Faculty Success FAQ

General

Yes, you can modify the activities as many times as you want.

Yes, the Faculty Success team can help you with that. To get your data transferred from one category/screen to another, please send an email to dm-help@umd.edu with the request details.

While Watermark does offer a CV Import feature in Faculty Success, UMD does not have this feature enabled at this time. Our assessment of the tool indicates that it does not meet campus needs. We continue to assess the tool's functionality and advocate for improvements.

There are some ways that you can get a jump start on bulk import of your CV information

  • Where possible, the system has integrations in place with other campus systems to automatically bring your data into Faculty Success. The full list of integrations - source systems, Faculty Success data screens, update schedules, etc. - is available in the Integrations table
  • Many faculty have success in adding their publications using the Import Publications feature in Faculty Success. Consult our LibGuide for more information on the import process.
  • The UMD Faculty Success team can load activity data in bulk to a data screen from an Excel file (more information). If you’d like to bulk import your CV information by adding your information to Excel templates, get in touch with the UMD Faculty Success team for Excel template files and further instruction.

Only the fields with a red asterisk are required. 

Use your discretion in adding additional information to the data screen form. You should plan on including any information that you would want as part of the citation  for this activity in a report generated by the system.

For reporting to work properly, and for activities to be properly organized on reports, entries must have dates. For most screens you will see two spaces for each date, one for month and one for year. The day is very rarely asked for. For activities that are ongoing, only enter the start date, and leave the end date blank, to indicate it is ongoing. If the activity was only one day, or a period of time within the same month, you can enter the end date and leave the start date blank.

On a number of data screens, you are able to identify one or more collaborators involved in your activity.

On many of these screens, you are given the choice of selecting the collaborator from a list of Faculty Success users at the University of Maryland, or entering their name in the spaces to the right of the drop-down.

When in doubt about which drop-down option best fits your activity, you should think about how you have reported these items in the past and how your department usually reports these types of activities.

If you are still unsure, you should discuss the options with your department chair, research center director or dean.

If you are still unsure, you can contact the Faculty Success team via dm-help@umd.edu for guidance.

Grant panel/review activities should be entered in the Editorships, Editorial Boards, and Reviewing Activities screen. For Contribution Type choose Reviewing Activity for Agencies and Foundation; for Position/Role choose Reviewer.

Currently there is no hard limit on the number of years. With the current focus on annual activity reporting, data for the current calendar year needs to be entered in the system. However you can choose to add data for other years as well into the system.

As use of the system expands in the years to come, requests for additional historical data additions may be identified by the Provost or your college and you will be notified with plenty of time to be able to enter that data.

In order to save the activity successfully, please make sure that you have entered data in all of the required fields (these fields are highlighted with a red asterisk (*)).

Dates are very important for activities and thus are required even though the input fields are not highlighted with the red asterisk. Please ensure that you have at a minimum filled out a year for one of the date fields. 

  • For activities that are ongoing, only enter the start date, and leave the end date blank, to indicate it is ongoing.
  • If the activity was only one day, or a period of time within the same month, you can enter the end date and leave the start date blank.

If you are still having trouble saving the activity, check the activity page for any error messages like "At least one date is required." or "This field is required". These messages appear just below the field with the associated error. Correct the error(s) and you should be able to save the activity successfully.

To import the data from an Excel file in Faculty Success, please contact UMD Faculty Success team with the request details. We will provide you with an Excel import template for the associated data screen. The columns of the template will correspond to the data fields on that screen. We will give you detailed information on the data format for each column and can load your data into Faculty Success for you. (more information)

If you are interested in loading the data into Faculty Success in this manner, please contact UMD Faculty Success team with information on the screen that you want to load data into and we will provide you with a template and instructions.

Keep in mind that the timeliness of the data load with this service is dependent on the volume of requests that the UMD Faculty Success team is handling at the time of your request. We will give you an estimate on the anticipated turnaround time of your request.

It depends on the type of activities that you want to document. If you have affiliations with other institutions or companies, you can identify these on the Other Employment screen. Teaching you have done at other institutions can be included in a number of possible screens, such as Teaching Innovation, Professional and Extension Education, Non-Credit Instruction. Service activities at other institutions are best represented on the Professional Service screen.

