PRO: Professional Record Online

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1 PRO: Professional Record Online SCHOOL OF JOURNALISM AND MASS COMMUNICATIONS GUIDE TO Professional Record Online (PRO) CV Update and Annual Report Instructions 3/11/2013 Updated January 2015

2 SCHOOL OF JOURNALISM AND MASS COMMUNICATIONS GUIDE TO PRO Page I. Overview 2 II. LOGIN to PRO. 3 III. General Description of Screens 4-7 IV. CV Update and Annual Report Preparation.. 8 V. Running Rapid Reports VI. Annual Report Preparation VII. Annual Report Details IX. Assistance. 17 1

3 I. Overview Before You Begin KU Professional Record Online (PRO) is used to manage faculty activities on teaching, research, and service. PRO will help you keep your curriculum vitae up to date and prepare annual reports / promotion and tenure documents. Soon, PRO will link to your faculty website, allowing you to manage your faculty biography and other information. A benefit to the university is that PRO creates consistency in reports. Your first time you use PRO may take additional effort, but eventually it should save you time and improve upon school reporting. Thank you for updating your CV information and preparing your annual report in PRO. Please take a few minutes to peruse this document. For further assistance, the PRO team is available (8:30-5:00 M-F) or by akulp@ku.edu. How It Works PRO is an online database that you will maintain. You should update PRO several times throughout the year to keep information current. When it s time to produce your annual report or CV, PRO will generate a DRAFT report from the PRO database that you can save and modify/finish in Microsoft Word. Use the Rapid Reports feature to generate your reports. You can run PRO using Google Chrome, Internet Explorer, Mozilla Firefox or Safari. Learning Your Way Around Different screens in the database are printed in different reports or sections of reports. Some of the screens and many of the fields won t pertain to you (e.g. administrative assignments.) Some of the fields pertain to everyone. This document will show you how to locate information printing in the annual report on PRO screens. 2

4 II. Log in to PRO 1. Go to the KU Homepage and click myku near the top: 2. Log in using your online ID and password (the same as that used for ). 3. On the left side of the screen, scroll down to Academics and click Faculty PRO. 4. Under Faculty PRO, click the blue button labeled Log in to the PRO system. The PRO main menu appears. If you have difficulty with this step, contact or (785)

5 III. General Description of Screens Once you ve logged into PRO, the University Main Menu will appear: Activities Database University Main Menu GENERAL INFORMATION Click on the underlined NAME of the screen and a list of existing entries will appear. Click on the pencil icon to edit a record or Add a New Item Date and save each entry you make. Use the Return to Main Menu button to return to this main menu list of all screens. Review Personal Information, Teaching/Research Statements, BIO screen and add new awards/honors. The other screens under General Information only occasionally need editing. TEACHING Academic Advisees (OPTIONAL) prints on P&T CV -- If you do enrollment, program, or career advising of undergraduate/graduate students you may enter names. Thesis, dissertation, research, honors thesis, etc. is recorded in the Directed Student Learning screen. Achievements of Distinction of Students: used to record achievements of current or former students. Directed Student Learning: creates a separate record for each student you ve advised. You ll use the dropdown to choose the committee and then your role/ responsibility (chair, member, mentor, etc.) Courses Taught: these are automatically loaded starting with spring 2009 through present. Professional, Leadership, Non-Cred Instruction: use for substantial non-credit instruction you ve delivered to professionals in your field, i.e., continuing education courses. Guest class lectures are recorded under Presentations-Service screen. Summary List of Courses Taught: A list of courses you ve taught over the course of your career. It lists courses NOT loaded from KU enroll/pay. 4

6 Activities Database University Main Menu (continued) RESEARCH/SCHOLARLY/CREATIVE ACTIVITY These screens are for recording your academic research/scholarly/creative activity. Activity Currently in Progress: use for research/topics in a developmental phase. However, enter manuscripts in preparation in the publications screen. Please respond to What do you need to accomplish your activity currently in progress? Contracts, Grants, Fellowships, etc.: for funded activities; include $ amounts. Fellowships entered here may also be recorded as Awards and Honors Exhibitions: for your participation in exhibits on-site or virtual. Patents and Copyrights: (Optional) Most work is copyrighted, so only include a summary statement not individual entries for each copyrighted work. Reviews/Media Coverage: used to record interviews you gave (primarily to news organizations) and also used to record published articles about your work not authored by you. UNIVERSITY SERVICE The Promotion & Tenure CV requires separation of university service into these three categories. Service to your track (Strategic Communication or News & Information) should be reported as department service. 5

