UNLV Folio

UNLV Folio is the University’s new information management system for faculty members. Within its secure and convenient web-based environment, UNLV Folio provides a database and reporting tool for faculty to document their scholarly achievements along with a workflow module for university administrators to manage a variety of review processes, including annual evaluations and tenure and promotion reviews. It also incorporates a personal document curation platform for faculty to maintain their scholarly materials.

UNLV Folio has been designed to decrease the time and effort that faculty spend on reporting their activities and to increase the accuracy and consistency of their data. The University will use information collected from the system to enhance its ongoing efforts to promote and support faculty work.

The content of this website is intended to help faculty members, administrators, and staff learn how to navigate UNLV Folio. Below are links to important information, resources, contacts, and more. Please bookmark this site and visit often for updates.

UNLV Folio Logo

Logging into the System

All faculty, administrators, and staff will log into UNLV Folio using their ACE account credentials. Please click on the link below. (External users who have been granted a temporary proxy account will log into the system using a different protocol. Please contact the UNLV Folio Support Desk for further information.)

Resources & Training

Votes & Recommendations

The first guide in this section is an extremely brief note on how to painlessly record your votes and recommendations using UNLV Folio which provides a general overview of the process. This walkthrough is based on the forms committees will see, but is applicable to all reviewers. While the forms are somewhat different, the same principles apply to recommendations by department chairs and deans.

The second guide provides the precise questions asked on the form for each level of review, and has links to full-size images of the review forms. Use this information to prepare your recommendation.

Importing Materials

Videos

These brief video tutorials provide short walk-throughs of common tasks in UNLV Folio.

UNLV Folio Overviews
Adding Information (Faculty 180 module)
Reviewing Applications

Faculty Resources

Administrator Resources

About

UNLV Folio is a secure and easy-to-use online information management system for faculty members. It comprises three connected modules:

  1. A database and reporting tool for faculty members to organize and track their instructional, research, creative, clinical, service, and/or other professional achievements. Faculty may use the data in their own UNLV Folio profile to generate curriculum vitae, bio-sketches for grant applications, and other custom reports for their professional needs. University administrators may use the database and reporting tool to run reports on faculty accomplishments within a particular department, college, or the university at large.
  2. A workflow module for administrators and staff to electronically manage review processes, including faculty annual performance evaluations and faculty promotion and tenure reviews. To save faculty time and effort, review documentation can be imported directly from the reporting tool. The customizable workflow module is able to build digitized processes that mirror established institutional review procedures and set deadlines and automatic reminders to keep them on track. Process participants can check status and receive role-specific information about workflow progress.
  3. A personal document curation platform where faculty can collect and manage their own personal and scholarly materials that can then be used elsewhere in the system. It is a virtual storage drive to gather documents for upcoming reviews and evaluations, as well as a system to request and receive letters of recommendation. In addition, faculty can share materials with colleagues and get feedback directly within the platform.

Vendor

The current platform for UNLV Folio is a suite of cloud-based software products from a company called Interfolio. The database and reporting tool in UNLV Folio is powered by Interfolio’s Faculty180 product, while the workflow module is powered by Interfolio’s Review, Promotion & Tenure. Interfolio’s Dossier platform is used for personal document curation.

System Features and Benefits

The utilization of UNLV Folio on our campus provides a number of benefits and advantages for both faculty and the University:

Convenient, secure, and user-friendly interface

  • The system is configured for single sign-on through ACE authentication.
  • Faculty can access the tool 24/7/365 from any computer with an Internet connection.
  • Data are automatically imported from other campus information systems (i.e., personnel data from Workday, teaching data from MyUNLV, and grants data from the Office of Sponsored Programs’ grantsERA database), minimizing the need for manual data entry.

Multiple applications

  • Because their activity data are stored permanently, faculty are only required to enter information once into the database system. Then the data can be used repeatedly to generate various types of personal reports (e.g., CVs, biographical sketches, etc.) and personnel documents (e.g. annual achievement reports, mid-tenure applications, tenure and promotion applications, etc.)
  • Faculty can save and store documents that have been generated within the system and use them for other personal and professional purposes.
  • The workflow module can be used to perform administrative reviews (e.g., annual evaluations and promotion and tenure reviews, and awards applications), committee activities, and a variety of other functions.

Customizable database

  • The database can be customized to track and report on the unique professional activities of faculty from all disciplines. If the current configuration does not adequately meet the needs of a particular department or college/school, additional data fields can be created and revised data reports can be developed.

Comprehensive reports and strategic communications

  • Chairs, deans, and other university administrators can use the centralized repository to rapidly generate summary reports for internal data requests and external requests from accrediting bodies, regulatory entities, government agencies, media groups, etc. without having to continually ask faculty members for information about their activities and achievements.
  • All data can be downloaded and warehoused to maintain institutional history of faculty responsibilities and accomplishments. Faculty data can be linked to student data and other institutional data, furnishing the capability to conduct comprehensive research and analysis.
  • Standardized and consistent faculty web profiles generated from the data can encourage interdisciplinary research among campus faculty, facilitate collaborations with faculty across the country and globe, and forge partnerships with external groups (e.g., industry, government, media, schools, etc.) seeking expertise in particular disciplines or fields. Such profiles can also attract prospective faculty and students to the institution.
  • Information derived from the database can help promote the University and communicate its contributions as an institution of higher education.

