MSU Academic Profile (AP) System

Transcription

1 MSU Academic Profile (AP) System User Manual Edition: 1.0 Date: December 12 th, 2014 Abstract: To serve as a basis for the training of new system users, this manual provides descriptions of how the MSU Academic Profile (AP) system software interacts and performs with manual procedures to respond to faculty academic profile activity management and reporting needs at MSU. It is designed to assist you with using the functionality to accomplish common academic profile activity management tasks. This content may be modified by your college or department based on its unique implementation, customization, configuration, roles, business rules, and processes.

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3 Contents Role-Based Quick Reference Links 1 Preface 5 About This Documentation... 5 Purpose and Audience... 6 Organization and Conventions... 6 Screen Images and Test Data... 7 Process Change & Documentation Accuracy... 7 Prerequisites... 7 Author, Editor, Publisher... 8 Copyright, Guidelines and Policies... 8 Privacy and Security... 9 Sensitive Data Introduction 13 About the MSU Academic Profile (AP) system System Purpose Project Leadership and Goals Help and Support AP Support Website AP Knowledge Base Access Identity Management Authentication and Authorization Mobile Device Considerations Logging In Security Roles and Permissions System Timeout Logoff Overview 30 User Interface Orientation Menus, Screen Regions, and Navigation Left Sidebar Menu Browser Navigation Considerations Activities Database Categories and Sub-Categories Activities Database Item List and Data Collection Screens Capture Methods and External Information Sources Automatically-Populated Information and Data Sources Common Tools for Selection, Entry, Command & Navigation Data Validation (System Response Messages) Required Fields Common Activity Management Procedures Viewing Existing Items Within An Activity Sub-Category MSU Academic Profile (AP) System User Manual Contents iii -

4 Searching For An Existing Item Within An Activity Sub-Category Adding A New Item Within An Activity Sub-Category Save And Add Another Item Within An Activity Sub-Category Editing Existing Items Within An Activity Sub-Category Copying Existing Items Within An Activity Sub-Category Deleting Existing Items Within An Activity Sub-Category Using the Add Another Feature to Create Multiple Subsections Storing A File Rapid Reports PasteBoard Setup 69 Administrator Guide Download Dashboard 71 Database Configuration Download Manage Your Activities 73 General Information Personal and Contact Information Administrative Data - Permanent Data Yearly Data Other Professional Positions Awards, Honors and Fellowships Education Faculty Development Activities Attended Licensures and Certifications Media Appearances Assignment Percentage of Time Teaching Academic Advising Graduate Committees Non-Credit Instruction Courses Taught Scholarship/Research Biographical Sketch Sponsored Program Proposals - Administered by MSU SPA Other Programs/Projects and Non-MSU Administered Sponsored Program Proposals Publications, Papers and Other Creative Works Intellectual Property (e.g., copyrights, patents) Presentations Service Within the Academic Community Service to and Membership In Scholarly and Professional Organizations (external to MSU) Service Within the University Service Within the Broader Community Additional Activities and Impact Summaries Impact Summaries MSU Extension Activities Reviewing CV Data Entered On Your Behalf 201 Data Entry Review Instructions MSU Academic Profile (AP) System User Manual Contents iv -

5 Manage Data 203 Manage Data for Individuals Manage Administrative Data for Individuals Run Ad Hoc Reports 211 Ad Hoc Reports Numbered Section and Field Reference Run Custom Reports 223 Detailed Custom Report Template Examples Custom Reports Numbered Section and Field Reference Data Entry Tips for Faculty Annual Reports Usage Statistics 233 Viewing/Downloading an Individual Audit Log Users and Security 237 Searching for and Editing a User Account Adding a New User Disabling a User Work Requests 247 Administrator s Guide Resource Center 248 Frequently-Asked Questions 249 Which browsers work best? How secure is my data? Where is the data stored? Is there sensitive data in the system? Reviewing Data and Correcting Data Errors I deleted a record. Can I get it back? How did my data get into Academic Profile? What do you mean by reviewing data? I found an error in my data but I can t change it on the screen. What do I do? How should I start reviewing my data? Why do the names of the courses I ve taught have abbreviated titles? My publications aren t showing up in the right spots on my report. How do I fix that? Why do I see records that don t belong to me on the Awards and Honors screen?. 251 What is a linked record? Generating Output from Academic Profile How do I get my annual review form? How do I get my Form D? How do I get my CV? How do I get my NSF or NIH Bio Sketch? What about my faculty web profile? List of Tables 253 List of Figures 255 MSU Academic Profile (AP) System User Manual Contents v -

6 Glossary of Terms 257 Index 263 MSU Academic Profile (AP) System User Manual Contents vi -

7 Role-Based Quick Reference Links For transparency and improved big-picture understanding of how the system works (and who does what), all topics for all end-user roles are provided herein. Below are role-specific lists of links to the most commonly-used topics for the associated permissions. Feel free to browse the entire user manual. Otherwise, find your role below and click the quick links to navigate directly to those topics most likely to be of primary interest to you. Faculty Member (Faculty members with access to only their own activity data) Reviewing CV Data Entered On Your Behalf on page 201 Common Activity Management Procedures on page 43 Manage Your Activities on page 73 Run Ad Hoc Reports on page 211 Run Custom Reports on page 223 College: Update (College office personnel who can view and update any faculty member s data in their MAU) Manage Data on page 203 Common Activity Management Procedures on page 43 Run Ad Hoc Reports on page 211 Run Custom Reports on page 223 College: Read Only (College office personnel who can view any faculty member s data in their MAU) Manage Data on page 203 Viewing Existing Items Within An Activity Sub-Category on page 44 Manage Your Activities on page 73 Run Ad Hoc Reports on page 211 Run Custom Reports on page 223 College: Reports Only (Run reports for all faculty within their MAU) Run Ad Hoc Reports on page 211 Run Custom Reports on page 223 Department: Update (Department office personnel who can view and update any faculty member s data in their Org) Manage Data on page 203 Common Activity Management Procedures on page 43 Manage Your Activities on page 73 Run Ad Hoc Reports on page 211 MSU Academic Profile (AP) System User Manual Role-Based Quick Reference Links 1

8 Run Custom Reports on page 223 Department: Read Only (Department office personnel who can view any faculty member s data in their Org) Manage Data on page 203 Viewing Existing Items Within An Activity Sub-Category on page 44 Manage Your Activities on page 73 Run Ad Hoc Reports on page 211 Run Custom Reports on page 223 Department: Reports Only (Run reports for all faculty within their Org) Run Ad Hoc Reports on page 211 Run Custom Reports on page 223 University: Update (Office of Planning and Budgets Data Entry staff) Manage Data on page 203 Common Activity Management Procedures on page 43 Manage Your Activities on page 73 Run Ad Hoc Reports on page 211 Run Custom Reports on page 223 University: Read Only (View all faculty data in colleges and departments) Manage Data on page 203 Viewing Existing Items Within An Activity Sub-Category on page 44 Manage Your Activities on page 73 Run Ad Hoc Reports on page 211 Run Custom Reports on page 223 University: Reports Only (Run reports for all persons regardless of unit affiliation) Run Ad Hoc Reports on page 211 Run Custom Reports on page 223 University: Project Administrators (Project leaders with all permissions except work requests) Manage Data on page 203 Common Activity Management Procedures on page 43 Manage Your Activities on page 73 Run Ad Hoc Reports on page 211 Run Custom Reports on page 223 Dashboard on page 71 Usage Statistics on page 233 Users and Security on page 237 Resource Center on page 248 MSU Academic Profile (AP) System User Manual Role-Based Quick Reference Links 2

9 University: Work Requests Only (Submit and manage work requests no access to faculty records) Work Requests on page 247 _d2h_bmk Ref _19 on page Error! Bookmark not defined. Setup on page 69 University: Users and Security (Manually add users and assign security roles) Users and Security on page 237 Security Roles and Permissions on page 24 Proxy or Delegated Access (Manage data only for the person whom the access is explicitly delegated) Manage Data on page 203 Common Activity Management Procedures on page 43 Manage Your Activities on page 73 Run Ad Hoc Reports on page 211 Run Custom Reports on page 223 MSU Academic Profile (AP) System User Manual Role-Based Quick Reference Links 3

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11 Preface About This Documentation on page 5 Copyright, Guidelines and Policies on page 8 Privacy and Security on page 9 About This Documentation AP User Documentation, whether printed or in an electronic format, provides high-quality descriptions of how the software system interacts and performs with manual procedures in order to appropriately respond to business events. These user assistance materials are aimed at not only providing a manual to guide users of the system, but also at providing a basis for the training of new system users. They also contain descriptions of the detailed functionality of each component of the application, and may thus serve as a reference for users who are already quite familiar with online student systems, related services, and web-based software. Types of Information Included Interspersed throughout you will find the following three basic types of user documentation (typically appearing in this general-to-specific order): Conceptual documentation includes introductory, summary, overview and reference information that is used to support user understanding. It documents guidelines that: 1) enhance the completion of a task and 2) are best maintained independently so as not to interrupt the flow of learning. It does not provide how-to instruction, is not sequential, and is often in the form of a table. It often appears as a paragraph or two at the very beginning of a topic, or sometimes at the end of a printed user guide in the form of appendices. Process documentation contains high-level overviews of process steps and flow charts. It is necessary only if the activity 1) is complex, 2) involves risk, or 3) must be performed in a consistent manner. It details sequential actions written as a series of tasks; and may involve multiple departments and/or users. This type of content usually contains overview information and business rules. Task documentation contains specific, detailed instructions with notes and action results that guide you through screen navigation to accomplish tasks. These often appear as numbered (ordered) lists of steps. It is necessary only when the use of the system involves a task that: 1) involves user input action (data entry) by a single performer, 2) is complex, 3) involves risk, 4) must be performed in a consistent manner, 5) is best documented as a separate, stand-alone topic, and/or 6) when the task detail is referenced in multiple procedures or is subject to frequent change. Reference documentation provides field description tables and glossary term definitions which are vital to your understanding and usage of the user interface. Role-Based Quick Reference Guides: Each college and department using the AP system will have unique needs, which necessitate unique screens with unique data fields to be captured, unique reporting requirements, and so on. Similarly, due to variations in academic staff in each, unique end user roles will be established. This documentation set is meant to cover basic usage of all functionality that is accessible via the user interface for standard end user types. It is meant to serve as a master source from which smaller, customized, role-based user documents such as quick reference guides and job aids may be created by your unit, department or college at MSU as you deem appropriate for the specific roles you establish in using the AP system. MSU Academic Profile (AP) System User Manual Preface 5

12 Purpose and Audience The purpose of this documentation is to assist you with efficient usage of the AP system by describing its features, tools and processes, including a walkthrough of: Screen navigation Selection, entry, import and action options Using the software to accomplish tasks Once familiar with the basic functionality of the AP system, you can use this guide as a valuable tool for less common tasks, and as an excellent source of information should you experience any difficulties. The audience of this documentation is any user of the system, however, the focus is on the typical end user involved in using the software to maintain academic profiles at MSU, as opposed to those involved in technical system administration tasks. The term end user is meant to differentiate software developers from the users of the programs they write, and similarly, for information technology professionals to distinguish the system administrator from the users of computer systems for which the administrator is responsible. Organization and Conventions This documentation employs an information architecture design and set of typographic conventions to make it simple to use. Having an understanding of the way it is organized and the conventions it uses are important to using it most efficiently. Information Architecture and Software Design AP user documentation is generally organized according to the design of the user interface. The table of contents is organized according to the navigation menus, screens and action options in the software, allowing you to efficiently locate specific information. Typically, you will find that the names of topics appear as they do in the user interface of the software system in a top-to-bottom, left-to-right fashion, as you would read a website or newspaper. User Alerts There are five user alerts used throughout this user documentation that employ graphical icon symbols to call your attention to categories of important types of information: caution, note, reference, tip, and task. Each is defined below. Caution: Alerts you to important supplementary information that is essential to the completion of a task; or that failure to take or avoid a specific action could potentially result in data loss or security breach. Note: Alerts you to supplementary information that is useful to the completion of a task. Reference: Alerts you to hyperlinked references to related or supplementary information either located internally in this documentation set or externally on another site. Tip: Alerts you to supplementary information that is not essential to the completion of the task at hand, but offers a helpful hint, conceptual idea, or suggestion. Task: Alerts you to an activity, typically in the form of sequential process task steps in an ordered list which provide step-by-step how-to instructions for navigation, data entry and selection in electronic form fields to complete your work. MSU Academic Profile (AP) System User Manual Preface 6

13 Typographic Conventions Clickable Icons, Buttons, Options, and Links: This document adheres to simple documentation standards and style conventions to optimize readability. The formatting of text used to name things you click on are typically bold to enhance visual comprehension and improve usability. Numbering and Indentation: Sequential tasks are numbered, while integrated notes and action results are indented in procedures. User Interface Element Name References: First letters of each word are generally capitalized when referencing names of menus, fields, column headings, screens, pages, sections, and subsections, as is consistent with the user interface element naming (labeling) conventions. Options and Examples: Courier New font is used to format list options and input examples. Graphics and Screen Shot Images: Mouse pointer icons and callouts are used frequently on graphics to show you what to click on at each process step. Where possible, fields in portions of screens are populated with example data to demonstrate acceptable or expected input. Screen Images and Test Data Screen images (and data displayed therein) may not be technically identical to what can be viewed in the actual application, and are provided for demonstration purposes only. Process Change & Documentation Accuracy Many values and options referenced in this user documentation are in fact configurable and subject to change. Therefore, some of the references in the user documentation to specific fields or attributes may in fact be different in the version of the system you are using depending on the particular configuration decisions, customizations and enhancements which occur from time to time based on ever-changing business rules and university needs. Various components of the AP application modules contain functions that are configurable based on MSU s business processes, which are subject to periodic change. Similarly, integrated systems are subject to changes which may require changes to AP. As a result, the AP user documentation must be updated accordingly when changes to the way the system works or changes to the ways in which users use the system to accomplish tasks. To be sure you always have the latest edition of the user documentation, obtain it from within the AP application itself, or from the related IT Servicessupported websites such as the AP Portal support site. Prerequisites There are no specific prerequisites for reading this documentation. However, depending on your role, it will be helpful if you have the following general qualifications: Familiarity with web-based software applications and information systems Familiarity with MSU s guidelines and policies related to use of information technology resources A computer such as a laptop with an internet connection and modern web browser o o o o An MSU Net ID ( modern, full versions of IE, Firefox, Chrome, and Safari have been tested, not app versions) The use of frames is not supported Many clients have found that Internet Explorer does not process as quickly as Firefox. Apple Safari may not correctly open links to stored files when opening reports in Word for Mac. If this problem occurs, we recommend that you copy and paste the link from the report into your browser. MSU Academic Profile (AP) System User Manual Preface 7

14 Documentation vs. Training: This documentation is not meant to take the place of on-the-job training for any unique, role-specific way in which you might be expected to use AP within your home unit, department or college at MSU. For training, contact or visit to review videos on common AP actions. Author, Editor, Publisher Scott Cooley, IT Services phone: (517) Contributors and Reviewers: The AP User Documentation you are reading is the work of many hands. The following people have contributed source content material and/or provided valuable draft feedback: Rochelle Cotter; Diana D Angelo; Amy Driver; Estelle McGroarty; Leanne Perry; and Jennifer Sweet. Disclaimer The information in this document is subject to change without notice. It contains information that has been obtained from sources believed to be reliable. Although the author has made every effort to ensure the accuracy of this document, neither the author nor the publisher assumes any liability or responsibility for any inaccuracy or omissions contained herein, or for any loss or damage arising from the information presented. The author retains the right to request removal of his name from a derivative or collective work containing content herein when he believes it represents a derogatory treatment of his work. Documentation Feedback Your Comments Are Welcome: We encourage you to please contact us with comments or suggestions for future documentation editions. As we write, revise, and evaluate our documentation, your feedback is among the most valuable input we receive. If you discover any issues with the documentation, please report your findings to the IT Service Desk via at itserve@msu.edu or phone (517) The author does not warrant that this document is error-free. Copyright, Guidelines and Policies Copyright 2014 Michigan State University Board of Trustees. All rights reserved. This document contains proprietary information of Michigan State University. This material or any portion of it may not be copied in any form or by any means without the express prior written permission of the IT Services unit of MSU when shared with parties not affiliated with MSU. Guidelines and Policies: MSU has established a set of intellectual property management practices to protect the users of its software systems, and the extended MSU user community. If you have any questions about Intellectual property, see the Guidelines & Policies page of the Vice Provost for Libraries and IT Services, and CIO website referenced below. Usage of the AP application is subject to guidelines and policies that pertain to: Acceptable Use Copyright Secure Institutional Data Student-Related For complete information on applicable guidelines and policies, see Additional Resources: MSU Academic Profile (AP) System User Manual Preface 8

15 Student Rights Under the Family Educational Rights and Privacy Act (FERPA) MSU Institutional Data Policy Institutional Data Policy (IDP) Acknowledgement Form Privacy and Security All data provided by and collected for MSU by Digital Measures are solely owned by MSU. As per the terms in Digital Measures' standard service agreement, your data cannot be disclosed, reused, sold, or disseminated in any way by Digital Measures. Further, per MSU s service agreement with Digital Measures, Digital Measures legally agrees to take the following security and privacy steps to protect your confidential data. Encryption: Information exchanged between your computer and Digital Measures servers are always transferred over an encrypted connection to prevent unauthorized exposure. Data Center Security: Digital Measures' servers are in a datacenter that has these features: o o o o Locked, caged server room protected by armed security guards who are present at all times Servers are firewalled and located behind an intrusion detection system Redundant fire suppression and climate control systems Redundant power and Internet connections Backups: Secure nightly backups to five geographically-dispersed locations FERPA and Section 508 Compliance: Digital Measures is compliant with the Family Educational Rights and Privacy Act (FERPA) and Section 508 of the Rehabilitation Act. Safe Harbor Compliance: Digital Measures is registered and has certified with the United States Department of Commerce as compliant with the Safe Harbor Principles in effect between the European Union and the US. Confidentiality and Non-Disclosure Agreements: Your personal information will never be released, sold or shared by Digital Measures with parties other than your academic institution and parties used to provide technical services. When Digital Measures must share data with these parties, they establish legally-binding confidentiality agreements and non-disclosure agreements to protect the shared data. MSU Academic Profile (AP) System User Manual Preface 9

16 Sensitive Data Academic Profile will adhere to the MSU Access to Student Information guidelines for FERPA compliance. Confidential data in DM Activity Insight consist of categories of relationships between the faculty and students. Examples include the naming of students as advisees, mentees, co-authors, co-presenters, co-investigators, etc. Access authorization will be granted to school officials with a legitimate educational interest. It is understood that the relationship between the faculty and student arises out of a business requirement, and thus faculty have a need to know these relationships for their own students. Others, such as unit administrators and administrative staff have a need to know for purposes of departmental and college administration. In all cases the release of confidential student data to a third party requires a need to know determination. Note: The classification of Public or Confidential is based on those definitions present in the Institutional Data Policy of January Additionally, access to these data in the Digital Measures System is on a "Need to Know" basis. Table 1: Digital Measures Activity Insight/Academic Profile Data Sensitivity by Screen DM Screen Categories of Data Classification of Data Personal and Contact Information Permanent Yearly Other Professional Positions Awards, Honors and Fellowships Education Faculty Development Activities Attended Licensures and Certificates Media Appearances Assignment Percentage of Time Academic Advising Name(s), Work Address(es) & Work Phone, , Biosketch MSU Start and End dates, Rank, Tenure and Continuing Status, Sabbatical, Letter of Offer Positions and Assignments, Titles, Salary Distribution Positions held not at MSU Institutions attended, degrees attained, and the institution name of attendance and degrees Public Public media presentations, interviews, etc. Percent of time assigned to teaching, research, extension and service Names and classification of students advised Public Public Public Public Public Public Public Public Public Confidential (FERPA) Notes Instances of restricted ("protected") addresses have been omitted Technically this is public information, letter of offer details may be considered sensitive by some. Technically this is public information, may be considered sensitive by some (includes salary). It is the "relationship" of the student and faculty member that is confidential (advising is not a directory Data Source (if not FAS) SAP HR (salaried faculty and academic staff) SAP HR ( salaried faculty and academic staff) SAP HR (salaried faculty and academic staff) SAP HR (and salaried faculty and academic staff) MSU Academic Profile (AP) System User Manual Preface 10

17 DM Screen Categories of Data Classification of Data Graduate Committees Non-Credit Instruction Courses Taught Sponsored Program Proposals Administered by MSU SPA Other Programs/Projects and Non-MSU Sponsored Program Proposals Publications, Papers and Other Creative Works Intellectual Property Presentations Names of students and the graduate committees on which faculty have served. Non-credit instruction is that which does not offer academic credit in a particular program or toward a degree or diploma. MSU academic credit courses (course title, term and year, section id, subject, course number, credit hours, course level, college, department, honors indicator (course or section), study abroad indicator) Contracts and grants contained in in the MSU SPA database. Public Public Patents for MSU salaried faculty and academic staff. Confidential (FERPA) Public Public Public Public Public Notes element/category in FERPA). The elements, specifically, are student name, class, and the nature of the relationship (general advising, research supervisor, etc.). It is the "relationship" of the student and faculty member that is confidential (advising is not a directory element/category in FERPA). The elements, specifically, are student name, class, and the type of committee, student major/grad program, graduation date. Faculty would like to see data from the Student Instructional Rating System on this screen. Not permitted by policy. OSP has filtered out those projects that should not be made public, data would not be available. Per OSP, other data that we are pulling that are contained in the data warehouse are public. NOTE: only issued patents will be displayed Data Source (if not FAS) GRAD INFO system SIS, CLIFMS and salaried faculty and academic staff SPA/CGA and salaried faculty and academic staff MSU Technology MSU Academic Profile (AP) System User Manual Preface 11

18 DM Screen Categories of Data Classification of Data Service to and Membership in Scholarly and Professional Organizations (external to MSU) Service Within MSU Service Within the Broader Community Impact Summaries Instances of the MSU salaried faculty and academic staff activities in service to external organizations Instances of the MSU salaried faculty and academic staff activities in service to the department, college or university Instances of the MSU salaried faculty and academic staff activities in service to the community Major areas of impact from salaried faculty and academic staff activities Public Public Public Public Notes Data Source (if not FAS) MSU Academic Profile (AP) System User Manual Preface 12

19 Introduction About the MSU Academic Profile (AP) system on page 13 Help and Support on page 15 Access on page 19 About the MSU Academic Profile (AP) system Michigan State University s Academic Profile (AP) system is an institutional support system used to gather, in a single system of record, the professional activities and accomplishments of its academic staff in the areas of instruction, research, service and administration. The data is used to consistently and efficiently support activities such as reappointment, promotion and tenure, annual review, production and maintenance of curriculum vitae, web profiles and institutional reporting. The data is also leveraged to support activities such as accreditation processes, sponsored research collaborations, and the recruitment and retention of faculty and graduate students. The university-wide AP system, which utilizes a customized version of the cloud-based Activity Insight product from vendor Digital Measures selected via an RFP process in the fall of 2012, also aids MSU in maintaining its competitiveness with peer institutions. The MSU AP system provides a single source of faculty and academic staff accomplishments using two types of data: Imported: Data that is fed from MSU systems of record, which may include research administration, student, financial, and HR systems. Directly Entered: Manually-entered data, which may include new data that has not yet found its way into MSU systems of record. System Purpose The MSU Academic Profile (AP) system is used to: Organize and build reports on teaching, research and service activities. Keep track of your activity information just once so that many outputs can be prepared, for example: o o o o o Annual activity reports Promotion and tenure documents Accreditation reports Your CV Your profile on your campus website Assist your administration in responding to requests for faculty-related data, rather than needing to continually ask you for the information. Enable MSU to communicate more effectively about your accomplishments. MSU Academic Profile (AP) System User Manual Introduction 13

20 Project Leadership and Goals The executive sponsor and functional owner work with the Project Team to include co-directors, a Project Manager, a Communications and Training Team and a Data Entry Staff. The Project Team will work with department chairs/directors and Deans Office personnel in the refinement and implementation of the system. Executive Sponsor: Office of the Provost Functional System Owner: Office of Planning and Budgets (in collaboration with IT Services) Goals: The AP faculty profiling system implementation aims to support MSU s goals in the following ways: Improve institutional processes for developing and recording faculty accomplishments Provide a single cross unit system of record for faculty professional activities Develop a data governance/stewardship program for these data at an institutional level Comply with the request/requirement of external reporting agencies (e.g., SciENCV) for shared researcher profiling Leverage faculty accomplishment and activity data collected internally with external reporting of research outcomes Facilitate the identification and connection of faculty expertise Discover relevant collaboration opportunities for faculty and researchers Promote the accomplishments of faculty both internally and externally MSU Academic Profile (AP) System User Manual Introduction 14

21 Help and Support There are many ways for you to get help and support with using the AP system. Contact the IT Services Support Desk for assistance with using the AP application via or phone (517) or (517) (hours: Mon.-Fri., 7 a.m.-5 p.m.) or to request the service. They offer help with accessing the system, technical expert referral, routing of incident tickets to appropriate 2nd-level support personnel, as well as maintenance of FAQs and Knowledge Base Articles for end users. Hours: Mon.-Fri., 7 a.m.-5 p.m. Phone: (517) or (517) itserve@msu.edu Live Chat: Live Chat service Contact Us Form: Walk-in Support: Help & Repair Application Assistance: Knowledge Base Articles: After-Hours Support: 24/7 Support via telephone and is available from the Distance Learning Services support desk in the main MSU library. They handle 1 st -level support and referral to 2 nd -level experts to meet the needs of faculty and academic staff using the AP system regardless of location. Website: Address: reachout@msu.edu Local Phone: (517) Toll-Free Phone: (800) * *Toll-free service is available throughout North America, including Canada, Mexico, Alaska and Hawaii. AP Support Website The AP Support Web site houses a wealth of information about the AP system at MSU. It is intended to be used as the initial start screen for accessing the AP system, learning about the system, taking advantage of help, training, and tutorial materials. For more information, see which includes: System Overview Training and Tutorials Help and Support Contact Information MSU Academic Profile (AP) System User Manual Introduction 15

22 Figure 1: MSU Academic Profile - Portal Site Sample MSU Academic Profile (AP) System User Manual Introduction 16

23 AP Knowledge Base If you are reading a printed paper (hard copy) version of this documentation, be aware that there is a searchable, electronic (soft) version online. Click the Help and Support link in the left menu of the portal to access the online help system (knowledge base). Using the AP Knowledge Base has many advantages for quickly finding the help you need. Its features include: Table of Contents Pane: A clickable, expandable/collapsible table of contents on the left that offers quick drill-down (accordion-style) topic and subtopic navigation. Breadcrumb Trail Navigation Links: Topic hierarchies are displayed as links separated by greater-than symbols which let you know where you are in the documentation, which is organized with information architecture based on the AP user interface. Searchable, Alphabetical Topic Index: The Index button on the top horizontal toolbar displays an index of all topics as links in alphabetic order in the left pane, and there is also a search box. MSU Academic Profile (AP) System User Manual Introduction 17

24 Powerful Search With Highlighted Terms: The Search button on the top horizontal toolbar allows you to search for any term or phrase which produces a list of topic links in which the criteria was found, and the occurrences of the criteria entered are highlighted in blue in the result topics themselves. Print Any Topic Any Time: The Print button on the top horizontal toolbar will print any currently-accessed topic (whatever is presently displayed in the right body content area pane), configured to work with the default printer for the computer you are using. Share A Topic With A Colleague Via The button on the top horizontal toolbar enables you to the currently-displayed topic to anyone by launching your computer s default software and automatically populating the Subject: field with the title of the topic, as well as automatically inserting a link to the topic in the body. MSU Academic Profile (AP) System User Manual Introduction 18

25 Access Access to the MSU AP system happens both automatically and via approved request forms, depending on your role in using the system. Users may be added to the system in two ways: By system interface to MSU s Human Resources data for individuals meeting the criteria for being added to the system. (In the future this may be controlled through an MSU well-known group.) Explicitly by adding the user to the system through the application s security utility. Initially, salaried faculty and academic staff (FAS) will be bulk loaded to AP. When users are added to the system, they are provided with a default faculty role which allows them to view and update all of their own accomplishment data (but no one else s). They are also permitted to run and view certain reports for themselves only. Additional new users and their role assignments are added manually. An Access Request Memorandum (ARM) is required to request access for: faculty and academic staff who are also MSU Administrators who require additional roles non-faculty administrative support staff (including project/application support staff) proxies/delegates Due to the presence of confidential student data in Academic profile, the Access Request Memorandum includes the standard student access requirement check boxes whereby the authorizing unit security administrator verifies that the user has: reviewed the RO s material on Student Rights Under FERPA and completed the FERPA quizzes read MSU s Institutional Data Policy (IDP) and signed the IDP acknowledgement form Where faculty are given the default role it has been determined that the advising relationship of faculty and academic staff to advisees is much like the relationship of an instructor to students in a class. Thus, just as there is no check for FERPA training prior to an instructor getting access to class lists, there is also no check for FERPA training prior to faculty or academic staff getting default Faculty role access in Academic Profile. Furthermore, it has been deemed that a better place to highlight the existence of this kind of confidential student information is on the screens themselves. In Academic Profile we have added prominent text of this nature. Recertification (Review of Eligibility for Continued Access): Users and roles should be reviewed on a regular basis to insure that the role and access is indicative of a continued need to know (in terms of access to the screens and data required to perform assigned job duties and responsibilities). This applies to the roles that academic unit administrators and unit administrative support personnel will be given, and the Individual Proxy role. Those in the default faculty role have an assumed recertification, in that upon an individual not having a FAS position for more than ninety days his/her access will be disabled. For FAS in unit administrator roles, and other unit administrative support personnel, roles should be reviewed annually. For those in the Individual Proxy role, (especially where student employees are involved) the review should be every six months. Generally, security and access roles take into account sensitive and FERPA-protected data and enable access to be granted on a need-to-know basis. The following subsections describe the method for gaining access by role. Access Request Form Signature Requirements Policy: Read-only and reporting access across MAUs for a user can be approved by a single MAU, but update access across MAUs requires the authorization of the multiple MAUs involved. Access requests are approved by the Academic Profile Application Steward (Office of Planning and Budgets) and by the Security Administrator for the employing unit of the person for whom access is being requested. For any roles that are unit specific, the Academic Profile Application Steward may delegate signing authority to the unit security administrators. In addition, the Office of the Registrar and The Graduate School, as the stewards of the categories of FERPA protected confidential student data and graduate committee data contained in Academic Profile, delegate their signing authority to Unit Security Administrators. MSU Academic Profile (AP) System User Manual Introduction 19

26 Faculty and Academic Staff Access for Faculty and Academic Staff who met user selection criteria as of 5/1/2014 (bulk load of users and the default faculty role) and access for new Faculty and Academic Staff (identified subsequent to the bulk load): A bulk load of users was added to Digital Measures in early May, Users were selected from HR/SAP based on an agreed upon set of criteria that determined salaried faculty and academic staff. They were given the faculty role by default. This means that they can inquire and update their own activities and run certain reports for themselves. As new salaried faculty and academic staff are hired (after 5/1/2014) a user update process selects them from HR/SAP for loading to DM. Users will initially be manually added by the AP Security Administrator through the DM users and security module (or if there is sufficient volume, will be added via automated interface) with the faculty role. (The longer term vision is for new users to be pushed from Sentinel/D6501 to the DM Activity Insight system using web services.) Faculty and Academic Staff who are also MSU Unit Administrators Any role that gives faculty and academic staff the ability to see or update users other than themselves requires additional access approval at the appropriate unit level. An IT Services Access Request Memorandum (ARM) for the system spells out the additional roles and population scope (department(s), college(s) or university) that may be requested. The ARM carries the standard Office of the Registrar requirements for access to student data statement of justification of need for access to perform assigned duties and responsibilities, and check boxes verifying completion of FERPA quizzes and IDP acknowledgement. The ARM is approved by the appropriate unit security administrator and Application steward (or delegate). Upon proper approvals, the form will be routed to the AP Security Administrator (or delegate) for processing via the IT Services ARM tracking process. Initially these roles and population scope will be added manually through DM s Users and Security module by the AP Security Administrator. (The long term vision is for new users to be pushed from Sentinel/D6501 to the DM Activity Insight system using web services.) For more information, see Non-Faculty Administrative Support Staff Access for non-faculty administrative support staff, including project/application support staff (e.g., data entry staff) must comply with the following requirements: Non-faculty administrative support staff will require access to the system for purposes of 1) viewing or updating faculty records, and/or 2) running various reports. (For example, OPB will utilize this process when hiring new data entry or application support staff; a department or college will use this process to give access to non-faculty administrative staff who need to view or update users, or who need to run reports). Any role that gives nonfaculty/administrative support staff the ability to see or update the salaried FAS loaded to DM requires access approval at the appropriate unit level (approved by the designated unit security administrator). The IT Services Access Request Memorandum (ARM) utilized for the system spells out the additional roles and population scope (department(s), college(s), or university) that may be requested. This ARM carries the standard Office of the Registrar text and check boxes for access to student data. The ARM requires approval by the application steward (or their delegate) and the appropriate unit security administrator. Upon proper approvals the form will be routed to the AP Security Administrator via the IT Services ARM tracking process. Individuals who do not already have access to the system will first need to be added manually as a DM Activity Insight/Academic Profile user, and their role added secondly. MSU Academic Profile (AP) System User Manual Introduction 20

27 Initially these roles and population scope will be added manually using DM s Users and Security module by the AP Security Administrator. (The long term vision is for new users to be pushed from Sentinel/D6501 to the DM Activity Insight system using web services.) For more information, see Individual or Proxy (Non-Student MSU Employee) A faculty member may specify one or more individuals to update his/her data in DM Activity Insight/Academic Profile. Because Academic Profile contains confidential student data, and because of the importance of the accurate reflection of a faculty member s work, proxy access is limited to MSU employees the proxy may be a student employee (student labor or graduate assistant). For these roles, the signature approval of the faculty/academic staff member for whom data entry will take place is required. An IT Services Access Request Memorandum (ARM) specifically for the Manage Data: Proxy (Individual Proxy) role will be utilized. It carries the standard Office of the Registrar requirements for access to student data statement of justification of need for access to perform assigned duties and responsibilities, and check boxes verifying completion of FERPA quizzes and IDP acknowledgement. The ARM requires the appropriate faculty and academic staff signature(s) for whom the proxy function will be performed. The ARM requires approval by the appropriate unit security administrator and the Application steward (or their delegate). Upon proper approvals the form will be routed to the AP security administrator (or delegate) via the IT Services University Systems ARM tracking process. The final stop of the ARM is with the AP Security Administrator. If this individual does not have current access to the system, the user will first need to be added manually as a DM Activity Insight/Academic Profile user, followed by their Individual/Proxy role and the named faculty member(s) for whom they are proxy. Initially the Individual/Proxy role will need to be added manually. (The long term vision is for new users to be pushed from Sentinel/D6501 to the DM Activity Insight system using web services.) For more information, see Academic Profile MSUDATA Reporting Data Tables and Reporting Tool Access Levels of access (categories of data and population scope) to the ACADPROF MSUDATA reporting tables and/or end user reporting tool will mirror system access roles and scope as much as is practical. They will follow current practice for access to other MSUDATA reporting tables. Due to student data considerations, the Registrar s Office Security Administrator will be required to sign all data warehouse access requests. Note: As of the writing of this document, the design of the data warehouse and end user tool(s) have not yet been completely developed. Security and access is one of the design components that will be addressed. When the data warehouse and reporting design strategy is finalized, this documentation will be updated accordingly. Identity Management A valid MSU NetID or Community ID is required for logging in to and using the AP service, a requirement that also applies to guest users of the MSUnet wireless internet network service. MSU NetID: Students, Staff and Faculty members may use AP by logging in with their MSU Net ID. For more information, see MSU Academic Profile (AP) System User Manual Introduction 21

28 Authentication and Authorization The Academic Profile system uses Shibboleth identity management and security technology with your MSU Net ID or MSU Community ID to authenticate your identity and authorize you to access the system. Additionally, it is integrated with the Sentinel security service to provide the convenience of a single sign-on for multiple MSU applications. Authentication: Authentication involves the entering of access credentials that verify you are who you say you are. The AP system uses Shibboleth authentication, which is a standards-based technology that provides secure, federated and controlled access to shared MSU data while supporting MSU NetID identity authentication and integrating with Sentinel for single sign-on. For more information, see Authorization: Authorization encompasses the way in which the user access role grants the proper permission to view and/or update appropriate records. Authorization is granted by role the determination of a population/set of users having specified access permissions (e.g., read, write, update, delete) to a class of data as permitted on a screen is defined by the assigned user role(s). The AP system directs users to a Sentinel login page, where the user s identity information is validated and stored on a server, then redirects to client software which validates the authentication and uses the D6501 Application Security system to authorize application use via group roles and permissions. For more information, see Mobile Device Considerations The AP system does not at this time offer a true mobile application. Mobile Browser Access: Although it is possible to access the AP web application from a mobile browser on a tablet or smartphone, it is not recommended due to the site not being optimized for responsive mobile browser use. Logging In It is recommended that you always start your session by first going to the AP Portal website, the Uniform Resource Locator (URL) of which is Video Reference: For related information in the form of a video tutorial, see How to Log In to Academic Profile at Since AP is a Web-based system, it is accessed via conventional means using a modern Web browser. Tip: You may want to bookmark this in your browser, or add it as a shortcut to your desktop. To log in to AP: 1. Enter the URL for the AP system ( into your browser s Address box (a.k.a. Location Bar) field and click Go (or press your keyboard s Enter key). The AP Portal website appears. 2. On the top, right part of the screen, click the LOGIN link. Alternately, you may click the AP System Login button in the Overview, where you will be prompted to agree to the Privacy Policy first by clicking an I Agree button, which is required for first time use. MSU Academic Profile (AP) System User Manual Introduction 22