You can use the Faculty Success Data Screen Explanations and Annual Report Crosswalk to help you determine where to put each of your activities.

Your first order of business in terms of data entry will be to enter everything that you would normally include for the current calendar year's annual reporting cycle.  

However you can choose to add data for other years as well into the system. 

As use of the system expands in the years to come, requests for additional historical data additions may be identified by the Provost or your college and you will be notified with plenty of time to be able to enter that data.

Some screens' data is populated through integrations with other campus systems - PHR, SIS, CourseEvalUM, Kuali Research, the Graduate School, Faculty Affairs, UM Ventures and Faculty Senate. Data from those systems cannot be edited on the data screen.

The Integrations table provides details on the screens that have imported data, the source systems, update frequency and methods for handling errors with the imported data. Note that each of these screens also includes a Notes & Annotations field which can be used to clarify any error that can not be corrected in the source system, should that situation arise.

Other screens may have data that was pulled from the Lyterati system. Every effort was made to bring this data in cleanly and to populate the correct set of fields. However, you should review the data loaded on these screens to make sure that the information has been correctly mapped and that the data for your activities is accurate. If you need bulk changes to data on a particular screen, contact the UMD Faculty Success team to request assistance.

This is an optional file upload area that is available with many of the data screens. It gives you the option of uploading any files - videos, Word documents, PDFs, etc. - related to this activity that you would like available in Faculty Success for this activity.

Faculty Success can be used to generate your annual activity report, as well as for other ad hoc reporting needs. The system is always available so you can add your activity information throughout the year, at your convenience.

For annual reporting cycles, you will receive notifications from the Provost and the Office of Faculty Affairs with details on the reporting expectations and deadlines. These communications will be delivered to give you ample of time to add the data and prepare your annual report.

From within Faculty Success, you can click the question mark symbol at the top of the screen to email a question to dm-help@umd.edu here at the University of Maryland.

When ORA-managed sponsored research information is brought into Faculty Success, the sponsored research data is linked to the investigators in Faculty Success; the record is owned by the primary investigator. Inactive accounts are created in Faculty Success for any UMD-affiliated investigators who don't have existing accounts. The email address on these inactive sponsored research-related accounts is set to 'formerfaculty@umd.edu.' 

As a result, you may see 'formerfaculty' after a collaborator's name in the "People at University of Maryland" field on a screen. While this appears in Faculty Success, the email address or directory id of collaborators is not included in any generated reports.

We have designed these screens to be used by faculty from all disciplines across campus, so some screens may have fields that don't pertain to you. You can either leave those fields blank, or if the field is required, fill it in with the most logical option for your department. For example, "Was this compensated or pro bono?" may not make sense to you, and that is ok.

For most departments the selection here should be "Pro Bono," so we have set this to default to that option. For those of you in departments with different requirements for this data, you may need to change this selection to "Compensated."

You can request proxy and/or delegate access by submitting this Google form OR you can alternatively complete this Word version of the form. The word version needs to be printed, filled out, signed, scanned and sent to the UMD Faculty Success team.

Proxy access gives a University of Maryland employee the ability to enter and update information on a single faculty member’s behalf. With proxy access, the user is also able to and run the reports on an individual faculty member’s behalf.

Delegate access gives read-only access to a user at the university, college, or department/research center level for annual reviews, accreditation reports etc. Delegate access is granted by a dean, director or chair to a user and grants read-only access at their associated access level in Faculty Success. Delegates can view activity data for faculty within that unit, and can run reports pulling data from one or more of the faculty within that unit.

  • Note that a Faculty Success user account can be configured to have both proxy access and delegate access.

All paid faculty have an account in Faculty Success and can use the system to document their teaching, research and service activities.

Tenured and tenure-track faculty use Faculty Success to submit their annual activity reports.

Professional track and librarian faculty should consult with their department, research center or college to learn if they will use Faculty Success for reporting purposes such as annual activity reporting.

All faculty with Faculty Success accounts are welcome to use the system to document their achievements and generate reports on their activity data, regardless of whether they are involved in use of the system for annual activity reporting.

