/cvdb/doc/Sources_for_Faculty_Vitae_Info.doc

Building a Custom Vita
http://netprod.oti.fsu.edu/cvdb/doc/Custom_Vita.doc

Glossary of Terms
http://netprod.oti.fsu.edu/cvdb/doc/Glossary_of_Terms.doc

Summary of Accomplishments Report
http://netprod.oti.fsu.edu/cvdb/doc/ASOC_Report.doc

Teaching Summary Report
http://netprod.oti.fsu.edu/cvdb/doc/Teaching_Summary_Report.doc

Research Summary Report
http://netprod.oti.fsu.edu/cvdb/doc/Research_Summary_Report.doc

Department/College Faculty Summary Report
http://netprod.oti.fsu.edu/cvdb/doc/Department_Summary_Report.doc

Importing Citations from PubMed using RefWorks
http://netprod.oti.fsu.edu/cvdb/doc/Importing_PubMed_using_RefWorks.doc

Importing Citations from Engineering Village using RefWorks
http://netprod.oti.fsu.edu/cvdb/doc/Engineering_Village_Download.doc

Importing Citations from JSTOR using RefWorks
http://netprod.oti.fsu.edu/cvdb/doc/Importing_JSTOR_using_RefWorks.doc

Importing Citations to CV Builder from PubMed using EndNote Web
http://netprod.oti.fsu.edu/cvdb/doc/Importing_PubMed_using_EndNote.doc

Importing Citations to CV Builder from Web of Science using EndNote Web
http://netprod.oti.fsu.edu/cvdb/doc/Importing_Web_of_Science_using_EndNote.doc

FEAS Delegate Request Form
http://netprod.oti.fsu.edu/cvdb/doc/Delegate_Request_Form.pdf
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