29 3. Click within the MSU ID field in the Enter your MSU ID and password box to reposition the cursor and then type your MSU Net ID, which is typically the prefix of address. The text you type appears in the field. 4. Click within the Password field and type your password. Your password is masked by bullet symbols in the display as you enter it. 5. Ensure the MSU Net option in the Authenticator drop-down menu field is selected, then click the Login button. The AP application appears, with the appropriate start screen for your role intitially displayed by default upon successful authentication/authorization. End of procedure. Related Procedure - Logoff: For instructions on logging off (out of) the AP system, including important information about MSU Single Sign-On, see Logoff on page 29. MSU Academic Profile (AP) System User Manual Introduction 23

30 Security Roles and Permissions Regardless of your role in using the MSU AP system, it may be helpful for you to have a general understanding of who does what within the AP system. This section provides an overview of the security roles and related permissions in the AP system. Security roles and permissions may differ by college or unit, and some users may have multiple roles. Since the roles and permissions are also subject to change, they may not be identical to what appears in this documentation. To confirm, add, change, or delete security roles at any time, submit a work request to the System Administrator. Additional roles exist which increase the scope of people to whose data one has access. Roles also exist for administrative staff who are not in the user population of automatically defined salaried faculty and academic staff. These users are added to AP using the application s security module. The scope of access for these additional roles (i.e., the persons whose data one can see) is controlled by adding organizational attributes to specify department(s), college(s)/ MAU(s), or the entire university. These additional roles, can be placed into four general categories of permissions: Reports Only permissions that grant access to only specified reports as appropriate Read Only permissions that permit inquiry only access into all categories of data Manage Data permissions that permit inquiry, update, and read only access into all categories of data (including locked and hidden fields and screens). Manage Data: Proxy (Individual Proxy) permissions that grant inquiry access into all data which is not hidden, and update access on fields that are not locked or hidden but only for a specific person. This allows User B to function as a proxy or delegate for User A upon User A s request. Note: There is no screen or data element level security in DM Activity Insight. The following sections describe the MSU-specific roles that have been established within the MSU AP system and the related permissions information for each. Faculty Member Table 2: Faculty Member - Role and Permissions Information DM Role Name Unit Affiliation/Faculty Scope DM Role Permissions Screens Screen Permissions Reports Faculty (Default User Role) Faculty member themselves Separate provision, associated with user account to manage their own activities; Run Custom Reports. All activity screens. Can update data for themselves where fields are open (e.g., no field level security), not locked, are not read-only, or are not hidden. For screens that have one or more locked fields, cannot add a new record, or delete an existing record. Custom (for themselves only), Ad Hoc MSU Academic Profile (AP) System User Manual Introduction 24

31 University: Update Personnel in OPB (data entry staff), or anyone who needs to be able to update ANY faculty member's activities. Table 3: University: Update - Role and Permissions Information DM Role Name Unit Affiliation/Faculty Scope DM Role Permissions Screens Screen Permissions Reports University All faculty members (regardless of unit affiliation) Manage data, Run AdHoc Reports, Run Custom Reports. All activity screens. Can update data where fields are open (e.g.,no field level security), not locked, are readonly, or hidden. For screens that have one or more locked fields, cannot add a new record, or delete an existing record. Adhoc, Custom University: Project Administrators For person(s) having leadership roles in the project, they have all DM permissions EXCEPT work requests. Table 4: Project Administrators - Role and Permissions Information DM Role Name Unit Affiliation/Faculty Scope DM Role Permissions Screens Screen Permissions Reports University Limited Administrator All faculty members (regardless of unit affiliation) Manage data, Run AdHoc Reports, Run Custom Reports, Dashboard, Usage Statistics, Users and Security, Resource Center All activity screens Can update data where fields are open (e.g.,no field level security), not locked, are readonly, or hidden. For screens that have one or more locked fields, cannot add a new record, or delete an existing record. Adhoc, Custom University: Work Requests The purpose of this role is to submit and manage work requests. No faculty records will be accessed. Table 5: University: Work Requests - Role and Permissions Information DM Role Name Unit Affiliation/Faculty Scope DM Role Permissions Screens Screen Permissions Reports University Administrator Will not see faculty data. Work Requests Work Request menu item No screens will be accessed with this role. none MSU Academic Profile (AP) System User Manual Introduction 25

32 College: Update Personnel in college offices who need to be able to see and/or update ANY faculty member's activities if that faculty member has a current Yearly Screen affiliation with the MAU matching the MAU(s) given to the user with this role. Table 6: College Update - Role and Permissions Information DM Role Name Unit Affiliation/Faculty Scope DM Role Permissions Screens Screen Permissions Reports College All faculty members having a current Yearly Screen affiliation with the MAU matching the MAU(s) given to the user with this role. Manage data, Run AdHoc Reports, Run Custom Reports All activity screens. Can update data where fields are open (e.g., no field level security), are not locked, but are read-only, or hidden. For screens that have one or more locked fields, cannot add a new record, or delete an existing record. Adhoc, Custom College: Read Only Personnel in college offices who need to be able to see ANY faculty member's activities if that faculty member has a current Yearly Screen affiliation with the MAU matching the MAU(s) given to the user with this role. Table 7: College: Read Only - Role and Permissions Information DM Role Name Unit Affiliation/Faculty Scope DM Role Permissions Screens Screen Permissions Reports College Read Only All faculty members having a current Yearly Screen affiliation with the MAU matching the MAU(s) given to the user with this role. Manage data, Run AdHoc Reports, Run Custom Reports. All activity screens. Read only access to all data elements on all screens. Adhoc, Custom Department: Update Personnel in department offices who need to be able to see and/or update ANY faculty member's activities if that faculty member has a current Yearly Screen affiliation with the ORG matching the ORG(s) given to the user with this role. Table 8: Department: Update - Role and Permissions Information DM Role Name Unit Affiliation/Faculty Scope DM Role Permissions Screens Screen Permissions Reports Department All faculty members having a current Yearly Screen affiliation with the ORG matching the ORG(s) given to the user with this role. Manage data, Run AdHoc Reports, Run Custom Reports, Change (personal) Password All activity screens. Can update data where fields are open (e.g., no field level security), not locked, are readonly, or hidden. For screens that have one or more locked fields, cannot add a new record, or delete an existing record. Adhoc, Custom MSU Academic Profile (AP) System User Manual Introduction 26

33 University: Reports Only Table 9: University: Reports Only - Role and Permissions Information DM Role Name Unit Affiliation/Faculty Scope DM Role Permissions Screens Screen Permissions Reports NEW Access to reports for all persons regardless of unit affiliation. Run AdHoc Reports, Run Custom Reports. None None Adhoc, Custom College: Reports Only Table 10: College: Reports Only - Role and Permissions Information DM Role Name Unit Affiliation/Faculty Scope DM Role Permissions Screens Screen Permissions Reports NEW Ability to select individual faculty members for reports having a current Yearly Screen affiliation with the MAU matching the MAU(s) given to the user with this role; and the ability to select data for MAU(s) matching the MAU(s) given to the user with this role. Run AdHoc Reports, Run Custom Reports None None Adhoc, Custom Department: Reports Only Table 11: Department: Reports Only - Role and Permissions Information DM Role Name Unit Affiliation/Faculty Scope DM Role Permissions Screens Screen Permissions Reports NEW Ability to select individual faculty members for reports having a current Yearly Screen affiliation with the ORG matching the ORG(s) given to the user with this role; and the ability to select data for ORG(s) matching the ORG(s) given to the user with this role. Run AdHoc Reports, Run Custom Reports None None Adhoc, Custom Proxy or Delegated Access Table 12: Proxy or Delegated Access - Role and Permissions Information DM Role Name Unit Affiliation/Faculty Scope DM Role Permissions Screens Screen Permissions Reports Individual Only the person for whom the access is explicitly delegated. The Proxy or Delegate has the ability to Manage Data for only the individual person who wishes to grant it. If the Delegator wants the proxy to have additional access, APP staff need to grant that access by giving the user a different role. Defaults to the permissions that exist for the role of the delegator Defaults to the permissions that exist for the role of the delegator Defaults to the permissions that exist for the role of the delegator MSU Academic Profile (AP) System User Manual Introduction 27

34 Users and Security Table 13: Users and Security - Role and Permissions Information DM Role Name Unit Affiliation/Faculty Scope DM Role Permissions Screens Screen Permissions Reports NEW This is only so that someone may be able to manually add users (when needed), and manually add security roles.) Users and Security None None None (except those that exist in Users and Security) System Timeout For security purposes, the system will time-out after a set period of inactivity, but you will be notified via a popup message when your current session has reached this limit. Included in the message will be a warning to alert you to the fact that you will lose any unsaved changes unless you extend your session in the next 5 minutes. Figure 2: System Timeout Notification - Example Click OK to extend your session. If you do not extend your session, it will expire, and you will be notified of this with another popup message, and then you will need to log back in again to resume working on your academic profile. MSU Academic Profile (AP) System User Manual Introduction 28

35 Logoff To log off (out) of MSU Application Profile: 1. On the left sidebar menu, click the Logoff link. The Sentinel Single Sign-On Logout page appears. 2. Click the [X] at the top, right of the browser window to close the browser completely. Single Sign-On Note: The data you saved in your session will be available for further editing when you log in again at a later time. When your SSO identity is removed, it means you are no longer automatically logged in to other MSU applications that support Single Sign-On. End of procedure. MSU Academic Profile (AP) System User Manual Introduction 29

36 Overview User Interface Orientation on page 30 Capture Methods and External Information Sources on page 36 Common Tools for Selection, Entry, Command & Navigation on page 39 Data Validation (System Response Messages) on page 41 Common Activity Management Procedures on page 43 Rapid Reports on page 65 PasteBoard on page 67 User Interface Orientation AP is made up of many screens which are accessed from the Manage Your Activites option on the left sidebar menu. Once accessed, the Main Menu or Activities Database screen itself then functions as a menu of categories and subcategories of information that are essentially lists of links to corresponding subpages. Most contain lists of recorded (saved) items or editable (fillable) online form fields where you can both enter and select information, while some are used for generating various reports. Many screens and portions of screens offer a combination of dynamic data that is automatically populated at regular intervals from other MSU systems and information you can directly modify within the AP system. Menus, Screen Regions, and Navigation The terminology used to describe various user interface elements, including naming conventions and location reference information are described below. Key Terminology System vs. Application: This documentation refers to the MSU Academic Profile (AP) system as a system even though it is indeed a web-based software application, because it interfaces with other applications and has many modular components that make up what you experience as a system. It is powered by Digital Measures, a vendor, and leverages an important part of their software suite referred to as Activities Insight. However, we refer to the whole thing as the MSU AP system, since that out-of-box or vanilla product has been highly customized for MSU. Screen vs. Page: This documentation uses the word screen to refer to any screen within the AP system, in keeping with other project and vendor documentation and to avoid user confusion, even though many are actually web pages. MSU Academic Profile (AP) System User Manual Overview 30

37 Figure 3: AP Screen Region Topography Left Sidebar Menu: The static menu at the left of the AP system that is always displayed, regardless of which item within the menu has been selected. The currently-selected item is highlighted in grey. Clicking the Manage Your Activities item causes the Activities Database (Main Menu) to be displayed in the body region (or content pane ) of the system. Body Area (Content Pane): The larger region of the screen (under the header area, and to the right of the sidebar menu) is dynamic, meaning the content it displays changes depending on the screen that is accessed. Footer Tools: Only when you ve accessed a screen from the Manage Your Activities menu do the Rapid Reports and PasteBoard tools appear in the footer area of the browser. Clicking either causes the bottom portion of the browser window to expand upward to display tools you can use with the Activities Database screens. Left Sidebar Menu The sidebar menu is always at the left, regardless of the screen you have accessed. The screen you re currently viewing in the body (content) pane of the screen is highlighted in the sidebar. The title of the screen is always at the top. The content in the body area changes depending on the screen you ve selected. The headers and footers also remain unchanged, just like the sidebar menu, regardless of where you have navigated to within the application. MSU Academic Profile (AP) System User Manual Overview 31

38 Utilities are accessed from the menu that is always at the left side of the browser window, regardless of which screen you are currently displaying in the body area. These appear as green buttons, but may also be referred to as tabs or just menu items. They function as controls which display different screens in the body area of the system to the right of the menu. Documentation Transparency and Role-Based Screen Access Note: The menu options you see for your role may not be identical to the examples provided in this documentation. For the purpose of transparency, they are provided so that you can see what other users with different roles are able to see and do in the software. This allows you to see the big picture of who does what in the system. Depending on your role, the available options on the left sidebar menu may differ from those described in the table that follows. You may not see all of them or be able to use all of them based on the user group rights granted to you, which limit what you see and what you can do based on what you specifically will use the MSU AP system for. For more information about permissions and screen access by menu role, see Security Roles and Permissions on page 24 within the Access topic. Table 14: Left Sidebar Menu (Left-Hand Menu) Item Purpose and Usage Descriptions Menu item Summarized Purpose (and links to detailed instructions) System Administrators click this to display the Setup screen, which shows the six major sequentially-numbered tasks involved in preparing the system for use, along with completion status-related information and links to additional support resources. For more information, see Setup on page 69. System Administrators click this to view key and summarized information and links pertaining to support resources, status, and usage statistics. For more information, see Dashboard on page 71. The starting point for data entry, this is used to Click this to display the Activities Database screen (also referred to as the main menu ), from which you can select from a categorized list of links to specific activity screens that allow you to view a listing of previously-added items (stored records) for an activity, and also click buttons to edit them, copy them or add new ones. For more information, see Manage Your Activities on page 73. Click this to manage data for other users. It displays a screen that allows you to start by selecting an individual from a drop-down menu list and then clicking a button to take you to the Activities Database (main menu) where you can then select an activity screen and begin adding or editing information. For more information, see Manage Data on page 203. Obtain lists of data for any date range. Click to display a screen that prompts you to make selections and entries in a sequentially-stepped manner. The steps include selecting an instrument, date range, data, organization, user account type, file format, page orientation and size, additional assignment MAU, then clicking a button to display the report. For more information, see Run Ad Hoc Reports on page 211. Run reports that have been custom-built for MSU-specific purposes. Click this to display a screen in which you are prompted to select a report, a date range, a user account type, a file format, a page size, and then click a button to generate the report output file. For more information, see Run Custom Reports on page 223. MSU Academic Profile (AP) System User Manual Overview 32

39 Menu item Summarized Purpose (and links to detailed instructions) View a table listing the number of logins, number of records added and edited by various time periods, and download statistics for individual users as CSV files. For more information, see Usage Statistics on page 233. Add new user accounts; search for, view and edit user account information, which includes identification and security role assignment information. For more information, see Users and Security on page 237. Work Requests Designated individuals with specific roles in the AP system have access to the Work Requests screen, which provides a utility for formally initiating requests for changes (customizations) to the Activities Insight application and submitting them to the vendor Digital Measures. These may include data imports, screen revisions, report revisions, etc. Any AP user can submit requests for consideration by using the Contact Our Helpdesk form in the left sidebar menu. For more information, see Work Requests on page 247. Access instructional guide documents related to implementation and access categorized user forums in which you can connect with other users and exchange ideas. For more information, see Resource Center on page 248. Contact the IT Services Service Desk, provide feedback on the AP system, search the Knowledge Base, FAQs, Tutorial Videos, Tips & Tricks, or report system errors. For more information, see Help and Support on page 15. Displays conditions met by the vendor pertaining to privacy, security, compliance and protection of personal and proprietary data. For more information, see Privacy and Security on page 9. Logs you off (out of) the AP system and displays the Sentinel Single Sign-On Logout screen, which means you will no longer be automatically logged-in to other MSU applications that support single sign-on. For more information, see Logoff on page 29. Information Architecture Concept: This documentation is organized according to the left menu in the user interface of the AP system, with the top-level headings named accordingly to allow for familiar navigation to aid you in finding the information you need quickly. MSU Academic Profile (AP) System User Manual Overview 33

40 Browser Navigation Considerations AP is designed for compatibility with most popular browsers, but is not designed to use their functionality for anything other than viewing the display of the user interface. Using your web browser s navigation buttons may actually allow you to navigate in some instances, however, the system was not designed with that in mind. It is strongly recommended that you NOT use your Web browser s navigation tools (for example, the Back, Forward, and Refresh buttons). The tools on the horizontal toolbar near the top of the Web browser you use to access and use the AP software application with are not intended to be used for navigation (or for any other function) within the AP screens. Clicking one of your Web browser s navigation buttons (for example, the [Back] button to go to a previous page or screen) while using AP could possibly result in: Loss of entry/selection work System-generated error messages Automatic refresh Disabled functionality If you do click Back by accident, it might not have a negative impact at all. However, it is recommended that you log out completely, close your Web browser, and open a new browser window to log in again, rather than simply reloading the page or screen by clicking a browser refresh button, both of which may not be reliable mitigating options. Activities Database Categories and Sub-Categories Navigation and Data Management Access: To display the available categories and sub-categories of information that make up an academic profile, and to get started with entering information, get started by clicking the Manage Your Activities option on the left sidebar menu to display the Activities Database screen in the body area of the AP system. Sometimes referred to as the Main Menu, it serves as the starting point for adding and maintaining information in an academic profile. Managing Data For Others Reference: If you have been asked to manage data (enter new or modify existing information) for another person s academic profile, you must first use the Manage Data screen to select an individual to manage data for (on behalf of). After you select the individual, you will be taken to the Activities Database (a.k.a. Main Menu) for that person, and then the remaining instructions within this section will apply to your work. For more information on managing data for someone else, see Manage Data for Individuals on page 204 in Manage Data. For the purposes of this documentation, the following names are used to refer to types of information in the Activities Database. MSU Academic Profile (AP) System User Manual Overview 34

41 Figure 4: What Things Are Called - Important User Interface Element Naming References Activities Database (a.k.a. Main Menu ): The name of the screen (or web page) that is displayed in the body area of the AP system after you click on the Manage Your Activities sidebar menu option. Category: The broad categories displayed as green-colored headings on the Activities Database (Main Menu) screen. These include: General Information on page 75 Teaching on page 112 Scholarship/Research on page 133 Service Within the Academic Community on page 179 Service Within the Broader Community on page 185 Additional Activities and Impact Summaries on page 189 Sub-Category: The more specific listing of links (underlined names) preceded by forward arrow buttons under each category which display data collection screens. The initial display of a sub-category screen is to list items that have already been added, with tools to add new, edit, or copy. MSU Academic Profile (AP) System User Manual Overview 35

42 Activities Database Item List and Data Collection Screens Figure 5: Activities Database Sub-Category Screen - "List Mode" (initial Summary Screen display) Example & How To Access "Edit Mode" List Mode Summary Screen Items (Within Sub-Categories): Also sometimes referred to as a Summary Screen, when a sub-category screen is accessed, it initially displays a list of existing items that have already been added via the ADD A NEW ITEM button (which causes the data collection screen, or edit mode, to display). Multiple items (records or saved screen entries) may be saved for most sub-category screens. This basically means you fill out all the fields on the screen and save the information as an item, then repeat the process again as many times as are necessary. A minimal amount of key information is displayed as a summary to indicate the type of information included in the record to allow you to easily distinguish it from similar records. Edit Mode - Data Collection Screens (Online Forms): Data can be collected (or captured) via field entry, option selection, import/upload of documents, load from external MSU systems, or import from external non-msu systems. Clicking either the ADD A NEW ITEM button or the EDIT (pencil icon) button causes the view of the screen to change from the list of items to the editing or data entry mode, which then allows you to begin to enter, select, or import information. View Mode Data Display Screens: For those whose system roles afford them with Read-Only access, you will see a VIEW column on any Items added to screen you access from the Activities Database (Main Menu). This column will offer a view document (magnifying glass) icon used to view the data (content) for each item. Clicking this icon functions as a button that commands the system to display the relevant information contained within the activity subcategory item record. Capture Methods and External Information Sources Capture Methods: Within the subcategory screens, the following tools are provided for populating fields with data: Selection: Drop-down menu lists, checkboxes, and radio button options make available pre-populated items from which to select in order to specify information. Entry: Standard text entry fields are provided to enter data either by direct typing or pasting from a virtual clipboard. Import/Upload: Import buttons allow you to browse for and upload file attachments (for example, BibTeX files) or to connect to, then import from other systems (for example, PubMed). Footer Tab Tools: Additional tools known as Rapid Reports and PasteBoard appear only when the Manage Your Activities screen is selected, and provide efficient functionality to aid you in populating activity-related screens with information. MSU Academic Profile (AP) System User Manual Overview 36

43 External Information Sources: Some data displayed in the screens accessible from the Activities Database screen are not editable and are maintained in other MSU systems. Application Programming Interfaces (APIs) are used to automatically update, process, and display information from those systems within the AP system. Collectively, the data that is fed into, captured, maintained, and/or displayed within the activity screens by category make up an academic profile. Within each category heading, links to data entry screens are provided which are named according to more finely-grained subcategories. Automatically-Populated Information and Data Sources Not all fields of information within the MSU Academic Profile (AP) system are editable within the AP System due to the fact that the information is loaded from other systems at MSU where it is maintained. The AP system is integrated with other MSU systems to pre-populate and automatically update information. While much of the information contained within an academic profile is entered and maintained within the system, other information is fed from and maintained in MSU systems that are external to MSU Application Profile. Web services support allows the AP system to talk with following MSU applications and systems: Human Resources (SAP): User Information, Personal and Contact, Yearly, Permanent, Education Student Information System (CLIFMS): Courses Taught, Effort Percentage Sponsored Programs (SPA): Contracts & Grants MSU Technologies (MSU Tech): Intellectual Property Graduate Information (Grad Info): Graduate Student Committees/Supervision Scopus (SciVal): Publications in any Elsevier outlet (one-time load, will not be refreshed) Source System Contact Information At Top Of Each Screen: All AP screens displaying data that has been auto-loaded from other MSU systems show a message at the top to let you know whom to contact should you identify any data discrepancies. MSU Academic Profile (AP) System User Manual Overview 37

44 Figure 6: AP Data Sources and Destinations MSU Academic Profile (AP) System User Manual Overview 38

45 Common Tools for Selection, Entry, Command & Navigation Several selection, display, navigation, and action command tools exist in multiple areas of the AP user interface. These elements typically function in the same manner regardless of the screen in which they appear within the application. The table below identifies the way each tool appears in the user interface, its name, and how it is used to accomplish tasks. Table 15: Common Software Tool Usage Descriptions Tool Appearance Tool Name Usage Description Text Box (or Text Entry Field) Expand/Collapse Text Box Drop-Down Menu (or List) Click within the text box (or press the tab key from a previous field) to reposition the cursor so that it is within the field, and then type (or paste from virtual clipboard) to enter text in the box as necessary to provide the appropriate information. Click the down arrow button as necessary to expand the text box area. The button changes to an up arrow and a vertical scroll bar appears along the right side of the field. Click the up arrow button to collapse the view. Even when collapsed, information you have entered and/or pasted into the text box field remains there. You can either view it by expanding the view with the down arrow button again, or by using the vertical scroll bar. Use the drop-down menu by clicking the down arrow button to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. Check Box Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item. Radio Button (or Option) Store file link (or upload/attach a document file) Click here links Add another (or Add Section) Select the radio button by clicking within the circle to place a dot within it to indicate your selection of the desired option. Click the Store file link to cause the Browse button to appear. Click the Browse button to cause your browser s File Upload dialog box to appear. Use the folder navigation tools in the File Upload dialog box to locate and select a file to highlight it and populate the File name box accordingly, then click the Open button. The filename you selected appears to the right of the Browse button. Save the item record to complete the upload (file attachment) process. Click to display a popup window which allows you to select from various options in order to populate the field. Enables you to dynamically create a sub-answer or sub-record within a record by adding a new section containing blank fields. Select the number of sections you want to add. Use the drop-down menu by clicking the down arrow to display the list, and then MSU Academic Profile (AP) System User Manual Overview 39

46 Tool Appearance Tool Name Usage Description Move Up or Down (section sequencing or sub-record ordering) Required Field click on a number item in the list to highlight and select it to populate the box with your selection. Click the ADD button. The number of additional, blank section(s) you selected are added. Click the up/down arrows to move the section up or down as desired to specify the vertical order of appearance (or click the red X to remove the section). Required fields are marked with a red asterisk symbol. Field-Level Help Hidden value Edit icon Copy icon Audit log View icon Action buttons Plus/Minus buttons Click to display field-level help text in a popup window. The red H symbol appearing next to a field indicates confidential or sensitive data that will be hidden from view for all but the data owner. Click when you want to access an existing record screen and have the ability to modify its content with editable fields. Click when you want to copy an existing item and subsequently modify the information to save entry of duplicate information. Click to download a comma-separated value file containing a statistics report for an individual user. Click to display a read-only screen (for example, to view an Administrative Data Yearly report screen for a particular year). Action buttons exist throughout the user interface and when clicked, command the system to perform the particular action they are labeled to do. When specifying search criteria (for example, Author names when connecting to the PubMed system), you can search on more than one term by clicking the plus symbol (or click the minus symbol to remove a search term). MSU Academic Profile (AP) System User Manual Overview 40

47 Data Validation (System Response Messages) Information you enter into AP is validated against various business rules and logic, and in the event your entry does not adhere to them (for example, due to an inacceptable format), you are notified via a popup message, which makes you aware of the associated requirement. Such notifications typically appear after an attempt to save a record. Figure 7: Post-Save Popup Notification Related To Invalid Input - Example Confirmation prompts prevent unsaved data entry. Figure 8: Unsaved Data Entry Navigation Prompt - Example System maintenance and outage notifications appear at the top of any screen. MSU Academic Profile (AP) System User Manual Overview 41

48 Figure 9: Global System Messages From System Administrators Appear Within the Notification Area At The Top Of The Screen Required Fields It is important to understand that the vast majority of fields within the AP system are NOT required, due to the nature of work-in-progress draft states of many of the screens you will be using as you build your academic profile. Some, however do require particular fields to be completed prior to saving a draft of a record item. These are marked with a red asterisk to the right of the corresponding field, and typically also display a legend indicating the field is required at the bottom portion of the screen. MSU Academic Profile (AP) System User Manual Overview 42

49 Common Activity Management Procedures The following procedures generically apply to most Activities Database sub-category screens. Refer to the subcategoryspecific sections that follow this topic for complete descriptions of each field and unique exceptions. Viewing Existing Items Within An Activity Sub-Category on page 44 Searching For An Existing Item Within An Activity Sub-Category on page 46 Adding A New Item Within An Activity Sub-Category on page 48 Save And Add Another Item Within An Activity Sub-Category on page 51 Editing Existing Items Within An Activity Sub-Category on page 54 Copying Existing Items Within An Activity Sub-Category on page 57 Deleting Existing Items Within An Activity Sub-Category on page 59 Using the Add Another Feature to Create Multiple Subsections on page 61 Storing A File on page 63 Screens These Procedures Do Not Generally Apply To: Before you begin performing the general activity management procedures in the subtopics that follow, be aware of some notable exceptions. The following activity subcategory screens are unique in that the generic procedures in this topic do not necessarily apply, typically due to the display of some data as read-only when maintained in a separate, integrated MSU system. Noted after each is a brief description of the way in which the screen is an exception to having the generic procedures apply to them, followed by a cross-reference to the unique instructions for each. The majority of elements on these screens are not editable, however, most do have some fields that can be populated in order to add to the record. General Information > Personal and Contact Information: A single editable screen in which multiple item records are not supported. For screen-specific instructions, see Personal and Contact Information on page 76. General Information > Administrative Data Permanent Data: A single editable screen in which multiple item records are not supported. For screen-specific instructions, see Administrative Data - Permanent Data Yearly Data on page 80. General Information > Administrative Data Yearly Data: Multiple items are supported, but are viewonly. For screen-specific instructions, see Administrative Data - Permanent Data Yearly Data on page 80. General Information > Education: Modification of items is generally not handled within the AP system. For screen-specific instructions, see Education on page 98. Teaching > Graduate Committees: Modification of items is generally not handled within the AP system. For screen-specific instructions, see Graduate Committees on page 117. Teaching > Courses Taught: Modification of items is generally not handled within the AP system. For screen-specific instructions, see Courses Taught on page 126. Scholarship/Research > Sponsored Program Proposals Administered by MSU SPA: Modification of items is generally not handled within the AP system. For screen-specific instructions, see Sponsored Program Proposals - Administered by MSU SPA on page 138. Scholarship/Research > Publications, Papers and Other Creative Works: Includes the additional ability to import items from other systems. For screen-specific instructions, see Publications, Papers and Other Creative Works on page 147. Scholarship/Research > Intellectual Property (e.g., copyrights, patents): Modification of items is not handled within the AP system. For screen-specific instructions, see Intellectual Property (e.g., copyrights, patents) on page 169. MSU Academic Profile (AP) System User Manual Overview 43

50 Viewing Existing Items Within An Activity Sub-Category Follow this procedure whenever you want to view items that have been previously added to a subcategory. This general procedure is also used to simply select a sub-category within a category heading on the main menu (Activities Database screen), which may or may not have previously-added items. No Items Note: The absence of an item in a sub-category does not necessarily mean it is without data. If there isn t a summary (list mode) screen, it means there is only one record for that sub-category and you won t see a summary screen. Instead, you will be taken directly into the actual data entry (edit mode) screen. To view existing items for a profile sub-category (view previously-entered data): 1. On the left sidebar menu, click on the Manage Your Activities item. The Activities Database (Main Menu) appears in the content pane. 2. On the Activities Database (Main Menu) screen, click the desired sub-category link (for example, Other Professional Positions within the General Information category). The sub-category screen you selected (for example, Other Professional Positions ) appears in item list mode in the body area. When multiple items are present, they are listed on the summary screen in descending order with undated items at the top. MSU Academic Profile (AP) System User Manual Overview 44

51 From the Items List mode of the screen, you can click the pencil existing information (fields of data) for that item. icon in the EDIT column to view the Read-Only: When the access permissions associated with your user role in the AP system are read-only, you will not see the Edit pencil icon. Instead you will see the VIEW column with the view document (magnifying glass over a document) icon. End of procedure. MSU Academic Profile (AP) System User Manual Overview 45

52 Searching For An Existing Item Within An Activity Sub-Category Perform the following procedure when you want to search for a previously-added activity item on a sub-category screen in which the list of existing items is quite long. Prior Procedure Reference: Before you begin, you must first select an activity sub-category. For more information about how to select an activity sub-category, see Viewing Existing Items Within An Activity Sub- Category on page 44. To search for an existing item within an activity sub-category: 1. In the search text box field, enter the desired text. Click within the text box to reposition the cursor so that it is within the field, and then type (or paste from virtual clipboard) to enter text in the box as necessary to provide the appropriate information. 2. Click the SEARCH button. The item list below the search box is refreshed based on the criteria you entered to display the results of your search. MSU Academic Profile (AP) System User Manual Overview 46

53 Click the edit icon under the EDIT column within the row for the item you want to view and/or edit, as desired to view the content of the item. For more information, see Editing Existing Items Within An Activity Sub-Category on page 54. Click the copy icon under the COPY column within the row of the desired item if you want to copy it as a new, additional item you can then modify. For more information, see Copying Existing Items Within An Activity Sub-Category on page 57. Click the view icon under the VIEW column to simply view the data content for an item record. When your permissions are read-only, your role limits your options to only the view capability. Clear Search Tip: To clear previously-entered search criteria text and enter new text to search on a different keyword or string, click the grey x button which appears within the search box on the right side after text has been entered. End of procedure. MSU Academic Profile (AP) System User Manual Overview 47

54 Adding A New Item Within An Activity Sub-Category Adding a new item within an activity sub-category is done whenever you want to add a new record to the database in the form of a saved entry. Many activity sub-categories permit you to fill out an online form, save it, and then repeat the process. This procedure pertains to the first-ever item, when no previous items have been entered, as well as subsequent items you want to add later. Prior Procedure Reference: Before you begin, you must first select an activity sub-category from the main menu. For more information on how to select an activity sub-category, see Viewing Existing Items Within An Activity Sub-Category on page 44. To add a new item: 1. On the desired activity sub-category screen, click the ADD A NEW ITEM button. The screen (body area of page) is refreshed to display an online form with editable fields (in which you can make selections and entries). 2. Populate the fields as desired using the text entry and option selection tools provided. Using Software Selection/Entry/Command Tools: For more information about using selection and entry tools to populate fields with information in the blank form screens, see Common Tools for Selection, Entry, Command & Navigation on page After you have completed populating fields as desired, click the SAVE AND RETURN button. MSU Academic Profile (AP) System User Manual Overview 48

55 You may experience system response messages at this point which alert you to unacceptable or missing information. The AP system is designed to validate information you enter against various rules to ensure your data is appropriately formatted. About Popup Messages When Attempting To Save: For more information about messages alerting you to incomplete or invalid input, see Data Validation (System Response Messages) on page 41. Otherwise, you will know the information you entered and/or selected is saved to the database when a new line item (table row) appears in the Items added to section (initially highlighted in a green color to indicate it is new, and then slowly fading to have a white background). MSU Academic Profile (AP) System User Manual Overview 49

56 Incomplete Fields Permitted: Most activity database screens permit you to save even when you have not completed filling out all fields. After saving and returning to the item list view, the item you just added may display an informational note to alert you to the fact that it is incomplete which reads Record has blank values for the fields that display on this screen. End of procedure. Related Procedure Save and Add Another: If you want to save the existing item and immediately display a new, blank form to add another item (separate record) you would follow this same procedure up until step 3, where you would then click the SAVE AND ADD ANOTHER button instead of the SAVE AND RETURN button. For complete instructions, see Save And Add Another Item Within An Activity Sub-Category on page 51. MSU Academic Profile (AP) System User Manual Overview 50

57 Save And Add Another Item Within An Activity Sub-Category Saving and adding another new item within an activity sub-category is done whenever you want to save data you ve just entered and/or selected, and then immediately display a new, blank form so that you can add a subsequent item (another new form) to the database in the form of a saved entry. Many activity sub-categories support multiple items (records) by allowing you to fill out an online form, save it, and then repeat the process. Prior Procedure Reference: Before you begin, you must first add an item that is to say that this procedure begins while you are currently displaying a data entry screen with editable fields in which you have selected options and entered values, but have not yet saved the data. In order to get to the start screen for this procedure, you must first click the ADD A NEW ITEM button on an activity sub-category item list screen. For more information on how to add an item, see Adding A New Item Within An Activity Sub-Category on page 48. To save one item and add another new item: 1. While in edit mode on the desired activity sub-category screen, ensure you have populated the fields as desired using the text entry and option selection tools provided. Using Software Selection/Entry/Command Tools: For more information about using selection and entry tools to populate fields with information in the blank form screens, see Common Tools for Selection, Entry, Command & Navigation on page Click the SAVE AND ADD ANOTHER button. Your item is saved and a new, blank online form screen appears with editable fields. 3. After you have completed populating fields as desired, click either the SAVE AND ADD ANOTHER button to add yet another item, or the SAVE AND RETURN MSU Academic Profile (AP) System User Manual Overview 51

58 items you just added. button to display the list view of the activity database screen, which will list the You will know the information you entered and/or selected is saved to the database when a new line item (table row) appears in the Items added to section of the list mode on the activity database screen (the most recent item is initially highlighted in a green color to indicate it is new, and then slowly fading to have a white background). You can either click the SAVE AND RETURN button or select the activity sub-category again from the main menu to display the list mode view. MSU Academic Profile (AP) System User Manual Overview 52

59 Incomplete Fields Permitted: Most activity database screens permit you to save even when you have not completed filling out all fields. After saving and returning to the item list view, the item you just added may display an informational note to alert you to the fact that it is incomplete which reads Record has blank values for the fields that display on this screen. End of procedure. Related Procedure Copy: If you want to copy an existing item and then subsequently modify it in order to avoid re-entering identical information in some fields, you are permitted to do so. For complete instructions on how to copy an existing item, see Copying Existing Items Within An Activity Sub-Category on page 57. MSU Academic Profile (AP) System User Manual Overview 53

