Feinberg Faculty Portal: Guidance for Faculty

The Faculty Affairs Office (FAO) maintains the system of record on Feinberg faculty appointments. Data from FAO are refreshed nightly in the following three profile sections. If updates to any of these sections is needed, first contact your department administrators so that they can work with you to coordinate any necessary paperwork and/or communicate the changes to additional offices (e.g., hospital, clinic) that may also need to know.

1. Personal Information
   • Locked fields: first name, middle initial, last name, suffix
   • Editable fields: honorific suffix, country of origin, languages
2. Contact Information (for communication from FSM)
   • Locked fields: mailing address and email address (FAO will only record email addresses that use approved domains as identified in Feinberg's Email Auto-forwarding Policy)
   • Editable fields: phone and fax number
3. Current Appointment
   • This section is locked and shows you the details of your faculty appointment as recorded by the FAO. It is important to understand your appointment type because it establishes the expectations for your career at Feinberg, including the criteria for reappointment and/or promotion. For information about faculty career tracks, review the Information Guide for Appointments, Promotion and Tenure.

• This section contains teaching contributions to the MD program that are tracked by the Augusta Webster Office of Medical Education (AWOME) and is not editable.
• Teaching data from AWOME are loaded monthly; however, there are some exceptions. AWOME updates the following teaching activities twice a year (around January 1 and August 1), so there will be more lag time before faculty see these teaching activities loaded in the Feinberg Faculty Portal:
  1. ECMH precepting
  2. M1 MDM small group teaching
  3. M1 and M2 clinical skills precepting
  4. Ultrasound small groups
  5. Case Based Learning (CBL) small groups
  6. DOC small group leaders
  7. Intro Track leaders
• The teaching tracked by AWOME is generally limited to didactic teaching delivered in the first two years of the medical school curriculum. Clinical teaching delivered in clerkships needs to be self-reported by faculty in the Clinical Teaching section.
• Faculty should self-report additional teaching activity in other sections: Classroom Teaching, Clinical Teaching, Curriculum Development, and Advising/Mentoring of Students and Trainees.

• Grant proposals are imported from InfoEd (the Northwestern University system of record) on a monthly basis; only records for grant proposals submitted within the last three years are refreshed.
• Grant details for imported records are locked for editing, but you can update the activity classification fields (e.g., Percent Effort) and upload documents.
• Grants are imported only if your role in InfoEd matches one of the following exactly: PD/PI, Principal Investigator, PI, Co-PD/PI, Subproject PI, Co-Investigator, Co-I, Co-Inv.  If your InfoEd role does not match one of these options, you can manually enter the grant.
• InfoEd only contains external grants administered by Northwestern University. Grant proposals submitted to internal units of the University (e.g., NUCATS) and those submitted through clinical affiliates (e.g., Lurie Children's Hospital, Shirley Ryan AbilityLab) can be entered manually.
• When entering records manually, the fields pertaining to direct costs and total costs are important only if you have a Principal Investigator role.

• Grants are imported from InfoEd (the Northwestern University system of record) on a monthly basis. Grant details for imported records are locked for editing, but you can update the activity classification fields (e.g., Percent Effort) and upload documents.
• Grants are imported only if your role in InfoEd matches one of the following exactly: PD/PI, Principal Investigator, PI, Co-PD/PI, Subproject PI, Co-Investigator, Co-I, Co-Inv.  If your InfoEd role does not match one of these options, you can manually enter the grant.
• Grants that ended prior to 2009 are not imported from InfoEd; you may enter those manually. 
• InfoEd only contains external grants administered by Northwestern University. Grants from internal units of the University (e.g., NUCATS)  and those administered by clinical affiliates (e.g., Lurie Children's Hospital, Shirley Ryan AbilityLab) can be entered manually.
• When entering records manually, the fields pertaining to direct costs and total costs are important only if you have a Principal Investigator role.

Do not manually enter journal articles, books, chapters, or conference proceedings in the Feinberg Faculty Portal!

Journal articles, books, chapters, and conference proceedings are imported from a source system called Northwestern Elements, which is overseen by the Galter Health Sciences Library. Staff in each department have been trained in use of Northwestern Elements and are working in collaboration with Galter librarians to curate publication lists. If you notice issues with your publication list, please contact your department administrators for assistance. 

Journal articles, books, and chapters only display on your public faculty profile if they are entered in Northwestern Elements. The Feinberg Faculty Portal receives a data import from Northwestern Elements once each week. Public faculty profiles receive data updates from Northwestern Elements daily, so journal articles, books, and chapters might appear on your public profile before you see them in the Feinberg Faculty Portal. Conference proceedings do not display publicly on faculty profiles.

Northwestern Elements automatically claims publications that it can identify as yours when it searches various publication databases. To reduce the need for manual curation of your publication list and improve the ability of the system to correctly match publications to you, please obtain and publish with an ORCID ID. This unique identifier for researchers can be stored in Northwestern Elements and improves the automated searching and claiming of your publications.

You may manually enter these other types of scholarly works directly in the Feinberg Faculty Portal, but they do not display on public profiles:

• Peer-reviewed educational materials
• Congressional Hearings and Legislative Testimony
• Patents and Intellectual Property
• Data Set
• Software / Code
• Oral Abstracts / Presentations
• Poster Abstracts / Presentations
• Media
• Other Scholarly Works

• Academic appointments, leadership positions, and endowed professorships that are managed or tracked by the Faculty Affairs Office (FAO) are imported to this section and locked for editing.  
• When records are locked, you may edit activity classifications and upload documents, but otherwise you are unable to edit or delete records.
• Other academic appointments--those held at other institutions (e.g., adjunct appointments), or those held at Northwestern that are not managed by FAO--may be self-reported in this section and remain editable.
• Records you manually enter will not appear on your public faculty profile, but you may wish to record them for the purpose of constructing your CV.

