Research Directory: Adding New Faculty

Adding new faculty requires:

1. OFIS access as an administrator
2. Faculty member's WatIAM record is propagated, and OFIS WatIAM data has been updated.
3. Faculty member is added to list of CS faculty
4. Initial data is added via OFIS
5. Photo is taken and put onto www.cs
6. Data is reviewed by professor.

These are described more fully below.

OFIS access

• Daniel Allen in CSCF or Marlon Griffith (m3griffi) or Ray White (ray) in Engineering Computing can add new users.

WatIAM update

1. WatIAM must have useful information for the faculty member, as a starting-point.
2. Ideally, the WatIAM update will happen before OFIS has batch-updated its records (happens three times a year: early in August, December, and April)
   • Marlon Griffith (m3griffi) in Engineering Computing does the update. If there are problems, and Daniel isn't available, he's the best contact.
   • If the faculty member is NOT caught in the update, you will need to add the record manually. This is done in phpmyadmin (http://ofis.uwaterloo.ca/phpmyadmin/) by adding a row to the Faculty_member table (note, not the faculty_member table). Find another recent CS faculty member to copy from (eg., user_id 6194). For empl_id, use the HR ID identified by the command-line user_info command.

When this row is added, proceed to the next step.

List of CS faculty

1. Navigate to https://ofis.uwaterloo.ca/OFIS/admin/assign.php , authenticate, and fill in their WatIAM ID for the faculty member in the top text field.
2. The next step depends on whether they already have a record on this page.
   • If they have a record, choose "Action -> edit (pencil)". Change their Group from "Faculty" to "School of Computer Science" and select save.
   • If they do not have a record, choose "Action -> New". Fill in all information and select save.

When this is complete, you will be able to "delegate" yourself to become the user.

Initial Data

• https://ofis.uwaterloo.ca/OFIS/employment/history.php : add an entry for, e.g., "Assistant Professor" "University of Waterloo" "School of Computer Science" with start-year and month.
• https://ofis.uwaterloo.ca/OFIS/academic_background/academic_background.php : possibly add PhD institution(s).

Photo is taken and put onto www.cs

The faculty member can supply a head-shot photo (portrait format, zoomed on head and shoulders, as high-resolution as practical) or the photo can be taken by Graphics Services. Sample instructions for faculty member:

We have photos taken by Graphics Services on campus- your admin coordinator should have a form which you bring to Graphics Services and they take a photo, which they email back to you.

If you (or they) email me the resulting photo, I can process it to get it included in your profile.

Instructions for processing the photo is located at: http://www.cs.uwaterloo.ca/cs/about/snaps/original/00readme.txt

• where lfolland says to use a host other than www.cs to do the processing, I have used services112.cs.

Data is reviewed by professor

The faculty member is responsible for final edits. The following instructions have been used (for the research directory):

We are using a web-based system to update the Research Directory for 2010.

Your 2008 CS Research Profile has already been uploaded.

1. Go to: https://ofis.uwaterloo.ca/OFIS/webpage/cs/webpage.php

2. The "Preview" link (at top and bottom of page) displays the
contents of your profile with any changes. From the Preview page,
the red left-arrow will return you to the Profile Editing
page.

3. The CS Research Book page prompts for each section of
OFIS that contributes to your Profile, which you might
change. The following are recommended:

 +  Representative Publications can be entered as follows:
     1. Follow the link to the "Contributions" tab.
        Choose "New."

     2. Choose the best fitting contribution type.

     3. For "Would you like this Contribution to be
        displayed on your webpage?" choose "Yes" to
        have it appear in the research book.

     4. You must enter a number in all three "Year" fields.

     5. Copy and paste your publication entry into the
        next field as you want it to appear. A standard
        format is suggested on the form.  Quoted text
        will become italicized in the Directory.

     6. Near the top of the page, choose the "SAVE" button.

     7. To remove older publications from your selected
        publications, choose the "Edit" button on the
        Publications page. It looks like a pencil. Change
        "Would you like this Contribution to be displayed on
        your webpage?" to "No" and choose "SAVE" near the top.

     8. For batch publication upload, you can use the
        "BibTeX Import" tab on the left-hand side.
         Instructions are provided on that page. Be
         sure to select "Show on Web" for the items to
         be included in your public profile.

     9. Please select a maximum of five representative
        publications.

 +  Major Awards are entered as follows:
     1. Follow the link to the "Awards And Recognitions"
        tab. Choose "New."

     2. Select the award name from the drop-down and
        description to appear on your profile. "Other
        Pertinent Information" can be left blank.
        Enter the year or range of years, change "Display on Web"
        to "yes" and choose "SAVE".

 +  Index of the Research Book. Go to the "Expertise"
     tab and edit the first section (Research Keywords).

When your changes are complete, select "Publish" and your
update will be live on the CS webserver.

For technical questions, please contact Daniel Allen
(drallen@cs.uwaterloo.ca; phone extension 35448; in the
CSCF hallway, DC2555F)

-- DanielAllen - 16 Aug 2011