60 Editing Existing Items Within An Activity Sub-Category Editing existing items is done when you want to modify items (records) that have previously been added for an activity. In a nutshell, you start by selecting an activity from the main menu which displays the list of existing items, then locate the item you want to edit in the list of items, click its checkbox to select it, click the Edit (pencil) icon to display the content with editable fields, make changes as necessary, then save. To edit a previously-added activity item: 1. Select the desired activity from the Activities Database main menu (for example, by selecting > > ). The activity you selected appears, listing the items that were previously added. 2. In the Items added to table list, locate the item you want to edit and within its row, under the EDIT column, click the pencil icon. MSU Academic Profile (AP) System User Manual Overview 54

61 The screen is refreshed to display the previously-added item content with editable fields. 3. Make necessary changes by selecting different options and/or modifying text in the fields provided as desired. Refer to the screen-specific field usage instructions for more information by starting with the Manage Your Activities topic, and then selecting the appropriate category > sub-category within this documentation. Field Selection/Entry How-To Reference: For general information about using common selection and entry tools to specify data in activity screens, see Common Tools for Selection, Entry, Command & Navigation on page Click the SAVE AND RETURN button. MSU Academic Profile (AP) System User Manual Overview 55

62 The Items added to list view of the activity screen displays, with the item you recently edited initially highlighted in green. Eventually, this will return to having a white background like all other items in the list. End of procedure. MSU Academic Profile (AP) System User Manual Overview 56

63 Copying Existing Items Within An Activity Sub-Category Copy an existing activity item when you want to re-use some of its information in a new item to avoid re-entry and reselection work. You can then delete the information you did not want to re-use, modify existing content, and add new content to the copied item. To copy (and then modify) an existing activity item: 1. Select the desired activity from the Activities Database main menu (for example, by selecting > > ). The activity you selected appears, listing the items that were previously added. 2. In the Items added to table list, locate the item you want to copy and within its row, under the COPY column, click the document copy icon. You will then be taken into the copied record to make any required modifications and then save the record as usual. 3. Make necessary changes by selecting different options and/or modifying text in the fields provided as desired. Field Selection/Entry How-To Reference: For more information about using common selection and entry tools to specify data in activity screens, see Common Tools for Selection, Entry, Command & Navigation on page Click the SAVE AND RETURN button. MSU Academic Profile (AP) System User Manual Overview 57

64 The Items added to list view of the activity screen displays, with the item you recently copied and modified initially highlighted in green. Eventually, this will return to having a white background like all other items in the list. End of procedure. Related Procedure Reference - Editing: After you ve copied an item, you will want to modify the information to make it an unique item record. For more information about how to edit a document, see Editing Existing Items Within An Activity Sub-Category on page 54. MSU Academic Profile (AP) System User Manual Overview 58

65 Deleting Existing Items Within An Activity Sub-Category Perform this procedure when you want to remove a previously-added item from a list of items for a particular activity sub-category. Before You Begin: You must first select an activity sub-category in order to display the list of available items from which to delete. Select the desired activity from the Activities Database main menu (for example, by selecting > > ). The activity you selected appears, listing the items that were previously added. To delete an activity item: 1. To the left of the item in the list you want to delete, check its checkbox. Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again if you want to clear the mark and deselect the item. 2. Click the DELETE button. 3. A popup window (dialog box) appears, prompting you to confirm the requested action. On the confirmation popup window, click the OK button (or Cancel if unsure). MSU Academic Profile (AP) System User Manual Overview 59

66 The activity sub-category screen is refreshed to show that the item has been removed from the list. End of procedure. MSU Academic Profile (AP) System User Manual Overview 60

67 Using the Add Another Feature to Create Multiple Subsections To add additional subsections that is, new, blank sections appearing on the same activity screens which may contain one or more blank fields, follow this procedure. Several screens in the AP system offer this functionality, which allows you to essentially add multiple subsections of information within a section of the screen. They are always labeled with the text Add another followed by a drop-down menu containing numbers from which to select (in order to specify the number of additional, blank subsections to be added), and an ADD button. Tip: You might also think of this functionality as a dynamic sub-answer, or a record within a record, where you are basically adding one or more new rows (containing one or more blank fields) to a section of the screen. Significant ordering via the up/down arrows that appear then allows you to change the order in which these rows appear vertically in relation to each other. To add another subsequent (additional) subsection to an activity screen section: 1. On the Activities Database main menu screen, in the desired category, click the desired activity subcategory link (for example, Impact Summaries). 2. On the activity subcategory screen, initially displayed in list mode, do one of the following: Click the pencil button in the EDIT column to edit an existing item (record). Click the ADD A NEW ITEM button, and add the 1 st item (record). 3. While in edit mode of the chosen activity screen, in the Add another : field, select the desired numeric value from the drop-down menu list to represent the number of additional subsections you want to add. Use the drop-down menu by clicking the down arrow to display the list, and then click on a number in the list to highlight and select it to populate the box with your selection. 4. Click the ADD button. A new, blank subsection appears below the existing one (numbered sequentially, for example 2 nd Impact Statement when only one had previously been added, 3 rd when two were present, and so on). 5. Click the up and/or down arrow buttons as necessary to move the subsection according to the order in which you want it to appear (or click the red X button to delete it). MSU Academic Profile (AP) System User Manual Overview 61

68 6. Click the SAVE AND RETURN button to save all additional subsections to the item (or SAVE AND ADD ANOTHER to add a subsequent item). End of procedure. MSU Academic Profile (AP) System User Manual Overview 62

69 Storing A File The AP system allows you to upload documents as attachments to item records in the activities database. Several screens provide a Store File link next to particular field labels. When a file is associated with a record, it enables reporting of activity data and supporting documentation together to provide a more complete picture of the activities in which faculty members are involved. File Size Restrictions: 10MB is the default maximum file size, however, this can be increased up to 50MB if necessary. If an increase in the limit is required, project administrators with the University: Work Requests Only role have the capability to submit a work request for the increase to Digital Measures. Retrieving Stored Files: After a file has been stored, authorized users can retrieve it via the following ways: Data Collection Screen: From the data collection screen where the file was stored, a Download link is provided. Report: From a link in a report, when not previously specified to be hidden. The content of the stored file itself cannot be displayed directly in the body of the report. Accessing Stored Files: After a file has been stored, it can be accessed according to the following permissions: Manage Your Activities: Grants a user access to his or her own files. Manage Data: Grants a user access to the files stored for the users within his or her scope of security, which could include one or more individuals, departments or colleges. Run Ad Hoc Reports: Grants a user access to the files stored for users within his or her scope of security. Run Custom Reports: Grants a user access to the files specifically referenced in the custom reports to which the user has access, for the users within his or her scope of security. Follow this general procedure when you want to attach a file to an item record (for example, a Presentation). To store (upload) a file (attachment): 1. To the right of the field label, click the Store file link. A Browse button appears below the link. 2. Click the Browse button. The File Upload dialog box pops up. 3. Use the folder navigation tools to locate the desired presentation file and click on it to select it and populate the File name field. 4. Click the Open button. MSU Academic Profile (AP) System User Manual Overview 63

70 The browser File Upload dialog box closes and the name of the file you selected is displayed to the right of the Browse button. 5. Click the SAVE AND RETURN button to save the item. The record must be saved in order to retain the stored file. Otherwise, you will be prompted to delete, or replace, the file upon subsequent saves to the record. After saving the item record, then subsequently accessing it (via the Edit pencil icon) again, the stored file will appear as a Download link, with a checkbox that allows you to either delete or replace the file upon saving the record again. End of procedure. MSU Academic Profile (AP) System User Manual Overview 64

71 Rapid Reports Sometimes while adding to a specific category of information in an academic profile it helps to: Refer to (view) existing information contained elsewhere in your profile Copy from (and subsequently modify) existing information contained elsewhere in your profile Performing a quick search for that information, without having to leave the in-progress screen you re working on, is ideal. Rapid Reports allows you to do this. It is accessible via the footer area of the AP system only when you re currently displaying a screen within the Manage Your Activities module. Additionally, by allowing you to run reports from the same screens into which you enter your data, Rapid Reports allows you to easily see the effect the data you enter has on your reports. To run a rapid report: 1. Click the Manage Your Activities item on the left sidebar menu. The Activities Database (main menu) screen displays in the body area, along with the Rapid Reports tab in the footer area. Regardless of which screen you select from the main menu, the Rapid Reports functionality will be available in the footer region of the screen. Scroll to the bottom of the screen to see the Rapid Reports tab. 2. Click the Rapid Reports tab in the footer area. The footer area of the screen expands downward below the tab to display the Rapid Reports tab content and tools. 3. Select the desired report in the Report drop-down menu. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. 4. Specify the Start Date, End Date, and File Format as desired using the menu lists provided. 5. Click the RUN REPORT button. MSU Academic Profile (AP) System User Manual Overview 65

72 Depending on your browser settings, you may be prompted with a dialog box to either Open with or Save File. 6. Select the desired option, and click the OK button. If you selected Open with, the file is displayed (otherwise, you will have to open it from the location in which you saved it with the desired program for example, Microsoft Word or Adobe Acrobat). When the format you selected is HTML, since you re already using a web browser within the system, if you selected Open, the report is displayed in a new browser window. End of procedure. MSU Academic Profile (AP) System User Manual Overview 66

73 PasteBoard Use the PasteBoard when you want to copy information from an external source document into fields on AP data entry screens to ensure proper formatting. Pasting content into the PasteBoard and then selecting and dragging portions of it into particular system fields ensures Unicode compliant characters and fonts (such as Times New Roman or Arial) are used to populate fields. Up to 4K (4,000 bytes) of text can be copied at a time from another document, such as a Microsoft Word document. The PasteBoard feature of the AP system is accessed from a tab in the footer area, only when working on screens in the Activities Database (accessible via the main menu after selecting the Manage Your Activities option on the left menu). To use PasteBoard to populate fields with text from an external document: 1. While displaying the Activities Database main menu screen, or any activity subcategory screen, scroll to the bottom of the screen and click the PasteBoard tab in the footer area. The PasteBoard tab content section displays, expanding downward below the tab. 2. Copy text from an external document and paste it into the text box field by using the keyboard shortcut Ctrl+V (press and hold the Control key, then press the V key). Alternately, select text from your document, hold the left mouse button down, drag the content to the PasteBoard, and then release the mouse button to paste the text into the PasteBoard. MSU Academic Profile (AP) System User Manual Overview 67

74 3. Select the desired portion of the copied text from the textbox field and either drag-and-drop or copy-andpaste it into the corresponding field in the screen above. The field becomes populated with your text. Repeat the aforementioned steps to populate additional fields in the screen as desired. End of procedure. MSU Academic Profile (AP) System User Manual Overview 68

75 Setup The Setup screen is used by system administrators to view the six major sequentially-numbered tasks involved in preparing the system for use, along with completion status-related information and links to additional support resources. The MSU functional role known as University: Work Requests Only has been established for the purpose of submitting and managing work requests to the vendor, Digital Measures. Individuals with this role do not have permission to access faculty records, however, they use the Setup screen to ensure new colleges and departments are established in the AP system as it is implemented and rolled out across MSU over time. More Information >> links: Display additional details about a setup step in a popup window. MSU Academic Profile (AP) System User Manual Setup 69

76 Figure 10: Setup Screen - Example Administrator Guide Download Digital Measures publishes a guide for Administrators that covers in detail each step of the Setup process. To download the Administrator Guide: MSU Academic Profile (AP) System User Manual Setup 70

77 Dashboard The Dashboard screen is used to provide a quick glance at important information about the system. System and Project Administrators click this to view key and summarized information and links pertaining to support resources, status, and usage statistics. It is comprised of the following sections of information: Digital Measures Support: Vendor support contact information is provided. Administrator Resources: Demo video, administrator guide download, and configuration download. Additional Features: Learn about additional features available for implementation. Setup Status: The number of steps that have been completed for each instrument are displayed. Setup Reference: For more information about using the Setup screen, see Setup on page 69. Usage Statistics: A table displays user record and login statistics. Usage Statistics Reference: For more information on interpreting and using Usage Statistics, such as viewing/downloading an individual s activity audit log, see Usage Statistics on page 233. MSU Academic Profile (AP) System User Manual Dashboard 71

78 Figure 11: Dashboard Screen Partial Screen Example Database Configuration Download From the Dashboard screen, the configuration of the MSU Activities Database instrument is made available for download. To download the database configuration: MSU Academic Profile (AP) System User Manual Dashboard 72

79 Manage Your Activities Managing your activities is synonymous with building an academic profile. The Manage Your Activities option on the left sidebar menu within the MSU Academic Profile system provides access to the screens that allow you to view and add information to an academic profile. It allows you to select categories of information and then enter relevant information to each category. It is where the bulk of the work (data entry) is done, or in other words, the meat of the system, if you will. That is to say this is the starting place where the majority of the work is done in establishing and maintaining an academic profile the Activities Database, also referred to as the main menu from which a series of sub-screen links organized by information type categories take you to collection screens used for display, entry, selection, and importing of the information. Overview: Faculty and delegated data entry support staff use the Manage Your Activities screen to click links to data collection screens organized by category in order to build and maintain information in an academic profile. From those screens, you are then able to edit existing records, copy then edit existing records, add new records or delete records. Purpose: Specify (via entry, selection, and/or import) and maintain (edit) your activities-related information organized by the following broad categories: General Information on page 75 Teaching on page 112 Scholarship/Research on page 133 Service Within the Academic Community on page 179 Service Within the Broader Community on page 185 Additional Activities and Impact Summaries on page 189 Common Tools: Various data selection and entry tools function in the same manner regardless of which activity screen you are using. Common throughout the user interface are basic software features (text entry fields, option lists, menus, buttons, etc.) which are described in the Overview portion of this documentation. Detailed Tool Usage Instructions Reference: For complete information about how to use selection and entry tools on activity screens, see Common Tools for Selection, Entry, Command & Navigation on page 39. Common Procedures: The majority of activity screens accessible via the Manage Your Activities menu allow you to search for items, add items, edit items, save items, copy items and delete items. Common procedures exist for performing these types of actions on these data entry screens. Detailed How-To Procedures Reference: For common procedures that apply to most activity sub-category screens, including how to View, Search For, Add, Save, Edit, Copy, and Delete activity items, see Common Activity Management Procedures on page 43 within the Overview topic. Unique Activity Screens: Non-standard screens may be unique in that they do not permit multiple item entry, and/or may display information that is maintained in other MSU systems. When common procedures do not apply, the sections that follow provide procedures for maintaining information in these unique screens. MSU Academic Profile (AP) System User Manual Manage Your Activities 73

80 Specific Field Usage Descriptions: The following sections, organized by activity Category > Sub-Category, display field-specific reference information for each field on each screen to guide you in selecting and entering appropriate information in each. MSU Academic Profile (AP) System User Manual Manage Your Activities 74

81 General Information > This category contains information commonly associated with your academic accomplishments. The category of General Information includes things such as name, contact information, basic employment and education information, and professional licenses, certificates, memberships and awards and honors. The General Information category includes the following activity sub-category screen links: Personal and Contact Information on page 76 Administrative Data - Permanent Data Yearly Data on page 80 Other Professional Positions on page 92 Awards, Honors and Fellowships on page 95 Education on page 98 Faculty Development Activities Attended on page 101 Licensures and Certifications on page 103 Media Appearances on page 105 Assignment Percentage of Time on page 108 MSU Academic Profile (AP) System User Manual Manage Your Activities 75

82 Personal and Contact Information > > The Personal and Contact Information screen displays automatically-loaded information from SAP (MSU s Human Resources software system) and it also permits manual data entry. It is used for basic biographical and directory information about the faculty member, which is used on CVs and various reports. When the data changes in the HR system, updated records are reflected accordingly in the AP system. It displays Names (all kept by HR systems and additional names not kept by HR-publishing name), Addresses, Work Addresses, etc., and text boxes to hold a brief biography, and brief information regarding teaching, research and outreach interests. It provides some editable fields, while some others are automatically populated from the HR system. It is intended to be used as a single record of information, so multiple items are not permitted like they are for other activity sub-categories. Clicking the sub-category link on the Activities Database main menu will directly display the edit mode rather than a list mode, and you may edit this information at any time. Sensitive Data Notes: No DOB, Citizenship, or Gender data is displayed, and work address information may be restricted by each user. The general procedures covered in the Overview > Common Activity Management Procedures topic within this documentation may not generally apply to this unique activity sub-category screen due to some information being display-only because it is maintained in MSU s Human Resources system. Using Lookup (Click here) Links To Specify Additional or Alternate Values Several fields on the Personal and Contact Information screen offer Click here links near certain fields which are used to display popup windows containing additional or alternate information you can select to specify different information on the screen than what is displayed by default. To view and select additional or alternate values to be displayed: 1. Click the Click here link (for example, to view additional Work Phone Numbers for the Work Phone field). A popup window displays additional or alternate phone numbers from which to select. 2. In the Use on CV? field, select the Yes item to specify that you do want the additional number to be displayed. If you want this work phone number to appear on your CV. If you do not click yes, the first in the sequence will be used. 3. Click the OK button. That additional information you selected will be shown in the appropriate order. End of procedure. MSU Academic Profile (AP) System User Manual Manage Your Activities 76

83 Field-Specific Usage Instructions Figure 12: Personal and Contact Information Screen Partial Screen Example Confidentiality Tip: Unless restricted in the MSU Human Resources (HR) system, the majority of fields of information displayed on this screen is considered Public Data. This screen contains basic biographical and contact information. Most of the data on this screen is pre-populated from the MSU Human Resources System. If you have any questions about the data appearing on this screen, please contact the IT Services Help Desk: (517) or Table 16: Personal and Contact Information Screen - Field Usage Descriptions Field Prefix First Name Middle Name Usage Description A title that you would prefer to see on reports prepared from the system. Select a title to be used in reports (for example, Ms., Mrs., Mr., Dr., and Professor) from the list as desired. Click the down arrow to display the list, hover your mouse over an item in the list to highlight it and then click on the item to select it, which closes the drop-down menu list and populates the field box with the item you selected. This reflects your legal name as viewed by MSU (typicallly your name as it appears on your Social Security Card.), and as it is maintained in the Human Resources System. The legal first name of the person as stored in the HR system. This reflects your legal name as viewed by MSU (typicallly your name as it appears on your Social Security Card), and as it is maintained in the Human Resources System. The legal middle name or initial of the person as stored in the HR system. MSU Academic Profile (AP) System User Manual Manage Your Activities 77

84 Field Last Name Professional or Preferred Name Click here to view Name History Click here to view Alternate Names You Publish Under MSU Use on CV? Click here to view Additional Addresses Work Address: Building Room & Street Address City, State Usage Description This reflects your legal name as viewed by MSU (typicallly your name as it appears on your Social Security Card.), and as it is maintained in the Human Resources System. The legal last name of the person as stored in the HR system. This is the Professional Name maintained in the Human Resources System. The Professional Name as stored in the HR system in FirstName MiddleName LastName format. Click to display a list of previously-used names from which to select to use on the CV. Click to display a list of alternate names you ve previously entered, or use to enter a new name you ve published under to make it available. Select the desired name to add to the item record, specifying a number to control the order of appearance, if desired. Your address as recorded in the HR system in [msunetid]@msu.edu format. Yes/No indicator to show whether or not the associated field should be shown on the CV report. Click Yes if you want this address to appear on your CV. If you do not designate this or any other Additional addresses by default address will be used. Click to display additional addresses, select them for inclusion, and specify the sequential order in which you want them to appear on the item record. Depending on whether or not the Building Name is found on the Building Address table in ADR_LINE_2, the mailing address with room or suite number may be found in ADR_LINE_1 or ADR_LINE_2. The room or suite number is pulled not from the Building Address table, but from the persons' Work Address table. The building name of the on-campus work address is displayed. Line 1 of the standard-format MSU on-campus building address contains the building name. The street address of the primary work location with room or suite number. Displays the information from the HR system in the format of: [Number] [Street Name (in caps)] [ROOM or STE] [Room or Suite number] (For example, 469 WILSON RD ROOM 106F). The city and state of the primary work address. ZIP Only 6-digit zip codes are displayed, for example Country Use on CV? Click here to view Additional Work Addresses Use on CV? Work Phone Ext. Click here to view Additional Work Phone Numbers Use on CV? Fax Number Click here to view Additional Fax Numbers Personal Website Restrictions The country code of the primary work address (for example, US). Yes/No indicator to show whether or not the associated field should be shown on the CV report. Click to display additional work addresses, select them for inclusion, and specify the sequential order in which you want them to appear on the item record. Yes/No indicator to show whether or not the associated field should be shown on the CV report. This is the screen label for the work phone number which is made up of area code, prefix, suffix and extension. The extension associated with your work phone number. Click to display additional work phone numbers, select them for inclusion, and specify the sequential order in which you want them to appear on the item record. Yes/No indicator to show whether or not the associated field should be shown on the CV report. Click Yes if you want this work phone to appear on your CV. If you do not click yes, the first in the sequence will be used. This is the screen label for the work fax number which is made up of area code, prefix and suffix. Click to display additional fax numbers, select them for inclusion, and specify the sequential order in which you want them to appear on the item record. Enter a URL for your personal web site. Indicates whether the employee has asked that address and phone information be restricted from publication. MSU Academic Profile (AP) System User Manual Manage Your Activities 78

85 Field Address Restricted Flag Brief Biography Teaching Interests Research and Outreach Interests Action buttons Usage Description A confidential data code is displayed to indicate the reason the address information is restricted in the HR system, according to the following key: B=Business N=No Spec/Pers O=Other S=Safety If this flag is = Yes, no work address information will be loaded for you. Enter a brief biographic sketch. Click the down arrow button as necessary to expand the text box area. The button changes to an up arrow and a vertical scroll bar appears along the right side of the field. Click the up arrow button to collapse the view. Even when collapsed, information you have entered and/or pasted into the text box field remains there. You can either view it by expanding the view with the down arrow button again, or by using the vertical scroll bar. Enter a brief not concerning your teaching interests. Click the down arrow button as necessary to expand the text box area. The button changes to an up arrow and a vertical scroll bar appears along the right side of the field. Click the up arrow button to collapse the view. Even when collapsed, information you have entered and/or pasted into the text box field remains there. You can either view it by expanding the view with the down arrow button again, or by using the vertical scroll bar. Enter a brief note concerning your research interests. Click the down arrow button as necessary to expand the text box area. The button changes to an up arrow and a vertical scroll bar appears along the right side of the field. Click the up arrow button to collapse the view. Even when collapsed, information you have entered and/or pasted into the text box field remains there. You can either view it by expanding the view with the down arrow button again, or by using the vertical scroll bar. Saves the entries and selections you have made on the screen in the item (record) and returns you to the item list view of the screen. Takes you to the item list view of the screen, but does not save any entries and/or selections you have made to the screen. For more information, see Common Activity Management Procedures on page 43. MSU Academic Profile (AP) System User Manual Manage Your Activities 79

86 Administrative Data - Permanent Data Yearly Data > > Administrative Data contains information commonly associated with an academic staff member's current and historical employment information. Permanent Data: MSU start and end date, dates associated with various ranks (regardless of where earned), tenure and continuing status indicators, sabbatical leave indicators and dates, and offer letter details are displayed. Note that dates in the previous HR system showing when a particular rank was attained may be only a year or a year and month. Yearly Data: For each year (beginning in 2011), leave actions that are/were in effect; assignments, reporting organizations, salary distributions and paying organizations are displayed. The general procedures covered in the Overview > Common Activity Management Procedures topic within this documentation do NOT necessarily apply to these unique activity sub-category screens. Uploading An Offer Letter When you have a formal offer letter you want to attach to the Permanent Data screen so that it will reside there as a part of your official permanent record within the AP system, follow this procedure to browse network file folders to select and upload the document file, which you can then view at any time by clicking a link from this screen. Anyone with access to Manage Data for a person can view stored file(s). To upload (attach) an offer letter file: 1. In the OFFER LETTER section of the Permanent Data screen, click the Store file link to the right of the Upload Offer Letter field. A [Browse ] button appears below the Store file link. 2. Click the Browse button. MSU Academic Profile (AP) System User Manual Manage Your Activities 80

87 Your browser s File Upload dialog box appears in the foreground. 3. Use the navigation tools to locate and select the desired file. When you click on the desired file, it will be highlighted to indicate your selection, and the File name: field becomes populated accordingly. 4. Click the Open button. The filename of the file you selected is displayed to the right of the Browse button. 5. Click the SAVE AND RETURN button at the bottom of the screen. Your file is saved and becomes attached to the Permanent Data screen. Upon subsequent access, the Permanent Data screen displays your file as a downloadable link, along with a checkbox which will allow you to delete or replace the file. MSU Academic Profile (AP) System User Manual Manage Your Activities 81

88 End of procedure. MSU Academic Profile (AP) System User Manual Manage Your Activities 82

89 Field-Specific Usage Instructions Figure 13: Administrative Data Permanent Data Screen Example Data on this screen are related to your hiring and status in the tenure or continuing system. Most of the data appearing below is pre-populated from the MSU Human Resources System. If you have any questions about the data appearing on this screen, please contact the IT Services Help Desk: (517) (M-F 7AM - 5PM) or itserve@msu.edu. Table 17: Administrative Data Permanent Data Screen - Field Usage Descriptions MSU Academic Profile (AP) System User Manual Manage Your Activities 83

90 Field MSU Start Date MSU Termination Date Status - Tenure System subsection Current Status Tenure System Entry Date Tenure Effective Date Tenure Home Org Tenure Home MAU Rank - Tenure System subsection Current Rank (Tenure System) Date Attained Rank of Assistant Professor at MSU (Tenure System) Date Attained Rank of Assistant Professor at Other Institution (Tenure System) Date Attained Rank of Associate Professor at MSU (Tenure System) Date Attained Rank of Associate Professor at Other Institution (Tenure System) Usage Description DATES section This is the MSU Hire Date, which is broken into Month, Day and Year fields for display on the screen. This date is the date that you were hired as a Faculty and Academic Staff member. For non-current faculty and academic staff, the termination date will be set to deceased date or retired date or terminated date, depending on which is most appropriate. TENURE section This field shows, for faculty in the tenure system, their current status. Three values are currently kept in the source system for this data: "Tenure Sys Prob," "With Tenure" and "With Tenure Emeritus." This field displays the date that the faculty member first entered the tenure system process at MSU. The date that the faculty member was granted tenure at MSU. The department/unit of your tenure home within a specified college. The tenure-granting department is displayed in the form DepartmentName where represents the department code stored on the Details table for the faculty member and the full department name is obtained from an Organization Of Interest (OOI) table. The college/mau (major administrative unit) of your tenure home. The tenure-granting Major Administrative Unit (in this case, a college) is displayed in the form XX - MAUName where XX represents the MAU code and College Name obtained from an Organization Of Interest (OOI) table using a look-up of the department code stored on the Details table for the faculty member. This field shows, for faculty in the tenure system, their current status. Three values are currently kept in the source system for this data: "Tenure Sys Prob," "With Tenure" and "With Tenure Emeritus." All dates of rank attainment in this section are related to those on which various ranks were achieved AS TENURED FACULTY. This means that a faculty member may be promoted to a particular rank prior to being admintted to the tenure system. In that case, the date that tenure is started or granted is the date that will be chosen to populate this field. Being admitted to the tenure system as probationary counts in this instance: that is, tenure does not yet have to be granted before determining the date values. As of 11/20/2013, it has been decided to populate this field with the date at which this rank was attained AS TENURED FACULTY. This means that a faculty member may be promoted to a particular rank prior to being admitted to the tenure system. In that case, the date that tenure is started or granted is the date that will be chosen to populate this field. Being admitted to the tenure system as probationary counts in this instance: that is, tenure does not yet have to be granted before determining this date value. This field allows a faculty member to note the date that he/she attained the rank of Assistant Professor at another institution. Dates that tenure system ranks were achieved at other institutions may be entered manually. As of 11/20/2013, it has been decided to populate this field with the date at which this rank was attained AS TENURED FACULTY. This means that a faculty member may be promoted to a particular rank prior to being admitted to the tenure system. In that case, the date that tenure is started or granted is the date that will be chosen to populate this field. Being admitted to the tenure system as probationary counts in this instance: that is, tenure does not yet have to be granted before determining this date value. This field allows a faculty member to note the date that he/she attained the rank of Associate Professor at another institution. MSU Academic Profile (AP) System User Manual Manage Your Activities 84

91 Field Date Attained Rank of Professor at MSU (Tenured) Date Attained Tenure Rank of Professor at Other Institution (Tenured) Current Status Continuing Title Continuing System Entry Date Continuing Decision Date Continuing Home Org Continuing Home MAU Sabbatical Start Date Sabbatical End Date Offer Letter Salary Starting Appointment Research Teaching Outreach/Service Administrative Usage Description As of 11/20/2013, it has been decided to populate this field with the date at which this rank was attained AS TENURED FACULTY. This means that a faculty member may be promoted to a particular rank prior to being admitted to the tenure system. In that case, the date that tenure is started or granted is the date that will be chosen to populate this field. Being admitted to the tenure system as probationary counts in this instance: that is, tenure does not yet have to be granted before determining this date value. This field allows a faculty member to note the date that he/she attained the rank of Professor at another institution. CONTINUING STATUS section This field shows, for academic staff with Continuing appointments, their current status. These values are currently kept in the source system for this data: "Contin Sys Prob-Ext," "Contin Sys Prob-Spec," "With Cont Emer-Exten," "With Continuing-Ext," "With Continuing-Othr" and "With Continuing- Spec." The title is populated with the Job Title for the academic staff member with Continuing status. Most people in these positions are one of several types of Specialists or have coordinator or management titles. This field displays the date that the academic staff member first entered the continuing appointment system at MSU. Once application is made and approved after going through the probationary period, the Continuing Decision Date will be populated. This field displays the date that the academic staff member's application to Continuing status was approved. The department granting Continuing status is displayed in the form DepartmentName where represents the department code stored on the Details table for the academic staff member and the full department name is obtained from an Organization Of Interest (OOI) table. The department/unit of your tenure home within a specified college. The Major Administrative Unit (in this case, a college) granting Continuing status is displayed in the form XX - MAUName where XX represents the MAU code and College Name obtained from an Organization Of Interest (OOI) table using a look-up of the department code stored on the Details table for the academic staff member. The college/mau (major administrative unit) of your tenure home. Start date of a sabbatical. End date of a sabbatical. SABBATICAL section OFFER LETTER section The manually-entered salary from the offer letter presented to the faculty / academic staff member. These details refer to the Letter of Offer from the department of your current tenure home. This drop-down box allows a faculty member to enter the rank at which he/she is beginning at MSU: Instructor, Assistant Professor, Associate Professor or Professor. Assigned Duties Percentage section The faculty member has the opportunity to note the percent of time to be allocated to Research, Teaching and Outreach/Service activities. A numeric value showing the percent of time allocated to Research is manually entered here. The faculty member has the opportunity to note the percent of time to be allocated to Research, Teaching and Outreach/Service activities. A numeric value showing the percent of time allocated to Teaching is manually entered here. The faculty member has the opportunity to note the percent of time to be allocated to Research, Teaching and Outreach/Service activities. A numeric value showing the percent of time allocated to Outreach or Service is manually entered here. The faculty member has the opportunity to note the percent of time to be allocated to Administrative activities. A numeric value showing the percent of time allocated to Administrative is manually entered here. MSU Academic Profile (AP) System User Manual Manage Your Activities 85

92 Field Usage Description Upload Offer Letter Click the Store file link to cause the Browse button to appear. Click the Browse button to cause your browser s File Upload dialog box to appear. Use the folder navigation tools in the File Upload dialog box to locate and select a file to highlight it and populate the File name box accordingly, then click the Open button. The filename you selected appears to the right of the Browse button. Save the item record to complete the upload (file attachment) process. Copy Attached? Action buttons Yes/No indicator shows that the offer letter has been uploaded and is attached to the report being generated. Saves the entries and selections you have made on the screen in the item (record) and returns you to the item list view of the screen. Takes you to the item list view of the screen, but does not save any entries and/or selections you have made to the screen. For more information, see Common Activity Management Procedures on page 43. MSU Academic Profile (AP) System User Manual Manage Your Activities 86

93 Yearly The Yearly administrative data report includes separate reports for each year (beginning in 2011), and includes leave actions that are/were in effect; assignments, reporting organizations, salary distributions and paying organizations. All elements on this screen originate in the SAP HR system and are not updatable via manual entry. View (Read)-Only: Fields of information on the Yearly screens cannot be modified directly on the screens themselves. In order to view the information, you must first click the magnifying glass (view document) icon for the desired year. Figure 14: Administrative Data Yearly Data Screen Initial Items added to List View Screen Example with Edit icons highlighted This displays all of your Human Resources position related assignments and salary cost distributions. All of the data on this screen is pre-populated from the MSU Human Resources System. If you have any questions about the data appearing on this screen, please contact the IT Services Help Desk: (517) or MSU Academic Profile (AP) System User Manual Manage Your Activities 87

94 Figure 15: Administrative Data Yearly Data Screen Partial Screen Example Table 18: Administrative Data Yearly Data Screen - Field Descriptions Field Calendar Year PERNR Leave Start Date Leave Return Date Description Data on this screen is displayed by calendar year, not academic or fiscal year. This is the 4-digit calendar year for which all position, assignment and salary data appearing here is valid. You may see start dates for records that occur in prior years or extend beyond this year. However, some part of the record will have been valid in this calendar year. PERSON section PERNR is an abbreviation for Personnel_Number. The PERNR, or Pers_Nbr, is the primary key for employment records in SAP. An internal identification number for the Human Resources system. This is the "personnel number" specific to you in a position. The beginning date of a leave of absence. The return date of a leave of absence. The type of leave, illness, maternity, paternity, etc., is not displayed: only the dates of leaves are shown. MSU Academic Profile (AP) System User Manual Manage Your Activities 88

95 Field Primary Org Description ASSIGNMENTS AND REPORTING ORGANIZATIONS section This is the first department indicated on your most current principal appointment (i.e., primary assignment) for the year you are viewing. Generally this reflects your main responsibilities. This is a copy of the 1st Primary Assignment Org, but allows reports to be generated for the department faculty members are most closely associated with. Without this value, ALL faculty members who report to an org, even in the most incidental way, will be included in a report where that Org is specified as part of the search criteria. Primary MAU This is the first college indicated on your primary assignment or appointment. All MAU Assignments subsection MAU Assignment Primary Assignments subsection 1st Primary Assignment Start Date End Date Assignment Type Position Title Job Title Employee Category Name 1st Org/MAU Primary Assignment Org Primary Assignment MAU Additional Assignments subsection Additional Assignments Start Date This is a copy of the 1st Primary Assignment MAU, but allows reports to be generated for the college that faculty members are most closely associated with. Without this value, ALL faculty members who report to a college, even in the most incidental way, will be included in a report where that MAU is specified as part of the search criteria. Shows the main MAU (college) that the faculty member belongs to. As noted below, it's a copy of the 1st Primary Assignment MAU, but allows reports to be generated for the college that faculty members are most closely associated with. Without this value, ALL faculty members who report to a college, even in the most incidental way, will be included in a report where that MAUis specified as part of the search criteria. The "primary assignment" is the main or most important assignment. The primary assignment for a person may be Dean of the college while an "additional assignment" may be Professor. A person with a primary assignment of Associate Professor may have an additional assignment of Insitute Director. The beginning date of the faculty member's primary assignment. The ending date of the faculty member's primary assignment. The value of this field for most primary assignments is null. Values which may qualify the assignment are Emeritus, Visiting, Acting and Interim. A more specific name for your position or appointment that your department may have entered to describe your additional duties (e.g., Dir, Analytic Pgms in Genetics). Examples of Position Titles are "Assistant Professor-Tenure System," "Professor-Fixed Term," "Chair, Animal Science; Dir," and "Research Associate-Fixed Term." The faculty / academic staff member's title. MSU Human Resources' standard name for your position or appointment. All positions are categorized by type. Examples of employee categories are "Faculty Tenure System," "Specialist Fixed Term," "Other Ranks Fixed Term," "Extension Continuing System," and "Academic Management." The primary assignment "belongs" to a single department and college, but it may "also report to" up to four other departments and/or colleges. All five, if found, are displayed on the screen The primary assignment "belongs" to a single department and college, but it may "also report to" up to four other departments and/or colleges. All five, if found, are displayed on the screen The primary assignment "belongs" to a single department and college, but it may "also report to" up to four other departments and/or colleges. All five, if found, are displayed on the screen The beginning date of the faculty member's additional assignment. For each faculty member's primary assignment, he/she may have up to four additional assignments. For example, the chair of a department will likely have an additional assignment of professor. A second additional assignment of director of an institute may also be found. MSU Academic Profile (AP) System User Manual Manage Your Activities 89

