Creating a Faculty Activity Database: Three Practical Solutions and a Wish List Chris Fastnow Montana State University Chris Fastnow Montana State University

Abstract Faculty activity and productivity are gaining attention as calls for accountability in higher education get louder. A central database with information on faculty instructional, research, creative, and service activities offers decision makers and those who support them access to quick, accurate, and consistent information on faculty activity. However, collecting and reporting that information presents a logistical hurdle that most central data management systems have not yet addressed. I will discuss a wish list for a faculty activity database tool and our campus's experiences with three methods that we have used to collect and access information on faculty activity: a simple Excel-based survey, an Access database with a web interface developed by our IT professionals, and a hierarchical database system with a web-based or desktop user interface developed by members of our faculty. Each has benefits and drawbacks for both the faculty member and the IR office, but all provide workable solutions to a difficult data collection task. Faculty activity and productivity are gaining attention as calls for accountability in higher education get louder. A central database with information on faculty instructional, research, creative, and service activities offers decision makers and those who support them access to quick, accurate, and consistent information on faculty activity. However, collecting and reporting that information presents a logistical hurdle that most central data management systems have not yet addressed. I will discuss a wish list for a faculty activity database tool and our campus's experiences with three methods that we have used to collect and access information on faculty activity: a simple Excel-based survey, an Access database with a web interface developed by our IT professionals, and a hierarchical database system with a web-based or desktop user interface developed by members of our faculty. Each has benefits and drawbacks for both the faculty member and the IR office, but all provide workable solutions to a difficult data collection task.

 Shameless Plug Alert  Downer Alert  Shameless Plug Alert  Downer Alert Content Warning

 Why develop a Faculty Activity Database  Wish List  Three approaches to collecting the data  Conclusion  Why develop a Faculty Activity Database  Wish List  Three approaches to collecting the data  Conclusion Requisite Road Map

Why Develop a Faculty Activity Database  Accountability  Decision support  Benchmarking  Annual reviews  Centralized response capacity  Expertise list  Marketing  Accountability  Decision support  Benchmarking  Annual reviews  Centralized response capacity  Expertise list  Marketing

Why Develop a Faculty Activity Database  Benefits of centralized collection  Common definitions  Credible data  Single intrusion  Drawbacks  Faculty resistance  Getting the right tool  Benefits of centralized collection  Common definitions  Credible data  Single intrusion  Drawbacks  Faculty resistance  Getting the right tool

Why Develop a Faculty Activity Database Convincing Faculty  Decrease burden on Faculty  Easy annual review reporting  Avoids duplication of effort  Decrease burden on department heads  Single format for annual reviews  Single request for information  Eases reporting requirements to central administration Convincing Faculty  Decrease burden on Faculty  Easy annual review reporting  Avoids duplication of effort  Decrease burden on department heads  Single format for annual reviews  Single request for information  Eases reporting requirements to central administration

Wish List Data Collection Tool  Web based  Flexible survey design/modification  Error checks and easy interface  Secure login  Detailed data  Rollover of some data from year to year Data Collection Tool  Web based  Flexible survey design/modification  Error checks and easy interface  Secure login  Detailed data  Rollover of some data from year to year

Wish List Analysis/Reporting Tool  Web based  Secure login with differential access to data  Dynamic querying  Keyword searching  Canned reports – individual annual review report, discipline Delaware Survey report Analysis/Reporting Tool  Web based  Secure login with differential access to data  Dynamic querying  Keyword searching  Canned reports – individual annual review report, discipline Delaware Survey report

Three Tools 1.University of Delaware’s FIPSE-funded Faculty Out-of-Classroom Activity Study Excel-based questionnaire 2.Access database with web interface 3.NeuroSys hierarchical database with web interface 1.University of Delaware’s FIPSE-funded Faculty Out-of-Classroom Activity Study Excel-based questionnaire 2.Access database with web interface 3.NeuroSys hierarchical database with web interface

1. Excel Questionnaire Faculty Questionnaire

1. Excel Questionnaire Department Summary

1. Excel Questionnaire U Del IR Office sends file to us We edit file, send to Deans (annual review cycle) Deans send to department heads Department heads send to faculty Faculty respond, return to department heads Department heads tally responses, send to us (and Deans) We create reports

1. Excel Questionnaire Benefits  Easy for end users  Standardized  Flexible across units  Conforms to U Del’s protocol  Simple to tally across the university Benefits  Easy for end users  Standardized  Flexible across units  Conforms to U Del’s protocol  Simple to tally across the university

1. Excel Questionnaire Drawbacks  Too many steps  Extra work for department head  Uneven interpretation  Loss of specific information Drawbacks  Too many steps  Extra work for department head  Uneven interpretation  Loss of specific information

2. Access Database - Collection

2. Access Database - Reporting

Delaware question asks for total undergraduate advisees by department…

…but we want to know whom faculty advised. No other central source for this information. 2. Access Database - Reporting

Want to know who has papers, articles, books, or grants on math teachers? 2. Access Database - Reporting

Details, by type of research output, within the College of Education, Health, and Human Development 2. Access Database - Reporting

2. Access Database Benefits  Fairly easy web interface  Definitions readily available → more consistent data  More detail  Query capacity Benefits  Fairly easy web interface  Definitions readily available → more consistent data  More detail  Query capacity

2. Access Database Drawbacks  User error  Difficult to modify for subgroups  Scalability over time and users  Separate databases (security)  Querying limited to Access users Drawbacks  User error  Difficult to modify for subgroups  Scalability over time and users  Separate databases (security)  Querying limited to Access users

3. NeuroSys - Design

3. NeuroSys - Collection

3. NeuroSys - Reporting

3. NeuroSys Benefits  Web interface  Flexible, customizable  Secure  “Ground floor opportunity” Benefits  Web interface  Flexible, customizable  Secure  “Ground floor opportunity”

3. NeuroSys Drawbacks  Still developing  Faculty resistance  User error  Labor intensive  Lacks on-the-fly reporting Drawbacks  Still developing  Faculty resistance  User error  Labor intensive  Lacks on-the-fly reporting

Wish List: Collection ExcelAccessNeuroSys Web based entry √√ Flexible √√ Dummy-proof Secure login √√√ Detailed data √√ Rollover data √

Wish List: Reporting ExcelAccessNeuroSys Web-based reporting Secure/differential access √√√ Dynamic querying √ Keyword searching √√ Canned reports √√

Next Steps for Us  Limited NeuroSys build-up  RFP with my wish list  Limited NeuroSys build-up  RFP with my wish list

Challenges Across Methods  Developing useful questionnaires  Creating a culture where faculty update data regularly  Distribution of responsibility for hosting, funding – colleges, ITC, central administration  Benchmark data  Developing useful questionnaires  Creating a culture where faculty update data regularly  Distribution of responsibility for hosting, funding – colleges, ITC, central administration  Benchmark data

Want to see more?  University of Delaware’s Institutional Research and Planning  Access-Based Demo Site www2.montana.edu/ehhd/demo ID = msudelaware Password = workload  NeuroSys Demo Site neurosys.cns.montana.edu ID = guest Password = guest  Nth-Degree Analytics survey/reporting tool demo  University of Delaware’s Institutional Research and Planning  Access-Based Demo Site www2.montana.edu/ehhd/demo ID = msudelaware Password = workload  NeuroSys Demo Site neurosys.cns.montana.edu ID = guest Password = guest  Nth-Degree Analytics survey/reporting tool demo