FOLIO Brief Guide

Introduction to FOLIO
General Instructions for Use
Instructions for Adding, Editing, and Deleting Publications and Conference Proceedings
FOLIO Help
ResearcherID Help
Fields that are available to the WSE Public Search

 

Introduction

December 2011

Each year the chairs and deans collect information on the scholarly and professional contributions made by WSE faculty. This information is used to guide the deans in the awarding of honors (such as named professorships), the setting of salaries, in assessing readiness for faculty promotions and in resource allocations to departments and faculty (such as space). While a key component of this assessment is the impact that each faculty member makes in their own scholarly field, we are also interested in contributions made to areas vital to the vitality of the Whiting School such as teaching, research programs, external scholarly activities, university service, etc.

The university requires that we collect detailed information on external activities of the faculty which can pose risks to the university. These come primarily in the form of conflicts of interest or conflicts of commitment. External activities such as consulting activities are required to be reported annually. The university (through the Provost’s Office) is also interested in securing data on faculty productivity and quality. While reporting is not yet required, FOLIO will put us into a position of being able to report publications, honors and awards with high fidelity.

In the past we have systemized the data gathering process using the on-line program EDIT. This software was found to be time consuming and we have looked for a better way to meet our obligations to the School and the university.

FOLIO
We have developed software which will improve the reporting experience for faculty members and allow more constructive use of the data we gather.

In gathering this data, the Dean’s Office has multiple goals. We want to get as comprehensive an understanding possible of the scholarly and research productivity of our faculty in their disciplines and the contributions each makes to the school and the university.

We want to make the data gathering exercise as painless as possible for the faculty. That is why we have gone to external and internal databases for as much extant data as possible. The faculty may help us convert this data into information and will have to provide some data (that which is not kept by others) themselves. FOLIO uses ResearcherID to keep track of all faculty publications because it is easy to import into ResearcherID data from Web of Science, Scopus, Google Scholar and over 100 other databases. Wherever possible, FOLIO draws from existing internal data sources to eliminate the data entry required of faculty. This includes records from ISIS, SAP, Academic Affairs, the Graduate Board and more. While the data that comes from external sources isn’t editable in FOLIO, if a faculty member questions its accuracy or wishes to provide additional information about these records, they can do so in each page’s comments area.

FOLIO is structured to be able to provide useful information to chairs, departments and individual faculty members. Some of these tools are already available and, for example, will populate departmental websites with publication and other data. Other tools will be developed to help faculty, for example, to analyze their teaching over time or to help a chair, for example, balance the service expectations of the faculty within his/her department.

 

FOLIO: General Instructions for Use

Topics:

Logging In
Comments
Personal Information
Work Experience & Education
Courses Taught
Advising
Publications/Conference Proceedings
Presentations
Research Grants & Contracts
Research Areas
Awards & Honors
Committees
GBO Exams
Diversity & Climate
External Activities
View 2010 Annual Report

 

Logging In
Go to https://folio.jhu.edu/secure and log in with your JHED ID.

Comments
Your have the ability to add comments to most pages in FOLIO. These comments will appear in your Annual Report and will be visible to your chair and the deans. Please mark comments as "2011" to be included in your 2011 report.

You can use the comments area to add information about that page's topic, indicate any changes you believe should be made to data being imported to FOLIO from other sources, and add information such as lists of pending publlications and grants.

Personal Information
The primary appointment of every tenured and tenure-track faculty member is in an academic department. Only research faculty can have primary appointments in centers and institutes.

While we are not requiring you to provide contact information (office location, URLs, email addresses, etc.), we will be using this information in FOLIO to populate departments’ websites and a faculty directory. The information in EDIT and JHED was not accurate, which is why we chose not to import it from either source.

Work Experience & Education
Update with your current information. Only data that is relevant to the 2011 academic year (and beyond) is included in your 2011 Annual Report. To ensure that this information is included in your Annual Report, verify that the end date listed on these records in FOLIO is 2011 or later or “no end date/current.”

Courses Taught
For your 2011 Annual Report, we are only considering courses you taught in the Fall of 2010 and Spring of 2011 (academic year 2011). This is true for all faculty.

