Technology Services

Faculty Profiles for the Web

Trinity College has transitioned from our legacy faculty profile system (FDS) to Duke’s new standardized system called Scholars@Duke. Scholars@Duke provides web profiles for all Duke regular-rank and non-regular rank faculty members. Profiles display data from institutional systems and other trusted sources. Some information can be edited or customized in Scholars@Duke. Other changes must be made in the originating system.

We are still in a period of data cleanup, and a static version of FDS will be maintained indefinitely so that faculty members can copy any information that has not been imported into Scholars@Duke.

FDS to Scholars@Duke Transition

Messages to Faculty & Department Chairs


October 2015

Reminder - ACTION NEEDED: Your Departmental Faculty Profile Will Change November 1, 2015

Dear Faculty,
 
This is a reminder that on November 1, departmental websites will pull your faculty profile information from the Scholars@Duke database. After November first, use of the FDS (Faculty Database System) will be discontinued.
 
What You Need to Do
 
Go to https://scholars.duke.edu/ and update your information. This profile should reflect what you want to convey to your peers and prospective students. You can make it as comprehensive or streamlined as you choose.
 
If you need help, you can find people and information on the Scholars support page here:http://about.scholars.duke.edu/support-duke-faculty-delegates. Or you can ask your department’s power user to coordinate additional assistance from the Scholars team. Find your power user here:http://about.scholars.duke.edu/locate-power-user.
 
Special Help with Publications Listings
 
If you need help getting your publications listings corrected, or to optimize the collection of publication information from different database sources, please submit a Scholars Help ticket or email scholars@duke.edu, which creates a Help ticket. Publications Specialist Robert James will contact you for a CV to guide his work.
 
We will send a monthly reminder about this upcoming change. If you have questions, please contact your departmental power user.
 
Sincerely,

Edward D Gomes, Jr
Senior Associate Dean - Trinity College of Arts & Sciences


September 2015

Reminder - ACTION NEEDED: Your Departmental Faculty Profile Will Change November 1, 2015

Dear Faculty,
 
This is a reminder that on November 1, departmental websites will pull your faculty profile information from the Scholars@Duke database. After November first, use of the FDS (Faculty Database System) will be discontinued.
 
What You Need to Do
 
Go to https://scholars.duke.edu/ and update your information. This profile should reflect what you want to convey to your peers and prospective students. You can make it as comprehensive or streamlined as you choose.
 
If you need help, you can find people and information on the Scholars support page here:http://about.scholars.duke.edu/support-duke-faculty-delegates. Or you can ask your department’s power user to coordinate additional assistance from the Scholars team. Find your power user here:http://about.scholars.duke.edu/locate-power-user.
 
Special Help with Publications Listings
 
If you need help getting your publications listings corrected, or to optimize the collection of publication information from different database sources, please submit a Scholars Help ticket or email scholars@duke.edu, which creates a Help ticket. Publications Specialist Robert James will contact you for a CV to guide his work.
 
We will send a monthly reminder about this upcoming change. If you have questions, please contact your departmental power user.
 
Sincerely,

Edward D Gomes, Jr
Senior Associate Dean - Trinity College of Arts & Sciences


August 7, 2015

Reminder - ACTION NEEDED: Your Departmental Faculty Profile Will Change November 1, 2015

Dear Faculty,
 
This is a reminder that on November 1, departmental websites will pull your faculty profile information from the Scholars@Duke database. After November first, use of the FDS (Faculty Database System) will be discontinued.
 
What You Need to Do
 
Go to https://scholars.duke.edu/ and update your information. This profile should reflect what you want to convey to your peers and prospective students. You can make it as comprehensive or streamlined as you choose.
 
If you need help, you can find people and information on the Scholars support page here:http://about.scholars.duke.edu/support-duke-faculty-delegates. Or you can ask your department’s power user to coordinate additional assistance from the Scholars team. Find your power user here:http://about.scholars.duke.edu/locate-power-user.
 
