1. Online Personal Profile Form Process August 9, 2015

2. Fact The number of volunteer faculty appointments has grown steadily over the last few years and is anticipated to continue at a rapid pace due to the expansion of clinical training sites across the state. The Office of Academic Administration estimates that over the last 12 months, there has been a net increase of about 300 volunteer faculty members.

3. Problem The existing method of collecting this form is cumbersome for both the user and IUSM, which includes Academic Administration, Department Chairs, Center Directors, Department HR Liaisons, Academic Affairs at IUPUI, and then back to Academic Administration for entry into FORMS (the School of Medicine faculty database). Where is it? Who has it?

4. Solution To streamline the process and create greater standardization of the information obtained from new volunteers, OFAPD, Academic Administration, and UME have collaborated to develop an online application, routing, and approval system. We anticipate that this will provide more consistent information to department chairs and center directors, ease the administrative burden, and reduce the length of time it takes to process these appointments. http://faculty.medicine.iu.edu/profileform

5. Online Personal Profile Form We've added a number of fields to the required form in response to department chair requests for more information upon which to base their approvals. In addition to the standard information, applicants will now provide information about their board certification, honors and awards, and teaching experience.

6. Online Personal Profile Form New Fields to the System

7. Online Personal Profile Form New Fields to the System

8. Online Personal Profile Form New Fields to the System

9. Online Personal Profile Form New Fields to the System Note: If these fields are not complete, including undergrad information, the Hire eDoc will not be approved.

10. Online Personal Profile Form New Fields to the System

11. Online Personal Profile Form New Fields to the System

12. Online Personal Profile Form New Fields to the System

13. Online Personal Profile Form New Fields to the System Note: The online Personal Profile Form cannot be submitted unless the Honor Code box has been checked. There is no need to obtain a paper copy of the signed Honor Code.

14. Online Personal Profile Form A volunteer applicant may complete the form in one setting or save it and return to complete it at another time by clicking on “Save Unfinished Form.” If the volunteer saves an incomplete form, they will receive an email message giving them a link and password to access their form at a later time. Once the form is complete, the applicant must click on “Submit Finished Form”, which will trigger an automatic email to the Office of Academic Administration. Electronic routing of the Personal Profile Form has begun.

15. Online Personal Profile Form Routing To: Academic Administration 1 Administration Step 1 “Hey, someone has filled out the form!”

16. Online Personal Profile Form Routing To: Department Chair We need your approval. Click here to approve 2 Academic Administration selects the correct department and campus (if appropriate) to begin the routing.

17. https://faculty.medicine.iu.edu/admin/index.asp?type=chairs Online Personal Profile Form Routing The Chair will access any waiting approvals through their custom dashboard located at:

18. Online Personal Profile Form Routing CHAIRS 1 2 Once in the system, the Chair simply selects the name waiting for approval. On the individual’s record, the Chair Approval area is located at the top. The Chair either approves or denies.

19. Online Profile Form Routing 2 To: HR Liaison or Center HR Liaison We need your action! Click here to approve 3 If the Chair approves the appointment, the system sends an email to the HR Liaison for the appropriate department or regional center. What if they do not approve? Please see Slide 27.

20. https://faculty.medicine.iu.edu/admin/index.asp?type=contacts Online Personal Profile Form Routing Just like the Chair, the HR Liaison also has their own dashboard.

21. Online Personal Profile Form Routing HR LIAISONS 1 2 Start eDoc Process

22. Online Personal Profile Form Routing The HR Liaison clicks on the “Print” button in the upper right corner. 2

23. Online Personal Profile Form Routing The print page for the record has all formatting removed and has been created to save as a PDF. Be sure to look through the record and make sure no boxes are cutting off important information. 3 If a box is cutting off information, grab the corner of the box and pull downward (not sideways) to allow the information to appear.

24. Online Personal Profile Form Routing Print the form as a pdf by following these steps : Explorer users (IE 8.x or higher) Go to File -> Print Preview At the top of the page you see a “Shrink to Fit” dropdown menu Select 80% out of the drop down Hit the Print icon Select Adobe PDF in the Select Printer window 4

25. Online Personal Profile Form Routing Firefox users 4 Go to File -> Print Preview At the top of the page you see a “Scale” dropdown menu Select 80% out of the drop down Hit the Print button Select Adobe PDF in the Printer Name window

26. Online Personal Profile Form Routing To complete the volunteer faculty appointment: Review the printed Personal Profile Form (PPF) for completeness and obtain any missing information from the prospective faculty member. Initiate either a Maintain Person eDoc or an Add New Person eDoc, as applicable, followed by a Hire eDoc. When searching in HRMS prior to initiating an eDoc, always use name AND birthdate. If there is no match when using both these criteria, you will need to contact the prospective faculty member to obtain their Social Security Number; they have been forewarned that this might occur. Forward a completed Academic E-Doc Processing Checklist with the prospective faculty members’ PPF to the Office of Academic Administration.

27. Online Profile Form Routing If a department Chair disapproves an appointment, their comments will automatically be forwarded to Academic Administration who will coordinate any further action, should it be required.