Please click on links to course numbers to view your course evaluations (if available). If you co-instructred a course and it does not appear on your Courses Taught page, please indicate the course name and section and we will have this corrected.

Advising
Information about your advised students is imported to FOLIO from ISIS. This data is generated in November of 2011.

ISIS does not collect advising data about students enrolled in other JHU divisions (including PhD students in Biomedical Engineering and EP students) or high school students advised by WSE faculty. Further, there is no database of postdoc and undergraduate research advisees.

New for your 2011 report, FOLIO makes a distinction between these types of students. Advising refers to undergraduate students (coursework or research group) and Mentoring refers to all masters, postdoc and doctoral students.

FOLIO is now upgraded so that you may add advised students that ISIS does not capture. Please use the two forms at the bottom of the page to enter students. Please note that while entering or reviewing a masters student please be sure to indicate the "detail" of the student as either MS Research, MS Coursework, or MSEM. You may also indicate if you have co-advised a student.

Publications/Conference Proceedings
Please see instructions on adding, editing, and deleting records in these areas.
(located under “Faculty and Staff Resources” on the WSE website)

Some faculty members have expressed concern that, by using Web of Science, Scopus and Google Scholar, the Deans are emphasizing citation counts and h-indices. We have not changed the manner in which we assess faculty members. We are not downloading the citation counts although each of these databases has its own citation indices. Citations were available before FOLIO and remain available. However, as all faculty should know, citations are used as one of very many metrics by the Academic Council and there are WSE Departments which make extensive use of citation counts.

Records in ResearcherID are uploaded to FOLIO weekly on Tuesdays.

Presentations
You may cut and paste whole records in this field. While it’s possible to input multiple records at once, the formatting will be lost when you do this and will be a mess when it appears on web pages and in the summary report that we receive. Additionally, to ensure that your 2011 presentations appear in your annual report, please check that these records have an end date of “2011” or “no end date/ current.”

Research Grants & Contracts
Research grants and contracts data is provided by SAP. SAP truncates the names of grants when the information is entered.

SAP includes data on grants that were active in January of 2007 (when SAP went live). If grants were closed out prior to this date, they were not archived in SAP.

Research Areas
Please ensure that this information is up-to-date.

Awards & Honors 
Please check for accuracy of end dates in archived records. Only data that has an end date of “2011” or later or “no end date/ current” will appear in this year’s annual report.

My Awards Pending
Enter awards that you are waiting to be awarded and indicate who has awarded you and/or who you feel should nominate you.

My Suggested Awards
Please describe awards that you feel your colleagues should receive.   

Committees
Please check for accuracy of end dates in archived records. Only data that has an end date of “2011” or later or “no end date/ current” will appear in this year’s annual report.

GBO Exams
This section of FOLIO will be available by January 16th, 2011.

Diversity & Climate
Please update with 2011 information.

External Activities
Please make sure you include accurate information in every relevant category for 2011.

View 2011 Annual Report
This summary of your FOLIO records includes data relevant to academic year and calendar year 2011. If there are activities that should, but don’t, appear here, please make sure the end date listed on these records in FOLIO is 2011 or later or “no end date/current.” This is the same report that chairs and the deans will receive.

 

FOLIO Help

If you have reviewed the information on this page and on the page, Instructions for Adding, Editing, and Deleting Publications and Conference Proceedings, and still have questions about FOLIO, please send an email and someone will get back to you shortly.

ResearcherID Help

If you are having problems logging in to ResearcherID or have questions about updating and importing records in ResearcherID, please visit their FAQs or contact Thomson Reuters Support.

Public Search

Several areas within FOLIO are displayed in a public search format at enginering.jhu.edu.  When a visitor clicks on About > Faculty & Research Directory, they arrive at this page: http://folio.jhu.edu/faculty-and-research-directory.html. This page displays WSE faculty profiles that are stored in FOLIO.  These are the content areas that are made publicly available:

• Personal Info (contact information)
• Professional Experience and Education
• Research Areas
• Publications
• Conference Proceedings
• Presentations
• Awards and Honors
• Committees