Frequently Asked Questions

Accounts and System Access

How do I access UNLV Folio?

All users access UNLV Folio by entering their ACE credentials into the login portal.

What should I do if I’m unable to log into UNLV Folio?

If you are experiencing problems with logging into the system, it is likely an issue with your ACE credentials. Please contact the UNLV Help Desk at 702-895-0777 or ithelp@unlv.edu for assistance.

How long will my information be available?

Faculty will have access to their data until they are no longer associated with UNLV. At that point, a faculty member's information will be maintained in UNLV Folio for at least one year, although the individual's status will be changed to inactive. Faculty who wish to maintain their Dossier account can contact Interfolio for help to convert it to a personal account.

Can I give someone else access to my account so that they can enter data for me?

University policies prohibit the sharing of user IDs and passwords. However, we can create a temporary account for a specified individual whose sole security role within the system will be to act as your proxy and to enter data or run reports on your behalf.

Faculty 180 Module: Profile Information and Data Entry

How do I add an activity?

Once you decide what section your activity belongs in, click on the arrow to the left of that section title to reveal the tabular summary of records that are already in the section. At the bottom left of that summary is an ADD button. Click on that button, and a new blank record will pop up where you can input the information. If that section does not have an ADD button, then the records come from another source, and a new record cannot be added by the user.

I accidentally rejected a duplicate, is there a way to retrieve the rejection and mark it as 'accept'?

Once you have deleted something, there is no way to recover (besides re-entering the information).

How often do I need to update my information?

We recommend that you update your profile whenever you have a new activity to report. If you update your information on a regular basis, you will minimize your work when a report is due and be able to generate the report with a few clicks of your mouse.

How do I know where to enter each of my different types of activities?

Your UNLV Folio profile is divided into two broad areas. The Profile area includes sections for data that generally remains consistent over time (e.g., contact information, degrees, tenure and promotion history, etc.) while the Activities area includes sections for your ongoing accomplishments (e.g., teaching, scholarship, service, etc.). Please review the help text for each section and for specific data fields within each section for guidance on what information that should be reported there. Our guide, “Where Does it Go?” provides help in determining the best place for your activity. The UNLV Folio Content Specialist for your college is another source of information about your unit’s reporting conventions.

What should I do if my activity doesn’t fit into any existing categories?

As a short-term solution, use the “Other” option available in most data fields to document your activity. To make sure that your activities are properly categorized in the future, please send an email containing the details of your activity to UNLVFolio@unlv.edu. If appropriate, we will work to make a modification to the database configuration and revise the categories to reflect your contribution.

Should I include sensitive or proprietary information about research that has not yet been published?

We advise you not to provide details about sensitive or proprietary research projects. You may enter your work under a general title or description, or leave it out of the system altogether if warranted.

Why can’t I edit certain sections of my UNLV Folio profile?

Some information in UNLV Folio is imported from other authoritative systems on campus and cannot be edited in order to maintain data integrity and consistency. Data are imported from Workday, MyUNLV, and the Office of Sponsored Programs’ grantsERA system. If any of this information is incorrect, please email UNLVFolio@unlv.edu; we will make every effort to verify the information and make updates in our system. It may be necessary to notify the primary system as well.

My imported information is incorrect. Whom should I contact?

Please contact the office or unit that maintains the information system from which the data were imported. You should also submit a request to the UNLV Folio team to ensure that the data is updated in UNLV Folio, as currently there are no direct links between systems.

  • To inquire about data obtained from Workday, please contact the Office of Human Resources at 702-895-3504.
  • To inquire about data obtained from MyUNLV, please contact the individual in your department who is responsible for submitting course records.
  • To inquire about data obtained from grantsERA, please contact the Office of Sponsored Programs at osp@unlv.edu or 702-895-1310.

Why do certain sections of my UNLV Folio profile contain duplicate entries?

Some users of the former activity reporting system had content imported from multiple sources, resulting in duplicate entries. When data from the old system were migrated into UNLV Folio, duplicates may have been transferred as well. Additionally, research publications have been imported from a variety of online sources and may have resulted in duplicate records.

Duplicate items can be deleted by selecting the duplicate from the summary screen and clicking the delete button. If your duplicate entries are locked, please contact UNLVFolio@unlv.edu for assistance.

How do I print a draft of the vita, so I can proof it?

