Creating and Submitting an Electronic Appendix for Retention, Tenure and Promotion California State University, Fullerton Faculty Affairs and Records Campus Information Technology August, 2014 California State University, Fullerton Faculty Affairs and Records Campus Information Technology August, 2014

ERTP & SharePoint  Microsoft SharePoint 2010  Website:  Each participating faculty member has a document library in SharePoint  Appendix folders and documents are uploaded to the library  Reviewers are given “Read Only” access  The main portfolio binder remains in hard copy, with all materials in tabs 1.0 to 7.0  Microsoft SharePoint 2010  Website:  Each participating faculty member has a document library in SharePoint  Appendix folders and documents are uploaded to the library  Reviewers are given “Read Only” access  The main portfolio binder remains in hard copy, with all materials in tabs 1.0 to 7.0

Basic Steps For Creating an Electronic Appendix 1.Create your Appendix Table of Contents in a MS Word document 2.Organize documents in the same manner as your Appendix Table of Contents 3.Convert documents into electronic format and place into file structure for 3 areas 4.Upload files into your SharePoint Library. 5.Optional: Create links/shortcuts from Appendix Table of Contents to documents in SharePoint 1.Create your Appendix Table of Contents in a MS Word document 2.Organize documents in the same manner as your Appendix Table of Contents 3.Convert documents into electronic format and place into file structure for 3 areas 4.Upload files into your SharePoint Library. 5.Optional: Create links/shortcuts from Appendix Table of Contents to documents in SharePoint

Step 1 - Create the Appendix Table of Contents  The Table of Contents (TOC) for the Appendix shows reviewers what you have placed into the 3 appendix folders, and the location  TOC should be created as Microsoft Word document that will be uploaded to SharePoint  After your folders and files have been uploaded, you have the option of creating and assigning hyperlinks from the Appendix Table of Contents to the items in SharePoint  Remember that a printed copy of the TOC for the Appendix must still be placed in the main RTP Portfolio binder under Tab 2.0  The Table of Contents (TOC) for the Appendix shows reviewers what you have placed into the 3 appendix folders, and the location  TOC should be created as Microsoft Word document that will be uploaded to SharePoint  After your folders and files have been uploaded, you have the option of creating and assigning hyperlinks from the Appendix Table of Contents to the items in SharePoint  Remember that a printed copy of the TOC for the Appendix must still be placed in the main RTP Portfolio binder under Tab 2.0

Step 2 - Organize Documents into the Three Appendix Folders  First organize a file structure map of how and where you will place your appendix documents  Appendix documents should be organized into three main folders: 1. Teaching - 2. Scholarly & Creative Activity - 3. Service  Organize the your documents with names and location in the same manner as listed on your TOC  Raw Data is a required subfolder to be placed into the Teaching folder.  First organize a file structure map of how and where you will place your appendix documents  Appendix documents should be organized into three main folders: 1. Teaching - 2. Scholarly & Creative Activity - 3. Service  Organize the your documents with names and location in the same manner as listed on your TOC  Raw Data is a required subfolder to be placed into the Teaching folder.

ERTP File Mapping Examples Teaching, Scholarly/Creative, Service, & SOQ Raw Data Teaching, Scholarly/Creative, Service, & SOQ Raw Data

Only 3 main files in ERTP Teaching Scholarly & Creative Service

Appendix I - Teaching Student Raw Data ART 101 ART 102 Peer Observation of Teaching Student Mentorship Professional Development Teaching

SOQ- Student Raw Data

Appendix II – Scholarly/Creative Journal Article #1 Journal Article #2 Book Chapter #1 Conference Presentations Grant #1 Works in Progress Scholarly & Creative

Appendix III – Service University Service College Service Department Service Service to Profession Service to Community Service

Organize – More Tips  Reviewers should be able to read the Appendix Table of Contents and find materials easily  Use a naming/numbering system that is consistent across folders and files  Avoid creating more than 3 levels of subfolders. This may cause problems with creating hyperlinks.  When naming files, do not use prohibited characters: %, &, $ (see character handout page)  Reviewers should be able to read the Appendix Table of Contents and find materials easily  Use a naming/numbering system that is consistent across folders and files  Avoid creating more than 3 levels of subfolders. This may cause problems with creating hyperlinks.  When naming files, do not use prohibited characters: %, &, $ (see character handout page)

Organize -Desktop Screenshots Sample picture of an organized electronic Appendix on your computer desktop, using template from FAR. Another sample picture of an Appendix. The next step will be to upload this from a computer desktop or flash drive.

