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Performance Evaluation is only implemented for College of Business and School of Social Work this year for 2 types of reviews: Annual Review of Tenured Faculty and Comprehensive Periodic Evaluation of Tenured Faculty. Other schools or colleges are still using the traditional review process.

Get Started: How do I access my dossier prepare for my performance evaluation?

Log into Mentis and then go to Performance Review. If you do not see it in the app dropdown, you will have to add it. Visit “[How to add an app to your favorites?|]” to learn more on customizing your Mentis experience.

Once you are on the Performance Evaluation dashboard you can click on your To-do List item to get started. Be sure to take note of the due date on the right.

Upon clicking the To-do item, you will be taken to your dossier to start populating the data for your performance evaluation. Below is a quick reference guide to the different parts of your dossier.

Actions

  • Jump to End:
  • Recent Activity: 
  • Print:
  • Alerts/Instructions:
  • Jump to Menu:
  • Review Status:
  • Effort Distribution:
  • Submit for Review:
  • Back to Top:

Introduction

Your dossier is divided into four categories depending on your effort distribution.

  • Research, Scholarship, and Creative Works
  • Teaching
  • Service
  • Administration

Each of them contain a number of sections as shown below.

Research, Scholarship, Creative Works Teaching
Service
  • Statement of Research / Scholarship
  • Publications
  • Presentations and Projects
  • Grant and Contract Funding
  • Editor of Journals 
  • Other Research Activities
  • Supporting Documents
  • Statement of Teaching
  • Courses Taught
  • Teaching Awards
  • Doctoral Activities
  • Thesis Activities
  • Tutorials
  • Field Activities+
  • McNair Scholar Mentor+
  • Other Teaching Activities
  • Workshops
  • Supporting Documents
  • Statement of Service
  • Committee Service
  • Offices Held
  • Administration
  • Honors Received
  • Service to the Profession
  • Service to the Community
  • University Faculty Mentorship
  • Other Service Activities
  • Supporting Documents

+ Note:
Any of these categories can contain sections specific to the discipline you are in. For example, the sections marked with + above are specific to faculty in Social Work.

The following screenshots provide a glimpse of a sample dossiers in edit and preview mode. (Please note that the information in the dossier is purely for demonstration purposes). 

Edit Mode (Large View)
Preview Mode (Large View

Dossier Sections

Sections within a dossier can be further classified into single-item section or listing section depending on the number of records they can hold. For example the Statement of Teaching is a single-item section since there can be only one statement of teaching versus Publication is a listing section where you can add one or more publications as individuals records.

Single-item sections

A single-item section can be prepared using two screens. The first screen (Edit Screen) provides fields for you to enter your information while the second screen (Preview Screen) lets you preview the information entered as it will be viewable by reviewers of your Dossier.

Below is an example of the Edit Screen for a single-item section - Statement of Research, Scholarship, and Creative Works.

Edit Screen


In this screen, you will enter your statement in the area provided which supports a some rich-text formatting capabilities (e.g. bold, italic, hyper-links etc.).

There are two buttons at the end of each section. The blue button named “Save ...” is for saving the changes made (completed or not completed). The “Cancel” button takes the faculty back to the preview mode of the dossier without saving any changes or marking the section as complete.

Preview Screen

The Preview screen lets you view the information as it will be presented to the reviewers of your dossier. It is always a good idea to check your information before it is submitted.

The checkbox “Marked as Completed” is a way to indicate that "I have completed this section". You have to mark all sections as completed (even if there is nothing to enter) to be able to submit for review. The checkbox “Marked as Not Applicable” is a way to indicate that this section does not apply to you or you have nothing to enter at this time. This ensures that you have made an informed decision to indicate you have review all section of your dossier which is required to submit your dossier for review. The checkmark icon that is located to the left of the title will turn from orange to blue. This provides a visual indication that you have reviewed the information and marked it as complete.

If you need to modify the information, you can do that by clicking on the pencil icon.  This will take you back to the Edit Screen. You can then repeat the steps above until you are satisfied with the preview. You can always leave the section as incomplete and come back and revisit that section to continue providing information or making changes.