  1. In the Faculty 180 menu, click on “Vitas & Biosketches.”
  2. Choose the vita you want to review by clicking on the eye icon to the right of that vita. Note: make sure that it is a “University of Nevada, Las Vegas” vita and not one that you have created yourself.
  3. Make sure the date range corresponds with the date range of the vita you want to review; click the “Refresh Vita” if you have altered the date range.
  4. Click the “Export/Share” button and choose the format you prefer; save the vita to your computer.
  5. Open the saved document to review.
  6. If you need to make any changes, return to the appropriate record in the Profile or Activities section and make the edits there. Then repeat Steps 1-5 to generate a new vita.

See also: Running Vitas and Biosketches

Review, Promotion, and Tenure Module: Review Workflow

I need to add a committee member and provide him/her the information to review a case. What do I do?

If you need to add a committee member to a case, you need to submit the following information to unlvfolio@unlv.edu:

  • Name of the person whose case is under review
  • Name, email address, and department of the new committee member
  • Name of the committee to which the new member needs to be assigned (e.g., Department T&P Committee)

Our staff will create the account (if necessary) and assign them to the designated case.

How do I submit my packet? How do I know that my packet has been submitted?

After logging in to UNLV Folio and choosing the packet you want to submit (either from the home page or the “Your Packets” tab), your case will display in the main window. To submit your packet, follow these steps:

  1. Click on the “Packet” tab in the top section under the Unit name. Two or more sections will display, depending on how the case was configured.
  2. The “Faculty180 Vita Section” will display the date the last time your vita was generated from Faculty180. If you have updated any information in your Profile or Activities since that date, you will need to refresh the vita by clicking on “Regenerate.” Once that is completed, the Generated date will update.
  3. Check to make sure that you have uploaded all other required materials for the case.
  4. When you are ready to submit, simply click the “Submit” button on the right of each section.
  5. Each section will now display a “Locked” button and text that says it is submitted.

For more details, including screenshots, please see:

Annual Evaluations

How do you format a Faculty Annual Achievement Report?

The formatting for the Faculty Annual Achievement Report is done on the institutional level. This makes the formatting consistent across the university and allows reviewers to take advantage of the bookmarks and navigation functionality in the review workflow.

How do I generate my Faculty Annual Achievement Report (FAAR) for my annual evaluation?

Your FAAR is automatically generated and becomes a part of your review once a case is created for you in the Review, Promotion, and Tenure module of UNLV Folio. It uses the information you filled out in the Profile and Activities sections in Faculty 180. There are two ways you can see what this looks like:

In Faculty 180:

  1. Click on “Vitas & Biosketches” in the left-hand navigation menu.
  2. Choose the Faculty Annual Achievement Report that is relevant for your unit.
  3. Make sure the date range is correct. For annual evaluations, the date range is always Spring-Fall of the year for which you are being evaluated.
  4. Click “Refresh” if you have changed the date range.
  5. Scroll down to see the information that has been generated for your FAAR.

In Review, Promotion, and Tenure:

  1. Click on “Your Packets” in the left-hand navigation menu
  2. Choose your Annual Evaluation case by clicking on the name of it or clicking on the “View” link
  3. On your case page, choose “Packet” at the top left, next to Overview
  4. In the Packet section, you will see the information about your FAAR, including the last time it was generated (NOTE: the first time the FAAR is generated is when the case is created)
  5. If you have made any changes to the Profile or Activities section since the case was created, click “Regenerate.” A pop-up window will ask you to submit and then confirm. (NOTE: it may take a few minutes for the FAAR to regenerate)
  6. Back on the case page, click on “Faculty Annual Achievement Report” to view it. You will notice that it is formatted exactly the same as the FAAR you generated in Faculty 180.
  7. Click on the “X” in the top right to go back to your case page.

You can regenerate your FAAR as often as you like, up until the due date, after which no changes will be captured.

What sections from the Profile and Activities forms are used for the FAAR?