Special Help with Publications Listings
 
If you need help getting your publications listings corrected, or to optimize the collection of publication information from different database sources, please submit a Scholars Help ticket or email scholars@duke.edu, which creates a Help ticket. Publications Specialist Robert James will contact you for a CV to guide his work.
 
We will send a monthly reminder about this upcoming change. If you have questions, please contact your departmental power user.
 
Sincerely,

Edward D Gomes, Jr
Senior Associate Dean - Trinity College of Arts & Sciences


July 9, 2015
 

ACTION NEEDED: Your Departmental Faculty Profile Will Change November 1

Dear Faculty,

On November 1, departmental websites will pull faculty profile information from the Scholars@Duke database. After November first, use of the FDS (Faculty Database System) will be discontinued.

What You Need to Do

Go to https://scholars.duke.edu/ and update your information. This profile should reflect what you want to convey to your peers and prospective students. You can make it as comprehensive or streamlined as you choose.

If you need help, you can find people and information on the Scholars support page here: http://about.scholars.duke.edu/support-duke-faculty-delegates. Or you can ask your department’s power user to coordinate additional assistance from the Scholars team. Find your power user here: http://about.scholars.duke.edu/locate-power-user.

Special Help with Publications Listings

If you need help getting your publications listings corrected, or to optimize the auto-harvesting functionality, please submit a Scholars Help ticket or email scholars@duke.edu, which creates a Help ticket. Publications Specialist Robert James will contact you for a CV to guide his work.

We will send a monthly reminder about this upcoming change. If you have questions, please contact your departmental power user.

Sincerely,

Ed Gomes

Senior Associate Dean, Trinity Technology Services


March 23, 2015

Help Available to get your publications correct on Scholars@Duke

Dear Faculty,

Several faculty members have asked for help with their publications in Scholars@Duke. We recognize this is the most time consuming part of transitioning to the new system. We have a publications specialist – Robert James — who can correct your publications in Elements (the system where that data is stored) so that moving forward, you need only add in new publications. To request help, please submit a Scholars Help ticket or email scholars@duke.edu, which creates a Help ticket. Robert will contact you for a CV to guide his work.
 
We can also work with your department to facilitate publications work for all faculty, or to expedite cleanup of dFac data such as names, titles, degrees and contact information.

Cordially,
 
Julia Trimmer
Manager, Faculty Data Sys & Analysis
julia.trimmer@duke.edu


Status Report on Scholars@Duke Transition – March 23, 2015

Dear Faculty,

Before the semester gets too crazy with end of the semester activities and graduation, I wanted to provide an update on the Scholars@Duke project.

What is Scholars@Duke?

Scholars@Duke is the online database of Duke faculty information that will replace FDS (Faculty Database System). Your faculty profile on Scholars@Duke will become the basis for your departmental faculty page. 

What you need to do

Your Scholars@duke profile is available now for you to review and revise here: https://scholars.duke.edu/.  This profile should reflect what you want to convey to your peers and prospective students. You can make it as comprehensive or streamlined as you choose. We encourage you to access your profile now, and shape it to your preferences. If you need help, you can find people and information on the Scholars@Duke support page here: http://about.scholars.duke.edu/support-duke-faculty-delegates. Or you can ask your department’s power user to coordinate additional assistance from the Scholars@Duke team.

Timeline

We are planning to begin pulling faculty profiles from Scholars@Duke to the departmental websites this calendar year. We do not yet have an exact schedule. Departments will be notified of this change ahead of time.

What about FDS?

The Scholars@Duke team has completed all data transfer from FDS to the new system. There will be no additional data migration. You are encouraged to now engage only with the Scholars@Duke system.

What about annual reporting? Will that be in Scholars@Duke now?

The process for faculty annual reporting will be to submit either a Word template or updated CV as we did for 2014. (See http://trinity.duke.edu/technology/2014-faculty-scholarly-reporting) We will not be asking the Scholars@Duke team to build out annual report generation. This preserves each faculty member’s individual prerogative to have their profile reflect the level of detail they most prefer.