Quick, paperless, and transparent workflow

  • The electronic workflow module allows all stages of university review processes to be completed within a single platform without need for paper documentation or email communication.
  • The status of processes can be monitored at every stage. Automated reminders eliminate bottlenecks and move processes forward to timely completion.
  • All the documentation related to a review process can be downloaded to a PDF file for convenient long-term storage.

History & Timeline

Electronic faculty achievement reporting has been at UNLV since early 2011, when the University first licensed Digital Measures Activity Insight software for a period of five years. The contract was subsequently renewed for three years in early 2016. Approximately eighteen months before the expiration of the contract, the Office of Faculty Affairs performed a comprehensive needs assessment for UNLV’s faculty achievement reporting system and investigated over one dozen software products commercially available in the marketplace.

After a faculty information management system from a vendor known as Interfolio was identified as a potential replacement for Digital Measures, a campus review of the alternative product was conducted in Fall 2017. Vendor representatives visited the UNLV campus to provide live demonstrations of their products, and during the following weeks, provided live web-based demonstrations as well as recorded webinars. Faculty and administrators were given the opportunity to test Interfolio products for themselves within a sandbox environment.

Participants in the campus review of the alternative system included faculty members, department chairs, deans, business managers, administrative assistants, and representatives from a variety of administrative offices (e.g., Office of the Executive Vice President and Provost, Office of the Senior Vice Provost, Office of Decision Support, Office of Information Technology, Office of Human Resources, Office of Web and Digital Strategy, and Faculty Senate). Stakeholders were overwhelmingly in support of replacing the old system with the suite of products available from Interfolio. After a contract was established in early 2018, a plan was developed to implement the products during the spring and summer and launch them in the fall.

The implementation of UNLV Folio was scheduled to occur during the latter half of calendar year 2018 and early part of 2019. The general timeline of tasks was as follows:

  • June 2018-July 2018: Clean data in existing database
  • July 2018-October 2018: Conduct needs assessments with campus stakeholders
  • August 2018-February 2019: Establish integrations to other campus information systems
  • September 2018-March 2019: Design database and configure new system
  • October 2018-March 2019: Migrate existing data into new database
  • January 2019-March 2019: Configure existing administrative processes in electronic workflow module
  • February 2019-April 2019: Create user resources and training materials
  • February 2019-April 2019: Design customized reports
  • April 19, 2019: Launch UNLV Folio at UNLV

College Coordinators

Each academic college or school designates two UNLV Folio coordinators to assist its faculty and administrators with navigating the system.

  1. The UNLV Content Specialist is an academic leader (e.g., associate dean or department chair) or faculty member who possesses a strong understanding of the policies, norms, and conventions of the various departments in the college. The Content Specialist will be able to guide other faculty members on appropriate ways to document their achievements in UNLV Folio and prepare their files for review.
  2. The UNLV Folio Power User is an experienced user of the system who serves as a technical resource for other faculty and administrative users from the college. The Power User has expertise in employing all parts of the system, particularly importing data, running reports, and using the workflow module.

The following are the current coordinators in each college or school at UNLV:

Academic Success Center

Lee Business School

School of Dental Medicine

College of Education

Howard R. Hughes College of Engineering

College of Fine Arts

Graduate College

Honors College

William F. Harrah College of Hospitality

School of Integrated Health Sciences

William S. Boyd School of Law

  • Content Specialist(s): Ruben Garcia
  • Power User(s): Rachel Santos

College of Liberal Arts

UNLV Libraries

School of Medicine

  • Content Specialist(s): Mark Guadagnoli
  • Power User(s): Shantai Dees; Ivona Zakarian

School of Nursing

School of Public Health

College of Sciences

Greenspun College of Urban Affairs

Faculty Advisory Committee

To ensure that UNLV Folio meets the needs of academic faculty members and the university administration, an advisory committee with representatives from various colleges/schools and administrative units has been formed.

Current Committee Membership

Frequently Asked Questions

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 [LINK TO mapping document] document in the Faculty Resources page.

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.

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.

Profile Information and Data Entry

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. The Faculty Resources page also contains several interactive decision guides to help you determine where to input various activities. Finally, 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, it will first need to be corrected within the system of record and then it can be updated on the next import to UNLV Folio.

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 can also submit a request to the UNLV Folio team.

  • 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.

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.

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 through Friday from 9 a.m. to 6 p.m. Eastern time (or 6 a.m. to 3 p.m. Pacific time) to respond to technical questions or help troubleshoot system errors.

For all non-technical queries, please contact the UNLV Folio Support Desk at UNLV by emailing UNLVFolio@unlv.edu or calling 702-895-0791.

Technical Help Desk

Help desk agents are available Monday through Friday from 9 a.m. to 6 p.m. Eastern time (or 6 a.m. to 3 p.m. Pacific time).

Contacts

All questions and comments about UNLV Folio may be directed to the Support Desk. Please submit a request for support by completing the online form to the right or by contacting us directly at UNLVFolio@unlv.edu or 702-895-0791.

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

UNLV Folio Support Desk

Please send your questions and comments about UNLV Folio to the Support Desk.