Faculty, Staff, and Student Instructions

Transcription

1 Faculty, Staff, and Student Instructions Introduction The Faculty Database is a tool created by Spectral Fusion Designs (SFD) in the College of Arts and Sciences as a means for faculty, staff, and graduate students to manage personal and professional information they wish to make publically available on the web. The system dynamically generates content for faculty and staff lists and faculty details pages on school and departmental websites. New faculty, staff, or graduate students must be added to the Faculty Database by departmental administrators or SFD. (Necessary Information: NetID, UM , and position type.) Help: Spectral Fusion Designs A User Guide is available at: (406) [email protected] Logging In 1. To log in to the Faculty Database, go to: 2. On the landing page, click the LOGIN button. (The landing page also provides links to user guides and a contact form for assistance.) 3. On the Login page, log in using your NetID and password. The Faculty Database uses UM s Central Authentication Service. This account is managed by Central IT. If you have trouble or do not remember your password, use the account help options under the login area or contact Central IT at 243-HELP. If you are not sure that you are in the faculty database, contact your departmental administrator or Spectral Fusion Designs. Spectral Fusion Designs Page 1

2 A successful log in will open your profile page: The main regions of the profile include: 1. Personal information: Enter your name and title, a URL for your personal, lab, or course website, and your UM address preference (the umontana alias is recommended). 2. Additional features and uploads options: Includes photo, CV, and document uploads. This section of the profile will be covered below. 3. Fields tabs: Click on a tab to open it. Content regions for additional information. The Other tab is reserved for unique fields requested by school and departments. 4. Editing tools. 5. Editable content region. Spectral Fusion Designs Page 2

3 Updating Your Profile General Notes Click the red Save Changes button to save your changes. Save your changes often during a session. The green Updated Successfully bar at the top of the window indicates that your changes were saved. Changes made to you profile will appear immediately on all websites linked to the Faculty Database. There are usually only two circumstances in which you will not see your changes: 1. Your browser needs to be refreshed (CTRL F5 on a PC or Command R on a Mac). 2. Your department has chosen to not pull information from a field you have edited. Personal Information (1) Your position type will be assigned when you are added to the Faculty Database. If your position changes, please contact your departmental administrator or Spectral Fusion Designs to change your position type. Title: Change your title to reflect your assignments chair, director, editor, etc. Personal URL: Enter the URL for your personal, lab, or course web site. Enter you UM address. We recommend using your umontana alias. Additional Features and Uploads Options (2) The options in this area of the profile allow you to update your photo and CV, upload files, view the departments with which you are affiliated, and manage your available tags. Changing Your Photo For best results, resize your photo before uploading it into the FacBD (around 300 X 300 pixels, and 72 ppi works well). To change your photo, follow these steps: 1. Select Manage Photo. 2. In the window that opens, browse to a photo on your computer and select it. 3. Click Change Photo to save your change or Cancel to return to your profile without uploading your photo. Spectral Fusion Designs Page 3

4 Managing Tags Tags are additional classifications specific to departments. Tags are created by administrators and are often used to sort faculty by specialization or research interest. Tags will usually be managed by FacBD administrators, but you may manage the tags available to you in the following way: 1. Select Manage Tags from the options list: 2. In the Manage Faculty Tags window, select or deselect tags by clicking the checkbox to the right of the tag entry. 3. Click Update to save your change or Cancel to return to your profile without saving the change. Uploading a CV The CV you upload will automatically appear as a link to the document on your people listing. Example: The Faculty Database does not store more than one copy of your CV. When you upload a new CV, the previous version is deleted. The steps for uploading/changing your CV are the same as for uploading a new photo: 1. Select Manage CV from the options list. 2. In the CV window, browse to the image file (Word file or PDF) you wish to upload. 3. Click Upload to save your change or Cancel to return to your profile without uploading a new CV. Managing Files You may upload files (.dcoc,.docx,.jpgg,.pdf, etc.) into the FacDB. Uploaded files do not automatically appear in faculty details pages; they must be linked to text within the content regions in the tabs area of the profile. Follow these steps to upload and link files: 1. Select Manage Faculty Files from the options list. 2. The window that opens will include a list of previously uploaded files. 3. To delete files, click Delete next to the file you wish to remove from the list. Spectral Fusion Designs Page 4

5 4. To upload a new file, browse to the file on your computer, and click the Upload File. The uploaded file will appear in the file list. 5. To exit the window and go back to your profile, click the X in the top right-hand corner of the window. NOTE: SFD suggests removing old and unused files periodically to help maintain the system. Linking a File To link a file to text within a field, follow these steps: 1. Select Manage Faculty Files from the options list. 2. In the file list, copy the URL for the file you wish to link. 3. Go to the field that contains the text to which you wish to link the file. 4. Highlight the text that will serve as the link, and select the Link icon in the editing tools. 5. In the window that opens, paste the URL into the URL field. Select in the Protocol dropdown menu. The system should strip off the from the URL you pasted in, but you may want to check to make sure it is not being repeated. Click OK. 6. On your profile page, click the large red Save Changes button. The link will appear blue and underlined in the content are of your profile. View Faculty Departments To view the departments with which you are affiliated, select View Faculty Departments from the options list. These assignments are managed by Faculty Database administrators. If your information is incorrect, please contact your departmental administrator or SFD. Spectral Fusion Designs Page 5

6 Managing Information in the Fields Tabs (3) Each of the blue tabs in the middle of the profile includes predefined fields for information. The Other tab is reserved for fields created by departments to suit their individual needs. Click a tab to open the available fields for information. Adding Content: To add content for a field, type or paste text into a content region. Editing Tools: The editing tools are similar to those used in other applications. They include options such as bold and italics, indenting, inserting images, adding lists, and creating tables. NOTE: For best results, avoid copying and pasting text directly from a Word or other document. Instead, copy text from the original document and paste it into a text editor such as Notepad to strip the formatting that word processors add. Then copy the text from the text editor, paste it into the content region, and use the editing tools there to format. Linking: To link text to a URL internal to your profile (a file you have uploaded) or an external URL for a webpage, select the text you would like to make a link and click the link icon. In the window that opens, type or paste the URL to which you wish to link, and click OK. Inserting an Image: To insert and image in a content region, first upload the image using the Manage Faculty Files process. Then, within the content region of the appropriate field, select the Insert Image icon and follow the process for linking above. Source: If you are familiar with HTML, you may refine the contents of the content regions at the source code level by clicking on the source button. Toggle back to the text view by clicking the button again. Save your changes before logging out. Spectral Fusion Designs Page 6

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