Listing Sections

For listing sections, there are at least three screens included. The first screen (Edit/Add) shows a form for adding/editing an item. The second screen (List) shows the list of existing items. The third screen (Preview) shows the entered items as they will be displayed to the reviewers.  There are some sections that support importing data from other authoritative sources. In such cases there is another screen (Import) for faculty to import data. 

Import Data

This screen shows the list of existing items, faculty will have the option to “Import” or “Remove” existing items. 

Preview Screen


Each section preview captures most, if not all, of the information entered while in list mode. A predetermined template/layout to display the content is used to help differential between sections as well as to make the dossier aesthetically appeasing to the reviewer.

In the above example, since Publications section was marked as completed, the checkmark icon that is located to the left of the title will turn from orange to blue and the pencil on the right turned to blue. 

Section Details

Statement of Research / Scholarship

Edit 

Preview

Publications

Edit/Add

* Notice:
 Fields captured were proposed by Graduate School and The Office of Institutional Research, Planning and Effectiveness.

Fields captured include:

  • Full citation (required): The full citation of the publication
  • Year (required): In 4-digit format. In adding mode, if the year is not yet entered, the system will try to determine the year from the citation. Select checkbox “Forthcoming” if the publication is in working process.
  • Type (required): The type of the publication. The list of options was kept consistent with what are there in the Profile System. The list of types include:
    • Book
    • Book Chapter
    • Journal Article
    • Conference Proceeding
    • Poster Abstract
    • Essay
    • Encyclopedia Entry
    • Popular Press Article
    • Technical Report
    • Compact Disc(CD)
    • Exhibition
    • Film
    • Musical Composition
    • Play
    • Poetry
    • Recital
    • Book Review
    • Textbook
    • Patent
    • Conference Paper
    • Anthology Work/Essay
    • Lecture/Speech
    • Newsletter Article
    • Monograph
    • Book Chapter
  • Refereed / Juried (required): Is the publication a refereed / juried one?
  • Status (required): the status of the publication. The list of status was also kept consistent with Profile System. The options include:
    • Published
    • Accepted
    • Submitted
    • In-progress
    • Under Review
    • Revised and Resubmitted
    • In-press
  • Document Object Identifier (Optional): an electronic identification of the publication. 

List

Preview

Import

Upon clicking on the Import button on LIST screen, the “Import Publications from Profile System” like above is shown. The system automatically looks for publications that are available in Faculty profile from Profile System and lists all of them here. To import publications, simple select the corresponding checkboxes and click “Select” when done.

Presentations and Projects

“Presentation and Project” section looks similar to Publications section except the Import features. Until the next generation of Profile System is released, faculty will have to add their presentations and projects manually from here. 

Edit/Add

  • Name (required): The name of the presentation/project
  • Full Description (required): The description / citation of the presentation / project
  • From (optional): The start date. Leave it blank if you don’t know. The blank date will be displayed as “past” in the preview mode. Click on the icon next to the box to open a date picker control.
  • To (optional): The ends date. Leave it blank if you don’t know. The blank date will be displayed as “present” in the preview mode. Click on the icon next to the box to open a date picker control.

List

Preview

Editor of Journals

Add/Edit

  • Name (required) : The name of the journal
  • Role (required) : The role which you are playing
    • What are the possible options?
  • Duration (optional): From what date to what date? Blank value in “From” will become “past”, and blank value in “To” will become “present” in the preview mode.
  • Refereed process (required): Is it a refereed process?

List

Preview

Grant and Contract Funding

Grant and Contract Funding section connect with Grant Management system is currently being developed by Electronic Research Administration department. However, faculty can also enter data directly. 

Add/Edit

  • Title (required) : The title of the grant or contract funding
  • Sponsor (required): The sponsor of the grant or contract funding
  • Type of grant
    • What are the possible options?
  • Role: one of the following values
    • Co-Investigator
    • Principal Investigator
    • Co-Principal Investigator
  • Date Submitted (optional)
  • Date Approved (optional)
  • Amount (optional)

List

Preview

Import

It is possible to import data from Grant Management system to the system. However, the imported records do not have Date Submitted field because Grant Management application does not capture this field.

