advance tutorial for faculty faculty.pdfadvance faculty tutorial . version 121316. page . 2. of ....

Advance Faculty Tutorial Version 121316 of 16

Advance Tutorial for Faculty

Document Overview ....................................................................................................................... 1 Academic Review: General concepts ........................................................................................................................................... 1 Advance: General concepts .......................................................................................................................................................... 2

How to use Advance ....................................................................................................................... 3 Guidelines for successful use of Advance .................................................................................................................................. 3 Log In .............................................................................................................................................................................................. 3

Overview .......................................................................................................................................... 4 Salary .............................................................................................................................................................................................. 4

My CV ............................................................................................................................................... 5 The Shortcut ................................................................................................................................................................................... 5 The Sticky Header .......................................................................................................................................................................... 6 Edit .................................................................................................................................................................................................. 6 Import CV ........................................................................................................................................................................................ 7 Export CV ........................................................................................................................................................................................ 7 Custom CV ...................................................................................................................................................................................... 8

Buttons and Tools ........................................................................................................................................................................ 8 Formats ....................................................................................................................................................................................... 9 Add Data to the CV .................................................................................................................................................................... 10 Custom Sections........................................................................................................................................................................ 10

NIH Biosketch ............................................................................................................................................................................... 12 2015 Format .............................................................................................................................................................................. 12 Prior Format ............................................................................................................................................................................... 12

My Packet ...................................................................................................................................... 13 Summary ....................................................................................................................................................................................... 13 Packet CV ...................................................................................................................................................................................... 13 Referee List ................................................................................................................................................................................... 15 Attachments ................................................................................................................................................................................. 15

Proxy .............................................................................................................................................. 16 For Review ..................................................................................................................................... 16

Document Overview Academic Review: General concepts Academic Review is a UC policy-driven process designed to ensure that academic appointees are contributing as expected for their series and rank.

1. Packet is created by HR Shared Services and populated by the Candidate and the AP Generalist a. Advance determines the “eligibility” for review based on UC Policy b. Generalist requests the Candidate’s participation in the process by triggering notification

emails generated by the Advance application: i. Initial Notification indicating what is required for the packet – candidate has 42 days

to submit materials within Advance and to the Generalist ii. Reminder 14 days prior to the deadline – if the candidate has not yet provided the

required materials iii. Final Reminder 2 days before the deadline – if the candidate has not yet provided the

required materials iv. Auto-Withdrawal Notification when the deadline passes in cases where the candidate

has not provided the required materials; the packet is withdrawn and the candidate


cannot be considered for the action during the current cycle (candidate can ask Chair to ask the Dean to reinstate the packet)

2. Department Review: culminates with a certified Chair Letter (department recommendation) 3. Dean Review: culminates with a certified Dean Letter (school recommendation)

a. Most packets are “Dean Delegated” meaning that the packet is not routed beyond the Dean, who makes the final decision

b. Packets that are NOT Dean Delegated are either routed to CAP (when required) or to VPAA (Vice Provost for Academic Affairs)

4. CAP Review: culminates with a certified CAP Letter (CAP recommendation) a. Packets that require CAP review include Faculty and Professional Research Promotions and

Faculty Merits from Step 5 to 6 and Step 9 to Above Scale, as well as some exceptional Merit actions

5. VPAA Review: culminates in the final decision, for those actions not “Dean Delegate” 6. The end of the academic review process includes notification from Advance of the final decision and

subsequent adjustment to the candidate’s title (changed Step, Rank, Series, etc.) For greater detail, refer to the Academic Personnel Manual available on the UCOP website. Advance: General concepts Advance is a web application that works by delivering information to a browser. Some browsers work better than others. See the General Guidelines below for more specific recommendations for using Advance. As an academic appointee, you have access to several pages within Advance:

• Overview including General, Salary, Packet tracking, and Academic Leave (faculty titles only) • My CV including Import CV, Export UCSF CV, Custom CV, and NIH Biosketch • My Packet including Summary, CV, Referee List, and Attachments • Proxy • For Review, including Leave Request • Dashboard: a graphical view of the packet process

Advance includes records for faculty and non-faculty academic appointees. Each person with a record in Advance holds an academic appointment. As an academic appointee, you may have two roles in the Academic Review Process:

1. As a Candidate for academic review, you will be notified by your AP Generalist (usually the person noted at the bottom of each Advance page) through Advance when you have to prepare your CV and other materials required for review

2. You may be asked by your Chair to review packets. In this case, your AP Generalist will inform you when you have packets to review


How to use Advance Guidelines for successful use of Advance

• Use Firefox or Chrome. You should be able to use Safari with no issues, but Internet Explorer is not recommended.

