May 2017: Biobibnet archive and Review integration project

Unless otherwise noted, the following are part of a May 1, 2017, system update, released in conjunction with the 2017-18 CALL for Personnel Actions. We will be updating the relevant help pages over the next few weeks.

Expansion of Biobibnet Course Evaluation Archive

  • Departments will attach evaluation files directly to course records in Biobibnet, rather than in Review. This allows departments to fill in evaluations missing from the Biobibnet archive.
  • To the extent possible, the archive will be “seeded” with evaluation files already uploaded to Review.
  • Selecting courses and evaluations to include in a review file will still be done from within Review.

A publication archive for faculty Biobibnet users

  • Faculty Biobibnet users will attach PDF copies or other documentation of scholarly/creative work to the Biobibnet entry, rather than in Review. Among other benefits, this will make it easier when resubmitting works as part of a promotion or other major action.
  • For faculty who have already used Biobibnet in conjunction with Review, we will “seed” the archive with the files they uploaded into Review, to the extent that the system can make the connection between an uploaded file and an original Biobibnet entry.  
  • Files attached to scholarly works in Biobibnet have the same security and access as the rest of the faculty member’s biobibliography; faculty can add, change, and remove them. While academic department and division staff will have access for review support purposes, uploaded files documenting scholarly achievement belong to the individual faculty member, and their consent must be obtained for any use outside of a personnel review.
  • With the Biobibnet archive in place, the system will transition to its originally-intended behavior of purging the copies of publication and course evaluation files from individual archived reviews. The content displayed on the tabs, listing what was submitted, will be preserved; just not the uploaded files. The timeline for this transition has yet to be determined.

NOTE: The choice of whether or not to use Biobibnet for a particular personnel action in Review is still an upfront, one-time decision for candidates. (We plan to address this in a future release, but not for this year’s review cycle.) Any review candidate considering switching to Biobibnet is strongly encouraged to explore Biobibnet before taking that first step in Review.

Improved integration between Biobibnet and Review

  • Candidates who opt to use Biobibnet will no longer choose a date range as part of the Review setup. Instead, annotating scholarly/creative works as In File in Biobibnet will both annotate the biobibliography and include the entry and its attachments in the Review file. This change combines the currently-separate steps of annotating a work in Biobibnet and selecting it for inclusion in Review into a single action, and is expected to improve the accuracy of annotations. It also means candidates do all their biobib-related work in Biobibnet, and view the results in Review.
  • Related entries (e.g. article reprints, film screenings, etc.) can now be numbered and annotated as In File and New or Revised. When a primary work and/or one or more of its related entries is marked In File, the primary work and all related entries will be included in Review. When a scholarly/creative work and its related entries span multiple review periods, reviewers will need to rely on the annotations to identify which of these pertain to the current action.
  • Note that a candidate’s Biobibnet profile will be view-only for all users while a Biobibnet-connected review is pending acceptance by the department/unit. This prevents materials from being inadvertently added to a review pending acceptance. Edit access to Biobibnet is restored when the Review file is either accepted or returned to the candidate for corrections.
  • There is no change in functionality for Review files not connected to Biobibnet.

Other updates to Biobibnet

  • Grants: We’ve added an annotation enabling faculty to indicate which grants are New since their last personnel action.
  • A ‘Select by Date Range’ option has been added for selecting multiple scholarly/creative works for editing.

Coming this summer! A new tool to help with annotating scholarly/creative work

  • Planned for release in early summer 2017, the Annotation Assistant will attempt to guide Biobibnet users through the process of annotating their scholarly/creative works for a personnel action. It will step through a series of ‘batch edits’ in which users will select and annotate works to be included in their Review file, including marking them as ‘new’ or ‘revised’. We are also working on an autonumbering option for faculty who create new reference numbers for each personnel action.