96 Field Additional Assignments End Date 1st Additional Assignment Assignment Type Assignment Name Additional Assignment Org Additional Assignment MAU Salary subsection 1st Salary Total Start Date End Date FTE Appointment Basis 1st Distribution Start Date End Date Wage Type Salary Pct. Dollar Amount Account Description The ending date of the faculty member's additional assignment. Additional Assignments are duties performed by the faculty member that are secondary to their primary assignment. For example, if a person is Chair of his/her department, it is likely that an additional assignment of Professor will be found. As noted, for most additonal assignments, there is nothing found in this field. However, special cases are noted here: Adjunct, Emeritus, Acting, Visiting Adjunct are examples. Examples of names found for additonal assignments include "ASSOCIATE CHAIRPERSON," "ASSISTANT PROFESSOR," "PROFESSOR," "MANAGER," "COORDINATOR" and "INSTITUTE DIRECTOR." Note that the Element Code for this item, Rank, is somewhat misleading. However, the data is labeled as Assignment Name on the screen, so the "internal" name is not important. Each additional assignment may be associated with up to five departments and/or colleges. Each additional assignment may be associated with up to five departments and/or colleges. A salary record is ended and a new one started every time there is a change to the salary (e.g., merit increase, promotion). This is the total annual salary from all sources (all departments, all accounts). For a more detailed breakdown by account/department/college, see the "distribution" section below each salary. The total annual salary from all sources, (all departments, all accounts) is displayed in this field. If reports are needed by account or by Org/MAU, use the Dollar Amount stored in the Distribution section of this screen. The beginning date of the faculty member's salary record. The end date of the faculty member's salary record. A salary record is ended and a new one started every time there is a change to the salary (e.g., merit increase, promotion). The Full Time Equivalent percentage shows whether the faculty / academic staff member is full time (100) or part time (25, 50, 75, etc.). The Full Time Equivalent reflects percentage of employment. Employee type or employee group. In general, most people loaded to Activity Insight are either Annual (AN) or Academic Year (AY) Faculty or Academic Staff, so the values in this field will be AN Faculty, AY Faculty, AN Academic Staff or AY Academic Staff. A distribution record is created or ended whenever some or all of the salary is charged to a different account. That is, many faculty members are paid from multiple accounts and a record is kept of each portion of the total salary in distribution records. The beginning date of the faculty member's salary record. The end date of the faculty member's salary distribution record. A distribution record is ended and a new one started every time there is a change to the portion of the salary paid with a particular account. A way of categorizing the different types of payments that may make up the full salary of a faculty/academic staff member. "Pay Period Salary", "Administrative Increment", "Summer Pay-Tch", and "Summer Pay-Res" are common distribution types. The salary distribution type, or wage type as it's called in SAP, is a way of categorizing the different types of payments that may make up the full salary of a faculty/staff member. "Pay Period Salary," "Administrative Increment" (additional pay for managerial assignments), "Summer Pay-Tch" (summer teaching) and "Summer Pay-Res" (summer research) are common distribution types. This number reflects the portion of the total salary that this distribution record covers. It is very common for a faculty member to be paid from multiple accounts or for working during the summer months with some teaching duties and some research duties. The salary percent found on each of the distribution records active during a particular time period will add up to 100%. The amount of this portion of the salary calculated on a yearly basis or, in the case of summer pay, the amount of the payment made from this account. Show the account number and name from KFS that's used to pay the amount of the distribution. MSU Academic Profile (AP) System User Manual Manage Your Activities 90

97 Field Distribution Org Distribution MAU Seq. Num. RETURN Description The department/unit responsible for the account. Each KFS account belongs to a specific unit. This field shows the organization code and organization name. The MAU (college) that "owns" the account used to pay the amount of the salary distribution. Each KFS account belongs to a specific unit. This field shows the organization code and organization name of the MAU that the department belongs to. The college/mau (Major Administrative Unit) responsible for the account. The sequence number is used to display distribution records in the proper order on the screen. It has no meaning and is just used for organizing the display. Many faculty have numerous distribution records. Takes you back to the Yearly Data Items added to list view. MSU Academic Profile (AP) System User Manual Manage Your Activities 91

98 Other Professional Positions > > The Other Professional Positions screen is used for non-faculty and academic staff positions at MSU, FAS positions not identified in the yearly HR records (for example, adjunct positions, assistant chair), and any professional position prior to coming to MSU. This screen allows the documentation of professional activities outside the university, including those at other educational institutions, corporations, public-sector organizations, etc. Information gathered on this screen includes the position type, the institution name, start and end dates of the position and a free-form description of the work. All elements on this screen are manually entered by the faculty member. AP may become the system of record for this information. Detailed How-To Procedures Reference: For common procedures that apply to this activity sub-category screen (and many others), including how to View, Search For, Add, Save, Edit, Copy, and Delete activity items, see Common Activity Management Procedures on page 43 within the Overview topic. Related Information This screen is used to enter professional positions held before coming to MSU, positions at MSU that are not captured in your HR records on the YEARLY screens (such as adjunct, clinical, graduate assistantships or support staff positions), or positions held while at MSU (within your own company, for example). For more information, see Yearly on page 87 Information about Fellowships should be entered in the Awards, Honors and Fellowships screen. Work you have done as a consultant may be entered here if viewed as a professional position, but if your work as a consultant provides societal benefits it may be more appropriate to enter it in the Service to and Memberships In Scholarly and Professional Organizations (external to MSU) or Service Within the Broader Community screen. For more information, see: Awards, Honors and Fellowships on page 95 Service to and Membership In Scholarly and Professional Organizations (external to MSU) on page 180 Service Within the Broader Community on page 185 MSU Academic Profile (AP) System User Manual Manage Your Activities 92

99 Field-Specific Usage Instructions Figure 16: Other Professional Positions Screen - Example Table 19: Other Professional Positions Screen - Field Usage Descriptions Field Usage Description Experience Type Select the appropriate option from the list. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. Organization Enter the complete name of the organization in which you were employed. Click within the text box (or press the tab key from a previous field) to reposition the cursor so that it is within the field, MSU Academic Profile (AP) System User Manual Manage Your Activities 93

100 Field Usage Description and then type (or paste from virtual clipboard) to enter text in the box as necessary to provide the appropriate information. Title/Rank/Position Click within the text box (or press the tab key from a previous field) to reposition the cursor so that it is within the field, and then type (or paste from virtual clipboard) to enter text in the box as necessary to provide the appropriate information. Was/is this your own company? Description for Professional Positions (30 Words or Fewer) Start Date Select either Yes or No from the list. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. Click the down arrow button as necessary to expand the text box area. The button changes to an up arrow and a vertical scroll bar appears along the right side of the field. Click the up arrow button to collapse the view. Even when collapsed, information you have entered and/or pasted into the text box field remains there. You can either view it by expanding the view with the down arrow button again, or by using the vertical scroll bar. Select the month from the list, then enter the date and year in yyyy format in the corresponding fields provided to specify the date the position began. Note: For activities that are/were only on one day, leave the start date blank and specify the end date. For activities that you started but have not yet presently completed, specify the start date and leave the end date blank. End Date Action buttons Select the month from the list, then enter the date and year in yyyy format in the corresponding fields provided to specify the date your involvement with the position ended. Saves the entries and selections you have made on the screen in the item (record) and returns you to the item list view of the screen. Saves the entries and selections you have made on the screen in the item (record), but causes a new, blank screen to appear, which allows you to make selections and entries in editable fields to save an additional item. Takes you to the item list view of the screen, but does not save any entries and/or selections you have made to the screen. For more information, see Common Activity Management Procedures on page 43. MSU Academic Profile (AP) System User Manual Manage Your Activities 94

101 Awards, Honors and Fellowships > > The Awards and Honors screen allows you to enter information about awards/honors, the awarding institution, the date of the award and its description. In addition, the achievement area (scholarship, leadership, and service), the scope (from departmental all the way to international recognition) and an indication of whether the award is a nomination into a scholarly association can be made. Detailed How-To Procedures Reference: For common procedures that apply to this activity sub-category screen (and many others), including how to View, Search For, Add, Save, Edit, Copy, and Delete activity items, see Common Activity Management Procedures on page 43 within the Overview topic. Field-Specific Usage Instructions Figure 17: Awards, Honors and Fellowships Screen - Example Use this screen to enter information on fellowships, awards, prizes, medals or other honors you have received, and to record other noteworthy professional accolades throughout your career. Fellowships include merit based grants for scholarship, research or exercise of talent, and academic research positions/research fellowships. Please also use this screen to record awards and recognitions you have received including your election as a fellow to a discipline's society or professional association, medals, prizes and awards. Honors that include the use of an MSU title such as University MSU Academic Profile (AP) System User Manual Manage Your Activities 95

102 Distinguished Professor and endowed chairs should be loaded from MSU Human Resources data, appear on the Yearly screen, and should not be entered here. Table 20: Awards, Honors and Fellowships Screen - Field Usage Descriptions Field Click here if this is a fellowship This award was given to (select one) Award or Honor Name Usage Description Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item. Please click the box if this entry is for a merit based grant or a meritorious academic position such as a research fellowship or post-doctoral fellowship. Examples of merit based grants: MacArthur Fellow, Rhodes Scholar, Goldwater Scholarship, Guggenheim Fellowship, Watson Fellowship and Fulbright Program Choose the recipient type from the list. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. Please enter the title by which this award or honor is known. Examples of merit based grants: MacArthur Fellow, Rhodes Scholar, Goldwater Scholarship, Guggenheim Fellowship, Watson Fellowship and Fulbright Program Examples of society or professional fellows: National Academy of Sciences Fellow, American Society of Agricultural and Biological Engineers Fellow, and Fellow of the Royal Society Examples of medals: National Medal of Science, National Medal of Arts, and the National Medal of Technology and Innovation Examples of prizes: Nobel, Pulitzer or Wolf Prize in Arts Examples of awards: Grammy Award, the American Medical Association's Physician's Recognition Award or dance's National Dance Award Name of Organization/Sponsor If this award is indicative of nomination into a scholarly association, please indicate. Achievement Area If "Other", Explain Examples of MSU awards: William J. Beal Outstanding Faculty Award (formerly Distinguished Faculty Award), Teacher-Scholar Award, Community Engagement Scholarship Award, Distinguished Academic Staff Award, Excellence-in-Teaching Citation and the Robert F. Banks Award for Institutional Leadership Click within the text box (or press the tab key from a previous field) to reposition the cursor so that it is within the field, and then type (or paste from virtual clipboard) to enter text in the box as necessary to provide the appropriate information. Click within the text box (or press the tab key from a previous field) to reposition the cursor so that it is within the field, and then type (or paste from virtual clipboard) to enter text in the box as necessary to provide the appropriate information. Select either Yes or No as appropriate from the list. Examples of society or professional fellows: National Academy of Sciences Fellow, American Society of Agricultural and Biological Engineers Fellow, and Fellow of the Royal Society. Please specify the functional area which best categorizes the area of your professional activities that this award, honor or fellowship recognizes. Note that the selection you make will determine under what section this award or honor is listed on reports and in metrics as evidence of your scholarly activities. For example, where it appears on Form D, Section IV and in your annual report, or where it is counted for department, college or university standard measurements. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. When other was selected in the prior field, enter brief descriptive text to name the achievement area. MSU Academic Profile (AP) System User Manual Manage Your Activities 96

103 Field If the Achievement Area is Service Within the Broader Community, specify sub-function If "Other", Explain Usage Description If you selected "Service within the Broader Community" for the Achievement Area, please also select here the applicable sub-category which best identifies the sub-area of your professional activities that this award, honor or fellowship recognizes. Note that the selection you make may determine under what sub-section this award or honor is listed on reports and in metrics as evidence of your scholarly activities. For example, where it appears on Form D, Section IV-C-2 and in your annual report, or where it is counted for department, college or university standard measurements. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. If you selected "Other" for the sub-function of Service within the Broader Community, please enter a descriptive name for the applicable area. Click within the text box (or press the tab key from a previous field) to reposition the cursor so that it is within the field, and then type (or paste from virtual clipboard) to enter text in the box as necessary to provide the appropriate information. Scope The geographic reach of the candidate pool for the award or honor. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. Description/Explanation (30 Words or Fewer) Additional relevant information about the award, honor or fellowship. Examples include the name of your student (when it is your student who received the award), criteria for receipt and/or significance of the award, the selection process, who presented you/your student the award, and the venue in which it was presented. Example: The National Medal of Science is a Presidential Award honoring individuals "deserving of special recognition by reason of their outstanding contributions to knowledge in the physical, biological, mathematical, or engineering sciences." In 1980 Congress expanded this recognition to include the social and behavioral sciences. A Committee of 12 scientists and engineers is appointed by the President to evaluate the nominees for the Award. Since its establishment, the National Medal of Science has been awarded to 487 distinguished scientists and engineers whose careers spanned decades of research and development. This award was presented to me by President Barak Obama in the White House Rose Garden. Start Date End Date/Date Received Action buttons Click the down arrow button as necessary to expand the text box area. The button changes to an up arrow and a vertical scroll bar appears along the right side of the field. Click the up arrow button to collapse the view. Even when collapsed, information you have entered and/or pasted into the text box field remains there. You can either view it by expanding the view with the down arrow button again, or by using the vertical scroll bar. Select the month from the list, then enter the date and year in yyyy format in the corresponding fields provided to specify the date the award, honor or fellowship began. Select the month from the list, then enter the date and year in yyyy format in the corresponding fields provided to specify the date your involvement with the award, honor or fellowship expired or ended. Saves the entries and selections you have made on the screen in the item (record) and returns you to the item list view of the screen. Saves the entries and selections you have made on the screen in the item (record), but causes a new, blank screen to appear, which allows you to make selections and entries in editable fields to save an additional item. Takes you to the item list view of the screen, but does not save any entries and/or selections you have made to the screen. For more information, see Common Activity Management Procedures on page 43. MSU Academic Profile (AP) System User Manual Manage Your Activities 97

104 Education > > This screen shows degrees attained with the date granted and the granting institution. Related information such as emphasis/major, dissertation/thesis title and honors designations are optional. Portions of the data originate in HR systems, portions are manually loaded and updated. The procedures covered in the Overview > Common Activity Management Procedures topic within this documentation do NOT generally apply to this unique activity sub-category screen. Add Another Section Instructions Reference: For more information, see Using the Add Another Feature to Create Multiple Subsections on page 61. Field-Specific Usage Instructions Figure 18: Education Screen - Example This screen contains information about educational institutions from which you have received degrees. Most of the data on this screen is pre-populated from the MSU Human Resources System. If you do not see your institution(s), or if you MSU Academic Profile (AP) System User Manual Manage Your Activities 98

105 have any questions about the data appearing on this screen, please contact the IT Services Help Desk: (517) or You may not add degrees directly on this screen. You may, however, add information about the degrees in some of the fields listed below. Table 21: Education Screen - Field Usage Descriptions Field Degree Description Degree Code SAP Degree Code Highest Degree You Have Earned? Degree Institution SAP Degree Institution Code Degree Institution Alternate Name Degree Year Emphasis/Major Emphasis/Major Alternative Name Supporting Area of Emphasis Add another Supporting Area of Emphasis: Dissertation/Thesis Title Usage Description Display-only. For example, Doctor of Philosophy. A full text version of the name of the degree. Display-only. For example, PHD. A short description of the name of the degree. A numeric value is displayed. Yes or No is displayed. This is the indication as to whether or not this is the highest or terminal degree that is relevant for your position. The name of the degree-granting institution. The name of the institution you attended as it is maintained in the Human Resources System. A numeric value associated with the degree institution used to uniquely identify it in the MSU HR system. Click within the text box to reposition the cursor so that it is within the field, and then type (or paste from virtual clipboard) to enter text in the box as necessary to provide the appropriate information. If you would like to see a name other than that which is displayed in the Degree Institution field, enter it here. Note that if you enter an alternate name here, this is what will be used on the CV that is prepared from the system. E.g., if you attended the Wharton School of Business at the University of Pennsylvania, and would like this to print on your CV, enter it here. Display-only in yyyy format. The title of the major or area of emphasis is diaplayed when applicable. If available, this is the major as it is maintained in the Human Resources System. (There may be no value entered here.) Click within the text box to reposition the cursor so that it is within the field, and then type (or paste from virtual clipboard) to enter text in the box as necessary to provide the appropriate information. If you would like to see a different major name other than that which is displayed in the Emphasis/Major field above, or if the Emphasis/Major field is blank, you may enter your major here. Note that if you enter an alternative major name here, this is what will be used on the CV that is prepared from the system. Supporting Area of Emphasis section(s) Click within the text box to reposition the cursor so that it is within the field, and then type (or paste from virtual clipboard) to enter text in the box as necessary to provide the appropriate information. Select the number of sections you want to add. Use the drop-down menu by clicking the down arrow to display the list, and then click on a number item in the list to highlight and select it to populate the box with your selection. Click the ADD section(s) you selected are added. button. The number of additional, blank Click within the text box to reposition the cursor so that it is within the field, and then type (or paste from virtual clipboard) to enter text in the box as necessary to provide the appropriate information. Honor/Distinction Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. First Name Middle Name/Initial Advisor Information section(s) Click within the text box to reposition the cursor so that it is within the field, and then type (or paste from virtual clipboard) to enter text in the box as necessary to provide the appropriate information. Click within the text box to reposition the cursor so that it is within the field, and then type (or paste from virtual clipboard) to enter text in the box as necessary to provide the appropriate information. MSU Academic Profile (AP) System User Manual Manage Your Activities 99

106 Field Last Name Add another Advisor: SAVE AND RETURN Usage Description Click within the text box to reposition the cursor so that it is within the field, and then type (or paste from virtual clipboard) to enter text in the box as necessary to provide the appropriate information. Select the number of sections you want to add. Use the drop-down menu by clicking the down arrow to display the list, and then click on a number item in the list to highlight and select it to populate the box with your selection. Click the ADD section(s) you selected are added. button. The number of additional, blank Click to save the information you entered and return to the Items added to list view of the Education screen. MSU Academic Profile (AP) System User Manual Manage Your Activities 100

107 Faculty Development Activities Attended > > This screen allows you to document professional development activities. Activity types, such as conference, seminar, workshop, self-study, etc., may be chosen from a drop-down list and the start and end dates of the activity noted. A title and longer description of the activity may be provided along with the name of the sponsoring organization and the location of the activity, if appropriate. Detailed How-To Procedures Reference: For common procedures that apply to this activity sub-category screen (and many others), including how to View, Search For, Add, Save, Edit, Copy, and Delete activity items, see Common Activity Management Procedures on page 43 within the Overview topic. Field-Specific Usage Instructions Figure 19: Faculty Development Activities Attended Screen - Example Use this screen to capture professional development in which you have participated including seminars, workshops, and other continuing education activities. MSU Academic Profile (AP) System User Manual Manage Your Activities 101

108 Table 22: Faculty Development Activities Attended Screen - Field Usage Descriptions Field Activity Type Explanation of "Other" Title Sponsoring Organization City State Country Number of Credit Hours Approx. Number of Hours Spent Per Year Description Start Date End Date Action buttons Usage Description Select an option from the list (for example, Seminar) to specify the type of faculty development activity attended. When you selected Other in the previous field, type to enter text that summarizes the activity type. Enter the descriptive name of the faculty development activity. Type to enter the name of the organization who sponsored the faculty development activity. Type to enter the city in which the activity occurred. Type to enter the state in which the activity occurred. Type to enter the country in which the activity occurred. When applicable, enter the number of credit hours you obtained as a result of your completion of the activity. Enter a numeric value to approximate the number of hours you engaged in this activity during the year. Click the down arrow button as necessary to expand the text box area. The button changes to an up arrow and a vertical scroll bar appears along the right side of the field. Click the up arrow button to collapse the view. Even when collapsed, information you have entered and/or pasted into the text box field remains there. You can either view it by expanding the view with the down arrow button again, or by using the vertical scroll bar. Specify when the activity attendance began. Select the month from the drop-down menu list, then enter the date and year in yyyy format in the fields provided. Note: For activities that are/were only on one day, leave the start date blank and specify the end date. For activities that you started but have not yet presently completed, specify the start date and leave the end date blank. Specify when the activity attendance was concluded. Select the month from the drop-down menu list, then enter the date and year in yyyy format in the fields provided. Note: For activities that are/were only on one day, leave the start date blank and specify the end date. For activities that you started but have not yet presently completed, specify the start date and leave the end date blank. Saves the entries and selections you have made on the screen in the item (record) and returns you to the item list view of the screen. Saves the entries and selections you have made on the screen in the item (record), but causes a new, blank screen to appear, which allows you to make selections and entries in editable fields to save an additional item. Takes you to the item list view of the screen, but does not save any entries and/or selections you have made to the screen. For more information, see Common Activity Management Procedures on page 43. MSU Academic Profile (AP) System User Manual Manage Your Activities 102

109 Licensures and Certifications > > The Licensures and Certifications screen allows for the entry of the title and description of licenses and certificates. The date the license/certificate was obtained and its expiration date may be documented along with the scope (from local to international). Detailed How-To Procedures Reference: For common procedures that apply to this activity sub-category screen (and many others), including how to View, Search For, Add, Save, Edit, Copy, and Delete activity items, see Common Activity Management Procedures on page 43 within the Overview topic. Field-Specific Usage Instructions Figure 20: Licensures and Certifications Screen - Example This screen is used to enter credentials you have earned or received and would like included as part of your professional accomplishments record. Table 23: Licensures and Certifications Screen - Field Usage Descriptions Field Title of Licensure/Certification Sponsoring Organization Usage Description Type to enter the official name of the license and/or certificate. Type to enter the name of the organization who sponsored the licensure or certification, using title capitalization. MSU Academic Profile (AP) System User Manual Manage Your Activities 103

110 Field Scope Description Date Obtained Expiration Date Usage Description Select the appropriate option from the list to specify the level of where the license is intended to be recognized by the sponsoring organization. Click the down arrow button as necessary to expand the text box area. The button changes to an up arrow and a vertical scroll bar appears along the right side of the field. Click the up arrow button to collapse the view. Even when collapsed, information you have entered and/or pasted into the text box field remains there. You can either view it by expanding the view with the down arrow button again, or by using the vertical scroll bar. Specify when the license or certification was obtained. Select the month from the drop-down menu list, then enter the date and year in yyyy format in the fields provided. Specify when the license or certification is set to expire, when applicable. Select the month from the drop-down menu list, then enter the date and year in yyyy format in the fields provided. Note: If the credential never expires the Expiration Date should be left blank. Action buttons Saves the entries and selections you have made on the screen in the item (record) and returns you to the item list view of the screen. Saves the entries and selections you have made on the screen in the item (record), but causes a new, blank screen to appear, which allows you to make selections and entries in editable fields to save an additional item. Takes you to the item list view of the screen, but does not save any entries and/or selections you have made to the screen. For more information, see Common Activity Management Procedures on page 43. MSU Academic Profile (AP) System User Manual Manage Your Activities 104

111 Media Appearances > > Use this screen to note various types of exposure through the media (newspaper, TV, radio, etc.), the name of the publication / broadcaster and the date of the appearance along with a description. Whether or not the faculty member was specifically sought out by the media may be indicated. Detailed How-To Procedures Reference: For common procedures that apply to this activity sub-category screen (and many others), including how to View, Search For, Add, Save, Edit, Copy, and Delete activity items, see Common Activity Management Procedures on page 43 within the Overview topic. This screen is meant for recording information on print, broadcast, or alternative media interviews and appearances throughout your professional career. For recording information on media for which you are the creator, you would use either the Publications, Papers and Other Creative Works screen or the Presentations screen as appropriate. Related Topic References: Publications, Papers and Other Creative Works on page 147 Presentations on page 174 MSU Academic Profile (AP) System User Manual Manage Your Activities 105

112 Media Appearances - Field-Specific Usage Instructions Figure 21: Media Appearances Screen - Example Table 24: Media Appearances Screen - Field Usage Descriptions Field Usage Description Media Type Select the appropriate option from the list. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. Media Name Click within the text box (or press the tab key from a previous field) to reposition the cursor so that it is within the field, and then type (or paste from virtual clipboard) to enter text in the box as necessary to provide the appropriate information. Identify the entity of the mass communications medium (Media Type). Additional information such as lower level sub-entity(ies), the target audience and the interviewer may be included in the Description field. Examples: Media Name example for a Media Type of TV with a National Scope: CBS Television. Media Name example for a Media Type of Newspaper with a Regional Scope: The Detroit News Were you sought out by the media? Is this contribution aligned with an Select either Yes or No from the list as appropriate. Select either Yes or No from the list as appropriate. MSU Academic Profile (AP) System User Manual Manage Your Activities 106

113 Field MSU extension activity? Scope Description Date Action buttons Usage Description The extent of the geographic reach of the Media Name. Select the most applicable scope from the list of available options. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. Additional relevant information concerning the media appearance. For example for a television interview this could include the audience and the message you conveyed to the audience, the name of the reporter/interviewer, and segment/story. Example: I was interviewed for a national audience about the impact of technology on society and of society on technology by Leslie Stahl in her 60 Minutes segment entitled "The Impact of Technology." Click the down arrow button as necessary to expand the text box area. The button changes to an up arrow and a vertical scroll bar appears along the right side of the field. Click the up arrow button to collapse the view. Even when collapsed, information you have entered and/or pasted into the text box field remains there. You can either view it by expanding the view with the down arrow button again, or by using the vertical scroll bar. Specify when the media appearance was made public. Select the month from the drop-down menu list, then enter the date and year in yyyy format in the fields provided. Saves the entries and selections you have made on the screen in the item (record) and returns you to the item list view of the screen. Saves the entries and selections you have made on the screen in the item (record), but causes a new, blank screen to appear, which allows you to make selections and entries in editable fields to save an additional item. Takes you to the item list view of the screen, but does not save any entries and/or selections you have made to the screen. For more information, see Common Activity Management Procedures on page 43. MSU Academic Profile (AP) System User Manual Manage Your Activities 107

114 Assignment Percentage of Time > > This screen allows you to note the percentage of time spent on Instruction, Research & Creative Activities, Service and "Other." The information is used to populate part of Form D for reappointment, promotion, and tenure purposes. For each activity, a sub-category (or sub-categories) can be chosen from a drop-down list and a spot is provided for explanatory text. At the bottom of the screen, a total percentage covering all activities may be entered. Video Reference: For related information in the form of a video tutorial, see Assignment Percent Time Screen Tutorial at For a Term and Year, you have the ability to populate time percentages in the categories of INSTRUCTION, RESEARCH & CREATIVE ACTIVITIES, CANR EXTENSION, SERVICE, and OTHER, along with a Total All Categories. Detailed How-To Procedures Reference: For common procedures that apply to this activity sub-category screen (and many others), including how to View, Search For, Add, Save, Edit, Copy, and Delete activity items, see Common Activity Management Procedures on page 43 within the Overview topic. Adding Another Percentage Entry (Any Category) Add another sections: Several sections of the screen allow you to add multiple entries within the section. Selecting a number from the Add drop-down menu and then clicking the ADD button causes new, blank fields to appear as a new subsection within a section of the screen. These are not to be confused with items which are entire screens that are saved as unique records within the larger activity sub-category. For more information, see Using the Add Another Feature to Create Multiple Subsections on page 61. MSU Academic Profile (AP) System User Manual Manage Your Activities 108

115 Field-Specific Usage Instructions Figure 22: Assignment Percentage of Time Screen - Example Table 25: Assignment Percentage of Time Screen - Field Usage Descriptions Field Term and Year Sub Category Usage Description Select the SEMESTER, or for activities prior to Fall 1992, the QUARTER from the list, as appropriate. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. In the second field on the right, enter the applicable year in yyyy format. Prior to Fall 1992, MSU was on the quarter system. Select quarters only if you are reporting activities prior to Fall INSTRUCTION section Select the appropriate option from the list to indicate the type of instruction. Click the down arrow to display the list, hover your mouse over an item in the list to highlight it and then click on the item to select it, which closes the drop-down menu list and populates the field box with the item you selected. % of Time Type to enter a numeric value that represents a percentage amount of time. Do not include the % sign. Enter any Explanatory Text/Notes Click within the text box (or press the tab key from a previous field) to reposition the cursor so that it is within the field, and then type (or paste from virtual clipboard) to enter text in the box as necessary to provide the appropriate information. MSU Academic Profile (AP) System User Manual Manage Your Activities 109

116 Field Add another Instruction: Total Instruction Usage Description Select the number of sections you want to add. Use the drop-down menu by clicking the down arrow to display the list, and then click on a number item in the list to highlight and select it to populate the box with your selection. Click the ADD section(s) you selected are added. button. The number of additional, blank This field does not automatically calculate a total from the % of time values entered for each sub category. You must enter the percentage value yourself. RESEARCH & CREATIVE ACTIVITIES section Sub Category Select the most appropriate option from the list. Click the down arrow to display the list, hover your mouse over an item in the list to highlight it and then click on the item to select it, which closes the drop-down menu list and populates the field box with the item you selected. % of Time Type to enter a numeric value that represents a percentage amount of time. Do not include the % sign. Enter any Explanatory Text/Notes Add another Research & Creative Activities: Total Research Sub Category Click within the text box (or press the tab key from a previous field) to reposition the cursor so that it is within the field, and then type (or paste from virtual clipboard) to enter text in the box as necessary to provide the appropriate information. Select the number of sections you want to add. Use the drop-down menu by clicking the down arrow to display the list, and then click on a number item in the list to highlight and select it to populate the box with your selection. Click the ADD section(s) you selected are added. button. The number of additional, blank This field does not automatically calculate a total from the % of time values entered for each sub category. You must enter the percentage value yourself. CANR EXTENSION section Select the appropriate option from the list (for example, CANR Extension Activities). Click the down arrow to display the list, hover your mouse over an item in the list to highlight it and then click on the item to select it, which closes the drop-down menu list and populates the field box with the item you selected. % of Time Type to enter a numeric value that represents a percentage amount of time. Do not include the % sign. Enter any Explanatory Text/Notes Add another CANR Extension: Total CANR Activities Sub Category Click within the text box (or press the tab key from a previous field) to reposition the cursor so that it is within the field, and then type (or paste from virtual clipboard) to enter text in the box as necessary to provide the appropriate information. Select the number of sections you want to add. Use the drop-down menu by clicking the down arrow to display the list, and then click on a number item in the list to highlight and select it to populate the box with your selection. Click the ADD section(s) you selected are added. button. The number of additional, blank This field does not automatically calculate a total from the % of time values entered for each sub category. You must enter the percentage value yourself. SERVICE section Select the appropriate option from the list (for example, Academic: Within the University). Click the down arrow to display the list, hover your mouse over an item in the list to highlight it and then click on the item to select it, which closes the drop-down menu list and populates the field box with the item you selected. % of Time Type to enter a numeric value that represents a percentage amount of time. Do not include the % sign. MSU Academic Profile (AP) System User Manual Manage Your Activities 110

117 Field Enter any Explanatory Text/Notes Add another Service: Total Service Usage Description Click within the text box (or press the tab key from a previous field) to reposition the cursor so that it is within the field, and then type (or paste from virtual clipboard) to enter text in the box as necessary to provide the appropriate information. Select the number of sections you want to add. Use the drop-down menu by clicking the down arrow to display the list, and then click on a number item in the list to highlight and select it to populate the box with your selection. Click the ADD section(s) you selected are added. button. The number of additional, blank This field does not automatically calculate a total from the % of time values entered for each sub category. You must enter the percentage value yourself. Sub Category Explanation of "Other" OTHER section Select either Administration or Other from the list, as appropriate. Click the down arrow to display the list, hover your mouse over an item in the list to highlight it and then click on the item to select it, which closes the drop-down menu list and populates the field box with the item you selected. When you selected Other as the option in the Sub Category field, type to enter a descriptive title of the activity. % of Time Type to enter a numeric value that represents a percentage amount of time. Do not include the % sign. Enter any Explanatory Text/Notes Click within the text box (or press the tab key from a previous field) to reposition the cursor so that it is within the field, and then type (or paste from virtual clipboard) to enter text in the box as necessary to provide the appropriate information. Add another Other: Select the number of sections you want to add. Use the drop-down menu by clicking the down arrow to display the list, and then click on a number item in the list to highlight and select it to populate Total Other the box with your selection. Click the ADD section(s) you selected are added. button. The number of additional, blank This field does not automatically calculate a total from the % of time values entered for each sub category. You must enter the percentage value yourself. Total All Categories Action buttons Type to enter a numeric value that represents the sum (grand total) of all of the other Total percentages. Ideally, this represents 100% of your Assignment Percentage of Time spent on all activities. Type to enter a numeric value that represents a percentage amount of time. Do not include the % sign. This field does not automatically calculate a total from the % of time values entered for each sub category. You must enter the percentage value yourself. Saves the entries and selections you have made on the screen in the item (record) and returns you to the item list view of the screen. Saves the entries and selections you have made on the screen in the item (record), but causes a new, blank screen to appear, which allows you to make selections and entries in editable fields to save an additional item. Takes you to the item list view of the screen, but does not save any entries and/or selections you have made to the screen. For more information, see Common Activity Management Procedures on page 43. MSU Academic Profile (AP) System User Manual Manage Your Activities 111

118 Teaching > The Teaching category contains information commonly associated with an academic staff member's instructional activities. The category of Teaching includes such things as course load (credit and non-credit), academic advising and graduate committee work The Teaching category includes the following activity sub-category screen links: Academic Advising on page 113 Graduate Committees on page 117 Non-Credit Instruction on page 123 Courses Taught on page 126 MSU Academic Profile (AP) System User Manual Manage Your Activities 112

119 Academic Advising > > The Academic Advising screen allows you to list all undergraduate and graduate students who have been advised each year. Graduate students are broken down by Masters candidates, PhD candidates and Post-doc/Visiting Scholar. Besides the first and last name of each student, the student's status (Active, Inactive, Degree Completed) may be chosen from a drop-down list. Note: The advising of graduate students is a separate activity from serving on a dissertation committee. That activity is documented on the Graduate Committees screen - another screen in the Teaching category. All elements on this screen are manually entered by the academic staff member or his/her designee. AP may become the system of record for this information. Detailed How-To Procedures Reference: For common procedures that apply to this activity sub-category screen (and many others), including how to View, Search For, Add, Save, Edit, Copy, and Delete activity items, see Common Activity Management Procedures on page 43 within the Overview topic. Multiple Students and/or Scholars Add another sections: Several sections of the screen allow you to add multiple entries within the section. Selecting a number from the Add drop-down menu and then clicking the ADD button causes new, blank fields to appear as a new subsection within a section of the screen. These are not to be confused with items which are entire screens that are saved as unique records within the larger activity sub-category. Academic Advising - Field-Specific Usage Instructions FERPA Notice: This information is released to you in compliance with the Family Educational Rights and Privacy Act (FERPA) and Michigan State University Access to Student Information. You are solely responsible for maintenance of the confidentiality of said information. MSU Academic Profile (AP) System User Manual Manage Your Activities 113

120 Figure 23: Academic Advising Screen Partial Screen Example The Academic Advising screen contains information on your activities advising undergraduate students, student teaching interns, postdoctoral and visiting scholars, and for pre-committee advising of master s and doctoral students. The Graduate Committee screen loads data from the The Graduate School s GradInfo system on your roles on graduate student master s and doctoral committees at MSU. This screen may be used to enter information on students on whose graduate committee you have served that are not in and cannot be entered into GradInfo. Table 26: Academic Advising Screen - Field Usage Descriptions Field Year First Name Last Name Advised As Usage Description Type to enter the year during which the advising took place. Undergraduate Students Advised section Enter the first name of the student, capitalizing the first initial of the name. Enter the last name of the student, capitalizing the first initial of the name. Select either General academic advisor, Internship supervisor, or Research supervisor as appropriate to indicate your role in advising the student. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. MSU Academic Profile (AP) System User Manual Manage Your Activities 114

121 Field Status Student Class Add another Student: Number of Other Undergraduate Students Advised First Name Usage Description Select either Inactive, Active, or Degree Completed as appropriate. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. Select either Freshman, Sophomore, Junior, or Senior as appropriate. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. An undergraduate student's class indicates the level of advancement of the student toward his/her degree in terms of earned credit hours of instruction. At MSU this is: Class Credits Freshman 0-27 Sophomore Junior Senior 88+ NOTE: To have the student's class be identified on your Form D you will need to select the student s class here. Select the number of sections you want to add. Use the drop-down menu by clicking the down arrow to display the list, and then click on a number item in the list to highlight and select it to populate the box with your selection. Click the ADD section(s) you selected are added. button. The number of additional, blank Enter a numeric value to represent the number of other undergraduate students advised who you did not specify in this section. Masters Students (Pre-Committee Advising) section Enter the first name of the student. Note: This is to be used for M.S. students advised while not a part of a dissertation committee. Last Name Enter the last name of the student. Note: This is to be used for M.S. students advised while not a part of a dissertation committee. Status Add another Student: First Name Select either Inactive, Active, or Degree Completed as appropriate. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. Select the number of sections you want to add. Use the drop-down menu by clicking the down arrow to display the list, and then click on a number item in the list to highlight and select it to populate the box with your selection. Click the ADD button. The number of additional, blank section(s) you selected are added. Doctoral Students (Pre-Committee Advising) section Enter the first name of the student. Note: This is to be used for Ph.D. students advised while not a part of a dissertation committee. Last Name Enter the last name of the student. Note: This is to be used for Ph.D. students advised while not a part of a dissertation committee. MSU Academic Profile (AP) System User Manual Manage Your Activities 115