• Do not access Advance through VPN. Your normal practice may be to log into UCSF systems using VPN, but using VPN with Advance can cause data issues, especially in the CV. Instead, open a new browser window, go to myaccess.ucsf.edu, and then select Advance.

• New academic appointees will not have access to Advance until an Appointment packet has been created. All academic appointees with an active record in the UCSF payroll system have automatic access to Advance, but new appointees require a packet in Advance in order to gain access.

o A new academic appointee must either have an active non-academic payroll record, or an active ACADAP appointment in IID

o A new staff member (non-academic) must either have an active payroll record, or an active AFFEMP appointment in IID This situation arises when a faculty member attempts to give Proxy access to a contract

(temp) worker – until that temp has an AFFEMP in IID, their name will not be available for assigning Proxy access

Log In Go to MyAccess at myaccess.ucsf.edu 1. Enter Username 2. Enter Password 3. Click Login 4. Select Advance

from the list of apps Hints: • Username is derived

from your UCSF ID. E.g., if your UCSF ID is “020583423” then your Username is “SF058342”.

• Password can be

recovered by clicking the “Forgot your password?” link and answering the challenge questions.

Help: Call 415-514-4100, option 2 (7am-6pm weekdays)


Overview Advance will display the Overview (General) page which shows: • Tabs to help you

navigate Advance • Your academic

appointment(s) • Your next eligible

action Hint: Click on the Help buttons if you need more information. Help: Call or email this person if you have any questions.

Salary • Your annualized

salary (as though you had a 100% appointment)

• Your salary distribution - funding sources and percentages

Hint: This is academic information; if you have an administrative salary, the funding won’t appear here. A Payroll Detail report (monthly payroll detail for the fiscal year) Help: Call or email this person if this info seems incorrect.


Click on Packet tracking to see: • Your packet’s

progress (if you have one in process)

• A record of your previous packets (back to 2001)

Help: Call or email this person if you have a packet in process and it is not showing here.

My CV Click the My CV tab to view your CV in the Advance system. Section below General Information will be blank on this page if you have not added your CV to Advance. The Shortcut • Click to jump to

different CV sections • Use “Filter Sections”

to quickly find a section in the list

• Close by clicking the shortcut button

• Switch to a grid view of sections by clicking “Map”


Scroll through My CV to the content of different sections The Sticky Header • Appears when you

scroll • Follows you as you

scroll through the CV • Click Edit to open

that section • Use Highlight tool to

help find CV text • CV Overview to

better understand the CV

• Row lines to see lines between rows

The Shortcut • Follows you as you

scroll through the CV • Highlights the

section being viewed • Close by clicking the

shortcut button

Roll over a section to access Information and to Edit that section Information: what goes in this section Edit • Double Click within a

section to open the Edit window, OR

• Click [Edit] on the header or in the Sticky Header

Instructions: how to use this section • To Edit a line, click

on the data you want to modify

• Click on another line to edit that line, etc.

• Click the or on the far right to add or delete a line of data (only on hover)

• Drag-and-drop to re-organize data rows

View:

Edit:


Import CV To import a WORD doc to your Advance CV, click Import CV. • Word doc MUST

include header text used in Advance CV

1. Browse to find doc 2. Select sections for

import • Choose one or

more • Select All: only for

initial import process

3. Click Import CV to import the data

Please NOTE: • Read the WARNING

before proceeding • Import as Rich

Text: is not recommended, and will override the plain text standard in publications sections

Export CV To create a WORD version of your CV, click Export UCSF CV. Depending on your browser, the exported document may be saved to your Downloads folder, or you may be presented with an option of saving or opening the document. You can use WORD to modify your CV and import the file back into Advance. This is sometimes the best way to make a lot of modifications to the CV content.


Custom CV This feature enables you to select elements of My CV to build a Custom CV that can used outside of the Academic Review process

Create a Custom CV 1. Select create new

from the menu 2. Name the CV o The name will

appear in the Custom CV menu

3. Select sections to include in the CV

4. Save the CV Buttons and Tools Use the buttons at the top of the Custom CV: 1. Rename the CV –

change the name and click Rename

2. Return to the Section Picker to select different sections

3. Add a Custom Section to o See below for info

about this feature 4. Copy Custom CV to

save it as a new/ different Custom CV

5. Delete Custom CV 6. Export Custom CV 7. Re-organize the

sections in this Custom CV

Use the tools in the Sticky Header to: 1. Open a section for

editing/save 2. Re-organize the

sections you’ve selected for this Custom CV

3. Reverse the order of items within the CV

4. Return to the Section Picker to select different sections


Formats There are three options for the General Information section of the Custom CV

Process: 1. Click Edit to open the

section for editing 2. Modify text and

De-select fields to exclude from the CV

3. Select a format 4. Click Save The Default format is the same as delivered with the UCSF CV Other Formatting features

Process: 1. Click Edit to open the

section for editing 2. Rename the section 3. Select Comma to

change the format You can see that the section looks very different when Comma Delimiter is selected

Format A

Format B

Comma Delimited/Header name change


Add Data to the CV After creating the CV and after selecting sections to include, you can edit each section to indicate what to include and what to exclude.