Other Research Activities

Edit/Add

  • Title (required): The title of the research activity
  • Full description (required): 
  • Date Performed (optional)

List

Preview

Supporting Documents for Research

This section allows faculty to attach any supporting documents for Research. 

Edit / Add

To attach an document, faculty selects the "Add" button on the List screen. The dialog below will appear for choosing files to attach. If the files have not been uploaded yet, faculty can always upload them using the "Upload File" button.

* Note:
The dialog below is called "File dialog" and will be used throughout Mentis. 

After select a file, there is another dialog that comes up for describing more information about the supporting document. 

  • File (required): A file icon will appear if there is one file selected. 
  • Description (required): More explanation about the file

List

Preview

Statement of Teaching

Edit / Add

Preview

Courses Taught

In the current version, faculty can directly enter the course information as below. The development team is currently working with Provost Office to pull data from Course Evaluation system to automatically populate the list of courses. 

Edit / Add

  • Course Number (required)
  • Tittle (required)
  • Number of Students (required): Number of students enrolled 
  • Overall Evaluation (required): this field is currently reconsidered by Provost Office and will be changed soon. 
  • New Preparation (required): Is the course a new preparation course or not? 

List

Preview

Teaching Awards

This section allows faculty to enter any teaching awards they archive. The system automatically looks for the list of award from Teaching Awards system to provide suggestions when faculty enters the award title. 

Add/Edit

  • Title (required): The title of the award
  • Sponsored by (required): The sponsor. 

List

Preview

Doctoral Activities

Add/Edit

  • Student's name (required): The name of the student. Suggestions are provided when typing. 
  • Dissertation Title (required): 
  • Role (required): 
    • What are the options?
  • Status (required): One of the following values: 
    • Degree awarded
    • Degree in progress
  • Semester, Year (required)

List

Preview

Thesis Activities

Add/Edit

  • Student's Name (required): uggestions is provided when typing
  • Semester (required), Year (required)

List

Preview

List of entered students is grouped by semester.

Tutorials

Add/Edit

  • Student's Name (required): The name of the student. Suggestions will appear when typing.
  • Duration (required): 
  • Semester (required), Year (required)
  • Is Paid (required): Is the tutorial a paid one or not? 

List

Preview

Is there any suggestion on how we can represent each tutorials better and easier to read?

Field Activities

The Fields Activities section uses Field Instruction System (e-intern) as the authoritative source to get the list of agencies. 

Edit / Add

  • Student's name (required): The student name. Suggestions are provided when typing.
  • Agency (required): The agency name. Suggestions from e-intern is provided when typing. 
  • Role (required): One of the following values
    • Liaison
    • Supervised
      • In e-intern there are several roles that a faculty could play. Should we list all of the roles here or only two of them as listed above?
  • Semester, Year (required)

List

Preview

The list of entered records will be grouped by Semester and Role.

McNair Scholar Mentor

Edit / Add

  • Student's name (required): The student name. Suggestions is provided when typing
  • Semester, Year (required)

List

Preview

Students entered will be grouped by Semester

Workshop

Edit/Add

  • Title (required)
  • Duration (required)
  • Date (required)
  • Is Paid (required)
  • Sponsor (required)
  • Location (required)

List

Preview

Other Teaching Activities

This section looks very similar to "Other Research Activities"

Supporting Documents for Teaching

This section looks very similar to "Supporting Documents for Research"

Statement of Service

This section looks very similar to "Statement of Teaching" 

Committee Service

Edit / Add

List

Preview

Offices Held

Edit / Add

List

Preview

Administration

Edit / Add

List

Preview

Honors Received

Edit / Add

List

Preview

Service to the Profession

Edit / Add

List

Preview

Service to the Community

Edit / Add

List

Preview

University Faculty Mentorship

Edit / Add

List

Preview

Other Service Activities

This section is very similar to "Other Research Activities" 

Supporting Documents for Service

This section is very similar to "Supporting Documents for Research" 

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