Data

At this time you cannot pull your data from Faculty Success into your web profile page, but this is a capability of the platform and the university is currently exploring implementation of this feature. We encourage you to let your department chair, research center director or dean know that you are interested in this functionality.

  • For annual faculty activity data reporting
  • For mandatory reporting requirements at the system (USM), state and federal level
  • Faculty Success can facilitate dossier preparation
  • To support accreditation activities
  • Faculty Success will assist with merit review approval process in a future phase
  • The system may be used to drive faculty web profiles in the future

Some screens' data is populated through integrations with other campus systems - PHR, SIS, CourseEvalUM, Kuali Research, the Graduate School, Faculty Affairs, UM Ventures and Faculty Senate. Data from those systems cannot be edited on the data screen.

The Integrations table provides details on the screens that have imported data, the source systems, update frequency and methods for handling errors with the imported data. Note that each of these screens also includes a Notes & Annotations field which can be used to clarify any error that can not be corrected in the source system, should that situation arise.

Other screens may have data that was pulled from the Lyterati system. Every effort was made to bring this data in cleanly and to populate the correct set of fields. However, you should review the data loaded on these screens to make sure that the information has been correctly mapped and that the data for your activities is accurate. If you need bulk changes to data on a particular screen, contact the UMD Faculty Success team to request assistance.

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Grants and Financial Awards

These awards, gifts, and grants can be entered on the Other Awards and Gifts screen.

Data on the ORA-Managed Awards screen are provided through the Office of Research Administration (ORA) from the Kuali Research system and are updated each month with data current through the end of the previous month.

 

Data from the Kuali Research system is updated by the 15th of each month with any award actions completed in the previous month. If the last update to the record is more than six weeks old, it is likely that no other award actions were completed since that date.

Kuali Research contains sponsored research information on funding requested and received, from all sources including Federal agencies, the State of Maryland, universities, corporations, institutes and foundations. Kuali Research does not contain extramural funding information. Gifts are usually not recorded in Kuali Research. These can be recorded on the Other Awards and Gifts screen.

Note that it is possible that one project is listed multiple times, if you are listed as an investigator on more than one account.

 

The data on the ORA-Managed Proposals screen are provided through the Office of Research Administration (ORA) from the Kuali Research system and are updated each month with data current through the end of the previous month. Data from the Kuali Research system is updated by the 15th of each month with any proposal actions completed in the previous month. If the last update to the record is more than six weeks old, it is likely that no other proposal actions were completed since that date.

Kuali Research contains sponsored research information on funding requested and received, from all sources including federal agencies, the State of Maryland, universities, corporations, institutes and foundations. Kuali Research does not contain extramural funding information. Gifts are usually not recorded in Kuali Research. Proposals not recorded in Kuali Research can be recorded on the Other Proposals screen.

 

Requests for corrections to Kuali Research for any active projects can be made through your department's business administrator.

 

New in December 2021 is the addition of the Active ORA-Managed Awards screen. This screen lists all currently active awards in Kuali Research for a faculty member, regardless of transactional activity in the reporting calendar year. 

 

Additionally, your involvement with sponsored research may not be included in the Kuali Research data if you were not in one of the roles that is reported to the sponsoring agency. If that is the case, you can manually add your association with the sponsored research on the Other Awards and Gifts screen or the Other Proposals screen, as appropriate, to document that involvement.

Data on the ORA-Managed Awards screen are provided through the Office of Research Administration (ORA) from the Kuali Research system, and are updated each month with data current through the end of the previous month.

Data from the Kuali Research system is updated by the 15th of each month with any award actions completed in the previous month. If the last update to the record is more than six weeks old, it is likely that no other award actions were completed since that date.

The data pull includes all award accounts that had activity in the calendar year. Award accounts without any activity during the calendar year will not be included.

New in December 2021 is the addition of the Active ORA-Managed Awards screen. This screen lists all currently active awards in Kuali Research for a faculty member, regardless of transactional activity in the reporting calendar year.