7 Activities Database University Main Menu (continued) OTHER SERVICE/PROFESSIONAL DEV Professional Service/Leadership/Development: contains all activity external to the university such as editorial or review work, board memberships, professional association committee activities, adjudication, offices held and participation in professional development. Your position/role is required for each activity. The Promotion & Tenure CV requires that Professional Service activities be designated according to scope : international, national, regional, state, or local. Presentations Service: For outreach presentations to schools, community organizations, non-professional groups. Include GUEST CLASS LECTURES in this screen. OTHER TEACHING, RESEARCH/SCHOLARLY/CREATIVE, SERVICE ACTIVITIES External or International Connections and Collaborations: this information will be used to inform the university and to illustrate goals in the Bold Aspirations Strategic Plan to show involvement with industry partners, international organizations, study abroad, and similar activities. Journalism and Mass Communications Events: (REQUIRED) Respond to the two events listed in the screen for the most recent calendar year by describing how you participated in these events. NSF/NIH Biosketch: Please follow instructions to generate a basic biosketch. 6

8 Other Activity (Narrative): add information such as language proficiency, or general statements about your activities Activities Database University Main Menu (continued) ANNUAL REVIEW SUBMISSIONS See instructions on for saving/submitting your annual report on this screen. OPTIONAL. your annual report to Penny Hodges please. ARCHIVED CVs/Documents For your personal use to save CVs. Not required. 7

9 IV. CV Update and Annual Report Preparation 1) Update your information in PRO screens. If you need to see/compare to a copy of your CV that was entered by the PRO Team, go to the screen Personal Information, Teaching/Research Statements, BIO. Towards the bottom of the screen you ll see where you click on the Download link to open your vitae. 2) First update and review the School of Journalism & MC Vitae. When your vitae looks correct and complete, THEN begin running the Annual Report. You ll use Rapid Reports to select and run reports. 3) Save the School of Journalism and Mass Communications Annual Report to your folder or computer desktop as an.rtf or.doc file in WORD and name it: your name annual report ) Review the document and adjust headings or information to cross page breaks. Please your final annual report to Penny Hodge. 5) You may also save your annual report in PRO as follows: In PRO, locate the Save Annual Review screen. Click on the Calendar Year, January 1, December 31, 2014 record. a. Click on Store File and then Browse b. Locate your final annual report on your computer, and click on it c. Your annual report should appear in the File Store slot d. Click on SAVE AND RETURN to save the screen/record. Note: You may delete the file and re-load as many times as necessary. You re only saving your report to the PRO Annual Review Archive screen. It isn t being submitted/transmitted anywhere else. 8

10 V. Running Rapid Reports The Rapid Reports feature is used by the School of Journalism and Mass Communications because your default editorial style is APA. Other editorial styles can only be accessed through Custom Reports. The Rapid Reports tab appears in the lower right hand corner of the screen. You must be running under Internet Explorer or Firefox for this feature to appear. Rapid Reports always is visible. Click on Rapid Reports: Choose the Report (click downward triangle) Select Start Date Select End Date Select File Format [most choose WORD] Click on RUN REPORT If you re running the CV, choose a date span that is comprehensive. When running the annual report, run only for the year you are reporting (Ex. January 1, 2014 December 31, 2014). 9

11 VI. Annual Report Preparation When preparing/running your annual report, you are using a pre-programmed annual report. Information in the database screens will appear in different places in the report. Technical programming code details are one way to see how the PRO screens map to the annual report (see Section VII.) The tables below are a simplified view of the annual report. Personal Information Screen: Personal Information, Teaching/Research Statements, BIO Primary Administrative Role (Chairs/Directors titles only) University Distinguished Professor Title *CV Faculty Rank review your faculty rank for correctness Named Professorship Title Licensures, Certifications, and Professional Training Screen: Licensures, Certifications and Professional Training All records on this screen will print in the annual report. Experience Screen: Academic, Professional, and Other Employment/Experience Work experience. Include all KU work history including affiliate or courtesy faculty roles under the one University of Kansas record by adding them See the ADD button at the bottom of the KU work record. Administrative Assignments Screen: Administrative Assignments Ignore this screen unless you are assigned an administrative role such as Director, Chair, Assistant/Associate Dean, etc. [Check with Dean Brill if you have questions about including an assignment on this screen.] Professional Memberships Screen: Professional Memberships Current professional and association memberships. Include dates. Honors/Awards/Honor Societies Screen: Honors/Awards/Honor Societies Calendar Year 2014 awards and honors must be dated 2014 if they are to appear on the annual report. Please mark type of award in PRO (individual, group, etc) Teaching Interests (Statement) Screen: Personal information, Teaching/Research Statements, BIO Teaching Description (Statement) 10