If you have any questions, please don’t hesitate to contact me. We have been having ongoing meetings with department chairs and the Scholars@Duke to continue to evolve the new system.

Ed Gomes
Senior Associate Dean, Trinity Technology Services
edward.gomes@duke.edu
919-724-7283


November 11, 2014

NEED TO KNOW - Change to Process for Annual Faculty Activity Reporting Process

MESSAGE SENT ON BEHALF OF THE TRINITY DIVISIONAL DEANS – DAN KIEHART, LINDA BURTON & RICHARD POWELL, AND LEE BAKER, ACADEMIC AFFAIRS
 
Dear Faculty,
 
Trinity College of Arts & Sciences will use a different method for 2014 faculty activity reporting. These reports are used as the basis for salary setting.
 
Why are we making this change?
 
As you know, the Provost’s Office is in the process of migrating faculty profile information to Scholars@Duke from the Faculty Database System (FDS).  These large-scale transitions are never easy, and we appreciate your patience. As of this moment, neither system currently has enough information to auto-generate annual activity reports as we have in the past. So, we need to take a different approach to reporting for this year.
 
What will you need to do?
 
We have tried to make this process as easy as possible. All regular rank faculty members will be asked to complete a Word document template supplied by their department chair.  (Alternatively, chairs have the option of allowing faculty to submit an updated CV.) Faculty reports will be submitted to a secure Duke Box account through this URL: http://trinity.duke.edu/technology/2014-faculty-scholarly-reporting. You will need to log in using your Duke NetID and password to access your department/program Box. Only your department chair or program director will be able to view your report.
 
When will scholarly activity reports be due?
 
Department chairs will determine the deadline for their faculty and communicate this through an instruction letter to regular rank faculty members.
 
This process should be a quick and efficient way for faculty to document their scholarly efforts. If you have any questions, please contact your department chair or program director.
 
Sincerely,
 
Divisional Deans, Trinity College of Arts & Sciences
Lee Baker, Senior Associate Dean, Academic Affairs


July 18, 2014

Summer Update - Transition from FDS to Scholars@Duke

Dear Faculty,
 
I am writing to update you on progress in transitioning to the Scholars@Duke (https://scholars.duke.edu/) faculty profiles system, and to ask you to please review your online information.
 
As you may recall, Scholars@Duke launched for Trinity Arts & Sciences earlier this year, along with a new publications tool, Elements. An email announcement was sent to all faculty members on March 17 (see email: http://trinity.duke.edu/technology/fds-scholars#march) and a follow up letter was sent to department chairs on April 14 (see email: http://trinity.duke.edu/technology/fds-scholars#april).
 
NOTE: As a reminder, your department faculty profile page is still being generated by information in the FDS (Faculty Database System: http://fds.duke.edu). We are not switching the web page feeds to Scholars@Duke until later this fall when all necessary fields are available in Scholars@Duke and you have had ample opportunity to check over your imported data.
 
I’d like to remind you now of the opportunity to review your profile before the fall. For instructions, see the Support page. Also, your department’s power users have been trained to help:
·        Power users know what can be edited in Scholars@Duke, and what comes from other systems.
·        They have been introduced to Elements and the publications processes for your department.
·        Power users can point you to the contacts for editing dFac, SPS, and ACES to update faculty, grants, and courses information.
 
The summer months may be a good time for departments to revisit these procedures and send power users to refresh their training.  
 
Please note that the Scholars@Duke/Elements team is offering to work with departments on expedited corrections to Scholars and Element data. To organize this expedited assistance, the team will need to meet with the chair, power users, and other department staff to discuss strategies. Please reply to this email if you would like to meet to discuss expedited help with the Scholars and Elements team.
 
Another reminder: As stated in the March email, Scholars@Duke and Elements will provide some data for annual reporting in fall, 2014. FDS needs to be updated only to make changes to department websites, and will stay in place for website updates until we fully migrate to the Scholars@Duke system over the next several months.
 