The sections used in the FAAR are:

Profile

  • Current Position
  • Current Employee Details
  • Tenure and Promotion History

Activities

  • Current Position
  • Current Employment Details
  • Tenure and Promotion History
  • GENERAL: Opening Statement
  • GENERAL: Awards and Honors
  • SCHOLARSHIP: Grants, Contracts, and Funded Activities Managed by the Office of Sponsored Programs
  • SCHOLARSHIP: Other Grants, Contracts, and Funded Activities
  • TEACHING: Scheduled Teaching
  • TEACHING: Other Teaching/Instruction
  • TEACHING: Directed Student Learning/Mentorship
  • TEACHING: Course, Program, or Curriculum Development
  • TEACHING: Academic Assessment Activities
  • TEACHING: Other Evidence of Effective Teaching
  • SCHOLARSHIP: Scholarly and Creative Works
  • SCHOLARSHIP: Media Contributions
  • CLINICAL ACTIVITIES
  • GENERAL: Professional Development
  • SERVICE: NSHE/University/Unit Committees
  • SERVICE: NSHE/University/Unit Non-Committee Service
  • SERVICE: Professional Service
  • SERVICE: Public Service/Community Engagement
  • GENERAL: Workload and Reassignment Information

Our unit requires a committee of tenured faculty to review FAARs of untenured faculty and provide a report to the chair. What is the recommended procedure?

The current procedure for annual evaluations requires that the chair/supervisor review will occur outside of the UNLV Folio system. Once the chair has completed the review with the faculty, the evaluation is uploaded to the system, where all further reviews occur. Units that have the extra step of review BEFORE the chair review have two options:

  • Option 1: You can request a step be added to the annual evaluation template for the committee review. You will have to notify our office (unlvfolio@unlv.edu or 702-895-0791) to add the step, as well as the names of members who will be part of the review committee. Please be aware that each member of the committee will receive an email regarding the case of each faculty member under review as the case moves to the committee step. For this reason, many units choose Option 2.
  • Option 2: You can conduct the review and provide recommendations outside the system. The chair can then upload that document as part of her/his review of the faculty member. If you choose this option, you can use the X-Drive or secure file transfer to share files. No extra steps need to be created in the annual evaluation template.

None of the items I entered in the scholarship section appear on my annual report. Why not? What should I do about this?

The annual report vita is set to pull records from a specific date range, which is Spring-Fall of the review year. If the records in your scholarship section fall outside of that date range, they will not be included in the annual report vita.

To review the date on a record, go to the individual record in the SCHOLARSHIP: Scholarly and Creative Work section. The term displayed in the “Status” field should fall within the date range of the vita in order for it to be included in the annual report. To change the status, click the “Manage Status” button.

Tenure and/or Promotion Applications

What sections from the Profile and Activities forms are used for the Tenure and/or Promotion Application?

The sections used in the Tenure and/or Promotion Application are:

Profile

  • Current Position
  • Tenure and Promotion History
  • Employment History
  • Education
  • Non-Degree Education and Training
  • Professional Licensures and Certifications

Activities

  • GENERAL: Opening Statement
  • GENERAL: Awards and Honors
  • GENERAL: Professional Memberships
  • GENERAL: Professional Development
  • GENERAL: Workload and Reassignment Information
  • TEACHING: Scheduled Teaching
  • TEACHING: Other Teaching/Instruction
  • TEACHING: Course, Program, or Curriculum Development
  • TEACHING: Directed Student Learning/Mentorship
  • TEACHING: Other Evidence of Effective Teaching
  • SCHOLARSHIP: Scholarly and Creative Works
  • SCHOLARSHIP: Grants, Contracts, and Funded Activities Managed by the Office of Sponsored Programs
  • SCHOLARSHIP: Other Grants, Contracts, and Funded Activities
  • SCHOLARSHIP: Media Contributions
  • SERVICE: Professional Service
  • SERVICE: Public Service/Community Engagement
  • SERVICE: NSHE/University/Unit Committees
  • SERVICE: NSHE/University/Unit Non-Committee Service
  • OTHER: Consulting
  • OTHER: Clinical Activities
  • NARRATIVE: Synopsis (For Tenure and/or Promotion Only)

Data Security and Privacy

How secure is UNLV Folio?

To ensure the safety and privacy of user information, all data stored within UNLV Folio are secured and backed up by industry-standard technologies. Interfolio upholds stringent privacy and security standards that comply with all applicable data privacy and data security regulations, including the US-EU Privacy Shield, General Data Protection Regulation (GDPR), Family Educational Rights and Privacy Act (FERPA) and more. Please visit the Security Overview page for additional details.

Who can access my information?

Your information in the UNLV Folio database and workflow module can be accessed by you, your department chair, your college/school dean, and select members of the University administration only. Interfolio, the vendor providing UNLV Folio, is authorized to access user data in order to provide their services; however, this access is subject to strict compliance with all applicable privacy and security regulations. Unauthorized individuals, whether inside or outside the institution, will not be able to access your information. Information in your Dossier account is private and can only be viewed by you and those to whom you specifically give permission.