122 Field Status Add another Student: First Name Last Name Status Add another Student: First Name Last Name Advised As Status Usage Description Select either Inactive, Active, or Degree Completed as appropriate. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. Select the number of sections you want to add. Use the drop-down menu by clicking the down arrow to display the list, and then click on a number item in the list to highlight and select it to populate the box with your selection. Click the ADD button. The number of additional, blank section(s) you selected are added. Student Teaching Interns section Enter the first name of the intern. Enter the last name of the intern. Select either Inactive, Active, or Degree Completed as appropriate. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. Select the number of sections you want to add. Use the drop-down menu by clicking the down arrow to display the list, and then click on a number item in the list to highlight and select it to populate the box with your selection. Click the ADD button. The number of additional, blank section(s) you selected are added. Postdocs/Visiting Scholars Advised section Enter the first name of the postdocs/visiting scholar advised. Enter the last name of the postdocs/visiting scholar advised. Select either Principal Supervisor/Mentor, or Co-Supervisor/Mentor as appropriate. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. Select either Inactive, Active, or Degree Completed as appropriate. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. Add another Scholar Select the number of sections you want to add. Use the drop-down menu by clicking the down arrow to display the list, and then click on a number item in the list to highlight and select it to populate Action buttons the box with your selection. Click the ADD section(s) you selected are added. button. The number of additional, blank Saves the entries and selections you have made on the screen in the item (record) and returns you to the item list view of the screen. Saves the entries and selections you have made on the screen in the item (record), but causes a new, blank screen to appear, which allows you to make selections and entries in editable fields to save an additional item. Takes you to the item list view of the screen, but does not save any entries and/or selections you have made to the screen. For more information, see Common Activity Management Procedures on page 43. MSU Academic Profile (AP) System User Manual Manage Your Activities 116

123 Graduate Committees > > The Graduate Committees screen shows a list of committee assignments with a designation of whether the faculty member was the chair or a member. Each item in the list can be edited to show information about the graduate student, his/her major, graduation date, grad program code and name, etc. All data is loaded from the GradInfo application with the exception of a Comments field which may be updated by the faculty member. The general procedures covered in the Overview > Common Activity Management Procedures topic within this documentation do NOT apply to this unique activity sub-category screen due to the data being maintained in the MSU GradInfo system. Faculty and administrative staff users of the AP system may want to contact their unit graduate administrative support staff/graduate secretary to request corrections to graduate committee membership data. If a committee member is entered in error, contact the Graduate School administrative support staff to have that person removed from the committee. Similarly, if the Committee Start Term, Chair, or Dissertation Director (Role) indicator is not set correctly for a committee member, contact the Graduate School to have these corrected. Viewing and Commenting On a Graduate Committee Item To view and enter a comment: 1. In the Teaching category of the Activities Database (main menu) screen, click the Graduate Committees link. 2. The Graduate Committees screen appears, listing various items that have previously been added via load from the MSU GradInfo application. In the Items added to Graduate Committees section, click the pencil of the item you want to view and comment on. icon in the EDIT column to the right MSU Academic Profile (AP) System User Manual Manage Your Activities 117

124 The Graduate Committees screen is refreshed to display the field values of the particular committee item record, which you may view as desired. The data displayed on this screen, which includes information on your roles on graduate student committees at MSU, is automatically loaded from the GradInfo database, which is MSU s system of record for this data. Other student advising activities should be entered on the Academic Advising screen. 3. In the Comments field, type the comment. Click within the text box (or press the tab key from a previous field) to reposition the cursor so that it is within the field, and then type (or paste from virtual clipboard) to enter text in the box as necessary to provide the appropriate information. Click the down arrow button as necessary to expand the text box area. The button changes to an up arrow and a vertical scroll bar appears along the right side of the field. Click the up arrow button to collapse the view. Even when collapsed, information you have entered and/or pasted into the text box field remains there. You can either view it by expanding the view with the down arrow button again, or by using the vertical scroll bar. 4. Click the SAVE AND RETURN button to record your comment and save it as part of the item record. MSU Academic Profile (AP) System User Manual Manage Your Activities 118

125 The Graduate Committees screen returns to the Items added to list view, with the item you just saved a comment to is highlighted in green to indicate the item record you most recently made a change to. Eventually, the green highlight will fade to a white background. End of procedure. MSU Academic Profile (AP) System User Manual Manage Your Activities 119

126 Field-Specific Usage Instructions Figure 24: Graduate Committees Screen - Example This screen contains information on your roles on graduate student committees at MSU. The data is auto-loaded from the GradInfo database. GradInfo is MSU s system of record for this data. Please use the Academic Advising screen to enter your other student advising activities. The Graduate Committees screen contains information on the masters and doctoral graduate committees on which you have served. The Graduate School's GradInfo system is the system of record for this data. The data for this screen has been prepopulated from the data contained in this system. The GradInfo system dates back to You may see data back to the mid-1980s if it was entered by your/the student's unit. Information on MSU Academic Profile (AP) System User Manual Manage Your Activities 120

127 your participation on graduate committees on which you served that are not recorded in GradInfo may be entered on the Academic Advising screen. If you have any questions about the data appearing on this screen, please contact the IT Services Help Desk: (517) or Source System Contacts: Since the data is maintained in the MSU GradInfo system, faculty and administrative staff users of the AP system may want to contact their unit graduate administrative support staff/graduate secretary to request corrections to graduate committee membership data. If a committee member is entered in error, contact the Graduate School administrative support staff to have that person removed from the committee. Similarly, if the Committee Start Term, Chair, or Dissertation Director (Role) indicator is not set correctly for a committee member, contact the Graduate School to have these corrected. FERPA Notice: This information is released to you in compliance with the Family Educational Rights and Privacy Act (FERPA) and Michigan State University Access to Student Information. You are solely responsible for maintenance of the confidentiality of said information. Table 27: Graduate Committees Screen - Field Usage Descriptions Field Committee Membership ID Involvement Type Role Student First Name Student Last Name Admit Class Code Student's Major Code Student's Major Description Award Term Degree Type Graduation Date Grad Program Code Grad Program Name Time to Degree Usage Description View-only. The numeric value used to uniquely identify the committee membership is displayed (for example, 54542). An internal GradInfo number that identifies the relationship between the student and the committee member. View-only. The type of committee is displayed (for example, Master s Thesis Committee). The purpose or focus of the committee during a period of time while the student is pursuing the degree. View-only. The name of the role you played in the committee is displayed (for example, Chair). The Role is the capacity in which a person is serving on a student's graduate committee. It is either as a chairperson or as a member. At least one person must be selected to be chairperson. An individual's role may vary over the duration of the committee. View-only. The first (and sometimes middle) name of the student is displayed. View-only. The last name of the student is displayed. View-only. The abbreviated code, followed by a colon and then the full text, is displayed (for example, D: Doctoral). The Class Code that corresponded to the student's graduate admission, i.e., Masters or Doctoral. View-only. The numeric value used to uniquely identify the major is displayed (for example, 4919). View-only. The descriptive title of the major is displayed (for example, Pathobiology). View-only. Thee abbreviated name of the term in which the student s degree is was conferred is displayed. View-only. The abbreviated acronym followed by the official title of the degree is displayed (for example, PhD: Doctor of Philosophy). May also be referred to as Award Type. View-only. The date is displayed in Month dd, yyyy format to indicate the date on which the student's degree was conferred. View-only. The numeric value used to uniquely identify the graduate program is displayed. View-only. The title of the graduate program is displayed. View-only. A numeric value is displayed with a decimal point (for example, 3.33). The time to degree is calculated upon graduation. It is the number of semesters from the first term enrolled in the program major to the graduation term, inclusive. Notes: The time to degree can be affected by first time in program designations based on changes such as transferring to another program, a switch in award level (e.g., from D to M, or M to D), or awarding a masters as part of a doctoral process. The time to degree may not be a whole number in MSU Academic Profile (AP) System User Manual Manage Your Activities 121

128 Field First Passed Comps Term Masters Plan Dissertation Defense Flag Committee Flag Current Flag Comments Committee Start Term Committee End Term Usage Description instances where the terms the student spent working on the degree includes terms during which MSU was on the quarter system, rather than the semester system. View-only. The term in which the Comps were first passed is displayed. If a student passed his/her comprehensive exams prior to 2004 and the degree was not yet awarded when the committee was entered into GradInfo, then the First Passed Comprehensive Exams Term field could have been manually set by the unit's graduate secretary to record the term. View-only. Either Yes or No is displayed to represent the appropriate information from the GradPlan system. Indicates whether the student is in MSU Master's Plan A (includes course work and thesis) or Master's Plan B (includes course work and no thesis). View-only. Either Yes or No is displayed. Once the dissertation has been submitted to The Graduate School in accordance with the formatting guidelines the date of the dissertation defense is set and the Dissertation Defense Flag is set to Y. This Flag has been in effect since For students who passed comprehensive exams prior to 2004, the term the student passed his/her comps could be entered into GradInfo in the First Passed Comps Term field. This field is further up on the screen. View-only. Either Yes or No is displayed. The Committee Flag is a Yes if at least one committee member has been entered into GradInfo for the student's major. View-only. Either Yes or No is displayed. The Current Flag indicates whether or not the student is considered active. A student is active if the student has not graduated and if he/she has been enrolled during the previous 3 semesters (even if the student has withdrawn prior to the 3 semesters elapsing). Use the Graduate Committee Comments field to enter information about the student's dissertation and professional activities post graduation. For example: What is the title of the dissertation? How many journal articles were published as a result of the thesis? Did the student's scholarly work related to the dissertation result in patents or other noteworthy intellectual property? What has the student been doing since graduation? Where has he/she worked? In what position/with what title? Doing what? Comments should not include subjective or evaluative information on the student's performance or degree progress. Click the down arrow button as necessary to expand the text box area. The button changes to an up arrow and a vertical scroll bar appears along the right side of the field. Click the up arrow button to collapse the view. Even when collapsed, information you have entered and/or pasted into the text box field remains there. You can either view it by expanding the view with the down arrow button again, or by using the vertical scroll bar. The name of the semester and year is displayed (for example, SPRING SEMESTER SS 2011). The name of the semester and year is displayed to represent the term in which the committee participation will be concluded. MSU Academic Profile (AP) System User Manual Manage Your Activities 122

129 Non-Credit Instruction > > The Non-Credit Instruction activity allows you to document each of your non-credit engagements. A number of fields are available on this screen beginning with a course title and description. Instruction type (Extension, Urban, International, etc.) and delivery method (online / face-to-face) as well as start and end dates and course location can be noted. The faculty member's role (instructor, curriculum developer, etc.), the audience type (domestic / international), contact hours and course impact / influence (instructional, research, political / policy, etc.) are also available. Detailed How-To Procedures Reference: For common procedures that apply to this activity sub-category screen (and many others), including how to View, Search For, Add, Save, Edit, Copy, and Delete activity items, see Common Activity Management Procedures on page 43 within the Overview topic. Field-Specific Usage Instructions Figure 25: Non-Credit Instruction Screen Partial Screen Example MSU Academic Profile (AP) System User Manual Manage Your Activities 123

130 Use this screen to enter information on your non-credit instructional activities. Non-credit instruction is that which does not offer academic credit in a particular program or toward a degree or diploma. Please include teaching, as well as, curriculum and course development activities. Table 28: Non-Credit Instruction Screen - Field Usage Descriptions Field Non-Credit Course Title Non-Credit Instruction Type Non-Credit Instruction Delivery Start Date End Date How did you come to instruct this course? Explanation of "Other" Non-Credit Instruction Role Usage Description Type to enter the descriptive name of the non-credit course using first initial (title) capitalization. Check all that apply. Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. Select the month from the list, then enter the date and year in yyyy format in the corresponding fields provided to specify the first day the course was held. Select the month from the list, then enter the date and year in yyyy format in the corresponding fields provided to specify the last day the course was held. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. If you selected Other in the previous field, type to enter text to explain the manner in which you came to instruct this course. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. Audience Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. Number of Participants City State Country Non-Credit Course Contact Hours Non-Credit Course Description Non-Credit Program Type Explanation of "Other" Non-Credit Instruction Outreach Indicator Enter a numeric value that represents how many students participated in the course. Enter the city in which the course was delivered. Enter the state in which the course was delivered. Enter the country in which the course was delivered. Enter a numeric value that represents the total course hours spent actively managing the course in actual teaching, answering , grading papers, etc. Click the down arrow button as necessary to expand the text box area. The button changes to an up arrow and a vertical scroll bar appears along the right side of the field. Click the up arrow button to collapse the view. Even when collapsed, information you have entered and/or pasted into the text box field remains there. You can either view it by expanding the view with the down arrow button again, or by using the vertical scroll bar. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. If you selected Other in the previous field, type to enter text to explain the manner in which you came to instruct this course. Select either Yes or No as appropriate. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. Impact/Influence Check all that apply. Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item. MSU Academic Profile (AP) System User Manual Manage Your Activities 124

131 Field Action buttons Usage Description Saves the entries and selections you have made on the screen in the item (record) and returns you to the item list view of the screen. Saves the entries and selections you have made on the screen in the item (record), but causes a new, blank screen to appear, which allows you to make selections and entries in editable fields to save an additional item. Takes you to the item list view of the screen, but does not save any entries and/or selections you have made to the screen. For more information, see Common Activity Management Procedures on page 43. MSU Academic Profile (AP) System User Manual Manage Your Activities 125

132 Courses Taught > > Information about each course taught by the faculty member is uploaded to this screen from the source systems, which include the Student Information System (SIS) and Course Load, Instruction, Funding and Modeling System (CLIFMS). The semester / year and all course identifiers and the title are listed along with the number of enrollees and various credit values associated with the course. Grading options and course type (face-to-face, online, etc.), the owning college and department and honors and study-abroad flags are also included. Not All Fields Automatically Loaded!: The general procedures covered in the Overview > Common Activity Management Procedures topic within this documentation do NOT apply to this unique activity sub-category screen, due to the automatic loading of information from source systems noted above. However, there are several fields in which manual entry and/or selection is permitted and necessary, including Total Student Credit Hours Faculty Entered, New course preparation?, New format for existing course?, Pedagogical Innovations Description, New Teaching Material Description, and Student Learning Enhancement Description. Uploading A Syllabus For This Course To store a syllabus: 1. To the right of the Syllabus for this course field label, click the Store file link. A Browse button appears below the link, followed by text indicating that no file has yet been selected. 2. Click the [Browse ] button. The File Upload dialog box pops up in the foreground. The appearance may differ depending on the type of browser you are using. 3. Use the folder navigation tools in the File Upload dialog box to locate and select the desired document file on your computer. When you click on the file itself, it populates the File name field automatically. 4. Click the [Open] button. MSU Academic Profile (AP) System User Manual Manage Your Activities 126

133 The name of the file you selected appears to the right of the Browse button. 5. Click the SAVE AND RETURN button to save the file to the item record. End of procedure. MSU Academic Profile (AP) System User Manual Manage Your Activities 127

134 Field-Specific Usage Instructions Figure 26: Courses Taught Screen List View Summary Screen Example with Edit icons MSU Academic Profile (AP) System User Manual Manage Your Activities 128

135 Figure 27: Courses Taught Screen Edit View Partial Screen Example This screen contains data for the course sections you have taught. If you have any questions about the data appearing on this screen, you should contact the department administrator responsible for linking courses to instructors in the CLIFMS system. Courses will appear for you if you have been associated with the section of this course in the CLIFMS system for the term and year indicated. Table 29: Courses Taught Screen - Field Usage Descriptions MSU Academic Profile (AP) System User Manual Manage Your Activities 129

136 Field Display Term Usage Description The short name of the term is displayed (for example, Fall). The name of the MSU term that will display on most reports and the Courses Taught summary screen. Term and Year The term and year is displayed in uppercase format (for example, FALL SEMESTER FS 2013). The technical name of the MSU term and year that is used internally by Digital Measures. Section Number The section number of the course is displayed (for example, 001). Section ID Course Title Course Subject The alphanumeric value that uniquely identifies the section is displayed (for example, 97B6N9). The short form of the name of the course, which may contain abbreviated words (for example, Sustainable & Clmt Resil City). The abbreviated form of the course subject is displayed (for example, UP for Urban Planning). Course Number The numeric value associated with the course (for example, 488). Number of Students Quarter of Term Number of Credit Hours If variable credits, Minimum If variable credits, Maximum Derived Credit Hours Total Student Credit Hours Derived Total Student Credit Hours Faculty Entered Total Student Credit Hours Section Course Level Lecture Credit Lab Credit Section Type Delivery Mode Hybrid? OnLine? Face-to-Face Course A number is displayed from Student Information System frozen data marking the end of the quarter of term. A numeric value is displayed with a decimal point and tenths and hundredths (for example, three credit hours would appear as 3.00). A numeric value is displayed with a decimal point and tenths and hundredths (for example, three credit hours would appear as 3.00). If this is a course section having variable credits, the minimum number possible. A numeric value is displayed with a decimal point and tenths and hundredths (for example, three credit hours would appear as 3.00). If this is a course section having variable credits, the maximum number possible. A numeric value is displayed with a decimal point and tenths and hundredths (for example, three credit hours would appear as 3.00). Sum of student credit hours for all meeting times for this section for the faculty member linked in CLIFMS at quarter of term. Add this data if, at the end of the term, there is a different value that the Total Student Credit Hours Derived or Section, or if your department uses a different method of calculation. Enter a numeric value with a decimal point and hundredths (representing hours and minutes). Add this data if, at the end of the term, there is a different value that the Total Student Credit Hours Derived or Section, or if your department uses a different method of calculation. Click within the text box (or press the tab key from a previous field) to reposition the cursor so that it is within the field, and then type (or paste from virtual clipboard) to enter a number in the box as necessary to provide the appropriate information. The course level abbreviation, followed by the full text is displayed (for example, G-Graduate). A numeric value is displayed. A numeric value is displayed. The type of section is displayed (for example, Lecture, Laboratory). From CLIFMS: One (or more) of the following values: Lecture, Laboratory, Classroom, Seminar/Workshop, Language/Classroom, Other, that define more precisely the nature of the section. The mode of delivery associated with the course is displayed (for example, Directed Experimental Learning). From CLIFMS: One (or more) of the following values: Direccted Individual, Directed Experiential Learning, Materials/Devices/Based Instruction, Television Remote, Television Live. Either Yes or No is displayed. If the values for this section in the MSU Student Information System for the section attributes ONLINE and FACETOFACE are "yes", then this will be set to "yes". Either Yes or No is displayed. If the values for this section in the MSU Student Information System for the section attribute CAMPUS CODE are "VIR", or "VDB" then this will be set to "yes". Either Yes or No is displayed. If the values for this section in the Delivery Mode in CLIFMS are Directed Individual or Directed Experiential Learning. MSU Academic Profile (AP) System User Manual Manage Your Activities 130

137 Field New course preparation? New course preparation? Number of Grad Assistants Number of Undergrad Assistants New format for existing course? College Usage Description Select either Yes or No from the list as appropriate. Click the down arrow to display the list, hover your mouse over an item in the list to highlight it and then click on the item to select it, which closes the drop-down menu list and populates the field box with the item you selected. Select either Yes or No from the list as appropriate. Click the down arrow to display the list, hover your mouse over an item in the list to highlight it and then click on the item to select it, which closes the drop-down menu list and populates the field box with the item you selected. A numeric value is displayed when applicable. From CLIFMS: If this field has been completed (identification of the number of graduate assistants associated with the course). A numeric value is displayed. From CLIFMS: If this field has been completed (identification of the number of undergraduate assistants associated with the course). Click the down arrow to display the list, hover your mouse over an item in the list to highlight it and then click on the item to select it, which closes the drop-down menu list and populates the field box with the item you selected. The numeric code followed by the textual name is displayed (for example, 46 Veterinary Medecine). Department The numeric code followed by the abbreviated textual name is displayed (for example, 638 Pathobiology & Diagnostic Inves). Honors Course or Section Study Abroad Indicator Supervisor Flag Pedagogical Innovations Description New Teaching Material Description Student Learning Enhancement Description Syllabus for this course Either Yes or No is displayed to indicate whether or not this course was an honors course or section. A designation of "XX" if the course is Honors, a designation of "XY" if the section is Honors. Either Yes or No is displayed to indicate whether or not this was a study-abroad course. If the country associated with the location of the section is not US, or if the campus code associated with the section is Overseas Study a "Y" will appear. Either Yes or No is displayed to indicate whether or not you were the supervisor. If the individual is identified as the supervisor of the course a "Y" will appear. Click within the text box to reposition the cursor so that it is within the field, and then type (or paste from virtual clipboard) to enter text in the box as necessary to provide the appropriate information. Click the down arrow button as necessary to expand the text box area. The button changes to an up arrow and a vertical scroll bar appears along the right side of the field. Click the up arrow button to collapse the view. Even when collapsed, information you have entered and/or pasted into the text box field remains there. You can either view it by expanding the view with the down arrow button again, or by using the vertical scroll bar. Click within the text box (or press the tab key from a previous field) to reposition the cursor so that it is within the field, and then type (or paste from virtual clipboard) to enter text in the box as necessary to provide the appropriate information. Click the down arrow button as necessary to expand the text box area. The button changes to an up arrow and a vertical scroll bar appears along the right side of the field. Click the up arrow button to collapse the view. Even when collapsed, information you have entered and/or pasted into the text box field remains there. You can either view it by expanding the view with the down arrow button again, or by using the vertical scroll bar. Click within the text box (or press the tab key from a previous field) to reposition the cursor so that it is within the field, and then type (or paste from virtual clipboard) to enter text in the box as necessary to provide the appropriate information. Click the down arrow button as necessary to expand the text box area. The button changes to an up arrow and a vertical scroll bar appears along the right side of the field. Click the up arrow button to collapse the view. Even when collapsed, information you have entered and/or pasted into the text box field remains there. You can either view it by expanding the view with the down arrow button again, or by using the vertical scroll bar. Click the Store file link to Browse for, select, and upload a document file. Click the Store file link to cause the Browse button to appear. Click the Browse button to cause your browser s File Upload dialog box to appear. Use the folder navigation tools in the File Upload dialog box to locate and select a file to highlight it and populate the File name box accordingly, then click the Open MSU Academic Profile (AP) System User Manual Manage Your Activities 131

138 Field SAVE AND RETURN Usage Description button. The filename you selected appears to the right of the Browse button. Save the item record to complete the upload (file attachment) process. Saves the entries and selections you have made on the screen in the item (record) and returns you to the item list view of the screen. MSU Academic Profile (AP) System User Manual Manage Your Activities 132

139 Scholarship/Research The Scholarship/Research category on the Activities Database (Main Menu) screen houses links to sub-category activity management information capture screens for collecting information about your publication and/or synergistic activities, sponsored program proposals (from the SPA and Kuali Coeus applications for those administered by MSU and other Non-MSU Sponsored programs projects you enter), publications, papers, other creative works, copyrights, patents, and presentations. The Scholarship/Research category includes the following activity sub-category screen links: Biographical Sketch on page 134 Sponsored Program Proposals - Administered by MSU SPA on page 138 Other Programs/Projects and Non-MSU Administered Sponsored Program Proposals on page 143 Publications, Papers and Other Creative Works on page 147 Intellectual Property (e.g., copyrights, patents) on page 169 Presentations on page 174 MSU Academic Profile (AP) System User Manual Manage Your Activities 133

140 Biographical Sketch > > The Biographical Sketch screen allows you to maintain Publication and Synergistic activity information for reuse to include in reports for your NIH and/or NSF grant proposals. Detailed How-To Procedures Reference: For common procedures that apply to this activity sub-category screen (and many others), including how to View, Search For, Add, Save, Edit, Copy, and Delete activity items, see Common Activity Management Procedures on page 43 within the Overview topic. Adding Intellectual Contributions Adding intellectual contributions can be done for either Publications or Synergistic Activities. Publications, Papers and Other Creative Works Reference: Publications that have already been entered and/or imported on the Publications, Papers and Other Creative Works screen are made available as options from which to select in the Intellectual Contribution drop-down list. If you do not see the desired publication, you must first enter and/or import it. For more information, see Publications, Papers and Other Creative Works on page 147. To specify an Intellectual Contribution as a Publication or Synergistic Activity: 1. In the Publications section of the Biographical Sketch screen, click the down arrow to the right of where it says Please select in the Intellectual Contribution field. The available options appear in the drop-down menu below the field, with the list appearing in descending year order. 2. Click on an item in the list to highlight and select it. The Intellectual Contribution field becomes populated with your selection. MSU Academic Profile (AP) System User Manual Manage Your Activities 134

141 If you want to add another intellectual contribution, select the number of sections you want to add. Use the drop-down menu by clicking the down arrow to display the list, and then click on a number item in the list to highlight and select it to populate the box with your selection. Click the ADD button. The number of additional, blank section(s) you selected are added. 3. Click the SAVE AND RETURN button at either the top or bottom of the screen to save your selection to the Biographical Sketch item record. End of procedure. Biographical Sketch Field Reference Figure 28: Biographical Sketch Screen Partial Screen Example Table 30: Biographical Sketch Screen - Field Usage Descriptions MSU Academic Profile (AP) System User Manual Manage Your Activities 135

142 Field Biographical Sketch Type Personal Reference Number for this Biographical Sketch record Explanation of Personal Reference Number era Commons Username Personal Statement Intellectual Contribution Intellectual Property Add another Publication Usage Description Required. Select either NIH, NSF, or both as appropriate. Click the down arrow to display the list, hover your mouse over an item in the list to highlight it and then click on the item to select it, which closes the drop-down menu list and populates the field box with the item you selected. You may create multiple Biographical Sketch records on this screen, including more than one for NIH and/or more than one for NSF. This may be valuable if you frequently apply for two different types of NIH grants, for example, and you wish to maintain two different sets of contributions which are tailored to each of those two grant types. By selecting a reference number on this screen, you will be able to choose the corresponding reference number when running the NIH Biographical Sketch custom report. Type to enter a textual description of this particular Biographical Sketch record that summarizes its purpose, which corresponds to the numeric value you selected in the prior fields. Enter the Username associated with your account in the National Institutes of Health electronic Research Administration Commons online interface for principal investigators with grant information. The unique username (from 6 to 20 characters) is associated with biomedical research proposal submissions to grantor sponsor agencies. Click the down arrow button as necessary to expand the text box area. The button changes to an up arrow and a vertical scroll bar appears along the right side of the field. Click the up arrow button to collapse the view. Even when collapsed, information you have entered and/or pasted into the text box field remains there. You can either view it by expanding the view with the down arrow button again, or by using the vertical scroll bar. Publications section This "Intellectual Contribution" drop-down list will allow you to select from the list of Intellectual Contribution records which you have created. If others have created Intellectual Contribution records on your behalf for publications on which you collaborated, and have linked these records to your account, these will not be available for selection from this drop-down list. If you would like to include one or more of these linked publications in your Biographical Sketch report, select the checkbox below. This will include an appendix in your Biographical Sketch report that lists all of the Intellectual Contribution records "Entered by" someone else and to which you are linked. You can then copy and paste the relevant citations into the body of the report, and remove the appendix before submitting it. This drop-down list will display all of the Publication records you own. Each Biographical Sketch report may include criteria to further limit which records are displayed (e.g., publication status or refereed status). Please see the report templates for details on how the reports are built. This "Intellectual Property" drop-down list will allow you to select from the list of Intellectual Property records which you have created. If others have created Intellectual Property records on your behalf for accomplishments on which you collaborated, and have linked these records to your account, these will not be available for selection from this drop-down list. If you would like to include one or more of these linked accomplishments in your Biographical Sketch report, select the checkbox below. This will include an appendix in your Biographical Sketch report that lists all of the Intellectual Property records "Entered by" someone else and to which you are linked. You can then copy and paste the relevant citations into the body of the report, and remove the appendix before submitting it. Select the number of sections you want to add. Use the drop-down menu by clicking the down arrow to display the list, and then click on a number item in the list to highlight and select it to populate the box with your selection. Click the ADD section(s) you selected are added. button. The number of additional, blank Linked Records Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item. Include an appendix in the Biographical Sketch report, containing all relevant records to which I have been linked. Synergistic Activities section MSU Academic Profile (AP) System User Manual Manage Your Activities 136

143 Field Intellectual Contribution Other Activity Add another Activity Action buttons Usage Description This "Intellectual Contribution" drop-down list will allow you to select from the list of Intellectual Contribution records which you have created. If others have created Intellectual Contribution records on your behalf for publications on which you collaborated, and have linked these records to your account, these will not be available for selection from this drop-down list. If you would like to include one or more of these linked publications in your Biographical Sketch report, select the checkbox above. This will include an appendix in your Bigraphical Sketch report that lists all of the Intellectual Contribution records "Entered by" someone else and to which you are linked. You can then copy and paste the relevant citations into the body of the report, and remove the appendix before submitting it. Click the down arrow button as necessary to expand the text box area. The button changes to an up arrow and a vertical scroll bar appears along the right side of the field. Click the up arrow button to collapse the view. Even when collapsed, information you have entered and/or pasted into the text box field remains there. You can either view it by expanding the view with the down arrow button again, or by using the vertical scroll bar. Select the number of sections you want to add. Use the drop-down menu by clicking the down arrow to display the list, and then click on a number item in the list to highlight and select it to populate the box with your selection. Click the ADD section(s) you selected are added. button. The number of additional, blank Saves the entries and selections you have made on the screen in the item (record) and returns you to the item list view of the screen. Saves the entries and selections you have made on the screen in the item (record), but causes a new, blank screen to appear, which allows you to make selections and entries in editable fields to save an additional item. Takes you to the item list view of the screen, but does not save any entries and/or selections you have made to the screen. For more information, see Common Activity Management Procedures on page 43. MSU Academic Profile (AP) System User Manual Manage Your Activities 137

144 Sponsored Program Proposals - Administered by MSU SPA > > The Sponsored Program Proposals Administered by MSU SPA screen contains information on proposals and awards submitted and received through MSU's Sponsored Programs Administration. The major categories of data captured from the source system and displayed on this screen are: award title and identification data, information on the proposal sponsor(s), submission dates and funding amounts, investigators and budget transactions, additional partners, Form D grant proposal function and research category, among numerous other individual fields associated with a proposal. Most elements on this screen are uploaded from data maintained by the Office of Sponsored Programs and Contracts and Grants Administration. Certain fields can be entered by the faculty member, primarily those related to the Form D grant proposal function and research category. MSU's OSP and CGA departments maintain the systems of record for this information, but AP may become the system of record for data not kept by those offices. Note: The general procedures covered in the Overview > Common Activity Management Procedures topic within this documentation do NOT necessarily apply to this unique activity sub-category screen. Sponsored Program Proposals Administered by MSU SPA Field Reference Figure 29: Sponsored Program Proposals - Administered by MSU SPA Screen Partial Screen Example This screen contains information on your sponsored program proposals processed through MSU s Sponsored Program Administration. Sponsored Program Administration IT systems are the systems of record for this data. The data for this screen has been prepopulated from the contracts and grants administration (CGA) database in MSU s data warehouse. The data available in these systems dates back to the early 1990s. Sponsored programs you had at MSU prior to the existence of these electronic records may be entered on the Other Programs/Projects screen. MSU Academic Profile (AP) System User Manual Manage Your Activities 138

145 Additional information on your sponsored program proposals and awards that is not available from MSU systems may be entered manually into your Academic Profile on this screen. For example, use this screen to include information on additional research partners not detailed in the original e-transmittal, categorize the program or project activity according to MSU Form D functions and sub-functions, and include other classifications that may be useful to categorize a program or project. Table 31: Sponsored Program Proposals - Administered by MSU SPA Screen - Field Usage Descriptions Field Title Status Application Number Project Nature Direct Sponsor Type Direct Sponsor Direct Sponsor Acronym Direct Sponsor ID Prime Sponsor Type Prime Sponsor Usage Description General Information (Current) section The name or descriptive heading of the sponsored activity proposal. The current status of the proposal is displayed (for example, Awarded/Funded). Status of Proposal/Award- Unfunded, Funded, Withdrawn, Expired/Unfunded (mainly used to report on unfunded). The identification number assigned by MSU to a proposal requesting external funding for a sponsored activity. The identification number assigned by the MSU Sponsored Programs Administration to all proposals processed through the Office of Sponsored Programs (the pre-award division of Sponsored Programs Administration). The abbreviated unique identification code is displayed, followed by the textual name of the nature of the project, separated by a colon (for example, R1: Research Without Human Subjects). Classification of function for project activities (research, public service, education, etc). The abbreviated code is displayed, followed by the textual name (for example, U: Federal Government). Classification of the type of grantor (foundation, federal, industry, etc). The name of the granting organization awarding funds to MSU for this project. The name of the direct sponsor is displayed in uppercased letters (for example, US DEPT AGRICULTURE), to represent the organization or agency providing funding/support for the research project. The entity from which funds are directly received. Predefined in grantor table. The acronym used to abbreviate the name of the direct sponsor is displayed (for example, USDA). Abbreviated code for the type of grantor. A numeric value that uniquely identifies the direct sponsor in the SPA system. System generated unique id of the direct grantor of the proposal. If MSU is a subcontractor, i.e., the Direct Sponsor has subcontracted with MSU to perform a portion of the work, the information concerning the Prime Sponsor is shown below. (Note that in cases where the Prime Sponsor is contracting directly with MSU, for clarity the Prime Sponsor is left blank as the Prime Sponsor and the Direct Sponsor are the same.) The sponsor providing the original source of project funding. Note: In cases where the Prime Sponsor is contracting directly with MSU, for clarity the Prime Sponsor is left blank as the Prime Sponsor and the Direct Sponsor are the same. Prime Sponsor Acronym Prime Sponsor ID Abstract The acronym used to abbreviate the name of the direct sponsor is displayed (for example, USDA). A numeric value that uniquely identifies the direct sponsor in the SPA system, used as an internal reference ID of the organization providing the original source of funds for the sponsored project. Investigator Provided Information section Summary of the sponsored activity proposal. Click the down arrow button as necessary to expand the text box area. The button changes to an up arrow and a vertical scroll bar appears along the right side of the field. Click the up arrow button to collapse the view. Even when collapsed, information you have entered and/or pasted into the text box field remains there. You can either view it by expanding the view with the down arrow button again, or by using the vertical scroll bar. MSU Academic Profile (AP) System User Manual Manage Your Activities 139

146 Field Additional Partners Add another Additional Partner Is this sponsored program aligned with an MSU Extension activity? Usage Description This optional field may be used to enter names and roles of subcontractors, collaborators and other non-msu partners. (If only the organization is of interest leave the name fields blank.) Type to enter text into the First Name, Middle Name/Initial, Last Name, Role, and Institution fields as is appropriate. Click within the text box (or press the tab key from a previous field) to reposition the cursor so that it is within the field, and then type (or paste from virtual clipboard) to enter text in the box as necessary to provide the appropriate information. Select the number of sections you want to add. Use the drop-down menu by clicking the down arrow to display the list, and then click on a number item in the list to highlight and select it to populate the box with your selection. Click the ADD section(s) you selected are added. button. The number of additional, blank Select either Yes or No from the list as appropriate. Click the down arrow to display the list, hover your mouse over an item in the list to highlight it and then click on the item to select it, which closes the drop-down menu list and populates the field box with the item you selected. Off-Campus Select either Yes or No from the list as appropriate. Click the down arrow to display the list, hover your mouse over an item in the list to highlight it and then click on the item to select it, which closes the drop-down menu list and populates the field box with the item you selected. Country State/Province City Form D Grant Proposal Function Function If Function is Service within the Broader Community, please specify Sub- Function If Function is Other, please specify Research Category Category Title Category Description Sub-Category Title Sub-Category Description Accepted by OSP Deadline Date Proposed First Year Funding (Budget) If you selected Yes in the Off-Campus field, type the name of the country in which the primary project/program activity took place. If you selected Yes in the Off-Campus field, type the name of the state or province in which the primary project/program activity took place. If you selected Yes in the Off-Campus field, type the name of the city in which the primary project/program activity took place. Indicate the primary functional category for the major emphasis of the sponsored program/activity. This may be used to organize sponsored program activities on reports and for metrics in addition to Form D. Indicate the primary functional subcategory for the major emphasis of the sponsored program/activity when the primary category is Service within the Broader Community. This may be used as a subfunction to organize sponsored program activities on reports and for metrics in addition to Form D. When you selected Other as the option in the Function field, specify the function with a descriptive category name. Optional. Use for additional classification of sponsored research (for example, university thrust areas, discipline/profession topical areas of emphasis, and investigator areas of focus or expertise). Optional. Use for additional classification of sponsored research (for example, university thrust areas, discipline/profession topical areas of emphasis, and investigator areas of focus or expertise). Optional. Use for additional classification of sponsored research (for example, university thrust areas, discipline/profession topical areas of emphasis, and investigator areas of focus or expertise). Optional. Use for additional classification of sponsored research (for example, university thrust areas, discipline/profession topical areas of emphasis, and investigator areas of focus or expertise). Original Submission section The date is displayed in Month dd, yyyy format to represent when the Office of Sponsored Programs accepted the original submission. The date is displayed in Month dd, yyyy format. A dollar amount is displayed (with no cents). MSU Academic Profile (AP) System User Manual Manage Your Activities 140

