OLOD

Office of Learning & Organizational Development

Elements – Upcoming Changes Oct/Nov 2016

Check out some of the forthcoming additions to UGA Elements in the link below.  Many of you will be glad to see the much needed Popular Press option and adding a new publication type to capture “Instructional Materials”.  We have had to be creative in how we reported instructional materials in the past.  Once this new module is implemented you can change your reporting habits to better capture the nature of this important work.

https://ugaelements.atlassian.net/wiki/display/EG/Release+notes

November 2017 Training Opportunity

Correspondence from Dr. Laura Johnson on 10/11/16…

Dear College of Agricultural & Environmental Sciences Faculty:

Once again this year all UGA Faculty (both Tenure Track and Public Service) will be required to enter their faculty activity reporting data through the UGA Elements System https://elements.uga.edu/ and administrators will be required to use the Elements Faculty Activity Report in the annual performance evaluation process. Note: Extension Agents have a different reporting requirement and system for Faculty Activity Reporting.

The Deadline for all College of Agricultural & Environmental Science Faculty to have their Elements Faculty Activity reporting completed in preparation for performance Evaluation is Tuesday, January 17, 2017.

Many updates, upgrades, changes and modifications have been made to Elements since last year. The UGA Elements Team will provide a training for our college only on November 3, 2016. Details are below. I highly encourage you to take advantage of this opportunity to ask unique questions that may pertain only to CAES.

I sincerely thank Marcie Simpson and Sunshine Jordan for their help and expertise with Elements. Between the three of us, we are working to support you in this effort and carry your questions and issues forward to the Elements design team. Please keep your questions coming so that we can pass them along!

 

Best wishes for good reporting!

Laura Perry Johnson
Elements Administrative Liaison, CAES

****************************************************

An excellent opportunity is being provided by the Elements development team.  A training for CAES faculty or their designee is being held November 3.  Please note that seating space in the room is limited to the first 30 individuals.  The session will be broadcast via Zoom to accommodate the overflow and our remote campus locations.  The session will also be archived.  Plan to join in person or online on November 3 for the most comprehensive experience.

UGA Elements Training for CAES Faculty and the Designee

November 3, 2016, 2:30pm – 3:30pm
Conner Hall, Room 307
Off-site via Zoom – https://zoom.us/j/416331710   For technical support, please call Zoom at 1-888-799-9666, extension 2

In this session, the following will be addressed:

  1. A brief tour of the system, demo of new features, and Support site navigation
  2. A demo of the Home page, User Profile page, and all activity modules (Publications, Teaching, Grants, Professional Activities)
  3. A demo of basic How-To’s such as:
  • Handling Home page actions
  • Updating the User Profile
  • Adding/editing records
  • Optimizing publication searches
  • Exporting a CV/ Elements Activity Summary (EAS) – deadline for Elements data entry for the next performance review cycle will be January 17, 2017.
  • Building potential research collaborations
  • Correcting data from UGA authoritative systems (ex. Address, Appointments, Degrees)
  • Q&A

Other Training Opportunities:

In addition to face-to-face school/college sessions, Julie Noelke is holding 4 sessions in Training and Development in November. The space is limited to 28 participants per session, so please schedule sessions in your schools/colleges if you have a large number of trainees.

Information about these T&D sessions will go out in early October. Here are the dates/times:

November 7, 2016
Session 1: 2:00-3:00
Session 2: 3:30-4:30

November 28, 2016
Session 1: 2:00-3:00
Session 2: 3:30-4:30

*****************************

Laura Perry Johnson, Ph.D.
Associate Dean for Extension
111 Conner Hall | UGA | Athens, GA 30602
706-542-3824 | 706-542-8815 FAX
lpj4h@uga.edu  | extension.uga.edu

 

Email Archive: Tips to Help Complete Your Elements Activity Summary

From: All Faculty [mailto:ARCHNEWSFACULTY@LISTSERV.UGA.EDU]
Sent: Thursday, December 24, 2015 12:54 PM
To: ARCHNEWSFACULTY@LISTSERV.UGA.EDU
Subject: Tips to Help Complete Your Elements Activity Summary

Dear UGA Faculty Member:

If you’re planning to work on your new UGA Elements profile or Elements Activity Summary (EAS) over the semester break, the following tips may be helpful. As part of the annual performance evaluation process this year, all UGA faculty will record their achievements in an Elements Activity Summary (EAS). Deadlines to complete the summary vary by school and department and your dean or department head will notify you of your deadline. Elements was chosen in 2013 by a team of 70 faculty and staff to serve as UGA’s campus-wide repository for data on faculty activities. After identifying key attributes and comparing 13 commercially available systems, the team recommended Elements and proposed that it be used for annual faculty evaluations.

On your first use, Elements will take an estimated 2-3 hours to set up.  Going forward, updating your EAS every year should be faster (especially compared to the old FAR system) because your instructional data, grants and most publications will upload automatically throughout the year.

  1. If you have not yet used UGA Elements, please visit the First things to do in UGA Elementspage.  Clicking on each link in the list will open step by step instructions.
  2. Your “Home” page (once you have logged in, the Home tab will be on upper left) provides a useful overview of all of your activities and is a good starting point for editing each section (publications, grants, instruction, and professional activities).
  1. Once you have updated your Elements profile to your liking, the Elements Activity Summary page provides simple instructions for quickly producing your EAS report.  Generating the report as a Word file will allow you to readily modify or supplement the report so it matches your departmental requirements and personal preferences. A short list of known issues with the EAS is found at the bottom of this page.
  1. Most Elements-related questions can be answered by a quick search on the UGA Elements Training and Supportpage.  In particular, please note the FAQs on the right side of this page. They include guidance on where to enter different activities in your UGA Elements profile (E.g., “I did this…where does it go?”, and “Activity types defined”).
  1. If you’d like support from one of your School/College contacts for UGA Elements, please contact the appropriate faculty support representative or librarian. To report a system problem or ask the Elements Project Team how to use the system, you may request support via the Request Supportbutton.

