CV Imports Best Practices

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Similar to other data entry methods, it’s important that your faculty know how much and what type of data they should import into Faculty Success. Be sure to update the settings in Database Configuration to ensure the appropriate screens and fields are presented through CV Imports.

General Tips

Dates

In Faculty Success, significant dates are used to determine if a record should be included in reports. Significant dates create a “date range” for each record. If this range overlaps with a report’s date range, the record will be included. For most records, dates are straightforward; however, there may be occasions when a CV doesn’t include enough information to fill out every date field. Note the examples below: 

1. “Ongoing” behavior is possible when exactly two significant dates exist on a screen. Enter only the start date and leave the end date blank. 
2. If two significant dates exist on the screen, but the activity occurred on one day, the date should be entered in the End Date field.
3. If more than two significant dates exist, the range will always be the the earliest significant date of the record to the latest significant date
4. Significant dates must be entered in chronological order on the screen

At least one date field must contain data for the record to save. 

Formatting

The CV importer only accepts .doc, .docx, .odt, and .rtf file types. Additionally, highly formatted CVs (i.e., those that include tables or other visual customizations) may not render as expected when highlighting. It may be necessary to edit the original CV prior to upload to ensure a streamlined experience. For some data, manual data entry may be more efficient.

Publication Records

When importing Publication records, we recommend using the Publication Import tool. Direct integrations will always be the quickest way to get data into the system. If you do decide to import Publication records through the CV Importer, here are a few tips:

1. You may find it helpful to keep a copy of your CV open outside of the CV Importer as you work. If you need to edit, update, or duplicate records in the record editor, or keep track of a large number of types of activities, it may be helpful to have the original source open for note-taking or tracking progress. 
2. Keeping a copy of the CV open may also be useful for proxies. For example, if your CV is grouped by type, these subheadings may not be visible after highlighting all entries. If you don’t know the type by reviewing the citation alone, we recommend keeping your original CV open for reference, or highlighting one section/type at a time.

Adding duplicate activities with different dates

For an activity type with multiple dates/date ranges listed in the same line in a CV, first enter one record/date range through CVI and then duplicate the record within the record editor and adjust the dates.

Example:

Honors/Awards received multiple years are on one row with dates listed together. 

Confirm entries as they appear after highlighting.

Locate Awards and Honors in the record editor. Duplicate records imported from your CV and update the date. 

Special Notes for Proxies

You may decide to use student workers or other campus personnel to import CVs on behalf of faculty. Consider the following as you prepare to train your team:

1. Create a spreadsheet or shared document for proxies to record progress, feedback, and questions.
2. If your campus uses record linking, be sure to check a user’s existing records through the record editor (especially if you imported any intellectual contributions through an integration) prior importing data to prevent duplicates.  
3. Uploaded CVs (on Step 1 of CVI) will only be visible to the individual who uploads it. For example, if a proxy managing data for a faculty member uploads a CV, the faculty user will not see the file. Once the data is imported, both users will see the records in the summary screen.

As with any data entry method using a proxy, we recommend establishing time for your faculty to review their records to ensure data accuracy. All records uploaded through CV Imports are visible and editable through the record editor.