Additionally, your involvement with sponsored research may not be included in the Kuali Research data if you were not in one of the roles that is reported to the sponsoring agency. If that is the case, you can manually add your association with the sponsored research on the Other Awards and Gifts screen or the Other Proposals screen, as appropriate, to document that involvement.

Requests for corrections to Kuali Research for any active projects can be made through your department's business administrator.

It is possible to see a project or award listed multiple times on the ORA Managed Awards summary screen, if you are listed as an investigator on more than one account for the award. If there seems to be an error, requests for corrections to Kuali Research for any active projects can be made through your department's business administrator.

Advising

No. The Research Advising data screen captures information for one student per data screen. The Duplicate feature can help reduce the data entry burden. On the Research Advising summary screen, click the checkbox to the right of an entry that is similar to the student you need to add. Then use the Duplicate button to create a copy. Edit that copy, updating the fields as needed to describe the research advising activity.

The Research Advising screen is used to document the students and post-docs you have have previously or are currently advising or mentoring in their research. It documents your ongoing involvement with students in advising, mentoring and research efforts.

The Curricular Advising screen is where you enter the number of students you advised each year on curriculum/academics.

The Mentorship screen is for document your service activity in mentoring junior faculty, visiting faculty, and other professional-level mentoring.

Note that involvement in thesis/dissertation committees for successfully completed research is automatically recorded on the Participation in Thesis/Dissertation Committees screen, with data provided by the Graduate School on a per term basis. Committee involvement is added at the close of the student's graduating term.

For terminal master's degrees (e.g. MBA or MFA) please select Master's.

Scheduled Teaching and Course Feedback

Please use the Course Experiences website for a more detailed view of your course feedback results and student comments. If you have questions about the data on this screen, contact the CourseExp Help Center.

In order to support various faculty review processes, Faculty Success includes results for university-level course feedback items that were available to administrators. Prior to Spring 2022, questions were split between Administrator view and Student view. From Spring 2022 onward, results to all scale questions are available to both administrators and students.

Faculty members can view their course evaluation results for all items (including department/college items) directly through the Course Experiences website.

The course data on the Scheduled Teaching and Course Feedback screens reflects course information for faculty in the "Instructor of Record" and "Other Instructor" roles (full list of instructor roles).

Per the Senate guidelines that were passed in Fall 2019, comparison averages to university, college, and department results are not included in the feedback reports.

Publications

This happens when the Contribution Type field for the publication has not been set, or is set to “Other.”

To correct this and ensure your publications are routed to the correct sections of your report, you will need to curate those records and update the Contribution Type field.

If you have a large number of publications that need to have the Contribution Type field set correctly, contact dm-help@umd.edu for assistance with this bulk update need.

Manually entering publications is an option, but to save time we highly recommend using one of the publication import options built into the platform. For help with importing or manually adding publications, refer to our LibGuide.

Throughout the course of customizing the platform for UMD, pilot testers and the advisory group have overwhelmingly responded that, rather than having the implementation team load the “messy” data pulled from Lyterati, they would prefer to have faculty use import options built into the platform to manually upload publications. This allows for cleaner, more personally curated records. For help with importing or manually adding publications, refer to our LibGuide.

Appointments at UMD Screen

If an appointment was terminated and replaced with another appointment, the appointment duration may only be one day. Another reason may be that the appointment was for a Non-Standard Payment and was for a lump sum, causing it to have a duration of only one day.

Tenure track and tenured faculty should always have an appointment in their tenure home. When the faculty member's paid appointment is in a unit other than their tenure home, a non-paid appointment should be in place in the tenure home unit. This might result in what appears to be duplicate appointments, but they each have their purpose. Alternatively, if an appointment is continuing, but a change that cannot be made on the existing appointment is necessary, the faculty member may have two appointments that appear on the surface to be duplicates, but at the detailed level are not.

Overloads are processed by the unit paying for the overload, not necessarily the primary appointment unit. The faculty member may or may not be aware of the specific unit name. Also, unit names change over time and the unit name could be different now than it was at the time of the appointment.

Reports

No. At this point, faculty will continue to submit OPA reports through the ARES system.

To help you with successful annual report completion, we have included an Annual Report Data Fields guide that maps each section of the report back to the relevant screen in Digital Measures where the data is drawn from.