If faculty members have questions about which tools to use for which processes, please review the strategies communicated in March (see email: http://trinity.duke.edu/technology/fds-scholars#march).
 
Thanks,
 
Edward D Gomes, Jr
Senior Associate Dean - Trinity College of Arts & Sciences
Office of Technology Services
Duke University


April 14, 2014

Update on the Transition to Scholars@Duke for Trinity College

Dear Department Chairs,

I am writing to follow up on the recent introduction of our new system for recording the scholarly and other achievements of all Duke faculty members. Scholars@Duke and Elements were initially introduced to Trinity College of Arts & Sciences via two emails sent to faculty members during the week of March 17.  Our goal for this system is that faculty information will become more easily discoverable by others at Duke and beyond and, after the transition, to ease the processes of annual updating and reporting of those achievements.

  •     Scholars@Duke is a system designed to display public web profiles for all faculty at Duke.
  •     Symplectic Elements – Is a system used for maintaining publications lists in Scholars@Duke.

All faculty members in your department have profiles, and to facilitate implementation, we have also identified “power users” who will be available to support users of these two systems.
 
Implementation of such a new system is never easy, and the varied nature of the scholarly work of faculty members in different disciplines can make implementation in specific disciplines and for specific faculty members more, or less, complex. The Scholars@Duke project team is, therefore, meeting with several departments to review the features of the systems and answer questions. The team will continue to contact department chairs to coordinate meetings with the remaining units and schedule additional meetings as needed.
 
While this process of group and individual consultation is going forward, we encourage your faculty to continue to check their profiles in Scholars@Duke for accuracy and make corrections via the instructions provided. As already suggested, for faculty members in some disciplines and/or with specific kinds of scholarly profiles, this will be relatively straightforward. For others, it will be more difficult. If faculty members need assistance, they can follow any of the following recommended steps.

  • Contact your department’s trained Scholars@Duke power user for assistance.
  • Request assistance from the Scholars@Duke project team by submitting a Help ticket using the Help form. In some cases, the project team can correct entries on your behalf. You can schedule a consultation with a member of the team. 

More information can be found in the Scholars@Duke User Guide and the Elements Help page. To report other problems, submit a Help ticket to the Scholars@Duke team using the Help form.
 
Please remind your faculty that during this transition, existing faculty profiles on department and unit websites will remain unchanged.
 
We thank you for your patience during this necessary, if not always easy, transition to a Scholars@Duke system which will substantially enhance the interconnectivity of our scholarly community internally and with others around the world.
 
Sincerely,
 
Edward D Gomes, Jr
Senior Associate Dean - Trinity College of Arts & Sciences
Office of Technology Services
Duke University


March 17, 2014

Transition to Scholars@Duke for Trinity College

Dear Faculty and Staff,
 
As of today, Trinity is now part of the Scholars@Duke rollout. Scholars@Duke brings together the research and teaching activities of all faculty members at Duke into one database. By the end of 2014, this tool will replace the Faculty Database System (FDS) currently used by Trinity and will ultimately serve faculty profile information to our department/program/center websites.
 
This effort is funded by the Office of the Provost and led by Julia Trimmer (julia.trimmer@duke.edu), manager of Faculty Data Systems & Analysis.
 
Benefits of Scholars@Duke for Faculty

  • Maintenance of publication lists will be simplified using Elements, the publications tool implemented by Duke Libraries. Elements harvests publications from many bibliographic sources.

  • A new artistic works section will provide arts faculty with significantly enhanced options for recording scholarly work information.

  • Annual Scholarly Reporting will draw from the Scholars@Duke system for the 2014 calendar year.

How the Transition Will Work
In February, we identified and trained Power Users for each unit with faculty appointments. Power Users will provide day-to-day support for faculty, and help resolve any issues faculty may have in using the Scholars@Duke system. Additionally, the Scholars@Duke Support page (http://about.scholars.duke.edu/support-duke-faculty-delegates) has a frequently asked questions section, videos, and user guides that may be useful to you now.
 