Organize – Subfolder Tips  Suggestion – Don’t nest more than two or three folders deep.  Example 1:  Top Folder named “Appendix I Teaching”  Subfolder “Teaching Materials”  Subfolder “Syllabi”  Documents with sample syllabi from multiple courses.  Example 2:  Top Folder “Appendix I Teaching”  Subfolder (Course Name)  Documents - sample syllabi, sample quizzes, etc. from the course  Remember that “Raw Data” is a required subfolder within Teaching.  Suggestion – Don’t nest more than two or three folders deep.  Example 1:  Top Folder named “Appendix I Teaching”  Subfolder “Teaching Materials”  Subfolder “Syllabi”  Documents with sample syllabi from multiple courses.  Example 2:  Top Folder “Appendix I Teaching”  Subfolder (Course Name)  Documents - sample syllabi, sample quizzes, etc. from the course  Remember that “Raw Data” is a required subfolder within Teaching.

Step 3 – Convert Documents into Electronic Format  Convert documents into electronic format and place into your organized file structure  Recommend that PowerPoint documents be saved as PDF. Saves download time.  Scan paper documents into PDF format with a name consistent with how it is named in the Appendix Table of Contents  Your department copier may be set up to scan and save documents to PDF.  Please see your department administrative support to find out if your department copier has this ability, or contact the library (ATC) for assistance.  Convert documents into electronic format and place into your organized file structure  Recommend that PowerPoint documents be saved as PDF. Saves download time.  Scan paper documents into PDF format with a name consistent with how it is named in the Appendix Table of Contents  Your department copier may be set up to scan and save documents to PDF.  Please see your department administrative support to find out if your department copier has this ability, or contact the library (ATC) for assistance.

Step 4 – Upload Files to SharePoint  Already an ERTP User -FAR (Faculty Affairs & Records) will notify you when your ERTP Library is ready for use.  New ERTP User - Contact the FAR office or check the ERTP site to confirm that a document library has been created with your name.  Attend an ERTP workshop and receive instructions on how to upload folders and files to SharePoint.  We highly recommend you keep a copy of your appendix on your desktop or a USB drive, etc. as a back-up after uploading ERTP to SharePoint.  Already an ERTP User -FAR (Faculty Affairs & Records) will notify you when your ERTP Library is ready for use.  New ERTP User - Contact the FAR office or check the ERTP site to confirm that a document library has been created with your name.  Attend an ERTP workshop and receive instructions on how to upload folders and files to SharePoint.  We highly recommend you keep a copy of your appendix on your desktop or a USB drive, etc. as a back-up after uploading ERTP to SharePoint.

Upload Files – PC Users  You must either be on campus or have VPN to access the ERTP SharePoint server  Go to:  Click on College, then click on Department  Click on your name to open ERTP Library folder  Select the Documents Tab –near top of page  Choose the option for “upload document”  Use Browser to locate and choose folder, for example the “Teaching” folder  Click “OK”  “Teaching” folder should appear in the ERTP Library  You must either be on campus or have VPN to access the ERTP SharePoint server  Go to:  Click on College, then click on Department  Click on your name to open ERTP Library folder  Select the Documents Tab –near top of page  Choose the option for “upload document”  Use Browser to locate and choose folder, for example the “Teaching” folder  Click “OK”  “Teaching” folder should appear in the ERTP Library

Upload Files – MAC Users  You must be either on campus or have VPN to access the ERTP SharePoint server  MAC users must use Safari  MAC users must have a Microsoft Document Connection installed on their computer/laptop  Most CSUF faculty and staff already have this program installed on campus-issued computers and laptops. However, you may contact either IT or the ATC for assistance in getting the MS doc connection installed.  You must be either on campus or have VPN to access the ERTP SharePoint server  MAC users must use Safari  MAC users must have a Microsoft Document Connection installed on their computer/laptop  Most CSUF faculty and staff already have this program installed on campus-issued computers and laptops. However, you may contact either IT or the ATC for assistance in getting the MS doc connection installed.

Upload Files – MAC Users - Continued  Open Microsoft Document Connection (Applications-->Microsoft 2011  Microsoft Document Connection)  Click on “add location” icon at top left corner  Select option “Connect to SharePoint Site”  A new window will pop up, type in location of destination server (ERTP):  Enter your campus credentials as if you are logging into a computer workstation.  The ERTP main page will appear  Open Microsoft Document Connection (Applications-->Microsoft 2011  Microsoft Document Connection)  Click on “add location” icon at top left corner  Select option “Connect to SharePoint Site”  A new window will pop up, type in location of destination server (ERTP):  Enter your campus credentials as if you are logging into a computer workstation.  The ERTP main page will appear

Upload Files – MAC Users - Continued  Click on College, then click on Department  Click on your name to open ERTP Library folder  Select the Documents Tab –near top of page  Choose the option for “upload document”  User Browser to locate and choose folder, for example the “Teaching” folder  Click “OK”  “Teaching” folder should appear in the ERTP Library  Click on College, then click on Department  Click on your name to open ERTP Library folder  Select the Documents Tab –near top of page  Choose the option for “upload document”  User Browser to locate and choose folder, for example the “Teaching” folder  Click “OK”  “Teaching” folder should appear in the ERTP Library

Upload - ERTP Screenshot This is an example of an Appendix that has been uploaded to SharePoint. This faculty member slightly modified the three folder names but, importantly, still kept them in the same numerical order. Note: The “ERTP SharePoint Review Check Sheet” document is used by Reviewers only. You are not responsible for adding it to your library.

