Deciphering the Code: Entering Faculty Data from Non-standard Curriculum Vitae and Resumes

1. Deciphering the Code: Entering Faculty Data from Non-standard Curriculum Vitae and Resumes Mauricia Blackwell, PHR Manager, Faculty Data Research American Public University System Faculty Human Resources Linda Mannering Senior Principal Analyst and Project Manager University of Kansas Professional Record Online (PRO) Office of Institutional Research and Planning

2. Agenda • Our Schools / Backgrounds • End Goals • Project Structure and Communications • Detailed Issues / Approaches • Faculty Response • Future Direction

3. University of Kansas • 1100 faculty + 400 research faculty equivalents • 9 Schools + College of Liberal Arts and Sciences • Comprehensive and complete load of CV’s • 24 months into the project (Dec, 2013) • 85% loaded, 75% faculty trained/using PRO: Professional Record Online

4. American Public University System • 2100+ faculty • 6 Schools • 2-5 years of activity data (dependent on accreditation needs) • 100% complete for all active faculty • Historically collected activity data in HRIS system • Very limited!!

5. End Goals of Implementing Activity InsightTM • American Public University System • University wide access to information • HLC Accreditation reporting standards • Several Program Specific reporting standards • Stakeholders - assume ownership and implement additional phases • University of Kansas • Paperless – professional-looking documents/CVs • Leverage - expand • Faculty collaborations/research initiatives • Partnerships • Engaged Scholarship • Productivity Metrics Gain Confidence of Faculty • Turn around top-notch CVs • Connect with individual faculty during training • Encourage questions, emails, feedback • Helpdesk (phone & email) service • Keep reminding them: it’s a work in progress

6. Project Structure and Communications • Implementation • Data Entry • Data Feeds and Extracts • Dean and Department interactions

7. Implementation First we established: • Short term and long term goals • Faculty requirements • Report needs • Required data for reports

8. Implementation Second we determined: • Data that we had in a format that could be imported • Internal Faculty Development • Internal Service Activities • Data that would sync from other systems • Demographic Information • Education / Professional Certifications • Courses Taught / Student Information • Data that had to be manually entered • Faculty activities only captured on Vitae and Resumes

9. Data Entry • Standardizing that which is not standard…. • Began formulating generalized rules about which activities belonged on which screens • Created initial Data Entry guide – skeleton • Weekly one on one meetings with Data entry staff (3 part-time temporary employees, 2 of which were remote) to review questions and concerns (KU had a team of 4-5 full and 6 part-time)

10. Data Entry (cont’d) • From those meetings patterns of common areas of concern / confusion began to emerge • Weekly email updates to group based on learning’s for the week; updated Data Entry Guide • Guide became ‘holy grail’ for the data entry rules, and those exceptions to those rules. • Weekly QA check – 100% QA for first few weeks (APUS); continued 100% QA for KU • email team members with corrections; logic

11. Data Entry (cont’d) • Over time the process became more stable and less questions / concerns surfaced • The sheer difference in the level of detail and the various disciplines account for great variation among faculty submitted CVs. Standardizing the non-standard was not a perfect science for us, but more of an evolution of learning and becoming more comfortable with the information provided by faculty

12. Patents • (KU) Data Feeds and Extracts • Webpage • feed • Warehouse • feed • Courses • (KU) • Internal Grants (limited) • Publications • Library: open access feed (KU) • Activity Insight TM • Faculty Appt Info

13. Introductory Meeting Deans’ Interactions • Timelines & Communication • Discuss desired outcomes, key staff to be involved • Charter document / Action Plan agreed to by Dean • Create timeline discuss communication that has been effective with other units • Dean communicates with unit heads and faculty that process has begun

14. Introductory Meeting Unit/Department Interactions • CV’s provided • Review process and outcomes with team leads, quick demo • Interprets/provides direction • Data Entry team analysis/problem identification • Unit heads signs-off on CVs/attends training with faculty • Data Entry team loads CVs

15. Detailed Issues / Approaches • Sticky-wickets • Dates • Missing Information • Appropriate Names • Name Changes • Complete Information for Promotion / Tenure purposes • Citations / Publications / Presentations • Long Narrative to Short concise database entry • User Interface • Sticky-wickets Solutions

16. Dates

17. Appropriate Names

18. Appropriate Names (cont’d)

19. How to approach a new vitae… Oftentimes, activities are intermingled on a vitae • Professional, University, Public Service • Academic/Scholarly vs. Service • Awards, Honors, Grants • Publications This requires data entry workers to determine the appropriate activity type before beginning any data entry work! Additionally, the following must be considered: • Difficult publication citations • Oddball information (or what appears to be) • Assigning ‘Peer-Reviewed’ status to publications/presentations varies by discipline, within disciplines

20. How to approach a new vitae…(cont’d) • Activity Roles (ex. chair-section head, adjudicator, judge, external evaluator, external review, reviewer) • University vs. College vs. Department Service • Activity while a Graduate Student • Extensive formatting rules • Googling for Information • Work History • Decide on capitalization style before loading/keying • Directed Student Learning Headings - ferret out what they mean • Not sure where something goes? Drop in Misc. screen – move later Overall process items to consider: • Using .pdf docs or .pdf docs converted to WORD • Difficulties as information and CVs age • User Interface/Training

21. Sticky-wickets Solutions Deans/Sponsors • Description of General Categories for reporting Department Chairs • Interpretations • Standardization Decisions • Citation Styles • Annual Report Formats • Additional Data Fields Faculty • Details, Instructions, Examples • Screen (user interface) improvements • User Documentation from comments

22. Faculty Deliverables What faculty receive: • Numerous report/CV templates • Web page control • Annual Reports/P&T documents • NSF/NIH Biosketches, other award templates • Storage of syllabi, documents, and artifacts • Portal access compatible with different platforms

23. Future Direction • KU Data entry completed 2014. Continued training and faculty support. Ongoing operations will require direct support of 2.5 to 3.0 FTE + minimal IR and IT staff support. • APUS Webpage and data warehouse feeds

24. Questions? Contact Information Name: Linda Mannering, Senior Principal Analyst and Project Manager, Office of Institutional Research and Planning Enterprise: University of Kansas, OIRP Address: 1246 West Campus Road, Rm 339 Lawrence, KS 66045 Work: (785) 864-4412 E-mail: lmannering@ku.edu Web: http://www.oirp.ku.edu Name: Mauricia Blackwell, Manager, Faculty Data Research Faculty Human Resources and Administration Enterprise: American Public University System Address: 111 W. Congress Street Charles Town, WV 25414 Work: (304) 724-2853 E-mail: mblackwell@apus.edu Web: http://www.apus.edu