147 Field Proposed First Year Start Date Proposed First Year End Date Total Funds Requested Proposed Total Years Start Date Proposed Total Years End Date Proposed Investigator Named Individual First Name Middle Name/Initial Last Name PI Ordinal Role Proposed Percent Credit (F&A) Proposed Amount Credit 1 st Proposed Credit Split Proposed Organization Code Proposed MAU Credit Ordinal Proposed Percent to Credit to Org Proposed Amount to Credit to Org Award ID Usage Description The date is displayed in Month dd, yyyy format. System Default Dates, such as 2099, may appear as an end year. These are used in cases where the end date year is not established. A dollar amount is displayed (with no cents). The date is displayed in Month dd, yyyy format. System Default Dates, such as 2099, may appear as an end year. These are used in cases where the end date year is not established. System Default Dates, such as 2099, may appear as an end year. These are used in cases where the end date year is not established. The MSU-affiliated individual is listed in Last, First, M: netid format. When not affiliated with MSU, the first name of the individual is displayed. When not affiliated with MSU, the middle name or initial of the individual is displayed. When not affiliated with MSU, the last name of the individual is displayed. A numeric value is displayed to indicate the order in which the investigator appears in related to additional proposed investigators. The proposed investigator role is displayed (for example, Principal). Facilities and administration (F&A) overhead credit distribution percent for each investigator represents the investigator s relative contribution. The total across all investigators should equal 100%. Facilities and administration (F&A) overhead credit distribution amount for each investigator represents the investigator s relative contribution. The total amount across all investigators should equal the total anticipated award amount. The code number, followed by the textual name of the org is displayed (for example, FISHERIES & WILDLIFE). The Organization Code and Name of the unit to which the Investigator's facilities and administration (F&A) overhead credit distribution is attributed. The code number, followed by the textual name of the major administrative unit is displayed (for example, 02 COLLEGE OF AGRICULTURE & NAT RESOURCES). The Major Administrative Unit (typically the College) of the Organization to which the Investigator's facilities and administration (F&A) overhead credit distribution is attributed. A numeric value is displayed. Represents the order of the Investigators as they appear on the Transmittal. A percentage is displayed. Facilities and administration (F&A) overhead credit distribution percent attributed to the Organization (unit/department) for the specified investigator. A percentage is displayed. Facilities and administration (F&A) overhead distribution amount attributed to the Organization (unit/department) for the specified investigator. Award section The value used to uniquely identify the award in the SPA system is displayed. A numeric code assigned by the Sponsored Programs Administration office to each awarded proposal. One Award ID is assigned to each proposal (i.e., Application or APP) that is awarded. Award Letter Click the Store file link to cause the Browse button to appear. Click the Browse button to cause your browser s File Upload dialog box to appear. Use the folder navigation tools in the File Upload dialog box to locate and select a file to highlight it and populate the File name box accordingly, then click the Open button. The filename you selected appears to the right of the Browse button. Save the item record to complete the upload (file attachment) process. Direct Sponsor's Original Award Number The direct sponsor may have a formal identification number for an award, which is assigned to the award document based on the sponsor s award code, or a check number may serve as the original number associated with the award. MSU Academic Profile (AP) System User Manual Manage Your Activities 141

148 Field Funding Mechanism/Award Type Original BOT Date Anticipated Award Amount Project Start Date Project End Date Usage Description The type of award is displayed (for example, Gift). Type of funding mechanism used to support grantored Programs (Grant, Gift, Contract, etc). The Month, date, and year are displayed to represent the Board of Trustees approval date. The anticipated sponsor funding for the entire project period. This is the current obligation plus anticipated incremental funding and future year funding, including possible option years. It does not include cost share. The project period start date based on the sponsor award instrument. Tip: System Default Dates, such as 2099, may appear as an end year. These are used in cases where the end date year is not established. Amount Funded to Date 1 st Award Transaction Transaction ID BOT Date Budget Period Start Date Budget Period End Date Award Transaction Amount 1 st Award Investigator Named Individual First Name Middle Name/Initial Last Name PI Ordinal Percent Credit Amount Credit 1 st Award Organization Credit Split Award Organization Code Award MAU Credit Ordinal Award Percent to Credit to Org Award Amount to Credit to Org Action Buttons A monetary dollar amount is displayed. A code that uniquely identifies an award transaction. The Board of Trustees approval date. The effective date of the current funding period. The expiration date of the current funding period. The dollar amount associated with the transaction. The MSU-affiliated individual is listed in Last, First, M: netid format. When not affiliated with MSU, the first name of the individual is displayed. When not affiliated with MSU, the middle name or initial of the individual is displayed. When not affiliated with MSU, the last name of the individual is displayed. A numeric value is displayed to indicate the order in which the investigator appears in related to additional proposed co-investigators. These may refer to the level of responsibility of the investigator. A percentage value is displayed for this investigator. A percentage value is displayed for this investigator. A unique identifier assigned to the unit level of the institution that is associated with The major academic unit to receive this portion of the credit. A numeric value is displayed to represent the order in relation to other levels of the organization. A percentage value is displayed for this Org/MAU. A percentage value is displayed for this Org/MAU. Click the SAVE AND RETURN button to save changes made to the item record (or CANCEL to return to the item list). MSU Academic Profile (AP) System User Manual Manage Your Activities 142

149 Other Programs/Projects and Non-MSU Administered Sponsored Program Proposals > > Use this screen to enter information on sponsored programs and other projects not administered by MSU SPA (Sponsored Programs Administration). This may include sponsored programs administered at an institution other than MSU, ongoing research for which there was not or is no longer sponsored funding, internal MSU funding not processed through SPA, and research that is in the planning stage. NOTE: Information on sponsored programs administered by MSU are entered via the Sponsored Program Proposals Administered by MSU SPA page, available from the Manage Your Activities main menu. Detailed How-To Procedures Reference: For common procedures that apply to this activity sub-category screen (and many others), including how to View, Search For, Add, Save, Edit, Copy, and Delete activity items, see Common Activity Management Procedures on page 43 within the Overview topic. Other Programs/Projects and Non-MSU Administered Sponsored Program Proposals Field Reference Figure 30: Other Programs/Projects and Non-MSU Administered Sponsored Program Proposals Screen Partial Screen Example Table 32: Other Programs/Projects and Non-MSU Administered Sponsored Program Proposals Screen - Field Usage Descriptions Field Title Abstract/Description Usage Description The name or descriptive heading of the sponsored activity proposal, program or project. Click the down arrow button as necessary to expand the text box area. The button changes to an up arrow and a vertical scroll bar appears along the right side of the field. Click the up arrow button to collapse the view. Even when collapsed, information you have entered and/or pasted into the MSU Academic Profile (AP) System User Manual Manage Your Activities 143

150 Field Type Status Funding Mechanism/Award Type If Funding Mechanism/Award Type is Other, please specify Project Nature Direct Sponsor Award Number Direct Sponsor Type Direct Sponsor Usage Description text box field remains there. You can either view it by expanding the view with the down arrow button again, or by using the vertical scroll bar. Select Non-MSU Administered Sponsored Program Proposal if funding for the program/project is in response to defined project objectives, but the proposal preparation, submission and award acceptance is not administered by MSU SPA. This could include such things as internal MSU grants, and sponsored programs administered by another institution. Select Other Programs/ Projects if the funding is not administered and/or is not to accomplish predefined objectives. Examples include support through gifts and discretionary funds. Status of Proposal/Award- Unfunded, Funded, Withdrawn, Expired/Unfunded (mainly used to report on unfunded). Select the current status of the proposal from the list. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. Type of funding mechanism used to support grantored Programs (Grant, Gift, Contract, etc). Select the appropriate option from the list. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. When you selected Other as the option for the previous field, type to enter a textual name that summarizes the type of funding mechanism/award. Select the appropriate option from the list (alphabetical by abbreviated code) to specify the nature of the project associated with the proposal. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. The Abbreviation of the Project Nature (From Proposal Tables) is followed by the Classification of function for project activities (research, public service, education, etc). When applicable, type to enter the number assigned to the award as specified by the direct sponsor. Select the appropriate option from the list to specify the type of direct sponsor for the proposal. Classification of the type of grantor (foundation, federal, industry, etc). The entity from which funds are directly received. The name of the direct grantor of the award. Prime Sponsor section Prime Sponsor Type The grantor type of the prime grantor of the award. Click the down arrow to display the list, hover your mouse over an item in the list to highlight it and then click on the item to select it, which closes the drop-down menu list and populates the field box with the item you selected. If the investigator(s) institution is a subcontractor, i.e., the Direct Sponsor has subcontracted with the investigator(s) institution to perform a portion of the work, the information concerning the Prime Sponsor is entered below. (Note that in cases where the Prime Sponsor is contracting directly with the investigator(s) institution, for clarity the Prime Sponsor is left blank as the Prime Sponsor and the Direct Sponsor are the same.) If Prime Sponsor Type is "Other", please specify Prime Sponsor When you selected O in the previous field, specify the type of prime sponsor. The name of the organization or agency that is the original source of funds for the sponsored project. Location section Off-Campus Select either Yes or No from the list as appropriate. Click the down arrow to display the list, hover your mouse over an item in the list to highlight it and then click on the item to select it, which closes the drop-down menu list and populates the field box with the item you selected. Country Type to enter the country in which the program or project work was carried out. MSU Academic Profile (AP) System User Manual Manage Your Activities 144

151 Field State/Province City Is this sponsored program aligned with an MSU Extension activity? Function If Function is Service to the Broader Community, please specify Sub- Function If Function is Other, please specify Category Title Category Description Sub-Category Title Sub-Category Description Submitted Date Total Funding Requested Proposed Project Start Date Proposed Project End Date Project Funding Anticipated Award Amount Project Start Date Project End Date Amount Funded to Date Named Individual Usage Description Type to enter the state or province in which the program or project work was carried out. Type to enter the city in which the program or project work was carried out. Select either Yes or No from the list as appropriate. Click the down arrow to display the list, hover your mouse over an item in the list to highlight it and then click on the item to select it, which closes the drop-down menu list and populates the field box with the item you selected. Form D Grant Proposal Function section Select the functional category specified on Form D, Section IV E Grant Proposals. Indicate the primary functional category for the major emphasis of the sponsored program/activity. Select the appropriate area of service from the list as it applies to the broader community. Click the down arrow to display the list, hover your mouse over an item in the list to highlight it and then click on the item to select it, which closes the drop-down menu list and populates the field box with the item you selected. Specify the functional category by typing it in the field only when you selected the Other option in the Function field. Research Category section Optional. Type to enter the name of the unit and/or individual specific classification of sponsored research. Optional. Enter text that describes the purpose of the unit and/or individual specific classification of sponsored research. Optional. Type to enter the name of the sub-unit and/or individual specific sub-classification of sponsored research. Optional. Enter text that describes the purpose of the sub-unit and/or individual specific subclassification of sponsored research. Submission section The date in which the proposal was submitted by MSU. Select the month from the drop-down menu, then enter the date and year in yyyy format in the corresponding fields provided. The total amount requested for the proposed project period. Type to enter a numeric dollar amount value. The start date proposed for the first year of the project- not actual awarded project dates. Select the month from the drop-down menu, then enter the date and year in yyyy format in the corresponding fields provided. The proposed end date for the project period. Select the month from the drop-down menu, then enter the date and year in yyyy format in the corresponding fields provided. Award Summary section Total Award Amount Expected, but not obligated. Type to enter a numeric dollar amount value. The proposed start date for the project period. Will match the first/current year budget start date. Select the month from the drop-down menu, then enter the date and year in yyyy format in the corresponding fields provided. The proposed end date for the first year of the project. Select the month from the drop-down menu, then enter the date and year in yyyy format in the corresponding fields provided. Type to enter a numeric dollar amount value that represents the amount funded to date of the total award amount. Investigator sections By default, this is automatically populated with your name (or the name of the faculty member you are currently managing data for). MSU Academic Profile (AP) System User Manual Manage Your Activities 145

152 Field First Middle Last PI Ordinal Usage Description When not affiliated with MSU, the first name of the investigator is displayed. When not affiliated with MSU, the middle name of the investigator is displayed. When not affiliated with MSU, the last name of the investigator is displayed. Represents the order of the Investigators for this project/award. Click within the text box (or press the tab key from a previous field) to reposition the cursor so that it is within the field, and then type (or paste from virtual clipboard) to enter text in the box as necessary to provide the appropriate information. Role Click the down arrow to display the list, hover your mouse over an item in the list to highlight it and then click on the item to select it, which closes the drop-down menu list and populates the field box with the item you selected. Proposed Percentage to Credit to Individual (Facilities & Admin Percentage) Proposed Amount to Credit to Individual Add another Investigator: First Name Middle Name/Initial Last Name Role Organization Add another Additional Partner: Action Buttons Type to enter a numeric percentage value. Facilities and administration (F&A) overhead credit distribution percent for each investigator represents the investigator s relative contribution. The total across all investigators should equal 100%. Type to enter a numeric dollar amount value. Facilities and administration (F&A) overhead credit amount for each investigator. The total across all investigators should equal the total award amount. Select the number of sections you want to add. Use the drop-down menu by clicking the down arrow to display the list, and then click on a number item in the list to highlight and select it to populate the box with your selection. Click the ADD section(s) you selected are added. Additional Partners section(s) button. The number of additional, blank Enter the first name of the subcontractor, collaborator, or other partner (or leave blank if only the Organization is of significance). Enter the middle name or initial of the subcontractor, collaborator, or other partner (or leave blank if only the Organization is of significance). Enter the last name of the subcontractor, collaborator, or other partner (or leave blank if only the Organization is of significance). Enter the role of the subcontractor, collaborator, or other partner (or leave blank if only the Organization is of significance). Optional. Enter the name of the organization the subcontractor, collaborator, or other partner is affiliated with. Select the number of sections you want to add. Use the drop-down menu by clicking the down arrow to display the list, and then click on a number item in the list to highlight and select it to populate the box with your selection. Click the ADD section(s) you selected are added. button. The number of additional, blank Saves the entries and selections you have made on the screen in the item (record) and returns you to the item list view of the screen. Saves the entries and selections you have made on the screen in the item (record), but causes a new, blank screen to appear, which allows you to make selections and entries in editable fields to save an additional item. Takes you to the item list view of the screen, but does not save any entries and/or selections you have made to the screen. For more information, see Common Activity Management Procedures on page 43. MSU Academic Profile (AP) System User Manual Manage Your Activities 146

153 Publications, Papers and Other Creative Works > > This screen displays publications that have been extracted from the Scopus citation database and publications that are manually entered by a faculty member. This allows publications that have been accepted for publication but have not yet been published to be documented along with publications that might not be of the type to be cited in Scopus. Information about a specific publication includes a title and publication type (article, book, etc.), the author(s), the publisher (including publisher location), number of pages, ISBN/ISSN Number/Case # and audience (state, national, international, etc.). An indicator showing whether the publication is peer reviewed or refereed is available as is a space where the abstract can be entered. Various dates relating to the status of the publication are also available. Even for publications that have been loaded automatically from Scopus, there are a number of fields that can be manually updated. Submission and Publication dates can be added along with information about the publishers and editors, etc. Scopus is an abstract and citation database of peer-reviewed literature. MSU has a license with Scopus allowing us to download data for MSU faculty. APP may become the system of record for publication data entered manually. The general procedures covered in the Overview > Common Activity Management Procedures topic within this documentation do NOT apply to this unique activity sub-category screen as far as they relate to importing, but do generally apply to Adding New records. The following two options exist for importing items: Option A: Import records into the AP system using an exported BibTeX file from either a reference manager (such as EndNote, Mendeley, RefWorks, or Zotero) or a database (such as Google Scholar, Scopus, or Web of Science) software system. Option B: Import records into the AP system by connecting directly to the PubMed software system, which allows you to search for records by author name, and then select the desired records and collaborators. This can be done for your own citations, or those of the user for whom you are managing data. Importing Items Option A Follow this procedure when you want to import a file you have previously exported from another system as a BibTeX file (.bib). External databases and reference management systems that already store your citations such as EndNote, Google Scholar, Mendeley, RefWorks, Scopus, Web of Science or Zotero enable you to select records and export them into a BibTeX file, which is the most broadly-supported, standardized way to structure publication citations in a file. To import a BibTeX file: 1. On the Publications, Papers and Other Creative Works screen, click the IMPORT ITEMS button. MSU Academic Profile (AP) System User Manual Manage Your Activities 147

154 The Import Your Items screen appears. 2. In the Option A: Import a file that you exported from another system section, click the Browse button. Your browser s File Upload dialog box appears in the foreground. 3. Use the Look in top menu (or left Organize menu) to navigate folders in order to locate the desired file and then click on the desired BibTeX file to highlight and select it. The file you selected appears within the File name field. 4. Click the Open button. MSU Academic Profile (AP) System User Manual Manage Your Activities 148

155 The file name you selected appears to the right of the Browse button to indicate your selection. 5. Click the CONTINUE button. The screen may display a Digital Measures Please Wait message as the file is imported to indicate the upload is processing. MSU Academic Profile (AP) System User Manual Manage Your Activities 149

156 The Import Your Items screen is refreshed to display the content (fields of information) contained in the file you selected. Multiple Records Note: A single.bib file may contain multiple records which you may page through by using the forward arrow to the right of the Record field to ensure the file you selected contains the desired content. Each record will be imported as a separate item on the Publications, Papers and Other Creative Works screen. If duplicates are detected, the step 2: Handle duplicates breadcrumb trail will be highlighted. Confirm duplicates when prompted as necessary by clicking either the or buttons accordingly, and then click the CONTINUE button. If no collaborators are detected, the step 3: Pick collaborators breadcrumb trail will be highlighted. Follow the prompts to pick collaborators as necessary. For more information about picking collaborators, see 6. Click the IMPORT button. A popup window (dialog box) appears, prompting you to confirm your upload. 7. Click the OK button to proceed.. MSU Academic Profile (AP) System User Manual Manage Your Activities 150

157 The Publications, Papers and Other Creative Works screen is refreshed to display an Import Successful! message at the top, and the item(s) you imported appear within the Items added to table section of the screen as individual rows. 8. To view the content you imported as populated fields, or to further edit your imported content, click the pencil button within the EDIT column for the item you want to view. MSU Academic Profile (AP) System User Manual Manage Your Activities 151

158 The content of the file you imported appears within the corresponding editable fields. End of procedure. Related Information: For more information about BibTeX Imports, refer to the guide published by Digital Measures at MSU Academic Profile (AP) System User Manual Manage Your Activities 152

159 Importing Items Option B Follow this procedure when you want to import citations from an external system such as the PubMed system. The functionality in this import option allows you to pull your citations into the AP system directly from PubMed without first saving them into a BibTeX file. To import citations from an external system (for example, PubMed): 1. On the Import Your Items screen, in the Option B: Connect to another system from here section, select the desired system from the Pull my citations from this system drop-down menu list (for example, PubMed). 2. In the Search criteria field select the desired option from the first drop-down menu at the left (for example, Name: Author). Popup Field Tips: After making a selection in this field, if you then click your mouse in the blank criteria entry field, a popup window appears above the field indicating the acceptable input formatting rules. 3. In the second Search criteria field (a textbox field) enter additional criteria (for example, and author s name). Use the plus symbol to add additional lines of search criteria as necessary to refine the results. 4. When all desired criteria has been specified, click the CONTINUE button. The Import Your Items screen is refreshed to display the results of your search, with the 1: Choose your records step highlighted. 5. Use the vertical scrollbar as necessary to view all records returned, and then click within the checkbox for each applicable listing to select those the ones that are yours. 6. Click the CONTINUE button. MSU Academic Profile (AP) System User Manual Manage Your Activities 153

160 A Digital Measures Please Wait message may appear in the interim. The Import Your Items screen is refreshed again to display any duplicates, otherwise, it will show that the 3: Pick collaborators step is highlighted. If potentially duplicate records are found, you must now pick This record is a duplicate. Show me the next record. or This record is NOT a duplicate. Show me the next record. You can limit the records that are displayed to all records or only those that still need review using the drop-down menu at the bottom. Once you have indicated whether each record is or is not a duplicate, a Continue button will appear. 7. Follow the on-screen prompts to handle duplicates and pick collaborators from the list of matching names as necessary. A list of the names of people that are in all of the records from the file are displayed. There are three possibilities for a name: Possibility A: It matched multiple names in Activity Insight, in which case you will see the message X potential matches. Click the Is this incorrect? link to pick the right one. Possibility B: It matched just one name in Activity Insight, in which case you will see the name of the user account that was matched with the text after it. Click the Is this incorrect? link to pick the right one. If the person is not listed, click here will update the selection on the Pick Collaborators main screen to This person wasn't found in this system with MSU. Is this incorrect?. Possibility C: It matched no names in Activity Insight, in which case you will see the message This person wasn't found in this system with MSU. Is this incorrect?. Upon selecting the link Is this incorrect?, you will see this: Selecting the link If the person is not listed, click here will update the selection on the image above to This person wasn't found in this system with MSU Academic Profile (AP) System User Manual Manage Your Activities 154

161 MSU. Is this incorrect? Click the Is this incorrect? link and pick the right one... links to make the proper assignment for each person's name. In order to proceed, you must resolve all of the names that are from Possibility A above, where a name matched multiple users. 8. Click the CONTINUE button. The Import Your Items screen is refreshed again to display the 4: Review records and import step, in which you can scroll vertically to review the records you are about to import. 9. Click the IMPORT button. MSU Academic Profile (AP) System User Manual Manage Your Activities 155

162 A popup window prompts you to confirm that you want to proceed. 10. Click the OK button. The Publications, Papers and Other Creative Works screen appears with an Import successful! message at the top, and your import appears as an item in the Items added to list below. MSU Academic Profile (AP) System User Manual Manage Your Activities 156

163 End of procedure. Related Information: For more information about PubMed Imports, refer to the guide published by Digital Measures at MSU Academic Profile (AP) System User Manual Manage Your Activities 157

164 Publications, Papers and Other Creative Works Field Reference Figure 31: Publications, Papers and Other Creative Works Screen Partial Screen Example Table 33: Publications, Papers and Other Creative Works Screen - Field Usage Descriptions Field Contribution Type Usage Description Select the most appropriate option from the list (otherwise, select Other ). Be sure to populate the Authors and/or Editors sections of the screen below this section as is appropriate with your role in the creation of the contribution type (type of publication- for example, a book or journal article). Decision Tree Reference: For detailed process flow chart diagrams related to Books, Periodicals, Manuscripts, Brief, Report, Working/Discussion Paper, Bulletin/Monograph, Non-Periodicals and Reviews, see Process Flow Chart Diagrams on page 163. Explanation of "Other" Current Status Only if you selected Other in the Contribution Type field, type to enter text that represents the type of contribution. Select the most appropriate option from the list to represent the present state your publication, paper or other creative work is in as it relates to completion. In Preparation Submitted Revising to Resubmit Not Accepted Accepted Published The only types you should select for manuscript are: Submitted, In Preparation, or Not Accepted. MSU Academic Profile (AP) System User Manual Manage Your Activities 158

165 Field Usage Description This field is critical for accurate reporting. Contribution Title Title of Larger Work Series Title Title section Enter the title of the portion of the work you contributed to the larger work. This applies to books, however, for periodicals, use the Periodical Name field instead. When in a foreign language, do not translate, and be sure to specify the appropriate option in the Language field. This is the title of the item you are entering and represents the work you did. If your contribution is part of a larger work, use the following field to capture that larger work's title. Use this box if your contribution is a section within a larger work. e.g., Title of the book, if Contribution Type is Book Chapter; similarly for proceedings, foreword, introduction, essays, or short stories in a book. This field serves as the equivalent of the name of the book where the contribution (the chapter, the foreword, a preface, etc.) appears. If your contribution is part of a series, enter the series title and series number here. Please include the series number in the Series Title field. Populate ONLY if the book is a part of a larger series this information is available in the citation. If the larger work is a part of a series, use this field instead of the Title field. Note: If the Series Title is also the Title of the Larger Work, populate ONLY the Series title field. Language Language Other English Translation of Contribution Title Scopus Authors Checked People at Michigan State University First Name Middle Name/Initial Last Name Institution/Company If a student, what is his/her level? If the Title of Contribution is in a language other than English, please select the language and enter the translation of the title to English. This should only be used when the contribution was not written in English. If you selected Other in the Language field, specify the language. Enter the translation of the title in English. Click the down arrow button as necessary to expand the text box area. The button changes to an up arrow and a vertical scroll bar appears along the right side of the field. Click the up arrow button to collapse the view. Even when collapsed, information you have entered and/or pasted into the text box field remains there. You can either view it by expanding the view with the down arrow button again, or by using the vertical scroll bar. Authors section Hidden. Select whether or not the Scopus authors have been checked from the drop-down list. Click the down arrow to display the alphabetical list, then use the vertical scrollbar tools to locate the desired name in the list. Click on the desired name to highlight and select it, which will populate the field with your selection. In the case of a Review, this is the person who wrote the review, not the person who wrote the work that was reviewed. When the author is not affiliated with MSU, enter their first name. When the author is not affiliated with MSU, enter their middle name or initial. When the author is not affiliated with MSU, enter their last name. This is who wrote the original piece of work. If there is a Jr. or another suffix (e.g., III) as part of your name, enter it as Last Name Jr. or Last Name III in the Last Name field. Authors who are selected from the drop-down list are known to be at your institution. Therefore, it is only necessary to enter data into this field for authors whose names are entered into the separate name text fields. If your co-author is a group rather than a person (e.g., a council, a committee, a foundation), enter that information here. If the group's name is commonly abbreviated please provide the full name as well. For example: National Science Foundation (NSF). Select the appropriate option from the list. Add another Author Select the number of sections you want to add. Use the drop-down menu by clicking the down arrow to display the list, and then click on a number item in the list to highlight and select it to populate MSU Academic Profile (AP) System User Manual Manage Your Activities 159

166 Field People at Michigan State University First Name Middle Name/Initial Last Name Institution/Company If a student, what is his/her level? Usage Description the box with your selection. Click the ADD section(s) you selected are added. Editors section button. The number of additional, blank Click the down arrow to display the alphabetical list, then use the vertical scrollbar tools to locate the desired name in the list. Click on the desired name to highlight and select it, which will populate the field with your selection. Editors should be specified only if applicable. When the editor is not affiliated with MSU, enter their first name. When the editor is not affiliated with MSU, enter their middle name or initial. When the editor is not affiliated with MSU, enter their last name. Authors who are selected from the drop-down list are known to be at your institution. Therefore, it is only necessary to enter data into this field for authors whose names are entered into the separate name text fields. Select the appropriate option from the list. Add another Editor Select the number of sections you want to add. Use the drop-down menu by clicking the down arrow to display the list, and then click on a number item in the list to highlight and select it to populate Item Type Title of Item Reviewed Author/Editor of Item Reviewed Publisher of Item Reviewed Periodical Name Publisher City of Publisher State of Publisher (US Only) Country of Publisher (only if non-us) Other Country the box with your selection. Click the ADD section(s) you selected are added. Reviews section button. The number of additional, blank Only if your contribution was as a published reviewer of another s work, select the appropriate type of publication from the list. Review of the Book Review of the Article Review of the Video Review of the DVD Review of Other: select when none of the other available options apply If your contribution is a published review of another work, indicate the title of the item you reviewed. If your contribution is a published review of another work, indicate the author and editor of the item you reviewed. If your contribution is a published review of another work, indicate the publisher of the item you reviewed. Additional Information about your Contribution section Use the Periodical Name field to enter the title of the publication in which your contribution appeared, e.g., the name of the journal, magazine, or newspaper. Enter just as you would a book title entry. When reports have publishers, the location fields are required. In the case of a blog, type the name of the blog publication, not the individual post title. Type to enter the name of the publisher. In the event a publisher name is not available, leave blank. Reports, briefs, discussion papers/working papers, and monographs/bulletins may have publishers which are the organization the work was prepared for. Type to enter the city where the publisher is located. Enter East Lansing when created as a part of your faculty role. Select the state from the list that represents the primary business location of the publisher. Leave blank when published in a country outside the US. US territories and associated states are listed here (e.g., American Samoa, Guam, Puerto Rico). Only when the country is not the US, select the country where the publisher is headquartered from the list. If your contribution was published in a country not currently listed in the drop-down (e.g., Czechoslovakia), enter the country name here. MSU Academic Profile (AP) System User Manual Manage Your Activities 160

167 Field Volume/Report Number Issue Number/Edition Page Numbers or Number of Pages Web Address Digital Object Identifier (DOI) ISBN ISSN Case # PubMed Central ID Number Audience of Circulation Is this contribution aligned with an MSU Extension activity? Was this peerreviewed/refereed? Is this publicly available? Data Source Abstract/Synopsis Usage Description Enter information exactly as it should appear in citation (e.g., Report No. 33 or Working Paper 42-F). For more information about using this field, see Process Flow Chart Diagrams on page 163. Enter the issue and/or edition number of the publication in which your contribution appeared. Enter a total number of pages contributed, or list page numbers in which your contribution appears. Note the is simply a field label precursor. Entering a protocol prefix into the field itself -for example does not make the value invalid. Enter the number, which is case-insensitive and must include a forward slash. This is used for the unique identification of an object of any material form (digital or physical) or an abstraction (such as a textual work) where there is a functional need to distinguish it from other objects. International Standard Book Number. Enter the unique 13-digit, numeric commercial book identifier. International Standard Serial Number. Enter the unique, 8-digit number used to identify a periodical publication for the specific media type. Be sure to include the hyphen symbol between the two fourdigit numbers. When applicable, enter the case number associated with the contribution. The PMCID links to full-text papers in PubMed Central as opposed to abstracts. Select the most applicable option from the list. External Internal International Local National Regional State Select either Yes or No from the list as appropriate. Select either Yes or No from the list as appropriate. Select either Yes or No from the list as appropriate. Select the appropriate option from the list. Faculty/Academic Staff Member Google Scholars PubMed SciVal/Scopus Web of Science Other Provide a textual description that summarizes the purpose and meaning of the work. Click the down arrow button as necessary to expand the text box area. The button changes to an up arrow and a vertical scroll bar appears along the right side of the field. Click the up arrow button to collapse the view. Even when collapsed, information you have entered and/or pasted into the text box field remains there. You can either view it by expanding the view with the down arrow button again, or by using the vertical scroll bar. MSU Academic Profile (AP) System User Manual Manage Your Activities 161

168 Field Full-text of this item Expected Date of Submission Date Submitted Date Accepted Usage Description Upload a file containing the content of the work. Click the Store file link to cause the Browse button to appear. Click the Browse button to cause your browser s File Upload dialog box to appear. Use the folder navigation tools in the File Upload dialog box to locate and select a file to highlight it and populate the File name box accordingly, then click the Open button. The filename you selected appears to the right of the Browse button. Save the item record to complete the upload (file attachment) process. Specify the date you expect to submit the publication by choosing the month from the list and then entering the date and year in yyyy format in the fields provided. Specify the date you submitted the publication by choosing the month from the list and then entering the date and year in yyyy format in the fields provided. Specify the date the publication was accepted by choosing the month from the list and then entering the year in yyyy format in the field provided. Note: Manuscripts are either submitted or in preparation. They re not accepted or published. Date Published Specify the date of first publication by choosing the month from the list and then entering the date and year in yyyy format in the fields provided. Note: Manuscripts are either submitted or in preparation. They re not accepted or published. Function Form D Publication, Paper or Other Creative Work Function section A functional category specified on Form D, Section IV-A which indicates the primary major emphasis of the work. Instruction Research & Creative Activity Service Service Within the Broader Community Other This field is critical for accurate Form D reporting. If Function is Service to the Broader Community, please specify Sub- Function If Function is Other, please specify Scopus ID Action Buttons Select the appropriate option from the list to specify the secondary subcategory (Form D, Section IV- B) that further refines the category of the major emphasis of the work. Service: Broader Community MSU Extension Service: Broader Community Professional/Patient Care Activities Service: Broader Community International Studies and Programs Service: Broader Community Urban Affairs Programs Service: Broader Community Other Use the text box field provided to enter descriptive text when Other was selected in the Function field. Hidden from those with read-only access. Enter the ID automatically assigned to you when you published in a journal indexed by Scopus. This identifier is used to distinguish between multiple authors with the same name. Saves the entries and selections you have made on the screen in the item (record) and returns you to the item list view of the screen. Saves the entries and selections you have made on the screen in the item (record), but causes a new, blank screen to appear, which allows you to make selections and entries in editable fields to save an additional item. Takes you to the item list view of the screen, but does not save any entries and/or selections you have made to the screen. MSU Academic Profile (AP) System User Manual Manage Your Activities 162

169 Field Usage Description For more information, see Common Activity Management Procedures on page 43. Process Flow Chart Diagrams The decision trees in the subsections that follow employ shapes that are used according to the following key. Table 34: Decision Tree Shape Descriptions Shape Description Represents a dropdown menu where choices must be made Represents each choice within a dropdown menu Represents a text field and/or gives instructions for data entry Alerts you to change how you might normally do something Represents a note about quirks of the screen Represents a place where decisions must be made before a field is completed MSU Academic Profile (AP) System User Manual Manage Your Activities 163

170 Current Status Dropdown Menu MSU Academic Profile (AP) System User Manual Manage Your Activities 164

171 Manuscript Decision Tree MSU Academic Profile (AP) System User Manual Manage Your Activities 165

172 Volume/Report Number Field For use with: Briefs, Reports, Working/Discussion Papers, & Bulletins/Monographs MSU Academic Profile (AP) System User Manual Manage Your Activities 166

173 Location of Publisher Fields MSU Academic Profile (AP) System User Manual Manage Your Activities 167

174 How To Enter Reviews MSU Academic Profile (AP) System User Manual Manage Your Activities 168

175 Intellectual Property (e.g., copyrights, patents) > > Information on intellectual property for the Intellectual Property (e.g., copyrights, patents) screen is loaded from the MSU Technologies data store and can also be manually entered by the faculty member. Both patents and copyrights are displayed on this screen. A title, ID number, serial number and application type are documented. The patent country and status are shown along with the assignee and all inventors associated with the entity. Finally, issued-date, and the dates that a patent is filed and published are available. MSU Technologies (or MSU T) is in the Office of the Vice President for Research and Graduate Studies. A record that has been loaded from MSU Technologies may have other inventors added to it manually. As noted, a copyright or patent may also be loaded manually. MSU Technologies' data store on intellectual property is the system of record. AP may become the system of record for entries made manually. The general procedures covered in the Overview > Common Activity Management Procedures topic within this documentation do NOT apply to this unique activity sub-category screen. Searching for (and viewing content of) Intellectual Property Items Upon initial display of the Intellectual Property (e.g., copyrights, patents) screen, the Items added to section of the screen may contain numerous item records in the list. To narrow the list, you may use the Search feature near the top, right of the screen to find resulting item records containing search criteria you specify. To search for a copyright or patent item: 1. In the search box, enter the desired keyword or phrase (for example, F-box Protein). Click within the text box to reposition the cursor so that it is within the field, and then type (or paste from virtual clipboard) to enter text in the box as necessary to provide the desired information. 2. Click the SEARCH button. The Items added to Intellectual Property (e.g., copyrights, patents) section of the screen is refreshed to display the results of your search as a list of one or more record item titles. MSU Academic Profile (AP) System User Manual Manage Your Activities 169

176 3. Click the View button (magnifying glass over a document icon) to the right of the desired title you want to view the content of. End of procedure. MSU Academic Profile (AP) System User Manual Manage Your Activities 170

177 Field-Specific Usage Instructions Figure 32: Intellectual Property (e.g., copyrights, patents) Screen Partial Screen Example Table 35: Intellectual Property (e.g., copyrights, patents) Screen - Field Usage Descriptions Field or Tool Patent or Copyright Patent Title Patent/Copyright Number/ID Issued Date Usage Description Either the word Patent or Copyright is displayed as is appropriate. The title, which summarizes the purpose of the patent, is displayed. A numeric value that uniquely identifies the patent or copyright as assigned by the issuing government organization office is displayed. Unique identifying number assigned by the patent office when a patent is issued. For more information, see or contact MSU Technologies: (517) if you have questions. The date the patent application became a patent is displayed in Month, dd, yyyy format. Date that a patent is issued by a patent office and the date the claims of the issued patent MSU Academic Profile (AP) System User Manual Manage Your Activities 171