The Career Activity Module is where you record your professional accomplishments, generate CVs and biosketches, and search for faculty collaborators. Of the three modules included in the Feinberg Faculty Portal, you will likely use this one the most frequently.

Feinberg Resources

• Go-Live Checklist for Faculty
  This checklist highlights sections needing your attention when reviewing your data for the first time.
• Quick Reference on Data Entry
  Obtain an overview of how to enter profile and activity data in the Feinberg Faculty Portal.
• Generate CV
  Learn how to generate your CV out of the Feinberg Faculty Portal in multiple formats

Interfolio Resources
Feinberg partnered with an external vendor named Interfolio to implement the Feinberg Faculty Portal.

• Faculty180 Guidance for Faculty
  Interfolio's product name for the career activity module is Faculty180.
• Scholar Services
  Interfolio's Scholar Services team is available to provide technical assistance to faculty and staff users. Contact help@interfolio.com.

The Case Review Module facilitates paperless workflow processes, enabling electronic submission and online review of documents. Feinberg is initially using this module for review of promotion and tenure cases, so at this time, only faculty on departmental and school appointments, promotion, and tenure (APT) committees are interacting with this module. Over time, Feinberg will convert more processes to electronic workflows using this module, and we are planning for promotion and tenure applicants to submit their promotion/tenure applications online beginning in 2020.

Feinberg Resources

• Quick Reference on Reviewing Cases
  This one-page reference provides an overview of the materials viewer used to read and review cases. At this time, it is only relevant to departmental and school APT committee members.

Interfolio Resources
Feinberg partnered with an external vendor named Interfolio to implement the Feinberg Faculty Portal.

• Review, Promotion, and Tenure (RPT) Guidance on Reviewing Cases
  Interfolio's product name for the case review module is Review, Promotion, and Tenure (RPT).
• Scholar Services
  Interfolio's Scholar Services team is available to provide technical assistance to faculty and staff users. Contact help@interfolio.com.

Interfolio Dossier is a personal, private document repository included with your Feinberg Faculty Portal account. School administrators and administrative proxies cannot access your Dossier account, and this module should not be used to store research data, patient data, or HIPAA-protected information.

Documents stored in Dossier can be added to packets that are prepared electronically and submitted for review through the Case Review Module. This will become relevant once Feinberg asks faculty to apply for promotion/tenure online, which is expected to occur in 2020, and establishes more paperless review processes. For example, you could store a personal statement or your CV in Dossier. You might also store letters of reference that you write for colleagues. If you have ever received a reference letter request from an institution that uses Interfolio, you might have already used Dossier to submit the letter and could find it stored in your account.

Interfolio Resources
Feinberg partnered with an external vendor named Interfolio to implement the Feinberg Faculty Portal.

• Help for Interfolio Dossier
  Dossier is a product that can be licensed by individuals, so some of the help pertains to that scenario. Feinberg faculty do not incur a cost for using Dossier as part of the Feinberg Faculty Portal.
• Help for Letter Writers
  These resources may be helpful if another institution has asked you to submit a letter of reference via Interfolio.
• Scholar Services
  Interfolio's Scholar Services team is available to provide technical assistance to faculty and staff users. Contact help@interfolio.com.

Northwestern University has implemented Interfolio modules under the name Northwestern Interfolio, but that implementation is not configured for Feinberg. If you are cross-appointed in another school along with Feinberg, you will likely have accounts in both Northwestern Interfolio and the Feinberg Faculty Portal, and you can toggle between them. After logging into either one, click on your name in the upper right corner of the screen and select either Northwestern University (to access Northwestern Interfolio) or Northwestern University Feinberg School of Medicine (to access the Feinberg Faculty Portal).

Do not manually enter journal articles, books, or chapters in the Feinberg Faculty Portal!

Journal articles, books, and chapters are imported from a source system called Northwestern Elements, which is overseen by the Galter Health Sciences Library. Staff in each department have been trained in use of Northwestern Elements and are working in collaboration with Galter librarians to curate publication lists. If you notice issues with your publication list, please contact your department's staff contacts for academic appointments (or the department administrator if no other staff are listed) for assistance. 

Journal articles, books, and chapters only display on your public faculty profile if they are entered in Northwestern Elements. The Feinberg Faculty Portal receives a data import from Northwestern Elements once each week. Public faculty profiles receive data updates from Northwestern Elements three times each week, so journal articles, books, and chapters might appear on your public profile before you see them in the Feinberg Faculty Portal.

Northwestern Elements automatically claims publications that it can identify as yours when it searches various publication databases. To reduce the need for manual curation of your publication list and improve the ability of the system to correctly match publications to you, please obtain and publish with an ORCID ID. This unique identifier for researchers can be stored in Northwestern Elements and improves the automated searching and claiming of your publications.

You may manually enter these other types of scholarly works directly in the Feinberg Faculty Portal, but they do not display on public profiles:

• Peer-reviewed educational materials
• Congressional Hearings and Legislative Testimony
• Patents and Intellectual Property
• Data Set
• Software / Code
• Conference Proceedings
• Oral Abstracts / Presentations
• Poster Abstracts / Presentations
• Media
• Other Scholarly Works