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Faculty FAQ

General Information
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    How do I make changes to my personal information, such as name, phone number, etc.?
    You can not make changes directly in Faculty Profile, but you can easily make changes on your Personal Information page, located in myBYU under the Communications tab on the Contact screen. (There is also a link to this site on the Personal and Contact Information page in Faculty Profile.) Changes to your personal information will generally appear in the Faculty Profile within 24-48 hours.
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    Where do I upload my curriculum vitae (also CV or vita)?
    A link is provided at the top of the Personal and Contact Information page. Visit the Helpdesk for additional assistance.
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    Is the system able to create my curriculum vitae (CV or vita) based on the information I have already entered into Faculty Profile?
    A "Vita" report is available from the Custom Reports menu or from Rapid Reports. This report uses the information faculty members enter into Faculty Profile and creates a CV in a general format that can be used by faculty and administration. See Running Reports for more detail on how to run this report.
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    How do I make changes to my International Experience? How do I update my Foreign Language proficiencies?
    The International Expertise screen has two sections: International Experience and Foreign Languages. You can add information about International Experiences you have under the International Experience section. Add one record for every country where you have some international experience. (Note: one record per country, NOT one record per experience.)

    The Foreign Languages section cannot be updated in Faculty Profile, but you can update your records on the Languages tab in Personal Information. (There is also a link to this site on the International Expertise screen in Faculty Profile.) Changes made will generally appear in Faculty Profile within 24-48 hours.
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    Is there a way to easily move information between documents on my computer and Faculty Profile (e.g. vita)?
    The PasteBoard function (In the upper left-hand corner of the browser window when you are in Faculty Profile) provides a convenient place to store "working content," typically copy-and-pasted from another document or file. Placing your "working content" in the PasteBoard reduces the need to switch between multiple applications during data entry. Once text is in the PasteBoard, pieces of that text may be selected then copied-and-pasted (or dragged-and-dropped) into the appropriate field.
Teaching
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    Some of my courses are missing, and I can't add them into Faculty Profile. When will this data be available?
    Course data for the prior semester is loaded into Faculty Profile three weeks after each semester begins. If you believe you are missing any courses that should already be loaded into the system, please double check the data in the University sytem (called "AIM"), then submit a request to the OIT Service Desk with the missing courses, including section numbers, and we will look into this issue for you (e.g. Year Term, Course Prefix, Course Number, Section Number, Faculty Name/ID from AIM).
Scholarship and Citizenship
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    How do I make changes to the funding information?
    The University manges the Funding-External Grants (University Entered) for grants that go through ORCA. For corrections, please contact Michelle Prososki (michelle_prososki@byu.edu, N-181 ESC, 801-422-2290).

    Your college manages the Funding (College Entered) screen for all grants that they have decided to track. Contact your dean's office with questions or requests involving this information. See the Faculty Profile College Liaison list to find the contact in your college.

    You can enter any other grants that do not appropriately belong on either of these screens into the Funding (Faculty Entered) screen.
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    How do I make changes to the patent information?
    The university enters all data on this screen at the end of each calendar year. If the data for patents you filed at BYU are incorrect, contact Tech Transfer (2-6266). If you have patents not filed at BYU that you'd like to add, contact Jane Birch.
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    What should I do if someone entered the wrong BYU faculty name as a collaborator?
    If the wrong person was entered, simply replace the person's name with the correct name. You may also want to notify the person who entered the data of this error. (The summary of current records for a screen lists the name of the person who entered the data. Click on that person's name, and an email form pops up.)
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    How do I modify publication information that was entered by another individual?
    All collaborators have rights to edit the information about their publications. However, only one author (the person who created the entry) has the right to delete the entry entirely.
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    How do I reorder the author's name within a publication?
    Use the Actions button on the right side to move a row. You can also drag and drop each row from the far left side.
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    How do I add a non-BYU faculty author to a publication, presentation, or creative work?
    Next to "Add another Author," click Add. In the resulting screen, enter the non-BYU faculty author's information in the fields (to the right of the drop-down box labeled BYU Faculty). This drop-down box lists all BYU faculty members, and the fields to the right are for the sole purpose of non-BYU faculty authors.
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    Should I enter unpublished papers (e.g., current research)?
    Yes, you can enter unpublished papers/research. You may also want to include a description of your progress on this work on the Annual Interview Preparation screen.
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    How do I decide where to report unusual (difficult to classify) activities (e.g., photographs for a book)? What if I can't find a suitable category for my work on a screen (especially Creative Works and Publications)?
    Inasmuch as there is considerable variability in professional activities across disciplines, please contact your chair or dean's office for counsel on this matter. See the College Liaison List to find the contact for your college. You can also find some useful information here: Publications and Creative Works Categories.
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    Where should professional faculty report activities that lie outside teaching, scholarship and citizenship (e.g., clinical work in the counseling center, cataloging books in the library)?
    Inasmuch as there is considerable variability in professional activities across disciplines, please contact your chair or dean's office for counsel on this matter. See the College Liaison List to find the contact for your college.
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    Is there any way to move an entry from Creative Works into another area like Professional/Public Citizenship, or Publications?
    There is no systematic way to move data from one place to another within Faculty Profile. However, you may find it useful to use the PasteBoard feature at the upper left-hand side of the browser window in Faculty Profile to assist in moving the data. For additional information, see PasteBoard in Tips and Shortcuts.

    You can also open two Faculty Profile windows and put them side by side, making it easier to move data from one screen to another.
Conflict of Interest and Conflict of Time Commitment
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    Do I need to complete this screen even if I don't have any conflicts?
    Yes, this is a required form for every faculty member, regardless of whether the faculty member has conflicts or not. Please complete this screen every year before the deadline set by the college in preparation for the Annual Stewardship Interview.
Faculty Development: Annual Interview
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    Where do I report professional meeting attendance, including training seminars?
    Please report this information as a faculty development activity on the Annual Review Preparation and Documents Archive screen.