178 Field or Tool Expiration Date Serial Number Date of Patent Filing Tech ID Country Name Patent Status Assignee Co-Assignee People at Michigan State University First Name Middle Name/Initial Last Name Usage Description become enforceable. If you have any questions about the data shown on this screen, please contact MSU Technologies: (517) When applicable, the date the patent is set to expire is displayed in Month, dd, yyyy format. Date on which the claims of a patent are no longer enforceable. The calculation of the expiration date takes into account the priority date and any patent office processing delays and is a complicated calculation. If you have any questions about the data shown on this screen, please contact MSU Technologies: (517) The number assigned to a patent application when filed, usually used together with a 2-digit series code to distinguish between applications filed at different times (for example, 12/609,562 ). Unique identifying number assigned by the patent office when an application is filed. If you have any questions about the data shown on this screen, please contact MSU Technologies: (517) The date the patent application was filed is displayed in Month, dd, yyyy format. Date that a patent application is received in the patent office. This represents the date of receipt in the USPTO of an application which includes (1) a specification containing a description and, if the application is a nonprovisional application, at least one claim, and (2) any required drawings. Date that a patent application is received in the patent office. If you have any questions about the data shown on this screen, please contact MSU Technologies: (517) The alphanumeric value is displayed (for example, TEC ). Unique identifying number assigned to an invention disclosure by MSU Technologies when the invention disclosure is submitted. If you have any questions about the data shown on this screen, please contact MSU Technologies: (517) Patent Countries section The country in which the patent was issued is displayed with the abbreviation followed by a dash and then the name (for example, US United States). The current state of the patent is displayed (for example, Issued or Pending). The organization the patent is legally assigned to is displayed (for example, Board of Trustees, Michigan State University ). This is the entity that is the recipient of a transfer of a patent from its owner of record. The owner of a patent. The right to own a patent is determined by employment contract. Co-Assignees section When there are one or more co-assignees associated with a patent, the names of the organizations are displayed in one or more sub-sections. Inventors section Individual who contributed in an inventive way to at least one claim of a patent. The right to be listed as an inventor is determined by patent law and MSU Technologies draws on the expertise of its patent counsel to make inventorship determinations. If you have any questions about the data shown on this screen, please contact MSU Technologies: (517) When an inventor is affiliated with MSU, their name will appear as: Last, First, M: msunetid. To specify an inventor from MSU, select the individual from the list. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. When an inventor is NOT affiliated with MSU, their first name is displayed. To specify a co-inventor, use the Add Another feature to add a new, blank section of name fields and type the name in the appropriate blank fields. Repeat for all additional Inventors as is necessary. When an inventor is NOT affiliated with MSU, their middle name or initial is displayed. When an inventor is NOT affiliated with MSU, their last name is displayed. This list is composed of MSU Faculty and Academic Staff inventors who are contained in the Digital Measures. If a person who may have been or is affiliated with MSU is not identified as such, it may be that they are a student, or a non-faculty and Academic Staff. MSU Academic Profile (AP) System User Manual Manage Your Activities 172

179 Field or Tool Add Another Action buttons Usage Description Select the number of sections you want to add to specify co-inventors. Use the drop-down menu by clicking the down arrow to display the list, and then click on a number item in the list to highlight and select it to populate the box with your selection. Click the ADD button. The number of additional, blank section(s) you selected are added. Click the [RETURN (CANCEL)] button when finished viewing the record data and go back to the list of items, or [SAVE] if you ve made changes to the record. MSU Academic Profile (AP) System User Manual Manage Your Activities 173

180 Presentations > > The Presentations subcategory link within the Scholarship/Research category allows you to add presentation items in which you can specify information about the presentation such as its title, where and where it was given, the scope and audience, event details and dates, additional presenter/authors, a synopsis, and the ability to upload and store the presentation file itself. Detailed How-To Procedures Reference: For common procedures that apply to this activity sub-category screen (and many others), including how to View, Search For, Add, Save, Edit, Copy, and Delete activity items, see Common Activity Management Procedures on page 43 within the Overview topic. Storing A Presentation File Follow this procedure when you want to attach a presentation file to the Presentations item record. To store (upload) a file: 1. To the right of the Presentation field label, click the Store file link. A Browse button appears below the link. 2. Click the Browse button. The File Upload dialog box pops up. 3. Use the folder navigation tools to locate the desired presentation file and click on it to select it and populate the File name field. 4. Click the Open button. MSU Academic Profile (AP) System User Manual Manage Your Activities 174

181 The browser File Upload dialog box closes and the name of the file you selected is displayed to the right of the Browse button. 5. Click the SAVE AND RETURN button to save the item. The record must be saved in order to retain the stored file. Otherwise, you will be prompted to delete, or replace, the file upon subsequent saves to the record. End of procedure. MSU Academic Profile (AP) System User Manual Manage Your Activities 175

182 Presentations Screen Field Reference Figure 33: Presentations Screen Partial Screen Example Table 36: Presentations Screen - Field Usage Descriptions Field Conference/Meeting Name Sponsoring Organization Presentation Title Usage Description Type to enter text to represent the title of the conference or meeting in which the presentation was given. Enter the name of the organization(s) that hosted or sponsored the event where the presentation was given. Please use the full name of the host organization(s) rather than a short form or acronym. Click within the text box (or press the tab key from a previous field) to reposition the cursor so that it is within the field, and then type (or paste from virtual clipboard) to enter text in the box as necessary to provide the appropriate information. Enter the name of your presentation, as it was advertised at the event. Please enter the title as it appeared in the conference/meeting schedule. Click within the text box (or press the tab key MSU Academic Profile (AP) System User Manual Manage Your Activities 176

183 Field 1st Presenter/Author Add another Presenter/Author: Scope Audience City State County Country Presentation Type/Delivery Mode Presentation with paper or poster? Was this peerreviewed/refereed? Invited or Accepted? Has presentation been published? Web Address Is this contribution aligned with an MSU Extension activity? Presentation primarily related to instructional activity? Abstract/Synopsis Usage Description from a previous field) to reposition the cursor so that it is within the field, and then type (or paste from virtual clipboard) to enter text in the box as necessary to provide the appropriate information. Presenters/Authors section If the individual is affiliated with MSU, click the down arrow to display the alphabetical listing of people, then use the vertical scrollbar tools to locate the desired individual, click on their name to select it and populate the box with your selection. Otherwise, type the person s name in the First, Middle Name/Initial and Last Name fields. In the Presenter/Author drop-down menu, select the appropriate option from the list to specify their role in the presentation. Select the number of sections you want to add, and organize the order as listed in the conference program. Use the drop-down menu by clicking the down arrow to display the list, and then click on a number item in the list to highlight and select it to populate the box with your selection. Click the ADD button. The number of additional, blank section(s) you selected are added. Use the up/down arrows that appear on the right side of the header area to move the entire section as desired to specify the order in which you want the authors/presenters to appear. Select the appropriate scope of the presentation audience from the list. Select the appropriate option from the list. Enter the city where the presentation was given. Enter the state where the presentation was given. Enter the county where the presentation was given. Use this field only for activities within Michigan. County data is used for aggregate reporting purposes. Populate this field only if the activity was within Michigan. Enter the country where the presentation was given. Select the appropriate option from the list. Select the appropriate option from the list. Select either Yes or No from the list as appropriate. Select the appropriate option from the list. Select the appropriate option from the list. Enter the URL of the website associated with the event in which the presentation was given, and if available, the specific page in which the proceedings and presentation files have been published. If you have a URL for the conference website or the proceedings, feel free to enter it here. Select either Yes or No from the list as appropriate. Select either Yes or No from the list as appropriate. Click the down arrow button as necessary to expand the text box area. The button changes to an up arrow and a vertical scroll bar appears along the right side of the field. Click the up arrow button to collapse the view. Even when collapsed, information you have entered and/or pasted into the text box field remains there. You can either view it by expanding the view with the down arrow button again, or by using the vertical scroll bar. Presentation Click the Store file link to cause the Browse button to appear. Click the Browse button to cause your browser s File Upload dialog box to appear. Use the folder navigation tools in the File Upload dialog box to locate and select a file to highlight it and populate the File name box accordingly, MSU Academic Profile (AP) System User Manual Manage Your Activities 177

184 Field Date Action Buttons Usage Description then click the Open button. The filename you selected appears to the right of the Browse button. Save the item record to complete the upload (file attachment) process. Select the month from the list, then enter the date and year in yyyy format in the fields provided. Saves the entries and selections you have made on the screen in the item (record) and returns you to the item list view of the screen. Saves the entries and selections you have made on the screen in the item (record), but causes a new, blank screen to appear, which allows you to make selections and entries in editable fields to save an additional item. Takes you to the item list view of the screen, but does not save any entries and/or selections you have made to the screen. For more information, see Common Activity Management Procedures on page 43. MSU Academic Profile (AP) System User Manual Manage Your Activities 178

185 Service Within the Academic Community > The subcategories within this category include screens that enable you to list details about your service to and membership in scholarly and professional organizations outside the MSU community, as well as the accomplishments and impact on MSU associated with your service within the university. The Service Within the Academic Community category includes the following activity sub-category screen links: Service to and Membership In Scholarly and Professional Organizations (external to MSU) on page 180 Service Within the University on page 182 MSU Academic Profile (AP) System User Manual Manage Your Activities 179

186 Service to and Membership In Scholarly and Professional Organizations (external to MSU) > > The Service to and Membership In Scholarly and Professional Organizations (external to MSU) screen allows you to enter information details about your service in external organizations such as role, scope, responsibilities, accomplishments, impact, awards, Form D indicators, and relevant dates associated with the experience. Detailed How-To Procedures Reference: For common procedures that apply to this activity sub-category screen (and many others), including how to View, Search For, Add, Save, Edit, Copy, and Delete activity items, see Common Activity Management Procedures on page 43 within the Overview topic. Field-Specific Usage Instructions Figure 34: Service to and Membership In Scholarly and Professional Organizations (external to MSU) Screen Partial Screen Example Table 37: Service to and Membership In Scholarly and Professional Organizations (external to MSU) Screen - Field Usage Descriptions Field Role Usage Description Select the most appropriate role from the list to designate the primary way in which you were involved with the organization you contributed to. If you have a role that is similar to one listed in the drop-down list, choose the closest match then, in the field that follows, enter your actual role. MSU Academic Profile (AP) System User Manual Manage Your Activities 180

187 Field Alternate Role Title or Explanation of "Other" Name of External Experience or Activity Related External Organization or Committee Elected or Appointed Scope Responsibilities and Activities Accomplishments and Impact Awards or Other Forms of Recognition Primary Focus is Instruction/Curriculum? Form D Indicators Start Date of Experience End Date of Experience Action Buttons Usage Description For example, if you're a co-chair choose chair from the drop-down and enter co-chair in the next field. If you selected Other in the previous field, enter text to explain it or enter an alternate role title. If you re doing an activity within an organization, enter the activity name here. For example, if you re on a planning committee within a larger organization enter planning committee here. Enter the name of the organization for which you are doing the service. Select the appropriate option from the list. Select the appropriate option from the list. Click the down arrow button as necessary to expand the text box area. The button changes to an up arrow and a vertical scroll bar appears along the right side of the field. Click the up arrow button to collapse the view. Even when collapsed, information you have entered and/or pasted into the text box field remains there. You can either view it by expanding the view with the down arrow button again, or by using the vertical scroll bar. Click the down arrow button as necessary to expand the text box area. The button changes to an up arrow and a vertical scroll bar appears along the right side of the field. Click the up arrow button to collapse the view. Even when collapsed, information you have entered and/or pasted into the text box field remains there. You can either view it by expanding the view with the down arrow button again, or by using the vertical scroll bar. Click the down arrow button as necessary to expand the text box area. The button changes to an up arrow and a vertical scroll bar appears along the right side of the field. Click the up arrow button to collapse the view. Even when collapsed, information you have entered and/or pasted into the text box field remains there. You can either view it by expanding the view with the down arrow button again, or by using the vertical scroll bar. Select either Yes or No from the list as appropriate. These fields are critical for accurate reporting of your activities. Check all that apply. Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item. Select the month from the list, then enter the date and year in yyyy format in the fields provided. Select the month from the list, then enter the date and year in yyyy format in the fields provided. Saves the entries and selections you have made on the screen in the item (record) and returns you to the item list view of the screen. Saves the entries and selections you have made on the screen in the item (record), but causes a new, blank screen to appear, which allows you to make selections and entries in editable fields to save an additional item. Takes you to the item list view of the screen, but does not save any entries and/or selections you have made to the screen. For more information, see Common Activity Management Procedures on page 43. MSU Academic Profile (AP) System User Manual Manage Your Activities 181

188 Service Within the University > > The Service Within the University screen is used to record details about your accomplishments that have had an impact at the college, department, or institutional level at MSU. Appropriate for inclusion here is your participation in a governance committee, special panel, review board, grievance panel, search committee, admissions committee, or in faculty mentoring. Detailed How-To Procedures Reference: For common procedures that apply to this activity sub-category screen (and many others), including how to View, Search For, Add, Save, Edit, Copy, and Delete activity items, see Common Activity Management Procedures on page 43 within the Overview topic. Service Within the University Field Reference Figure 35: Service Within the University Screen Partial Screen Example Table 38: Service Within the University Screen - Field Usage Descriptions MSU Academic Profile (AP) System User Manual Manage Your Activities 182

189 Field Role Alternate Role Title or Explanation of "Other" Name of Experience, Activity or Committee Usage Description Select the most appropriate role from the list to designate the primary way in which you were involved. If you have a role that is similar to one listed in the drop-down list, choose the closest match then, in the field that follows, enter your actual role. For example, if you're a co-chair choose chair from the drop-down and enter co-chair in the next field. If you selected Other in the previous field, enter text to explain or enter an alternate role title. Type to enter text that summarizes the service. Scope Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. Service Type Explanation of "Other" If mentor, who was mentee? Responsibilities and Activities Accomplishments and Impact Awards or Other Forms of Recognition Primary Focus is Instruction/Curriculum? Form D Indicators Start Date of Experience End Date of Experience Action Buttons If you selected "Mentor" as a role but mentored someone other than a faculty member, select "Other" here. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. If you selected Other in the previous field, enter text to explain the service type. If your Role was "Mentor" but you mentored someone other than a faculty member, write the type of mentor you were (e.g., Student Mentor, Postdoc Mentor) in the "Explanation of Other" field. Put your mentee's name in the Responsibilities and Activities box in the format First Name Last Name Use the drop-down menu to display the alphabetical listing of people at MSU, then use the vertical scrollbar tools to locate the desired individual. Click on the individual s name to highlight and select it in order to populate the field box with your selection. If your role was a mentor to someone other than a faculty member, please enter your mentee's name here in the format First Name Last Name. Click the down arrow button as necessary to expand the text box area. The button changes to an up arrow and a vertical scroll bar appears along the right side of the field. Click the up arrow button to collapse the view. Even when collapsed, information you have entered and/or pasted into the text box field remains there. You can either view it by expanding the view with the down arrow button again, or by using the vertical scroll bar. Click the down arrow button as necessary to expand the text box area. The button changes to an up arrow and a vertical scroll bar appears along the right side of the field. Click the up arrow button to collapse the view. Even when collapsed, information you have entered and/or pasted into the text box field remains there. You can either view it by expanding the view with the down arrow button again, or by using the vertical scroll bar. Click the down arrow button as necessary to expand the text box area. The button changes to an up arrow and a vertical scroll bar appears along the right side of the field. Click the up arrow button to collapse the view. Even when collapsed, information you have entered and/or pasted into the text box field remains there. You can either view it by expanding the view with the down arrow button again, or by using the vertical scroll bar. Select either Yes or No from the list as appropriate. These fields are critical for accurate reporting of your activities. Check all that apply. Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item. Select the month from the list, then enter the date and year in yyyy format in the fields provided. Select the month from the list, then enter the date and year in yyyy format in the fields provided. Saves the entries and selections you have made on the screen in the item (record) and returns you to the item list view of the screen. Saves the entries and selections you have made on the screen in the item (record), but causes a new, blank screen to appear, which allows you to make selections and entries in editable fields to save an additional item. MSU Academic Profile (AP) System User Manual Manage Your Activities 183

190 Field Usage Description Takes you to the item list view of the screen, but does not save any entries and/or selections you have made to the screen. For more information, see Common Activity Management Procedures on page 43. MSU Academic Profile (AP) System User Manual Manage Your Activities 184

191 Service Within the Broader Community > > The Service Within the Broader Community screen is used to specify details about your accomplishments and involvement with community, governmental, non-profit, or corporate organizations outside MSU that have had an impact at the local, state, regional, national, or international levels. Detailed How-To Procedures Reference: For common procedures that apply to this activity sub-category screen (and many others), including how to View, Search For, Add, Save, Edit, Copy, and Delete activity items, see Common Activity Management Procedures on page 43 within the Overview topic. MSU Academic Profile (AP) System User Manual Manage Your Activities 185

192 Service Within the Broader Community Field Reference Figure 36: Service Within the Broader Community - Partial Screen Example Table 39: Service Within the Broader Community - Field Usage Descriptions Field Usage Description Role Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. Alternate Role Title or Explanation of "Other" Enter text to describe the alternate role title if you selected Other in the previous field. Use this field to provide additional granularity about the Role you held (for example, if you selected "Chair" MSU Academic Profile (AP) System User Manual Manage Your Activities 186

193 Field Name of External Experience or Activity Related External Organization or Committee Usage Description as the role, this field can be used to specify "Co-Chair" OR use this field to identify the Role of "Other" selected above. Type to enter a textual name that summarizes the experience or activity. If there was a related external organization or committee, enter its name. Organization Type Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. Explanation of "Other" Enter text to describe the organization type if you selected Other in the previous field. Scope Who benefited from your service activities/involvement? Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. Elected or Appointed? Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. City, State, Country of Service Compensated or Pro Bono Community and Corporate Links and Partnerships Responsibilities and Activities Accomplishments and Impact Awards or Other Forms of Recognition Separate these with commas. Enter complete city name, 2-letter State abbreviation, and "USA" or complete country name. Choose one option. Select the radio button by clicking within the circle to place a dot within it to indicate your selection of the desired option. Click within the text box (or press the tab key from a previous field) to reposition the cursor so that it is within the field, and then type (or paste from virtual clipboard) to enter text in the box as necessary to provide the appropriate information. Click the down arrow button as necessary to expand the text box area. The button changes to an up arrow and a vertical scroll bar appears along the right side of the field. Click the up arrow button to collapse the view. Even when collapsed, information you have entered and/or pasted into the text box field remains there. You can either view it by expanding the view with the down arrow button again, or by using the vertical scroll bar. Click within the text box (or press the tab key from a previous field) to reposition the cursor so that it is within the field, and then type (or paste from virtual clipboard) to enter text in the box as necessary to provide the appropriate information. Click the down arrow button as necessary to expand the text box area. The button changes to an up arrow and a vertical scroll bar appears along the right side of the field. Click the up arrow button to collapse the view. Even when collapsed, information you have entered and/or pasted into the text box field remains there. You can either view it by expanding the view with the down arrow button again, or by using the vertical scroll bar. Click within the text box (or press the tab key from a previous field) to reposition the cursor so that it is within the field, and then type (or paste from virtual clipboard) to enter text in the box as necessary to provide the appropriate information. Click the down arrow button as necessary to expand the text box area. The button changes to an up arrow and a vertical scroll bar appears along the right side of the field. Click the up arrow button to collapse the view. Even when collapsed, information you have entered and/or pasted into the text box field remains there. You can either view it by expanding the view with the down arrow button again, or by using the vertical scroll bar. Click within the text box (or press the tab key from a previous field) to reposition the cursor so that it is within the field, and then type (or paste from virtual clipboard) to enter text in the box as necessary to provide the appropriate information. Click the down arrow button as necessary to expand the text box area. The button changes to an up arrow and a vertical scroll bar appears along the right side of the field. Click the up arrow button to collapse the view. Even when collapsed, information you have entered and/or pasted into the text box field remains there. MSU Academic Profile (AP) System User Manual Manage Your Activities 187

194 Field Primary Focus is Instruction/Curriculum? Usage Description You can either view it by expanding the view with the down arrow button again, or by using the vertical scroll bar. Select either Yes or No as appropriate from the list. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. Form D Indicators Check all that apply. Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item. Success in achieving grants and other forms of support Click the down arrow button as necessary to expand the text box area. The button changes to an up arrow and a vertical scroll bar appears along the right side of the field. Click the up arrow button to collapse the view. Even when collapsed, information you have entered and/or pasted into the text box field remains there. You can either view it by expanding the view with the down arrow button again, or by using the vertical scroll bar. Start Date of Experience Select the month from the list. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. Enter the day and year (yyyy format) in the fields provided. End Date of Experience Select the month from the list. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. Enter the day and year (yyyy format) in the fields provided. Action Buttons Click the SAVE AND RETURN button to add the information you selected and entered on this screen as an item record. For more information about using the SAVE AND ADD ANOTHER button, see Save And Add Another Item Within An Activity Sub-Category on page 51. MSU Academic Profile (AP) System User Manual Manage Your Activities 188

195 Additional Activities and Impact Summaries > The Additional Activities and Impact Summaries category on the Activities Database (Main Menu) screen provides links to sub-category screens used for collecting information about notable impacts your professional activities have made to the university in support of its mission, as well as creative and professional MSU Extension endeavors. The Additional Activities and Impact Summaries category includes the following activity sub-category screen links: Impact Summaries on page 190 MSU Extension Activities on page 195 MSU Academic Profile (AP) System User Manual Manage Your Activities 189

196 Impact Summaries > > Select the Impact Summaries activity to enter information about notable impacts your professional activities have made during a particular year. It allows you to specify information about how the impact is in alignment with the MSU Mission and MSU Extension, as well as the location and geographical scope of the impact. Detailed How-To Procedures Reference: For common procedures that apply to this activity sub-category screen (and many others), including how to View, Search For, Add, Save, Edit, Copy, and Delete activity items, see Common Activity Management Procedures on page 43 within the Overview topic. A non-standard feature of the Impact Summaries functionality is the ability to add multiple statements to a single item, and specify the order in which the statements appear. Use the up and down arrows in the Impact Statement bar to indicate the order of significance of the impact. Multiple Impact Statements vs. Multiple Impact Summary Items: Even after saving one or more Impact Summary records, when adding a new one, the section heading label still reads, 1 st Impact Statement. This can be disregarded, since it is potentially misrepresentative. When you return to the list mode (summary screen) of the activity sub-category screen, it displays all previously-saved single Impact Summary records as multiple items. In other words, multiple impact statements are permitted within a single Impact Summary item, and additionally, multiple Impact Summary items are permitted. Adding A New Impact Statement To An Existing (or New) Impact Summary Item Often a single impact summary item will be comprised of multiple, separate ways in which the overall impact was made. When you want to add more than one impact statement to an Impact Summary item, follow this procedure. To add a subsequent (additional) impact statement to an Impact Summary: 1. On the Activities Database main menu screen, in the Impact Summaries category, click the Impact Summaries link. 2. On the Impact Summaries screen, initially displayed in list mode, do one of the following: Click the pencil button in the EDIT column to edit an existing Impact Summary item (record). Click the ADD A NEW ITEM button, and add the 1 st Impact Statement. MSU Academic Profile (AP) System User Manual Manage Your Activities 190

197 3. At the bottom of the Impact Summaries screen, in the Add another Impact Statement: field, select the desired value from the drop-down menu list. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. 4. Click the ADD button. A new, blank Impact Statement section appears below the existing one (numbered sequentially, for example 2 nd Impact Statement when only one had previously been added, 3 rd when two were present, and so on). 5. Click the up and/or down arrow buttons as necessary to move the statement according to the order in which you want it to appear (or click the red X button to delete it). 6. Click the SAVE AND RETURN button to save all impact statements to the item (or SAVE AND ADD ANOTHER to add a subsequent Impact Summary item). End of procedure. MSU Academic Profile (AP) System User Manual Manage Your Activities 191

198 Impact Summaries Field Reference Figure 37: Impact Summaries Screen Top of Screen Example Table 40: Impact Summaries Screen - Field Usage Descriptions Field Year Usage Description Enter the year in yyyy format to specify the year in which the impact occurred. In the case of an impact spanning multiple years, enter the year in which it first occurred. You will need to record your impact summaries by year. Be sure to enter any given year one and only one time. Multiple impact summaries for any given year should be recorded under that specific year. Use the "Add" button identified by "Add another Impact Statement" at the bottom of the screen to include one or more additional impact summaries. MSU Academic Profile (AP) System User Manual Manage Your Activities 192

199 Field Title Usage Description Enter textual name for the impact that summarizes what it involved in as few words as possible. First initial capitalization is preferred. The descriptive name by which you want this impact summary to be called. Use the "Add" button identified by "Add another Impact Statement" at the bottom of the screen to include one or more additional impact summaries. Description Enter text to describe the impact. Click within the text box (or press the tab key from a previous field) to reposition the cursor so that it is within the field, and then type (or paste from virtual clipboard) to enter text in the box as necessary to provide the appropriate information. Click the down MSU Mission Category arrow button as necessary to expand the text box area. The button changes to an up arrow and a vertical scroll bar appears along the right side of the field. Click the up arrow button to collapse the view. Even when collapsed, information you have entered and/or pasted into the text box field remains there. You can either view it by expanding the view with the down arrow button again, or by using the vertical scroll bar. This Description area is where you enter your impact summary statement. This summary may include an explanation of your activity, accomplishment, creation, discovery, product/deliverable, etc., and its significant effect. The impact summary statement should describe the extent to which that activity has affected your field of scholarly study, external issues, communities and/or individuals, as well as the extent to which the effort informs and fosters additional work in instruction, research, creativity and/or service/outreach (including MSU Extension activities). University Mission section Check all that apply. Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item. As a public, research-intensive, land grant university, MSU s mission is to advance knowledge and transform lives through educational, research, and outreach, engagement and economic development activities. As a land grant institution it is incumbent upon MSU to fulfill this mission in a higher education environment that provides opportunities based on merit, finds and supports practical applications for scientific research and technological innovations, and incorporates public service as an essential tenet. MSU Extension is critical to realizing and sustaining our land grant duty. In the University Mission section please categorize the professional activity(ies) that led to the described impact. Be sure to include the broader MSU mission category of Outreach (includes Extension), Engagement and Economic Development as at least one of your categorizations for professional MSU extension activities. Alignment with MSU Extension section MSUE Aligned Select either Yes or No as appropriate. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. Agriculture and Agribusiness Institute Greening Michigan Institute Children and Youth Institute Health and Nutrition Institute Check all that apply if you selected Yes in the MSUE Aligned field. Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item. Check all that apply if you selected Yes in the MSUE Aligned field. Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item. Check all that apply if you selected Yes in the MSUE Aligned field. Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item. Check all that apply if you selected Yes in the MSUE Aligned field. Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item. Location section MSU Academic Profile (AP) System User Manual Manage Your Activities 193

200 Field Usage Description Off-Campus Select either Yes or No as appropriate. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. If you selected Yes you are expected to populate the Country, State/Province, and City fields. Country Click within the text box (or press the tab key from a previous field) to reposition the cursor so that it is within the field, and then type (or paste from virtual clipboard) to enter text in the box as necessary to provide the appropriate information. State/Province Click within the text box (or press the tab key from a previous field) to reposition the cursor so that it is within the field, and then type (or paste from virtual clipboard) to enter text in the box as necessary to provide the appropriate information. City Click within the text box (or press the tab key from a previous field) to reposition the cursor so that it is within the field, and then type (or paste from virtual clipboard) to enter text in the box as necessary to provide the appropriate information. Scope of Impact section Impact Scope Check all that apply. Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item. If State is Michigan, please specify the county(ies) impacted: Additional impact area classifications (check all that apply): Explanation of "Other" Action Buttons Use the vertical scroll bar by clicking the down arrow to locate the desired item in the list. Check all that apply. Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item. Use the vertical scroll bar by clicking the down arrow to locate the desired item in the list. Check all that apply. Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item. If you selected Other in the Additional impact area classifications field, enter text to provide a descriptive name for this other impact area classification. To add another impact statement to this same Impact Summary item record, select the number of additional statements you want to add from the Add another Impact Statement drop-down menu list, and then click the ADD button. Refer to specific instructions earlier in this topic for more details. For more information about using the buttons appearing on the bottom of the screen, see Common Tools for Selection, Entry, Command & Navigation on page 39. MSU Academic Profile (AP) System User Manual Manage Your Activities 194

201 MSU Extension Activities > > The MSU Extension Activities screen is used to enter information on your MSU Extension activities for which there is not an appropriate screen for this type of activity in Academic Profile. This screen can be used for your creative and professional MSU Extension endeavors in addition to such things as publications, presentations, sponsored programs and other projects, teaching and advising, service and impact summaries. Detailed How-To Procedures Reference: For common procedures that apply to this activity sub-category screen (and many others), including how to View, Search For, Add, Save, Edit, Copy, and Delete activity items, see Common Activity Management Procedures on page 43 within the Overview topic. Storing A Description/Reporting File To store (upload) a Description/Reporting file: 1. To the right of the Description/Reporting field label, click the Store file link. A [Browse ] button appears below the link, followed by text that reads No file selected. 2. Click the Browse button. Your browser s File Upload dialog box pops up, which allows you to locate and select a file. 3. In the File Upload dialog box, use the navigation tools to locate and open the appropriate folder in which the file is contained, then click on the desired document filename to populate the File name: field with your selection, then click the Open button. The File Upload dialog box closes, and the name of the document appears to the right of the Browse button. MSU Academic Profile (AP) System User Manual Manage Your Activities 195

202 4. Click the SAVE AND RETURN button at either the bottom or top of the screen to complete the file storage procedure. If you have not previously specified Start and End dates, you will be prompted to do so in order to save the item (record) with your file attached. Click OK, select/enter the dates, then save again. End of procedure. MSU Academic Profile (AP) System User Manual Manage Your Activities 196

203 MSU Extension Activities Field Reference Figure 38: MSU Extension Activities Screen Blank Screen Example (Add New) Table 41 MSU Extension Activities Screen - Field and Tool Usage Descriptions Field or Tool Usage Description Activity Type Select the appropriate option from the list. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. Explanation of "Other" Title If you selected the Other option in the previous field, enter text that explains the type of activity. A descriptive textual name of the activity that summarizes its purpose. Click within the text box (or press the tab key from a previous field) to reposition the cursor so that it is within the field, and then type (or paste from virtual clipboard) to enter text in the box as necessary to provide the appropriate information. MSU Academic Profile (AP) System User Manual Manage Your Activities 197

204 Field or Tool Summary Description/Reporting Usage Description Click the down arrow button as necessary to expand the text box area. The button changes to an up arrow and a vertical scroll bar appears along the right side of the field. Click the up arrow button to collapse the view. Even when collapsed, information you have entered and/or pasted into the text box field remains there. You can either view it by expanding the view with the down arrow button again, or by using the vertical scroll bar. Click on the "Store file" link to upload a document that supports, further describes and/or reports on this MSU Extension activity. Click the Store file link to cause the Browse button to appear. Click the Browse button to cause your browser s File Upload dialog box to appear. Use the folder navigation tools in the File Upload dialog box to locate and select a file to highlight it and populate the File name box accordingly, then click the Open button. The filename you selected appears to the right of the Browse button. Save the item record to complete the upload (file attachment) process. For complete instructions, see the procedure that follows this table. Note: You may only upload a single document. If you have multiple documents you wish to upload you can combine them in a single file (.pdf for example) and upload the single combined file Start Date End Date People at Michigan State University First Name Specify the date the activity began. Select the month from the list, then enter the date and year in yyyy format in the fields provided. Specify the date the activity concluded. Select the month from the list, then enter the date and year in yyyy format in the fields provided. Partners section Click the down arrow to display the alphabetical list, then use the vertical scrollbar tools to locate the desired name in the list. Click on the desired name to highlight and select it, which will populate the field with your selection. Enter the first name of the partner, with the first initial capitalized. Note: It is not necessary to enter this if you have already made a selection from the People at Michigan State University list. Middle Name/Initial Enter either the middle name or initial. Note: It is not necessary to enter this if you have already made a selection from the People at Michigan State University list. Last Name Enter the last name of the partner, with the first initial capitalized. Note: It is not necessary to enter this if you have already made a selection from the People at Michigan State University list. Organization Role Add another Partner Type to enter the textual name of the organization the partner is associated with. Type to enter the role the partner played in the extension activity. Use this to create multiple, blank sections to specify additional partners. The new sections contain blank fields to select people from MSU and/or enter the First, Middle, Last, Organization, and Role. Select the number of sections you want to add. Use the drop-down menu by clicking the down arrow to display the list, and then click on a number item in the list to highlight and select it to populate the box with your selection. Click the ADD you selected are added. button. The number of additional, blank section(s) MSU Academic Profile (AP) System User Manual Manage Your Activities 198

205 Field or Tool Action Buttons Usage Description Saves the entries and selections you have made on the screen in the item (record) and returns you to the item list view of the screen. Saves the entries and selections you have made on the screen in the item (record), but causes a new, blank screen to appear, which allows you to make selections and entries in editable fields to save an additional item. Takes you to the item list view of the screen, but does not save any entries and/or selections you have made to the screen. For more information, see Common Activity Management Procedures on page 43. MSU Academic Profile (AP) System User Manual Manage Your Activities 199

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207 Reviewing CV Data Entered On Your Behalf Most MSU faculty members are asked between six to ten times per year for information on their teaching, research, and service activities for annual reports, promotion and tenure, accreditation, and other administrative purposes. The AP system allows you to respond to these requests by using a single database to generate and keep track of this information. Since it takes time to initially enter such historical information, data entry staff in the Office of Planning and Budgets have been authorized to enter and update faculty member activity data to relieve you of this burden. To review CV data that has been entered for you, it is important that you plan on at least an hour of free time initially. You will need a printer with enough paper to print your CV and a report from the AP system to use in reviewing your CV data. Before You Begin: It is helpful to print a hard copy of your CV (the version you submitted to the data entry workers) for your own reference purposes. Additionally, it is recommended that you run an All Data report so that you can see the information entered by the data entry workers on your behalf. For complete instructions, see Run Custom Reports on page 223, and be sure to select the All Data report in Word for All Screens and All Fields. When data has been entered for you, the record shows an Entered By: field at the top of the item list in the AP system, followed by the person s name, appearing as Last, First M and underlined to indicate it functions as a handy link to e- mail the person who did the data entry work. Clicking the View (magnifying glass/document) icon allows you to view the data. Selection and Entry Tool Reference: To orient yourself to the various icons, buttons, entry and selection tools that commonly appear on most data entry screens, see Common Tools for Selection, Entry, Command & Navigation on page 39. Alternately, you may navigate to the Manage Your Activities > Edit (pencil) icon to view data in an item record. Sub-category link of your choosing, then click the Common Activity Management Procedures: Many screens accessible from the Activities Database (main menu) have similar software tools and functionality that are used to add and edit activity data item records. For complete instructions on how to perform the most common procedures on these screens, see Common Activity Management Procedures on page 43. MSU Academic Profile (AP) System User Manual Reviewing CV Data Entered On Your Behalf 201

208 Screen-Specific Field Reference: For detailed instructions on how to use the Manage Your Activities screens to add and modify your information, see Manage Your Activities on page 73. As you review, modify, and save your data using the Manage Your Activities main menu, focus on the records that require corrections or additions by referring to the All Data custom report. Tip: Keep in mind that not every field needs to be, or should be, filled in. Leave blank the fields that do not apply. Know that you can always come back and fill in less significant fields at a later time. Data Entry Review Instructions Digital Measures provides a guide to reviewing CV data for faculty members. Reference: To open and/or download the document, see Data Entry Review Instructions. MSU Academic Profile (AP) System User Manual Reviewing CV Data Entered On Your Behalf 202

209 Manage Data The Manage Data option on the left sidebar menu is used to display the Manage Data screen, which allows authorized users of the AP system to: Manage Data for Individuals: Select an individual person from a list of names and click a button to proceed to the Activities Database (main menu) in order to enter and select information in categorized academic profile activity screens. When a user of the AP system is permitted to manage activity data for other individuals, the changes they make are audited (via usage statistic logs show the user s record change history). Manage Administrative Data for Individuals: Click a link to manage some Administrative Data for individual users within the AP system (requires special permissions). MSU Academic Profile (AP) System User Manual Manage Data 203

210 Manage Data for Individuals > > To enter and select academic profile activity information on behalf of another person, use the Manage Data for Individuals utility on the Manage Data screen. When you select an individual s name from the list and then click the CONTINUE button, you are taken to the Activities Database (main menu), which is populated with data belonging only to the person you selected. This then allows you to view that data, edit it, add to it, and copy it. Managing Activity Data For Another Individual Whenever you want to view, add new, or edit existing profile activity records for a faculty member other than yourself, follow this procedure. Certain fields may be locked, read-only, or hidden, depending on the permissions associated with your role. University: Update Office of Planning and Budgets data entry staff University: Project Administrators Those with project leadership roles College: Update College office personnel delegated to update faculty member activities College: Read Only College office personnel permitted to view faculty member activities Department: Update Department office personnel delegated to update faculty member activities Department: Read-Only Department office personnel permitted to view faculty member activity data Proxy or Delegated Access Only the person for whom the access is explicitly delegated To manage (or view) activity data for someone else: 1. In the Show: field, ensure the Enabled Accounts Only radio button option is selected, unless you need to manage data for an individual with a disabled account. This option is selected by default. 2. To the right of the Select individual field, click the down arrow. The menu drops down below the field to display a list of available individuals in descending alphabetical order (Last, First: netid format). 3. Begin typing the individual s last name, or use the up/down arrows and/or slider tool in the vertical scrollbar at the right of the list of names to locate the desired individual s name and click on the name to select it. When you hover your mouse over a name in the list, it becomes highlighted with a blue background and white text. MSU Academic Profile (AP) System User Manual Manage Data 204