Yes, Faculty Success has a feature for creating a custom reports. In order to build your own report, please go to the "Reports" menu screen, click on the "Create a New Report" (in the upper right of the Reports screen) to create a new blank report, or start from a custom Vita (vendor-supplied Vita, not the UMD Vita format), and modify it to meet your custom report needs. You can save your custom report and run it repeatedly in the future. More information on the self-service reporting capabilities is available from the vendor.

It is also possible to export data from one or more screens using "Create a New Report." Use the "Data Export" option. By default, the Data Export report includes data from all screens; use Option 3: Data to Include to select particular screens for export. The default output format is CSV.

Most likely this is occurring because the activities are missing date information. In order to correct this issue you will need to go to the screen for that activity type and ensure there are no records that are missing dates. To do this, go to the Activities menu screen, click on the link for the data screen you want, and then look at the summary screen for records that do not show dates. You can click on those records to open them up and update the date information. Once all of your records have dates, you can run your report again and those old activities will no longer be listed.

If you have a large number of records that need to have dates set correctly, contact the UMD Faculty Success team for assistance with this bulk update need.

These two options are very similar. With either option you can run your Annual Activity Report with the ability to customize the report dates and file format.

The difference is that, with the Reports button, you also are able to select Create a New Report (in the upper right of the Reports screen) to create a new blank report, a custom Vita (initial template provided by the vendor, not UMD), or export your data in CSV format.

Once you have selected one of these options you can build a report to your own requirements and save it so that you can run the same report repeatedly in the future.

The Rapid Report option is only available on the Activities menu screen; it enables quick verification while you are entering the activity data. Using Rapid Reports, you can toggle back and forth between activity data entry and curation, and review of the data in a generated report.

Yes, Faculty Success includes a feature to recall the submitted reports which are pending for approval. In order to make new changes to your report, please follow these steps:

  1. Go to "History" section in your "Workflow" tab.
  2. Click on the submitted task and click on the "Recall" option(located on top right corner) to recall your submission from approval phase.
  3. You can refer to our  Annual Report Data field to check the mapping of Faculty Success screens and report sections. Once you have updated your activities and are ready to submit, you should be able to access your entry in "Workflow" from the Inbox listing. It is recommended to run a Rapid Report and review the generated copy before proceeding with the submission.
  4. Open your task entry and click on "Refresh Report" before submitting.

Please note that completed and approved reports can not be recalled.

Please see our short how-to video on  Review Faculty Submission . Alternatively, you can also refer to our  Unit Approver Guide.

Please see our short how-to video on  Report Submission . Alternatively, you can also refer to our  Faculty Submission Guide.

Faculty Success generates the copy of your annual activity report when the workflow task gets assigned to you. This copy includes the data available in Faculty Success before the task assignment.

Each day that you access the Workflow submission step, you will likely see a red box at the top of the screen recommending that you refresh any reports attached to the Workflow submission. There is a "Refresh All" button in this red box that will accomplish this. After clicking the "Refresh All" button, the red box and its associated text will no longer be shown at the top of the screen.

You can also manually refresh a report. To the right of the Adobe Acrobat icon and the last updated date/time, there is a "Refresh Report" button. When this button is clicked a popup message appears."

This action will update the attached report based on the information available under Manage Activities. This action cannot be undone.

This message is simply an informational prompt indicating that the Faculty Success report will be refreshed with all the current data present in the system for calendar year after the "Refresh Report" button is clicked.

To ensure all your changes are included for the submission, be sure to use the Refresh Report feature, and choose "Yes" at the prompt.

In addition, we also recommend previewing the copy of your Annual Activity Report using the Rapid Report tool from Activities, before proceeding with the submission step. Be sure to use the correct date range when generating the report using this method.

You can view and access your copy of submitted report from "Workflow" tab in your account. Navigate to the "History" option under "Workflow" to see the submitted task.

Alternatively, you can also use Reports OR Rapid Reports sections to generate the copy of your report. Select the Reports/Rapid Reports tab, select "Annual Activity Report"(for Reports option only) and click on the "Run Report" button.

Please make sure to verify the date range when generating the report using this method.