Using the eFile System

• Creating and Maintaining eFiles
• Entering Records for a Faculty’s Academic History
• The Ongoing Academic Record
• Uploading Documents Relating to Records
• The Snapshot
• Including and Excluding Records in a Snapshot
• Viewing an eFile

Click here to view a PowerPoint presentation about getting started with eFile data entry.

Click here to go to the Academic Personnel eFile System. Note: To login, your department will need to grant access.

Creating and Maintaining eFiles

In the eFile system, both the Faculty and the Departmental Academic Personnel Staff have access to create and maintain the faculty member’s eFile.   The privileges of the Faculty and the Departmental Academic Personnel Staff are assigned by the department’s SAA (System Access Administrator) through EACS (Enterprise Access Control System), after training on the system has occurred.

Entering Records for a Faculty Member's Academic History

Both the Faculty and the Departmental Academic Personnel Staff have the ability to create an eFile and add or modify Academic Personnel records within an existing eFile. The eFile stores a wide range of records that includes the following information about a faculty member:

Appointment History
Biographical Information
Employment
Education
Memberships
Honors and Awards
Published Writings, Patents, and Creative Activities
Difference List
Grants and Gift Activities
Professional Activity Services
University and Public Service
Letters of Recommendation
Self Statement (optional)
Non-Confidential Documents
Letters from Other Departments/Programs/Institutes and Centers

Information in each of these categories is entered on its own screen which is customized for the content that will be entered. After each record is saved, the data will be displayed in a grid that contains built in features to allow editing or deleting of specific records. Please note that any records that are removed are first saved for audit purposes.

The eFile is an Ongoing Academic Record

The eFile serves as a living Academic Personnel record that can be easily added to or updated as the faculty member’s academic history progresses.

Uploading Documents Relating to Records

The eFile system stores files that pertain to specific categories.  These categories, e.g.  Teaching Load Data, contain fields to upload various documents to supplement the faculty member’s academic records in the eFile system.  These documents include Teaching Evaluations, Letters of Recommendation, Self Statements, Difference List Coversheets, etc.

The Snapshot

The "Snapshot" is generated by the eFile system to support a particular academic action at a point in time. Snapshots are different from the eFile itself in that Snapshots are "frozen", meaning they cannot be changed without being properly routed and approved by departmental academic personnel and the candidate. A Snapshot is then routed through the department, college dean's office, Academic Personnel Office, CAP (Senate), to the Vice Provost for Academic Personnel and possibly to the EVCP and Chancellor.

Including and Excluding Records in a Snapshot

A unique ability that the eFile system has is to omit or include particular records in a Snapshot regardless of the Snapshot’s date range

• Always Exclude prevents a record from being displayed in a Snapshot regardless of date range.
• Always Include ensures that a record will always be displayed in the Snapshot regardless of date range
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Viewing an eFile

To view a faculty member’s entire record in a consolidated form, select the View All link on the eFile Detail Menu.  This option displays all the records that have been entered into the faculty member’s eFile, along with a link that generates a PDF version of the eFile.