Step 5 –Create Hyperlinks from TOC to ERTP files (PC & MAC Users)  Use MS Word for the TOC. (It will be easier if you need to make changes.)  The TOC may be linked either to folders or to documents in ERTP SharePoint.  Create the hyperlinks after the TOC and all folders and files are uploaded to ERTP SharePoint, otherwise the links won’t work.  Organization and a clear Table of Contents are key to a successful ERTP Appendix. Reviewers should be able to easily find your documents with or without hyperlinks.  Use MS Word for the TOC. (It will be easier if you need to make changes.)  The TOC may be linked either to folders or to documents in ERTP SharePoint.  Create the hyperlinks after the TOC and all folders and files are uploaded to ERTP SharePoint, otherwise the links won’t work.  Organization and a clear Table of Contents are key to a successful ERTP Appendix. Reviewers should be able to easily find your documents with or without hyperlinks.

Create Hyperlinks - Continued  You should have already uploaded your documents and folders to SharePoint.  Open your folder on the SharePoint server that contains the document you wish to link  Right Click on the document you wish to create the link. Select “Copy Shortcut” from the menu that appears.  In your Table of Contents document highlight the text you wish to make into the link.  You should have already uploaded your documents and folders to SharePoint.  Open your folder on the SharePoint server that contains the document you wish to link  Right Click on the document you wish to create the link. Select “Copy Shortcut” from the menu that appears.  In your Table of Contents document highlight the text you wish to make into the link.

Create Hyperlinks - Continued  Once you have highlighted the name you wish to add the link to, Right Click on the highlighted link and select “Hyperlink” from the menu  Right Click in the white box to the right of the word “Address” at the bottom of the dialog box.  Select Paste from the menu. (You can also click in the box and use CTRL + V to paste)  Once you have highlighted the name you wish to add the link to, Right Click on the highlighted link and select “Hyperlink” from the menu  Right Click in the white box to the right of the word “Address” at the bottom of the dialog box.  Select Paste from the menu. (You can also click in the box and use CTRL + V to paste)

Create Hyperlinks - Continued  You will see a long URL (web path) appear in the Address box.  Click Okay.  You should now see that the text you highlighted is blue and underlined indicating that it is a link.  Repeat for each document or folder you wish to link to the Appendix Table of Contents.  You will see a long URL (web path) appear in the Address box.  Click Okay.  You should now see that the text you highlighted is blue and underlined indicating that it is a link.  Repeat for each document or folder you wish to link to the Appendix Table of Contents.

Assistance with ERTP will be available  In addition to workshop dates, technical assistance with uploading your files and hyperlinking the Table of Contents is available at the Academic Technology Center (ATC)  You may also technical questions to Marc Montaser at the ATC. Write “ERTP” in the subject line and cc: Phil Lee & Rita Page  Make use of these resources early and before your RTP due date of Sept.15 th or Oct. 1 st !. Assistance with ERTP will be available  In addition to workshop dates, technical assistance with uploading your files and hyperlinking the Table of Contents is available at the Academic Technology Center (ATC)  You may also technical questions to Marc Montaser at the ATC. Write “ERTP” in the subject line and cc: Phil Lee & Rita Page  Make use of these resources early and before your RTP due date of Sept.15 th or Oct. 1 st !.

Important Guidelines  File names uploaded to SharePoint should not contain prohibited characters, including: &, %, $.  Hyperlinks have a 255 character limit, and that includes the names of folders.  We highly recommend using PDF format for compatibility and security reasons, however SharePoint can accept other file types.  Exception: Please use MS Word for the Appendix Table of Contents. (It will be easier if you need to make changes.)  File names uploaded to SharePoint should not contain prohibited characters, including: &, %, $.  Hyperlinks have a 255 character limit, and that includes the names of folders.  We highly recommend using PDF format for compatibility and security reasons, however SharePoint can accept other file types.  Exception: Please use MS Word for the Appendix Table of Contents. (It will be easier if you need to make changes.)

How to get help?  Contact Faculty Affairs and Records for assistance with the process.  Penny Connell – x8593 –  Rita Page - x3705 –  Phillip Lee - x2778 –  If you need technical assistance with SharePoint, contact:  Marc Montaser at  Cc: Phillip Lee and Rita Page  Contact Faculty Affairs and Records for assistance with the process.  Penny Connell – x8593 –  Rita Page - x3705 –  Phillip Lee - x2778 –  If you need technical assistance with SharePoint, contact:  Marc Montaser at  Cc: Phillip Lee and Rita Page