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Northwestern University

Faculty Support

Resources for faculty include descriptions of Activities and Profile sections as well as a guide for placing activities. An FAQ section, "For Faculty," (on the FAQs page of this support site) may also be useful.

Profile

The Profile section in Faculty Folio is where you view contact, education, rank, and position information imported from University systems of record and where you edit and add other personal profile details. The Profile section is available year-round. Sections are the following:
  • Personal Information - Only your first, middle, and last names are imported from myHR.
  • Contact Information - Imported from myHR.
  • Current Position - Your current academic rank(s) and position title(s) are imported from the myHR system.
  • Work Experience* - Some information may have been included here for you, based on previously submitted curricula vitae.
  • Degrees* - Some information may have been included here for you, based on previously submitted curricula vitae. 
  • Professional Licensures & Certifications
  • Military Experience
  • Rank and Promotion History - Information here is imported from myHR and so is not editable. If you were faculty at Northwestern before 1998, you may need to email Weinberg Vita supplement support, via Weinberg-Faculty-Folio@northwestern.edu, in order to report which ranks need to be added or edited.
  • Biography - Freeform text field to use as you wish.

* An asterisk indicates that you are able to import information to this section from ORCID if you have an ORCID ID or would like to sign up for an ORCID ID. Navigate to the "Vitas & Biosketches" section, in the left-hand menu, to begin this process.

Activities

The Activities section in Faculty Folio is available to you year-round. Record work in advance of--or during--the activity collection period of your school. See also "Guide for Placing Activities in Faculty Folio" below.
  • Current CV - Upload a pdf of your CV.
  • Teaching - Your classes taught are loaded from CAESAR, with the exception of 399s, 499s and any other research or independent study classes. You cannot edit information in this section.
  • Research and Independent Study Course Registrations - Students enrolled in your independent study and research classes are loaded from CAESAR here. You are able to edit information in this section.
  • Service to Northwestern - The following three sections from last year's version of the vita supplement were placed in this new section: (1) Other Institutional Service, (2) Service Roles, and (3) Section 3: Institutional Committees.
  • Service External to Northwestern or to the Profession or Field - The following two sections from last year's version of the vita supplement were placed in this new section: (1) Professional Service and (2) Section 4: Professional Organizations, Community Service, and Other External Services/Activity. 
  • Peer Review - Peer review you placed in other sections of the system last year were placed here for you this year. In most cases, "Other Peer Review" was selected as the category. You are able to edit this section to change categories or placement of activities.
  • Advising and Mentoring - Graduate advising and committee data has been imported from CAESAR. More recent data, from 2018 and 2019, was also imported from the Graduate Student Tracking System (GSTS). It includes students who named you as an advisor (Program Advisor, Principal Research Advisor, and so on) or as a committee member or committee chair (Qualifying-Exam Member, Prospectus Member, Committee Member, and so on). If this data is incorrect or incomplete, please modify it.
    • Any modifications you make here will not be reflected in CAESAR or GSTS.
    • Undergraduate advising information was NOT imported from CAESAR.
  • Scholarly and Creative Works
  • Grant Proposals are imported from InfoEd. See below the section, "InfoEd" for more details on the imports.
  • Grant Awards are imported from InfoEd. See below the section, "InfoEd" for more details on the imports.
  • Lab Size and Members
  • Patents and Intellectual Property - Northwestern's Innovation and New Ventures Office (INVO) has provided the information about disclosures, applications, and patents in this section.
    • This pre-populated data cannot be edited. If you think disclosure, application, or issuance data is incorrect or missing, please contact the WCAS Faculty Folio Support email via Weinberg-Faculty-Folio@northwestern.edu.
    • While pre-populated patent data cannot be edited, you are able to add new activities to record intellectual property. Most fields are not required in this section. Use the fields you think are relevant for your intellectual property record.
  • Awards and Honors - Honorary awards and teaching awards are included as well as membership in societies or academies (e.g., American Academy of Arts and Sciences, National Academy of Science). 
    • Peer review works should NOT be included here, as these activities should now be recorded in the "Peer Review" section (Peer review or editorial work recorded in the "Honors and Awards" section, as directed last year, should have been moved for you this year to the "Peer Review" section. Some pre-2019 peer review activities may remain in this section as the move process was subjective.).

Activities page screenshot

Guide for Placing Activities in Faculty Folio

The categories for the following sections are included here to help you plan your activity reporting in advance of logging into Faculty Folio. Not included here are Narratives, Teaching, Grant Proposals, Grant Awards, or Lab Size and Members, as those sections are relatively self explanatory.

All categories overlap between the Activities section and the annual Weinberg Vita Supplement collection. Activities can be entered in the system year-round.