In early March, the Scholars@Duke team created profiles for all Trinity College of Arts & Sciences faculty in the Scholars@Duke system. Initially, these profiles will only include publications, education, appointments and a bio statement. Note – Publications in Scholars@Duke are maintained by Elements, a new publications workflow tool implemented by Duke Libraries. You will be able to interact with Elements directly, or access it through the Scholars@Duke interface.
 
From March through June, faculty will be asked to access their profile information in Scholars@Duke to edit or add additional information and become familiar with the system. During this review period, faculty web pages on department/program/center websites will continue to be served by the FDS—you will not see any changes to your online departmental profile.
 
Through the summer, the Scholars@Duke team will build out the remaining fields needed to establish complete faculty profiles—including information such as awards, professional society membership, invited talks, etc. Additionally, any such data currently in the Faculty Database system (FDS) will be imported into Scholars@Duke.
 
By September, Trinity Technology Services will establish feeds to pull Scholars@Duke faculty profile information to Trinity department/program/center websites. Faculty will no longer need to access the Faculty Database System.
 
What You Need to Do
 
You will receive another, more targeted email shortly containing instructions for managing your publications and scholarly works in Scholars@Duke/Elements. The process—and the degree to which the system will automatically harvest publications data from aggregators—is slightly different across the breadth of academic fields that make up Trinity. Again, you have several months to review your online information at a time that works best for your schedule. We will keep you informed of major milestones during the transition.
 
Who to Contact with Questions
 
For help with Scholars@Duke, please submit a Help ticket from the Scholars@Duke Support page (http://about.scholars.duke.edu/support-duke-faculty-delegates). For help with Elements, email elements@duke.edu.
 
The Scholars and Elements teams are happy to demo and discuss the new systems at departmental meetings on requests. Contact Lamont Cannon, Outreach Coordinator, at lamont.cannon@duke.edu or 613-4730.
 
Questions about the integration of Scholars@Duke information with Trinity websites should go to Ed Gomes, senior associate dean for Trinity Technology Services at edward.gomes@duke.edu or 724-7283.
 
Sincerely,
 
Ed Gomes
Senior Associate Dean for Trinity Technology Services
 

Scholars@Duke Faculty Profiles

Trinity College has transitioned from our legacy faculty profile system (FDS) to Duke’s new standardized system called Scholars@Duke. Scholars@Duke provides web profiles for all Duke regular-rank and non-regular rank faculty members. Profiles display data from institutional systems and other trusted sources. Some information can be edited or customized in Scholars@Duke. Other changes must be made in the originating system.

We are still in a period of data cleanup, and a static version of FDS will be maintained indefinitely so that faculty members can copy any information that has not been imported into Scholars@Duke.

Below is a high level overview of where information in the Scholars@Duke profiles comes from, and how it can be edited. More detail, including step by step instructions, can be found on the Support for Duke Faculty & Delegates page: http://about.scholars.duke.edu/support-duke-faculty-delegates.

Major Sections of a Faculty Profile

Update the Name, Title, or Current Appointments and Affiliations

The faculty member’s name, title, appointments and affiliations are drawn from dFac, which is Duke’s faculty appointments system. Such information can only be edited by the department’s local dFac user. For more help, contact the power user in your area.

Update Contact Information

Scholars@Duke receives contact information from Duke@Work. Users will need to login to work.duke.edu to manage an address, email, or phone number in Scholars@Duke. The information provided in work.duke.edu will be automatically updated in the Scholars@Duke profile.

Change Photograph

Managing your photograph occurs in Scholars@Duke.

Update Faculty Overview Statement

The overview paragraph displayed at the top of the Scholars@Duke profile can contain a short biographical statement, current research interests, or any description of scholarly activities.

Updating Education and Training Information

Scholars@Duke receives education and training information from dFac, Duke’s faculty appointments system. Education and training information is entered by the departmental dFac user. To add a degree in dFac, the dFac user must have appropriate documentation such as a transcript or diploma. For more help, contact the power user in your area.