Process: 1. Click the Edit link

(appears when you mouse over a section) to open

2. Change the “Section Name” to better describe what is included

3. Select items individually or Select/Deselect All

4. Use the “Filter rows” feature to find specific items to select individually

5. Add Sub-headers by clicking the icon – remember to select the Sub-header row so it appears in your Custom CV

6. Reorganize items by clicking and dragging them to the desired location within

Editing the list

Finished product

Custom Sections There are three reasons to add a Custom Section to your Custom CV 1. Add a descriptive

paragraph to the CV 2. Add items to the CV

that are not part of your My CV data

3. Group items from different My CV sections into one section

Process: 1. Create a Custom Section o Use the Add Custom Section button to begin the process Or click Section Picker to select a Custom Section created for an existing Custom CV

o Choose a format for this Custom Section The format defines the structure: list, paragraph, etc. There are 6 formats – click “Show more” to see all six Mouse over the folder icon to see the My CV sections that map

o Type a header name and Click Create Section


Process: 1. Create a Custom

Section 2. Populate the

Custom Section with information o Import from My CV

sections o Add manually (type

and/or copy/paste)

2. Populate the Custom Section with information

There are two ways to add text to your Custom Section o Type text into the rows, adding new rows as necessary Add new rows by clicking on the Add Row icon (appears on mouse over)

o Import My CV items into a Custom Section Click “Import My CV Items” to view sections from My CV

o Click on a section name to view the items within that My CV section Click on individual items to select Click Import Rows button to import the selected items into the Custom Section If you want, you can add a “Sub Header” and reorganize content as desired

a. You can also add new items (things not included in My CV) b. Modify the Column Header text when appropriate c. Click Save to close the Edit window


NIH Biosketch From the NIH Biosketch tab. Select Create New Biosketch or select a saved Biosketch you created previously. Advance displays the Biosketch in Edit mode. 1. Name the Biosketch 2. Select items to

include 3. Click Save NOTE: 2015 Format • Includes Contributions

to Science Prior Format • Allows for a

Publications List The Sticky Header • Appears when you

scroll • Follows you as you

scroll through the Biosketch

• Allows you to Save/Cancel


My Packet Click My Packet to see the elements of your packet, if you have one in process. You will see four sub-tabs. Click to see the elements of this packet. Summary • The packet

definition • Previous actions

display in History • Summary of

Recommendations displays various review level certifications

Packet CV Click the CV tab to copy your My CV data into the packet, or to view the CV you’ve copied into the packet. To Copy a CV into the packet: • Read the

responsibility statements

• Read the APM statement

• Check the box • Click the Copy

from My CV button


After your CV has been copied into the packet, use the Reviewer tools to view your CV in the way a reviewer will. • Filter – eliminates

from view all items that fall outside of the selected range

The Sticky Header • Appears when

you scroll • Follows you as

you scroll through the Packet CV

Tools include: • Packet definition • Filter • Highlight • Sort – reverses

the order of items within CV sections

• Prior CV – displays the CV from the last approved action in a new tab

To change the Packet data, first modify My CV data and then recopy the CV into the packet; do this as often as necessary, until you are satisfied with what the reviewer will see. When the Chair certifies the Chair Letter, you will lose the ability to copy modified CV data into the packet.


Referee List Use this page to enter names you want contacted to support the academic action. Import from CV enables you to copy mentee names. Click Add to add a new row. Click Delete to delete a row. Click Save often. Your AP Generalist will use this data to solicit supporting letters from these referees. TIP: do NOT try to add more than four rows without clicking SAVE.

Attachments Click the Attachments tab to view attachments added by your APA. As a candidate for an action, you are only allowed to attach a “Personal Statement” when you disagree with the Chair Letter. To add a PDF document: 1. Click Browse to

find the file 2. Select

Attachment Type from drop down

3. Click Upload


Proxy Click Proxy to grant access to your record to people who may assist you in the packet process. To add someone as your Proxy: 1. Enter part of a

Last or First name and click Search

2. Select the name from the Search Results

3. Specify Read or Read/Write access

4. Click Save after each Proxy is added

For Review Click For Review to display Packets you have been invited to review. Click items in the Show/Hide Columns list to improve visibility of data. To review a packet, click on the Candidate Name. To move packets to “Review completed” check the box and click Save. To Vote, select a drop down value and click Save.

More Questions? Email the Advance Project team: [email protected]

advance tutorial for faculty faculty.pdfadvance faculty tutorial . version 121316. page . 2. of ....

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