Service to Northwestern

Institutional Committees

Leadership or Other Service Roles

Other Northwestern Service

Service External to Northwestern and to Your Profession/Field

Committees for Prizes, Awards, and Medals

Community Outreach

Conferences Organized

Congressional Hearings or Legislative Testimonies

Evaluation Committees for Other Institutions

Service to Professional Organizations

Tenure/Promotion Letters

Other Service

Peer Review

Conference Submission Reviews

Editorial Work for Journals

Grant Proposal Reviews

Manuscript Reviews

Works Evaluated

Other Peer Review

Advising and Mentoring

Undergraduate adviser

Graduate adviser

Postdoctoral adviser

Dissertation committee or chair

Prospectus committee or chair

Qualifying exam committee or chair

Masters committee

Other advising or mentoring

 

 

Scholarly and Creative Work

Artistic Performances, Productions, and Publications

Books

Case Studies

Chapters

Commentaries

Conference Presentations (Talks)

Conference Presentations (Posters)

Conference Proceedings

Educational Materials

Encyclopedia Entries

Exhibitions

Invited Talks

Journal Articles

Media Works

Scholarly Reviews

Technology

Other Creative Works

Other Scholarly Works

Research and Independent Study Course Registrations

Students enrolled in your 399s or 499s 

Students enrolled in your independent study or research classes

Option to add other student course work

Patent and Intellectual Property

Disclosures

Patent Applications

Patents

Intellectual Property

Awards and Honors

Academy Memberships

Awards

Honors

Student/Advisee/ Mentee Awards

Grant Proxy or Emulation Access to Someone

To grant proxy, or emulation, access to an administrator, department chair, or another Northwestern user:

  1. Navigate to Account Access in the left-hand menu.
  2. Select Add.
  3. Select the "Emulate" checkbox. Also required is an expiration date of the emulation access. You may also add any notes.
  4. Select the Select Faculty button (even if the person you wish to add is staff).
  5. In the "Search" field at the top of the window that opens, enter the last name of the person you wish to add as a proxy to your account and select return on your keyboard.
    • Be sure the "Show Support Accounts" check box is selected if you are granting proxy access to a staff member.
    • show staff checkbox image
    • Only individuals in your department--either faculty or staff--who also have accounts in Faculty Folio can be searched here. If an individual in your department is not appearing when you search, please contact Weinberg-Faculty-Folio@northwestern.edu.
  6. In order to add the proxy to the "Selected" box, select the individual in the "Available" column (when selected, the information will be blue) and then select the right-facing arrow in the column between the two boxes. 
  7. The proxy you selected should appear in the "Selected" box.
  8. At the bottom of the window, select the Select Faculty button again.
  9. Select Save after verifying  the expiration date.
  10. Select Okay and then you should see the proxy you added in the "Users Granted Access to My Account" list.

View users with access to your account in the "Users Granted Access to My Account" section.

View other faculty whom you can emulate under "Accounts I Can Access" OR via Administration in the left-hand menu. If you have access to all faculty in a department, your proxy/emulation access is viewable via Administration > Administration > Emulate User.

Use the Delete Selected button to remove individuals as proxy to your account in Faculty Folio.

Emulate Another Faculty Folio User

Proxy or emulation access to another Faculty Folio user account is available in two ways, depending on the level of proxy access you have:

  • Via Account Access (in the left-hand menu)
    • Use Account Access if you have been granted access to an individual faculty or to a few faculty.
  • Via Administration (in the left-hand menu)
    • Use Administration > Administration > Emulate User if you have department access to emulate all faculty in a Northwestern department.
    • Via Emulate User, under the Administration menu option, select the blue hyperlink number (the number of faculty whom you are able to emulate). You should then see the list of all faculty, selectable for emulation.

To receive access to an individual faculty account, the faculty member can follow the steps in the section on this web page named, "Grant Proxy or Emulation Access to Someone."

To receive access to emulate an entire department's faculty, please email Weinberg-Faculty-Folio@northwestern.edu and someone can assist you with the steps to request the permission.

2020 Weinberg Vita Supplement / Activity Reporting

While the Northwestern Faculty Folio system prompts you every winter with an "Action Item" to update and submit Vita Supplements, the "Activities" section of Faculty Folio is available year-round beginning in January 2020. 

Narratives are the only sections unique to the Weinberg Vita Supplement collection in winter.

If you enter activities in any other Activities section throughout the year, those activities--if they took place in the year of the supplement--will also appear in your Vita Supplement. You need only submit the supplement after verifying the activities display properly for the year in question.

2020 CV and Vita Supplement Submission Timeline

January 15, 2020: Weinberg College open the vita supplement collection in NU Faculty Folio. All Weinberg College faculty will complete the same version of the vita supplement.

March 2, 2020: Completed vita supplement and attached CV due for faculty.

March 20, 2020: Materials available for Chair Review.

May 1, 2020: Chair Review period ends.

May/June 2020: Budget Committee review of vita supplements and CVs.

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