Managing Publications

Publications in Scholars@Duke are loaded nightly from Elements, the publication workflow tool implemented by Duke Libraries. To add, edit, or delete publications from Scholars@Duke profiles, users can login to Elements using their Duke NetID. For more detailed information about using Elements, please refer to the ScholarWorks website at scholarworks.duke.edu/elements/help/managing-your-publications/.

Publication citations in Scholars@Duke are displayed in Chicago style format. However, you can change the style of their publications to APA, MLA (Modern Language Association), or ICMJE (International Committee of Medical Journal Editors) as is appropriate for your field.  

Note: Elements harvests publications from many online bibliographic databases, including REACH NC. This is intended to reduce the amount of manual data entry required by the faculty member and delegates. If you notice that you get many incorrect publications in your pending box, talk with the Scholars@Duke team about how to make the search more sensitive/effective for you.

Adding or Editing Artistic Works and Non-Print Media

The Artistic Works section enables faculty members to display their exhibitions, performances, documentaries, and other scholarly output that is not published for printing. These works can be linked to collaborations with other Duke faculty members and others. Users can add new artistic works, edit existing artistic works, or enhance works to which they have been added as a collaborator.

Adding Professional Activities

To add honorific awards, service, presentations, and students to your Scholars@Duke profile, use the Professional Activities section. Note: this information will be publically display unless you hide items or sections by clicking the Hide Data Items dropdown.

Managing Grants and Courses

Information about grants and courses is loaded into Scholars@Duke from other Duke systems. Grants and courses cannot be edited in Scholars@Duke, but users can hide grants and courses from displaying on their profiles.

The information in the “Selected Grants” section comes from Sponsored Projects System (SPS). Scholars@Duke displays only awarded grants, and only those grants in which the contract allows them to be listed publically. For more information, the power user in your area can direct you to the SPS security officer.

Scholars@Duke receives course information from ACES, and displays courses taught during the last three years. If there are courses incorrectly listed in a profile, the user should contact their power user, who will assist them in locating the appropriate contact.

Post Your CV for Web Profile

 

Many faculty want to include a full CV as a downloadable file on their Scholars@Duke profile. To do this, you must post the CV file to Duke's Box storage and then add the link to your Scholars profile. 

Instructions

  1. Go to your Box home list of folders (https://duke.app.box.com/files) and log in with your NETID.
  2. Among your folders you should see a home folder associated with your Box account (Hold Folder YOURNETID). Click on that folder to enter your home folder.
  3. (Recommended) Create a folder titled CV Share:
    1. On the menu, click the New and among the dropdown options, choose create folder

  1. Name the folder CV Share, leaving the other defaults as pictured, then click OK.

  1. Open the CV share folder.
  2. Upload your CV.

  1. Click the share options to set up file sharing

  1. For access select the option “People with the link”.

  1. If you prefer a custom URL, select advanced settings.

  1. In advanced the "Custom URL (optional)" will become available.

  1. Type the name associated with the custom URL an click save. If that the custom URL isn’t already used, you’re good. If you get an error that the URL is in use, choose another name and save.
  2. Leave all other options set as is and click Close.
  1. You’re ready to share the URL to your CV.
    1. Click on the share options again and you’ll see the custom URL highlighted in the Link section of the menu. Copy that URL (right click and choose copy OR use Ctrl-C in Windows or Cmd C in OSX).

  1. Paste that URL into whatever web interface you’re using to share the CV.

 

 

Annual Scholarly Reporting

Overview

Generally, faculty members report annual scholarly activities to their department chair by completing a Word document template or providing an updated CV. The report is submitted via a Duke Box folder for the department. At this time, there is no option to auto-generate an annual report from the Scholars@Duke faculty profile system.

This process is documented on the Faculty Reporting section here:

Department chairs enter ratings for faculty in the budget tool according to instructions provided by Office of Finance & Accounting. Such ratings are the basis for annual salary adjustments.