FOLIO Start Guide and Tutorial for Admin Assistants

Phil Gochenour

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• Publié par: Imko
• Nombre de lectures: 10
• Langue: English

Extrait

FOLIO Start Guide and Tutorial for Admin Assistants

 

Table Of Contents Overview and Orientation ................................................................................................................ 1 What is FOLIO? ........................................................................................................................... 1 System Requirements.................................................................................................................. 1 Logging In and Finding Faculty.................................................................................................... 2 My Information and Summary Screens ....................................................................................... 3 Entering Information ........................................................................................................................ 7 Data Entry Screens ...................................................................................................................... 7 Tips and Tricks............................................................................................................................. 8 Pub Med Download...................................................................................................................... 9 Interpreting the CV ..................................................................................................................... 10 The Approval Process................................................................................................................ 14 Creating Reports............................................................................................................................ 17 UCSF CV ................................................................................................................................... 17 Customize Reports .................................................................................................................... 17

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Overview and Orientation What is FOLIO? The Faculty Online Information Organizer ( FOLIO ) provides an easy way to generate standard UCSF CVs and NIH Biosketches, as well as information for a number of UCSF information databases, such as the Faculty Roster and Research Database. In addition, the Office of Research and other University offices collect data from FOLIO to track faculty statistics, core research facility information, and merits and promotions.   FOLIO consists of data entry screens in seven different categories: General , Administrative , Research , Clinical , Teaching , Mentoring , and Bibliography . Each of these categories may have several sections within it. Not all sections have to be completed, but certain fields within the screens in each section are required before the entry can be saved.   As an Administrative Assistant, you will be assigned several faculty members whose information is to be entered into FOLIO. After you have entered the information, the faculty member will be required to approve it. You will then be able to generate both standard UCSF CVs and customized versions of other reports, as well as the information that appears in certain campus databases. System Requirements For optimal performance, the following system configurations are recommended.   Windows OS •  Windows 2000 or XP •  Internet Explorer or Firefox browsers   Apple OS • OSX    •  Safari, Firefox, Netscape, or Mozilla browsers •   Internet Explorer for OSX is not supported          

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FOLIO Start Guide and Tutorial for Admin Assistants

Logging In and Finding Faculty

After logging into the application you arrive at the Assistant Home page.  

    Here you will see a list of faculty members whose FOLIO entries have been assigned to you. Click on a faculty member's name to begin entering and editing their FOLIO information.   If you need to return to the Assistant Home page, click Assistant Home in the left-hand navigation bar.

 

 

 

 

 

 

 

 

 

 

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Overview and Orientation

My Information and Summary Screens The My Information page for a faculty member provides an overview of the status for each information category ( General , Administrative , Research , Clinical , Teaching , Mentoring , and Bibliography ), and each section within these categories.  

 

  Next to each section you will see the Status for that section's information.   •   No Data means no information has been entered for that section •   Needs Approval means that information has been entered, but must be approved by the faculty member (see the section The Approval Process for more information) •   Data Available means that information for that section has been provided from a source such as the UCSF employee database   Next to the Status you will see a Last Modified date. This date reflects when information was entered or approved.   Click on a Category name, such as General . This will take you to the summary page for the first section in that category -Personal , in the case of the General category. Along the top of the page you will see tabs for all the other sections in that category. Click a tab to go to that section.

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FOLIO Start Guide and Tutorial for Admin Assistants

  On the Summary page you can also click on a section name, such as Education and Training , to go directly to that section.  

    When you arrive on the section summary page, you will see a (+) and an indication of the number of records in each category for that section. Click the (+) to expand that category and view the records, as shown in the illustration below. If there are no records for that category you'll see the note "There are no records in the database."  

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Overview and Orientation

    After you have opened a category to view the records, you'll see information for each individual record. These include the initials of the person who created the entry and the date it was entered. There are also three icons:   - Click this icon to delete the entry.      - Click this icon to copy the entry. This is useful if you are making several entries that contain essentially the same information, such as multiple degrees from the same university. You can then edit the copied entry to reflect more specific information, such as the type of degree or year granted.   - Click this icon to edit the entry   To create another entry, click add .    

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Entering Information

Data Entry Screens

A typical data entry screen will have several fields of information to be completed, as shown below.  

    In most cases, you can just type information into the fields. There are also some features built into FOLIO to help with this process.   Next to Date fields you will see this icon: . Click the icon to view a calendar and select a date. The date will be entered into the field in the correct format.   For Degree Earned , Institution , and other fields where there is a long list of possible entries, begin typing the information and the list will automatically scroll to a matching selection. You can select the item from the list by clicking on it, or continue typing until there's a match. If there's no match, finish typing the entry, then tab to the next field. When you save the information for this screen, the information you typed in will be saved as well.  

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