211 The Select individual field becomes populated with the name you selected. 4. Click the CONTINUE button. The Activities Database (main menu) screen appears, with a message at the top with a green background that reads, You are currently managing data for First Last. 5. Select the appropriate subcategory activity link to begin managing data for the individual. MSU Academic Profile (AP) System User Manual Manage Data 205

212 6. Click the End link at the top, right of the notification area from any Activity Database screen to conclude managing data for an individual. Alternately, you can click the Manage Data left sidebar menu option to end managing data for the individual. End of procedure. Screen-Specific Reference: For detailed information about all screens in which you might be managing data, refer to the appropriate sub-category (screen) section in Manage Your Activities on page 73. Manage Data For Individuals Field Reference Figure 39: Manage Data Screen > Manage Data for Individuals Section - Example Table 42: Manage Data Screen > Manage Data for Individuals Section - Field and Tool Usage Descriptions Field or Tool Notification area Select individual drop-down menu (name list) Usage Description The green bar at the top of the screen indicates whose data you are currently managing. When displaying the Manage Data screen, the message always reads You are not currently managing data for others, but when an individual is selected and the CONTINUE button is clicked, the notification area changes to read You are currently managing data for First Last. End This appears at the top of the Activities Database screen, which you are taken to. Clicking the End link will cause the system to return to managing data for yourself, as will clicking the Manage Data option on the left sidebar menu again. Click the down arrow to cause the list content to display below the field. Within the expanded drop-down menu, use the vertical scroll bar, or begin typing the individual s last name, to locate the desired individual. The list is alphabetical in Last, First: netid format. As you hover your mouse over a name in the list, it becomes highlighted in blue. Click on the desired, MSU Academic Profile (AP) System User Manual Manage Data 206

213 Field or Tool Show: radio (option) buttons Usage Description highlighted name to select it. The menu closes and the box becomes populated with your selection. Select the radio button by clicking within the circle to place a dot within it to indicate your selection of the desired option. Enabled Accounts Only: This option is selected by default. The available accounts in the Select individual list are refined according to your security role assignment at the college or department level and will include faculty accounts based on the college or department scope based on most recent Yearly data records. All Accounts: Select this option when you need to review a disabled account. CONTINUE button Click after you ve made the appropriate selection in both the Show and Select individual fields. Refer to the following documentation topics depending on the category of information in which you will be managing data: General Information on page 75 Teaching on page 112 Scholarship/Research on page 133 Service Within the Academic Community on page 179 Service Within the Broader Community on page 185 Additional Activities and Impact Summaries on page 189 MSU Academic Profile (AP) System User Manual Manage Data 207

214 Manage Administrative Data for Individuals > > When your role permits it, this utility allows you to maintain Administrative Data records for all of your individual users. The AP system permits System Administrators to manage individuals most recent Yearly Data records in bulk using the Copy Forward function in order to: Indicate the college and department assignments that affect the security and reporting available to the user Dictate which data collection fields and screens a user can see Figure 40: Location of the Manage Administrative Data for Individuals Utility Manage Administrative Data will present you with the ability to select a specific year s Yearly Data records to view, defaulting to the current academic year. A list of the Yearly Data records for that academic year will appear. If a user does not have a Yearly Data record for the selected academic year, the most recent existing record for that user will display, highlighted in red. If a user s account has been disabled, his or her most recent Yearly Data record will be presented, but in grey. From here, you will be able to edit one Yearly Data record at a time, copy an individual user s most recent Yearly Data record forward to create a Yearly Data record for the selected academic year, or perform this Copy Forward function in bulk. Performing A Bulk Copy Forward Function When you want to copy multiple user s Yearly Data records forward for a selected academic year, follow this procedure. To perform the bulk Copy Forward function: 1. Select the academic year up to which you want to copy Yearly Data records. 2. Click View to ensure the Manage Administrative Data utility reflects the records relevant for the selected academic year. 3. Click Copy All Forward. 4. In the confirmation pop-up, click OK. MSU Academic Profile (AP) System User Manual Manage Data 208

215 Note: If you have customized the Yearly Data screen to collect data by term and year or by calendar year rather than academic year, the Manage Administrative Data utility will account for this. Be sure to review the confirmation message carefully when using the Copy All Forward function to ensure records copy forward as expected. Yearly Data records for disabled user accounts cannot copy forward. End of procedure. MSU Academic Profile (AP) System User Manual Manage Data 209

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217 Run Ad Hoc Reports The Run Ad Hoc Reports option on the left sidebar menu displays the Create a Report screen, which consists of eight numbered sections in which you are prompted to make selections to refine what the report will include. It allows you to obtain lists of data for any date range, then make selections related to the data to include, search text, the organization, the user account type, users to include, the file format, page orientation and size, after which you then simply click a button to display the report. Creating (a.k.a. running ) an Ad Hoc report is done whenever you want to create a unique, single-instance report using any or all of MSU s user data you have permission to access. The eight steps help campus, college, and department administrators create and define the parameters used to construct the report. Faculty users can generate reports on their own data. Note: You can only run reports on users data for which you have access. An ad hoc report can be flexible enough to meet a wide variety of needs. Common use cases for this type of analysis are: To compare a user's activity records against the criteria for a new or revised custom report to verify completeness or to troubleshoot an issue As a starting point for statistical analysis As a way to determine which faculty have areas of expertise that qualify them for particular opportunities MSU Academic Profile (AP) System User Manual Run Ad Hoc Reports 211

218 Creating An Ad Hoc Report To create (run) an Ad Hoc Report: 1. Click the Run Ad Hoc Reports option from the left sidebar menu. The Create a Report screen appears. 2. In the step 1 Select the instrument to use section, select the instrument (college or department data set) you want to use from the list. Use the drop-down menu by clicking the down arrow to display the list, and then click on the desired instrument in the list to highlight and select it to populate the box with your selection (for example, Activities Database Agriculture and Natural Resources - Pilot). 3. In the 2 Select the date range to use section, use the drop-down menus to select the Start Date and End Date as desired to specify the date range for the information you want to include in your report (or check the box for All Dates, as necessary). Note: Some reports may be subject to include records that overlap with the report date range selected at run time as well as any records that are undated. In general, ensuring that faculty enter all applicable dates on their activity records returns the best reporting accuracy. 4. In the step 3 Select the data to include section, click the Click here link. A popup window appears, displaying various activity category headings preceded by checkboxes and plus symbols. Additionally, two options at the top allow you to either select All data or Only include items checked below. 5. Select the desired items (or All data, if desired). Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item. MSU Academic Profile (AP) System User Manual Run Ad Hoc Reports 212

219 6. Click the plus symbol icon to the left of any category to expand the display of the items it contains beneath it as necessary. The plus symbol changes into a minus symbol after it has been clicked. Together these buttons serve to collapse (hide from view) or expand (display or show) the items within a category. Checking a category (parent) checkbox selects all items (children) it contains. 7. Use the checkboxes to select all desired items you want the report to contain. Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item. MSU Academic Profile (AP) System User Manual Run Ad Hoc Reports 213

220 8. After you have made all the desired selections within all of the desired categories, use the vertical scrollbar tools to scroll to the bottom of the popup window and then click the SAVE button. The popup window closes and the step 3 section displays the data item(s) you selected (for example, Primary Org) in the Data selected: field. 9. In the step 4 Specify text for which to search section (field), type to enter text you want to find within a certain record of information. Try using these methods to find what you are seeking: Add quotes to specific terms you want to find. For example, if you want to search for the phrase geothermal heating, then add quotes around these words so it becomes "geothermal heating". Add the words "AND" or "OR" to your search. For example, if you want to search for where the words geothermal and heating are both found, then you would search for geothermal AND heating. Similarly, if you would like to search for where the word geothermal exists but not heating, then you would search for geothermal NOT heating. Add parentheses around any search terms that you want to keep together. For example, if you want to search for where geothermal AND heating exist, but not physics, then you would search for (geothermal AND heating) NOT physics. MSU Academic Profile (AP) System User Manual Run Ad Hoc Reports 214

221 Add an asterisk (*) as a wildcard to find any middle or ending to a word. For example, physic* would find the words "physician", "physical", "physics", and any other instance of words that begin with those letters. 10. In the step 5 Select how the data should be organized section, use the One report per drop-down menu to select how the data should be organized (for example, Tenure Home MAU). 11. In the step 6 Select whom to include section, select the appropriate option from the Include these accounts menu. Enabled Accounts Only is selected by default, but if your report requires inclusion of users whose accounts are not currently enabled, additional options may be selected. 12. Click on the Click here link. A popup window appears, displaying various organization-related category links which are displayed alphabetically. 13. Use the vertical scrollbar tools at the right of the popup window to display the various headings until you locate the desired heading, and click on the heading link (for example, Individual). MSU Academic Profile (AP) System User Manual Run Ad Hoc Reports 215

222 The contents of the category heading are displayed below the heading with checkboxes that allow you to select them. Additionally, to the right of the heading text, select all and select none tools appear for your convenience. 14. Scroll down to view all of the available items in the expanded category until you locate the desired items within the category. 15. Select (check) all those you want to include in the report. Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item. MSU Academic Profile (AP) System User Manual Run Ad Hoc Reports 216

223 16. After you have made all the desired selections within all of the desired categories, scroll to the bottom of the popup window and click the SAVE button. The popup window closes and the step 6 section displays the data item(s) you selected (for example, Cotter, Rochele D: cotter). MSU Academic Profile (AP) System User Manual Run Ad Hoc Reports 217

224 17. In the step 7 Select the file format section, use the drop-down menu to select the desired output format for your report (for example, Adobe PDF). HTML: Displays within a web browser, which you can later save locally using the browser s Save Page feature. PDF: Portable Document Format is ideal for printing, is read-only, and requires the use of Adobe Acrobat Reader or equivalent software. DOC: Although you can display and edit the report document, changes you make to it are not saved within the AP system. Raw Data, Comma-Delimited: Each data value is separated by a comma, which allows for viewing in spreadsheet programs or import into other databases. Raw Data, XML: Extensible Markup Language is ideal for sharing data across systems, and may be appropriate if you are considering importing. 18. In the step 5 Select the page size field, choose the appropriate option from the drop-down menu (for example, Portrait,Letter)to specify the page size and orientation. Letter: Reports that use letter size and portrait orientation are 8.5 inches wide and 11 inches long. Reports that use letter size and landscape orientation are 11 inches wide and 8.5 inches long. A4: A4 is the common paper size used in Europe and most locations outside of North America. At 8.3 x 11.7 inches, A4 paper is slightly narrower and longer than "A" (letter) size 8.5 x 11 inch paper. 19. Click the CONTINUE button. MSU Academic Profile (AP) System User Manual Run Ad Hoc Reports 218

225 The Ad Hoc Reporting screen is refreshed to display the parameters you have selected. <Change> links: allow you to navigate back to the previous screen and make different selections and entries. <More Information> links: allow you to view helpful information about each section. 20. If you want to generate Comprehensive Reports, select the appropriate options on the screen as prompted using the radio button options and checkboxes provided (otherwise, leave blank). 21. Click the BUILD REPORT button. The Please Wait message appears as the report is being generated. 22. Depending on your browser settings, you may be prompted in a dialog box to either Open with or Save File. Select the desired option (for example, Open with Adobe Acrobat) and then click the OK button. Open with is ideal when you want to immediately view the report. Be sure to specify the appropriate program to open the file with in the menu provided. Save File is ideal when you want to have the report available on your computer for future reference. It is important when you select the Save File option to be aware of your browser s default download folder location first. MSU Academic Profile (AP) System User Manual Run Ad Hoc Reports 219

226 The report document is displayed in the default program for the format you chose. Note: If you selected multiple, separate comprehensive reports to be generated, the Please Wait message will continue to display as each report is built, and you will be prompted similarly to Save or Open each respectively. End of procedure. MSU Academic Profile (AP) System User Manual Run Ad Hoc Reports 220

227 Ad Hoc Reports Numbered Section and Field Reference Figure 41: Run Ad Hoc Reports > Create A Report Screen Start Screen Example Table 43: Run Ad Hoc Reports > Create A Report Screen Field Usage Descriptions by Step Step Usage Description 1 Select the appropriate instrument (college or department) from the drop-down menu (for example, Activities Database Agriculture and Natural Resources Pilot). 2 This option allows you to restrict information on reports to only the date range you select. Simply select a start date and end date. All data that you select to be included in reports that falls into the date range you select will be included. Check the All Dates box when you want to include all historical data with no date refinements. 3 This option allows you to only include responses to certain items on the reports. In the pop-up box, you can choose to either include all items for which data was collected in the reports or to include only data from specific items. This choice is made by either clicking to include "All data" or clicking "Only include items checked below" from the pop-up box. If you click to "Only include items checked below," you will then need to click the checkboxes next to the items you would like to include on the reports. The Click here link causes a popup window to display, which allows you to select either the All data option, or Only include items checked below. To locate items to check refer to the following plus/minus tool usage instructions: Collapsed. The data element contains sub-elements (fields of data) that are hidden from view. Click to expand (open) the display of data sub-elements below to further refine the data to include in the report. May display collapsed children in the hierarchical tree. MSU Academic Profile (AP) System User Manual Run Ad Hoc Reports 221

228 Step Usage Description Expanded. The data element is a sub-element (field of data) that has been shown for view under a parent. Click to collapse (close) the expanded display of child data elements below. May have one or more levels of parents above it or grandchildren below it in the hierarchical tree. Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item. After you have selected the desired options, click the SAVE button. 4 Optional. Type to specify text you want to find within a certain record of information. Try using these methods to find what you are seeking: Add quotes to specific terms you want to find. For example, if you want to search for the phrase geothermal heating, then add quotes around these words so it becomes "geothermal heating". Add the words "AND" or "OR" to your search. For example, if you want to search for where the words geothermal and heating are both found, then you would search for geothermal AND heating. Similarly, if you would like to search for where the word geothermal exists but not heating, then you would search for geothermal NOT heating. Add parentheses around any search terms that you want to keep together. For example, if you want to search for where geothermal AND heating exist, but not physics, then you would search for (geothermal AND heating) NOT physics. Add an asterisk (*) as a wildcard to find any middle or ending to a word. For example, physic* would find the words "physician", "physical", "physics", and any other instance of words that begin with those letters. 5 Organization is the way that data are organized on reports. All reports must use some method of organization. As an example, if organization is requested by "Department," one report will be built for each department. As a second example, if organization is requested by "Name," one report will be built for each person. In the One report per field, click the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. 6 This option allow you to obtain reports with data from only specific colleges/schools, departments, and/or people. The selection to "Include these accounts" allows you to restrict the results of the report to only include data for users whose accounts are enabled, disabled, or either. When you disable a user's account, the user can no longer login to the system. Even though you may disable a user's account, you may still want to report on the user's information, and this selection allows you to do that. 7 This option allows you to select the file format you would like. The file formats that are available are: Adobe PDF - These reports are in Adobe PDF (.pdf) file format. Adobe PDF files are able to be opened by nearly any computer, regardless of operating system. To do so, please download Adobe Acrobat Reader, a free piece of software, from Microsoft Word - Reports in Microsoft Word format are able to be opened by any version of Microsoft Word (97, 2000, XP, 2003, etc.). HTML (Webpage) - Reports in HTML format are able to be posted to a website very easily. HTML files are standard webpages that are readable by web browsers such as Internet Explorer, Netscape and Firefox. Raw Data, Comma-Delimited: Each data value is separated by a comma, which allows for viewing in spreadsheet programs or import into other databases. Raw Data, XML: Extensible Markup Language is ideal for sharing data across systems, and may be appropriate if you are considering importing. 8 This option allows you to select the page size and orientation. The two orientation possibilities are portrait and landscape. Reports that use letter size and portrait orientation are 8.5 inches wide and 11 inches long. Reports that use letter size and landscape orientation are 11 inches wide and 8.5 inches long. A4 is the common paper size used in Europe and most locations outside of North America. At 8.3 x 11.7 inches, A4 paper is slightly narrower and longer than "A" (letter) size 8.5 x 11 inch paper. MSU Academic Profile (AP) System User Manual Run Ad Hoc Reports 222

229 Run Custom Reports AP Custom Reports are based on templates designed for MSU use (some of which are specific to your college or department) to take advantage of the faculty s teaching, research, and service activity information and prepare multiple outputs of that data to meet both faculty and campus needs. Stakeholders with appropriate access use this functionality to obtain reports that use specialized formatting and other custom data manipulations. Administrators at the college and department levels leverage this utility to generate reports on the activities of the users for whom they have access. Faculty users can generate reports on their own data. The screen provides several sequentially-numbered sections in which you select specific data elements to be included in the report, specify date ranges, formatting details, and then click a button to generate the report output, which you can either view immediately, or download it to save as a file you can open to view at a later time. Reports can be generated in HTML, PDF, and Word formats with support for Arial, Times New Roman and Courier fonts. Viewing Report Templates: Prior to selecting a particular type of custom report and running it, you can view its template to have a good understanding of its format and the information it will include (which academic profile activity data elements it will include). To do this, simply select a report from the list in the first section (for example, CANR Metrics-Individual), then click the Details of how this report is built link to open the template in a Word document. Figure 42: How To View A Report Template Prior To Running It College-Specific Reports: Reports designed specifically for your college, campus, department and/or unit populate the list of available reports in the 1 Select the report to run menu. Your role in the system also determines your ability to generate certain reports. If you expect to have access to a certain report you do not see in the list, contact the System Administrator. As an example, those with sufficient permissions from the College of Agriculture and Natural Resources will see the custom CANR Metrics Aggregate, and CANR Metrics Individual reports. Institution-Wide Reports: Reports designed specifically for MSU that are standard across most colleges and academic departments include Academic Degrees Earned, Awards and Honors, Citation Styles APA Detail, Faculty Annual Report, Faculty/Staff Directory, Form D, General Service by Faculty, Scheduled Teaching by Faculty, and VITA, to name a few examples. MSU Academic Profile (AP) System User Manual Run Custom Reports 223

230 Reports are subject to change: Custom Reports are subject to change over time to meet evolving requirements in colleges and departments. The AP project team continuously evaluates MSU s long-term goals in designing custom reports. In the event the reports available to you do not meet your current reporting needs, contact the System Administrator. Running A Custom Report To run a Custom Report: 1. Click the Run Custom Reports option from the left sidebar menu. The Run a Report screen appears. 2. In the step 1 section, select the type of report you want to create from the list. Use the drop-down menu by clicking the down arrow to display the list, and then click on the desired report item in the list to highlight and select it to populate the box with your selection (for example, Academic Degrees Earned). 3. In the 2 Select the date range to use section, use the drop-down menus to select the Start Date and End Date as desired to specify the date range for the information you want to include in your report. Note: Some reports may be subject to include records that overlap with the report date range selected at run time as well as any records that are undated. In general, ensuring that faculty enter all applicable dates on their activity records returns the best reporting accuracy. 4. In the step 3 Select whom to include section, select the appropriate option from the Include these accounts menu. Enabled Accounts Only is selected by default, but if your report requires inclusion of users whose accounts are not currently enabled, additional options may be selected. MSU Academic Profile (AP) System User Manual Run Custom Reports 224

231 5. Click on the Click here link. A popup window appears, displaying various organization-related category links which are displayed alphabetically. 6. Use the vertical scrollbar tools at the right of the popup window to display the various headings until you locate the desired heading, and click on the heading link (for example, Individual). The contents of the category heading are displayed below the heading with checkboxes that allow you to select them. Additionally, to the right of the heading text, select all and select none tools appear for your convenience. 7. Scroll down to view all of the available items in the expanded category until you locate the desired items within the category. MSU Academic Profile (AP) System User Manual Run Custom Reports 225

232 8. Select (check) all those you want to include in the report. Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item. 9. After you have made all the desired selections within all of the desired categories, scroll to the bottom of the popup window and click the SAVE button. MSU Academic Profile (AP) System User Manual Run Custom Reports 226

233 The popup window closes and the step 3 section displays the data item(s) you selected (for example, Cotter, Rochele D: cotter). 10. In the step 4 Select the file format section, use the drop-down menu to select the desired output format for your report (for example, Adobe PDF). HTML: Displays within a web browser, which you can later save locally using the browser s Save Page feature. PDF: Portable Document Format is ideal for printing, is read-only, and requires the use of Adobe Acrobat Reader or equivalent software. DOC: Although you can display and edit the report document, changes you make to it are not saved within the AP system. 11. In the step 5 Select the page size field, choose the appropriate option from the drop-down menu (for example, Letter)to specify the page size and orientation. MSU Academic Profile (AP) System User Manual Run Custom Reports 227

234 Letter: Reports that use letter size and portrait orientation are 8.5 inches wide and 11 inches long. Reports that use letter size and landscape orientation are 11 inches wide and 8.5 inches long. A4: A4 is the common paper size used in Europe and most locations outside of North America. At 8.3 x 11.7 inches, A4 paper is slightly narrower and longer than "A" (letter) size 8.5 x 11 inch paper. 12. Click the BUILD REPORT button. Depending on your browser settings, you may be prompted in a dialog box to either Open with or Save File. Select the desired option (for example, Open with Adobe Acrobat) and then click the OK button. Open with is ideal when you want to immediately view the report. Be sure to specify the appropriate program to open the file with in the menu provided. Save File is ideal when you want to have the report available on your computer for future reference. It is important when you select the Save File option to be aware of your browser s default download folder location first. MSU Academic Profile (AP) System User Manual Run Custom Reports 228

235 The report document is displayed in the default program for the format you chose. End of procedure. MSU Academic Profile (AP) System User Manual Run Custom Reports 229

236 Detailed Custom Report Template Examples The following links allow you to open and/or download rich text files of various examples of MSU-customized report templates so that you can gain a general understanding of their content (which records, items, and data elements are included from which AP screens), layout, and formatting. They may be viewed as Word documents. Academic Degrees Earned: Awards and Honors: CANR Metrics Aggregate: CANR Metrics Individual: Citation Styles APA Detail Report: Contracts, Grants and Sponsored Research by Faculty: Faculty Annual Report: Faculty/Staff Directory: Form D: General Service by Faculty: Intellectual Contributions by Faculty: NIH Biographical Sketch: NSF Biographical Sketch: Presentations by Faculty: Scheduled Teaching by Faculty: VITA (Pilot): MSU Academic Profile (AP) System User Manual Run Custom Reports 230

237 Custom Reports Numbered Section and Field Reference Figure 43: Run Custom Reports > Run A Report Screen Start Screen Example Table 44: Run Custom Reports > Run A Report Screen Field Usage Descriptions by Sections Step Step Usage Description 1 Select the appropriate report from the drop-down menu (for example, Academic Degrees Earned). Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. To view the report template in order to see what the report will look like (its layout and format), and what information it will include (which activity data elements), click the Details of how this report is built link. 2 This option allows you to restrict information on reports to only the date range you select. Simply select a start date and end date. All data that you select to be included in reports that falls into the date range you select will be included. Check the All Dates box when you want to include all historical data with no date refinements. 3 This option allow you to obtain reports with data from only specific colleges/schools, departments, and/or people. The selection to "Include these accounts" allows you to restrict the results of the report to only include data for users whose accounts are enabled, disabled, or either. When you disable a user's account, the user can no longer login to the MSU Academic Profile (AP) System User Manual Run Custom Reports 231

238 Step Usage Description system. Even though you may disable a user's account, you may still want to report on the user's information, and this selection allows you to do that. For example, to select data to be included from all people whose Tenure Home MAU is the College of Agriculture & Natural Resources: Click here > Tenure Home MAU > RESOURCES 02 - COLLEGE OF AGRICULTURE & NAT 4 This option allows you to select the file format you would like. The file formats that are available are: Adobe PDF - These reports are in Adobe PDF (.pdf) file format. Adobe PDF files are able to be opened by nearly any computer, regardless of operating system. To do so, please download Adobe Acrobat Reader, a free piece of software, from Microsoft Word - Reports in Microsoft Word format are able to be opened by any version of Microsoft Word (97, 2000, XP, 2003, etc.). HTML (Webpage) - Reports in HTML format are able to be posted to a website very easily. HTML files are standard webpages that are readable by web browsers such as Internet Explorer, Netscape and Firefox. 5 This option allows you to select the page size and orientation. The two orientation possibilities are portrait and landscape. Reports that use letter size and portrait orientation are 8.5 inches wide and 11 inches long. Reports that use letter size and landscape orientation are 11 inches wide and 8.5 inches long. A4 is the common paper size used in Europe and most locations outside of North America. At 8.3 x 11.7 inches, A4 paper is slightly narrower and longer than "A" (letter) size 8.5 x 11 inch paper. Data Entry Tips for Faculty Annual Reports Tips Reference (notes for completing AP screens for the Annual Report): In addition to completing the critical elements on AP screens, there are some quirky tips to keep in mind when using AP that can have an impact on where entries will appear on the MSU Annual Report. For more information, see MSU Academic Profile (AP) System User Manual Run Custom Reports 232

239 Usage Statistics University Project Administrators who have leadership roles in the project and have all permissions except work requests use the Usage Statistics screen to gain an understanding of the current levels of usage of the AP system. The Usage Statistics option on the left sidebar menu displays the total number of logins and records added by individual users in various increments from eight hours to one year. Essentially, this provides you with a point-in-time snapshot of your use of the AP system, assuming you have appropriate permissions that allow you to add and edit records and track your own activity. Figure 44: Usage Statistics - Total Records Example Figure 45: Usage Statistics - Individual Records Example MSU Academic Profile (AP) System User Manual Usage Statistics 233

240 Viewing/Downloading an Individual Audit Log For each user, you can click an Audit Log icon to export a Comma-Separated Value (CSV) file which serves as a listing of individual activities which displays the Date, Screen, Record ID, Event, Source and Data values entered. You must have appropriate system permissions to view a particular user s data, and the user must have a Yearly Data record in order for you to be able to view and explore their statistics. To view (open) or download (save) an individual activity audit log: 1. Under the Audit column and within the row to the right of the desired user s name, click the Audit Log icon. Your browser s open/save dialog box pops up, prompting you to select either Open with or Save File. The functionality at this task step may differ depending on the browser type you are using and your browser settings. For example, you may have already configured your browser to either download or open a spreadsheet file with a particular program automatically. It is important to be aware of your browser s default download location, so you know which folder on your computer the file will be downloaded to. 2. Select the desired option (for example, Open with), then click the OK button. Whether you double-click the file from its download location folder or you specified opening it first, the default (or selected) program (for example, Microsoft Excel) is launched and the file is displayed. MSU Academic Profile (AP) System User Manual Usage Statistics 234

241 End of procedure. MSU Academic Profile (AP) System User Manual Usage Statistics 235

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243 Users and Security People with the Users and Security University functional role are able to manually add users (when needed), and manually add security roles with the tools available on the Users and Security screen. Additionally, University Project Administrators who have leadership roles in the project and have all permissions except the ability to submit work requests have the ability to access and use this functionality. The AP Users and Security screen is used to: Add new users Disable user accounts Edit user account details Edit security roles for users Download user information Figure 46: Users and Security Screen - Example MSU Academic Profile (AP) System User Manual Users and Security 237

244 Figure 47: Users and Security > Edit User Screen - Example MSU Academic Profile (AP) System User Manual Users and Security 238

245 System Permissions by Security Role Roles & Permissions Subject To Change: You should always refer to the Users and Security > Create User (or Edit User) screen within the AP system to get the currently-available role and permission information via the [Details] links. As an example, the following table provides a sample-only listing of the permissions by security role. These are always subject to change over time to continually meet the needs of MSU. Table 45: Activities Database Security Roles and Permissions - Example Security Role Permissions College Manage Data Read-Only o Manage Data Read/Write Run Ad Hoc Reports o Show Hidden Data Run Custom Reports o Reports Academic Degrees Earned Awards and Honors CANR Metrics - Aggregate CANR Metrics - Individual Contracts, Grants and Sponsored Research by Faculty Faculty Annual Report Faculty/Staff Directory Form D General Service by Faculty Intellectual Contributions by Faculty NIH Biographical Sketch NSF Biographical Sketch Presentations by Faculty Scheduled Teaching by Faculty VITA (Pilot) Change Your Password (only available for accounts using Local Authentication) College Administrator Setup Dashboard Manage Administrative Data Manage Data Read-Only o Manage Data Read/Write Run Ad Hoc Reports o Show Hidden Data Run Custom Reports o Reports Academic Degrees Earned Awards and Honors CANR Metrics - Aggregate CANR Metrics - Individual Citation Styles - APA Detail Report Citation Styles - APA Mapping Report Contracts, Grants and Sponsored Research by Faculty Faculty Annual Report Faculty/Staff Directory MSU Academic Profile (AP) System User Manual Users and Security 239

246 Security Role College Limited Administrator Permissions Data Backup Service Backup Resource Web Service Full Access Form D General Service by Faculty Intellectual Contributions by Faculty NIH Biographical Sketch NSF Biographical Sketch Presentations by Faculty Scheduled Teaching by Faculty VITA (Pilot) Usage Statistics o Audit Logs Users and Security Work Requests Resource Center Change Your Password (only available for accounts using Local Authentication) Setup Dashboard Manage Administrative Data Manage Data Read-Only o Manage Data Read/Write Run Ad Hoc Reports o Show Hidden Data Run Custom Reports o Reports Academic Degrees Earned Awards and Honors CANR Metrics - Aggregate CANR Metrics - Individual Citation Styles - APA Detail Report Citation Styles - APA Mapping Report Contracts, Grants and Sponsored Research by Faculty Faculty Annual Report Faculty/Staff Directory Form D General Service by Faculty Intellectual Contributions by Faculty NIH Biographical Sketch NSF Biographical Sketch Presentations by Faculty Scheduled Teaching by Faculty VITA (Pilot) Usage Statistics o Audit Logs Users and Security Resource Center Change Your Password (only available for accounts using Local Authentication) Data Resource o Write Role Resource MSU Academic Profile (AP) System User Manual Users and Security 240

247 Security Role Web Service Read Only Permissions o Write Schema Resource User Resource o Write Data Resource Role Resource Schema Resource User Resource Faculty Run Custom Reports o Reports CANR Metrics - Aggregate CANR Metrics - Individual Faculty Annual Report Form D NIH Biographical Sketch NSF Biographical Sketch VITA (Pilot) Change Your Password (only available for accounts using Local Authentication) Individual Manage Data Read-Only o Manage Data Read/Write Run Ad Hoc Reports o Show Hidden Data Run Custom Reports o Reports Academic Degrees Earned Awards and Honors CANR Metrics - Aggregate CANR Metrics - Individual Contracts, Grants and Sponsored Research by Faculty Faculty Annual Report Faculty/Staff Directory General Service by Faculty Intellectual Contributions by Faculty NIH Biographical Sketch NSF Biographical Sketch Presentations by Faculty Scheduled Teaching by Faculty VITA (Pilot) Change Your Password (only available for accounts using Local Authentication) Related Information: For more information about roles and permissions, see Security Roles and Permissions on page 24 in the Access topic. MSU Academic Profile (AP) System User Manual Users and Security 241

248 Searching for and Editing a User Account Search tools allow you to quickly locate a user so that you can view their account details. Clicking the Edit icon for a particular user then allows you to display the Edit User screen, which permits you to modify options and save the changes you ve made to the user account. To search for a user: 1. Enter all or a known portion of criteria in the Last Name, First Name and/or Username fields, then click the [SEARCH] button. The results are returned below the search criteria area. 2. Click the pencil icon in the Edit column of the search result table to access an individual user s detailed account information. This will cause the Edit User screen to appear, which contains editable fields and a SAVE button. End of procedure. MSU Academic Profile (AP) System User Manual Users and Security 242

249 Adding a New User Typically, AP user accounts are established with user setup templates for bulk loading, or by connecting with the HR (SAP) system via web services. User Setup Template Reference: When it is necessary to manually add a new user account in the AP system, follow this procedure. To add a new user: 1. On the Users and Security screen, click the ADD A NEW USER button. The Create User screen appears. 2. Populate the required fields (marked with a red asterisk symbol) with the appropriate information. 3. Populate the remaining (optional) fields as necessary (for example, select the Shibboleth option in the Authentication field). 4. Select Yes for the option to track the user s teaching, research and service activities when the user you are adding is a faculty member. MSU Academic Profile (AP) System User Manual Users and Security 243

250 5. In the Choose the attributes for this user section, check all boxes that apply for the sections related to MAU and Org as is appropriate. Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item. 6. In the Primary and Tenure Home MAU & Org fields, choose the appropriate options from the lists provided. Click the down arrow to display the list, hover your mouse over an item in the list to highlight it and then click on the item to select it, which closes the drop-down menu list and populates the field box with the item you selected. MSU Academic Profile (AP) System User Manual Users and Security 244

251 7. In the Choose the security roles for this user section, check all options that apply as is necessary. Use the plus symbols to expand the display of sub-options you can select individually, or check the parent box to select all sub-options. To view a listing of the permissions associated with each role, click the corresponding [Details] link appearing to the right of each. The details appear in a popup window. 8. Click the SAVE button at the bottom of the Create User screen to save the new user account. End of procedure. MSU Academic Profile (AP) System User Manual Users and Security 245

252 Disabling a User Caution: Retaining the data of former faculty members is important for the accuracy of historical reports. Additionally, when a user is referenced from another user s data, accounts may not be deleted. Deleting vs Disabling: Users will not be deleted from the AP system. Disabling an account retains all data for the account, allowing accurate historical reports to be prepared, but it changes the account in two notable ways: The account can no longer log in to the system. If you use the copy forward feature on the Manage Data - Administrative Data screen, the account's administrative data will not be copied forward. To disable a user: 1. On the Users and Security screen, use the search tools as necessary to locate the desired user, then click the Edit (pencil) icon to access their user account details. The Edit User screen appears. 2. On the Edit User screen, click the DISABLE USER button. End of procedure. MSU Academic Profile (AP) System User Manual Users and Security 246

253 Work Requests Should you, as a user of the AP system, have a need that isn t being met by the system, and you would like to make a formal request for specific changes to the system, the way to start is by contacting the Digital Measures Administrator at MSU. At the time of this publication, that person is Jennifer Sweet from the Office of Planning and Budgets. A convenient contact form is provided within the AP system itself for this purpose. Direct The following group address has also been established for this purpose, if you prefer to simply send an to the AP Administrator to ask them to submit a request on your behalf: acadprof@msu.edu Typically a single user account at the university level and one account per college is assigned the University: Work Requests Only role, the purpose of which is to submit and manage work requests for Digital Measures to complete. The Work Requests utility, which is accessed from the left sidebar menu for those authorized users, provides the formal method for initiating requests for customizations and changes to the Activity Insight application for MSU. Fields You Cannot Modify: The MSU WorkRequests noted above can also be used in the event changes are needed to any fields you cannot modify. Typically, you are alerted to this situation via a message at the top of the AP screen that reads Note: You do not have access to modify one or more fields on this screen. Through the Work Requests utility, authorized AP project personnel can view the requests that they have submitted that have not yet been completed under the heading Your Open Work Requests, and can view requests Digital Measures has completed via the View Completed Requests link. Work requests are submitted in order to: Request screen revisions Submit data import files Submit reports to be built and revisions to existing reports Create and manage user accounts in bulk Change the permissions of Activity Insight security roles Set up additional features Request additional revisions that should be made to the system Administrator s Guide Digital Measures recommends supplying them with as much information as possible when submitting a work request. The details of what the information should include differs depending on the type of request. The Administrator Guide they publish provides guidance on the work request process and related details. Administrator s Reference: For detailed instructions on submitting Data Import and Report Setup/Revision work requests, refer to the Activity Insight Admin Guide. MSU Academic Profile (AP) System User Manual Work Requests 247

254 Resource Center The Resource Center screen is used by University Project Administrators who have leadership roles in the project and have all permissions (except the ability to submit work requests) to: Access important vendor-supplied documents and release notes Ask the Community forums News and updates Submit new feature ideas Search for articles, forums, feature announcements The Resource Center left menu option serves as a link in the AP system ( that provides access to: Important Documents: Links are provided to various vendor-supplied guides, instructions and documentation. Forums: View, search for, and subscribe to various categorized forums available to customers at other organizations in which the Activities Insight product has been implemented. Figure 48: Digital Measures Activity Insight Resource Center - Screen Example MSU Academic Profile (AP) System User Manual Resource Center 248