What can the vendor do with my data?

According to the terms of the service agreement with Interfolio, the vendor of UNLV Folio, your data (or meta-data about your data) cannot be sold, given away, or disseminated in any way by the vendor. Interfolio’s policy is that you are the owner of your data—not them. They help you aggregate, manage, describe, input, and output your scholarly data to help you manage your academic career. Interfolio may periodically pool portions of users’ data for study purposes in order to help individuals and institutions better understand cumulative activity patterns; however, this data will always be anonymized. Under no circumstances will any aggregate data personally identify you, your institution, or any authorized user of the service.

To the extent that Interfolio uses any third party tools or services to support their products—such as Amazon Web Services for hosting—these third parties are required to meet the same stringent data security and privacy policies that apply to Interfolio. Interfolio is accountable for personal data that it receives under the Privacy Shield Framework. If third parties that process personal data on behalf of Interfolio do so in a manner that does not comply with the Privacy Shield Principles, Interfolio is held accountable. Additional details about the company’s privacy policy can be found in their Privacy Policy.

Technical Information

What web browsers are supported by UNLV Folio?

UNLV Folio has compatibility with the following browsers:

  • Google Chrome
  • Mozilla Firefox
  • Microsoft Internet Explorer (version 10 or later)
  • Apple Safari

For functionality and security reasons, it is recommended that you keep your browser updated with the latest version. UNLV Folio does not require any extensions or plug-ins to work correctly. To learn more, please visit the vendor’s help page.

Is UNLV Folio mobile-friendly?

Although UNLV Folio does not have a mobile app, it is mobile- and tablet-friendly through responsive web design.

Does UNLV Folio have spell check?

Most modern web browsers have settings that can enable the browser to check your spelling as you type across all web applications. Enabling these settings will check the spelling of data that you enter into UNLV Folio.

General Information

What is UNLV Folio?

UNLV Folio is the University’s comprehensive online information management system for administrative reviews. It consists of database, reporting, and workflow functionalities combined together under one electronic platform, resulting in timely and efficient processing. Currently, UNLV Folio is powered by Interfolio’s Faculty180 and Review, Promotion and Tenure products, as well as a personal document curation platform called Dossier.

What are the goals of UNLV Folio?

UNLV Folio has several complementary goals:

  • Data Collection and Tracking: To provide UNLV faculty members with a convenient and user-friendly tool to track their teaching, scholarly, service, and/or other professional activities.
  • Data Reporting and Communication: To enable quick and easy access to accurate, up to-date information on faculty members’ varied professional activities. By keeping UNLV Folio account profiles updated throughout the year, faculty and administrators can readily generate reports to fulfill all sorts of individual and university reporting needs, including CVs, grant applications, personnel reviews, accreditation studies, mandatory federal/state reports, faculty web profiles, media reports, promotional communications, and much more.
  • Administrative Processing and Workflow: To process administrative reviews and perform related functions quickly and effectively. Every stage of a given process is managed electronically, lending transparency and removing bottlenecks.

What happened to my data stored in UNLV’s previous activity reporting system?

All records from your account in the former activity reporting system have been migrated into your account in the new system. To understand how data in Digital Measures Activity Insight are mapped into UNLV Folio, please see the following documents:

Contacts

UNLV Folio Support

All questions and comments about UNLV Folio may be directed to UNLV Support at unlvfolio@unlv.edu.

Technical Help Desk

The current vendor for UNLV Folio operates a help desk to assist users of their product with technical issues. Agents are available Monday-Friday, 9 a.m. - 6 p.m. Eastern time (or 6 a.m. - 3 p.m. Pacific time) to respond to technical questions or help troubleshoot system errors. The toll-free phone number is 877-997-8807.

The UNLV Folio initiative is led by the Office of Faculty Affairs.

GET ONE-ON-ONE HELP ONLINE

Booking an appointment with UNLV Folio Support is easy. Make sure you are logged into your UNLV mail account. Then go to the UNLV Folio Support Appointment page to find and select an appointment time that works for your schedule. When you book an appointment, provide a brief description of the topic(s) you would like to discuss during our meeting so we can better service your request. You can then expect to hear back from out support team confirming your appointment.