12 Research Interests (Statement) Screen: Personal information, Teaching/Research Statements, BIO Research Description (Statement) Research/Scholarly Work Publications Screen: Publications Contribution Type and Current Publication Status are required. All publications (published) with a publication year = 2014 will print on the annual report. Mark yourself KU Faculty/Staff/Stu and My Record. Mark KU co-authors -- KU Faculty/Staff/Stu if applicable or If a student, choose level if applicable. Ignore NSF Collaborator Institution unless you plan to generate an NSF Biosketch. All publications in preparation, submitted, in review, accepted/in press will print WITHOUT the presence of publication date. APA editorial style rules are applied to your annual report publication entries. You may refer to the Journalism Publication Types document found under Data Entry Guides and Videos on the PRO list of screens (main menu) for further information about how citations rules apply. Exhibits Screen: Exhibitions Creative work exhibits only (Ex. Photography/visual art) [Invited] Presentations/Lectures Screen: Presentations This screen is for recording academic/research/scholarly/creative work presentations only. (Ex. Presentations for K-12 levels, university clubs, and community organizations are recorded as service presentations.) Research Funding/Fellowships Research Funding Screen: Contracts, Grants, Fellowships, and Other Funded Activity Grants dated 2014 or including 2014 in the start to end date range will print to the annual report. Only one record per multi-year grant is required in PRO. Please provide the total funded amount of the award in the Faculty Research Reported Amount field. Current status is required. Please indicate the institution of co-investigators external to KU. Mark yourself KUFaculty and My Record. Mark KU co-investigators as KU Faculty/Staff/Stu or If a student, choose level ONLY if the student appears on the grant, but not if they are working on the grant with you. 11

13 Activity Currently in Progress Screen: Activity Currently in Progress Activity dated 2014 will print. If you have more than one activity/topic to describe, create a separate record for each activity. Please respond to the question: What do you need to accomplish your activity? Dissertation/Thesis Supervision Screen: Dissertation/Thesis Supervision Add a record for each student you have advised, indicate the student s stage of progress/completion, and date the record. Your involvement Type is required if the drop-down values do not adequately describe your role in directing the student, you may customize a description by choosing Other and typing in a description in the box below the dropdown list. You may choose to create one record per student and record all your activity with the one student in the Comments field. Choose your current involvement type, and list other responsibilities in the comments field (Ex. Comprehensive Exam member, Oral Exam Committee,) with date in the comments. University of Kansas Courses Taught Screen: Courses Taught Courses are automatically loaded from 20 th day course schedules. If there is an error, notify Amanda Kulp at akulp@ku.edu to make corrections. Professional or Non- Credit Instruction Screen: Professional, Leadership, Non-Credit Instruction Taught This screen is a catch-all for other teaching instruction activity. You may include guest lectures in other faculty courses here. Continuing education or professional /executive education courses may be listed here. Achievements of Distinction of Current/Former Students Screen: Achievements of Distinction of Current/Former Students Provide current/former student achievements (optional). Use the Title/Distinction field to note recent achievements. Use the Comments field to record or list past achievements. Date the record 2014 so it will appear in the calendar year 2014 annual report. Each year, new students may be added OR the information updated on existing student records. Consulting Screen: Consulting Questions about what to include under consulting should be addressed with your Dean. You may choose to report consulting activity similar to that included previously on your CV. 12

14 SERVICE Service Interests (Statement) Screen: Personal Information, Teaching/Research Statements, BIO University Service Screen: University Service Note: Service performed for Centers under Research/Graduate Studies is considered university service (Ex. Hall Center for Humanities, Center for Teaching Excellence). Participation in activities Centers such as CTE is recorded under the Professional Involvement screen as Participant School Service Screen: School Service Add all service for the KU School of J&MC under School Service (not Department Service) Department Service Screen: Department Service Department Service is used to record service if you have been employed at another institution where journalism and related disciplines were located in a department rather than a school. Use this screen if you have performed service in other KU departments outside the School of Journalism. Journalism and Mass Communication Events Screen: Journalism and Mass Communication Events (REQUIRED) (Indicate your role and participation in special school events 2014 only those events already listed under this screen). Do not add other records/events. Professional Service Screen: Professional Involvement/Leadership Include all professional activity, professional development, editorial responsibilities, external professional service in this screen. See the My Position Role codes on the drop-down to view the various roles often reported in the School. You may also create a custom role if needed. Public Service Screen: Public Service Service Publications Screen: Publications Service APA Style rules are applied 13