Additional things to bear in mind:

  1. For the spring 2016 performance evaluation cycle, please give priority to your activities and achievements that will be used as part of your upcoming evaluation. You can update your older data in UGA Elements after this evaluation period.
  1. Because this is the first year that UGA has used Elements to record faculty activities, it is not yet customized to meet the needs of all faculty ranks and/or disciplines.  This means that you may not be able to enter all of your activities into Elements this year, or be able to do so in the ideal fashion. If this is the case, you should edit or supplement your EAS in Word as needed to fully account for your annual activities.  Further refinement of Elements to more broadly meet the reporting needs of UGA faculty will be a major priority for the Elements project team in 2016 and thus, we expect the system’s utility to continually improve in response to feedback from faculty.
  1. UGA Elements needs to be stable and consistent for all users during this activity reporting season.  As a consequence, no new enhancements to the system will be made over the next 6 weeks.  If you would like to suggest an enhancement, please select this hyperlink and we will add your request to the list of desired improvements.
  1. Due to the on-going high demand for help with the EAS reports, we are temporarily placing a moratorium on data corrections.  If you would like to report incorrect data, please select this hyperlink and we will add it to the list of needed updates.

Sarah F. Covert, Ph.D.
Associate Vice President for Faculty Affairs
Office of the Provost
University of Georgia
Athens, GA 30601

Where do I put my radio broadcast that is not an interview?

Some have asked about where to enter a radio show that is not an radio interview.  There are several places where it might fit.  I believe the best practice is to enter this under Publications as a popular press activity and contribution type is broadcast media.

Pubs: Popular Press: Contribution type: Broadcast media

Another options is…
Pubs: Prof/Scholarly Presentations: Presentation type/other

And yet another option is…
Professional Activity Technical Assistance Or Educational/outreach presentation with Event type = public service

Elements Activity Summary – Faculty Activity Report

UGA Elements Activity Report is being referred to as Elements Activity Summary (EAS).  Instructions on how an individual faculty member can generate this report can be found at the link below.  The expectation at this time is that each faculty member generates an Elements Activity Summary in word and then updates the details.  Keep in mind significant changes should also be made in Elements so the next time you pull the summary the information is accurate.

The link below provides step by step instructions.

https://ugaelements.atlassian.net/wiki/pages/viewpage.action?pageId=8683534

 

New Activity Types and Interface Changes (15DEC2015)

Below are the new activities and interface changes as of December 15, 2015.

My Publications

Renamed two publication types under “My Publications” to help prevent confusion:

  1. Conferences is now called “Proceedings of Conferences (published)”
  2. Professional/Scholarly presentations is now “Professional/Scholarly presentations (unpublished)

Added two new publication types:

  1. Abstract
  2. Popular Press

Streamlined manual data entry by moving less common data elements to Additional Information. Please let faculty know to look there for data fields if they appear to be missing.

My Teaching Activities

Added two teaching activities

  1. Guest lectures
  2. Student/Trainee supervision (to capture faculty work on graduate committees and other types of student supervision)

Important notes on Student/Trainee supervision

  • Migrated all appropriate FAR records to this area
  • In order to open Student/Trainee supervision, we had to turn off the Explore search feature. The hope is to be able to turn this feature back with vendor updates in the future.
  • To ensure compliance with FERPA regulations, faculty should “hide” student records in their profiles (after entering them) if they do not have written permission from their students to include this information in their Elements profile. To “hide” the record, simply click on the eye icon after you have saved it. The record will still be available for internal reporting but will not show in your profile. Records migrated from FAR are already hidden.

Projects vs Professional Presentations

Projects (e.g., applied research/instructional initiatives)
vs.
Professional/Scholarly Presentations

These two entries are very similar, especially if you do not see them together.  It would be easy to enter activities in one area when they fit better in the other.  This is why I want to present them here side by side.

For those of you who work in outreach or Extension, think of Projects as  applied research, instructional initiatives, service and outreach.

Projects – found in the Professional Activities module.  You have the opportunity to enter name, description narrative, start/end dates, co-contributors, scope, county and target audience.

Professional/Scholarly Presentations – found in the Publications module. You have the opportunity to enter title, type, presenters, date, name of event, event type, scope.

I interpret the project as the work or research that is being done.  The professional presentation is reporting results of or how the work/research was conducted.  One is the act of doing and the other is the act of reporting on.

The audience is another difference in these two activities.  Projects have an external or client based audience. Professional peer group is in the audience choice field for Professional Scholarly presentations.

Bob Scott states that a project has a long-term scholarly/research/service objective and could involve many different types of activities.  A professional/scholarly presentation is a very specific delivery method.

A few help pages to check out…

TO:  CAES faculty using UGA Elements
(This does not include County Agents)

 

Here are a few help pages to review.  I pulled these based on the common questions I receive.

I Did this…Where does it go? – this is an excellent quick tip page.  You can sort the page by table headings.

Add Peer-reviewed label – here is how to designate an article or other media as peer reviewed.  This is not an intuitive process.

Choose preferred record – there are often multiple versions of a publication.  Here is how to designate the one most appropriate.

All Topics is an outline view of all help documents.  This is my favorite view because it is clean, neat and comprehensive.

Marcie

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