15 Service Presentations Screen: Presentations Service There is university-wide interest in understanding KU s outreach to schools. Please record work/presentations with school-age children. Use this screen to record outreach presentations and guest class lectures if appropriate. Reviews/Media Coverage Screen: Reviews/Media Coverage/Publications Citation Count This screen is used to record reviews/media coverage pertaining to Research/Scholarly/Creative activities. Reviews in this context are professional/critical reviews of work. Include the text of the critical review, or a URL link. Media coverage of research/scholarly/creative activity OR teaching should be recorded here (see exceptions as described below). Interviews/media coverage about J&MC activities are School Service. If you ve received media coverage for KU-related service activities, use the Presentations-Service screen to record the information. Interviews/media coverage for organizations external to KU may be Public Service. Citations (Publications Counts Cited from online sources) Other Activity Screen: Reviews/Media Coverage/Publication Citations Count Optional (Note few KU faculty presently are reporting citations counts) To report total number of citations of your work from a source such as Google Scholar, Web of Science, or other sources, record the information in the Comments/Citations field on this screen and choose Citations as the Review Type. Screen: Other Activity (Narrative) Record information that doesn t fit into other PRO screens. (Ex. Language expertise, student recruitment activities, list of courses taught over span of your career, etc.) 14

16 REQUIRED: These items are featured in blue font on the annual report because they need to be completed (typed) manually. You will type this section of the annual report on the saved annual report you ve generated from PRO. Please add your responses to the questions on the final annual report WORD document you plan to submit to Penny Hodge. Five-Year Strategic Plan Questions Please respond to the questions under the Five-Year Strategic Plan Goal III: Enhance research broadly with special emphasis upon areas of present and emerging strength in order to push the boundaries of knowledge and benefit society. 1) What would be the ideal description of your research/creative activity five years from now? 2) What must you achieve between now and then to achieve that description? 3) What resources do you need to achieve that description? 4) How does your research/creative activity expand knowledge (public and/or academic) and benefit society? 5) What progress have you made to date? Please respond to questions under Five-Year Strategic Plan Goal V: Strategy 2: Enhance faculty teaching. 1) What would be the ideal description of your teaching five years from now? 2) What must you achieve between now and then to achieve that description? 3) What resources do you need to achieve that description? 4) What progress have you made to date? Assessment of Courses Assessment of courses is required for ACEJMC, KU core courses, Kansas Board of Regents reports and University accreditation. Please list the courses for which you have done assessment, using direct and indirect measures. Briefly describe the measurement tool, your findings and how you used the findings to improve the course. I did not assess my courses this year. I assessed the following courses. Please identify specific direct and indirect measures. What did you learn and how did you use the measure to improve the course? 15

17 VII. Annual Report Details The CV and the Annual Report are programmed documents that select and print information from PRO screens. If screens or fields in PRO are blank, they will not print in the report. The Publications section of the Annual Report is further enhanced by publication editorial style details outlined in the document found under Data Entry Guides School of Journalism and Mass Communications Publication Types which is a technical document to be used only as a reference. You should not need to look at the publication types document unless you wish to understand the details of APA style formatting associated with the various publication types. Digital Measures provides a report code-generator and shows the details of how any report correspond to PRO screens. You may generate these details by choosing Run Custom Reports in the left hand menu, clicking on Select Report and Details of how this report is built Each section (in BOLD typeface) of the annual report will be followed with the technical details such as Screen [PRO screen name], Items [to be included], Criteria [if there is logic / selection criteria]. Once you ve completed all the changed in PRO and generated your final report and save it in WORD, you may add responses to the questions posed in the Five-Year Strategic Plan that are printed at the bottom of the report. 16

18 VIII. Tips and Reminders USE FIREFOX OR INTERNET EXPLORER to run PRO In PRO under the General Information section header, you ll find a link to Data Entry Guides and Videos. The guides provide detailed instructions for data entry on each screen. See School of Journalism & MC. Date all entries/records If the start date of an activity is entered, but no end date, - to present is substituted for no end date. If an activity/event occurs on one day only, the end date is all that is required. The publication date is required if published, but in preparation, submitted, accepted/in press will print without dates. Undated records will not appear in the annual report (but they will print on the vita) Refer to the Reference Card for navigation tips COPY function ***Remember that the copy function (the pages icon) creates a NEW record from an old one. This is particularly useful for adding new publications. Copy an existing publication that is the same contribution type and write-over the old fields then save. NOTE: Don t confuse the edit and copy functions. Use edit (the pencil icon) to make corrections to an existing record. For Publications and the required fields by publication type, see guide under Data Entry Guides School of Journalism and Mass Communications Publication Types IX. Assistance The PRO Team is available for group or individual assistance 8:30-5:00 Monday through Friday. Please schedule a session in advance by calling For technical problems, please akulp@ku.edu. See website for general information about the PRO Project: 17

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