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Faculty Information Database Usage Guidelines
December 17, 2002 (revised September 15, 2004)
Preamble
CMU has developed the Faculty Information Database (FID) to store accurate
and up-to-date information about faculty and their scholarly activity.
Faculty are CMU’s most important human resource, and it is imperative
that the university obtain and maintain accurate and timely
information about their professional activities. This database will
complement existing information and management systems, all of which
support CMU’s institutional planning, core values and institutional
priorities.
Presently, faculty receive numerous, and even repeated, requests for
information about their scholarly activities. The FID should
relieve faculty from having to respond to these often redundant
requests. It is also designed to be comprehensive, useful and responsive
in facilitating departmental, college and institutional reporting to
local, state and federal agencies and other constituencies. Finally,
faculty will have the ability to print their database records in the
form of curriculum vitae, or for internal CMU reports.
A responsibility accrues to CMU insofar as it collects these faculty
data. The university hereby announces its responsibility to:
acknowledge the purposes for collecting such data; indicate the
types of analyses and reports that will be produced using FID
contents; and articulate the kinds of access
that will be permitted to the database.
Purpose
CMU is committed to quality decision-making based on accurate
information. Modern database technologies can support collecting,
storing and disseminating accurate and up-to-date information.
Accurate information about faculty professional achievement and
experience is an essential ingredient in: obtaining accreditation;
identifying opportunities for scholarly collaboration; recruiting
graduate and undergraduate students; and periodic reports of faculty
scholarly work.
CMU is also committed to effective administrative practices. A second
purpose behind developing the FID is to reduce the number of
inquiries faculty members, departments and colleges receive regarding
the
same data about their professional activity. Presently, a request to
report recent publications could come from six different sources in
one academic year. Having one database could reduce the number of
requests to one, at the same time increasing the timeliness and
accuracy of the reports.
CMU is committed to sharing quality and useful information in a
variety of formats. A third purpose of the FID is to create an
accurate and timely record of faculty accomplishment that can be
shared with various constituencies and the public through annual
reports and department, college and university Websites and
publications.
Acceptable and Unacceptable Use
Faculty will be able to review, augment, update and delete their
information at any time.
Information in the FID will be shared only for authorized
purposes. Authorized purposes are:
- identifying and categorizing scholarly interests as a basis for
creating research teams and addressing funding opportunities
- preparing reports for accreditation, and for departments, colleges
and the university
- creating and updating department, college and university Websites
- allowing faculty to create resume/vita or other summary documents for
personal or professional use
- annual updating of University Bulletins
If a complete CV for an individual faculty member is desired for
dissemination outside the university, permission will be sought from
that faculty member prior to dissemination.
Unacceptable uses include commercial or partisan causes.
Database Ownership
Ongoing development, maintenance and oversight of appropriate use of
the FID and its Web interface will be the responsibility of the
Provost and his staff. Privileges to report from the database will be in line with
these guidelines and given through the Provost's Office. A list of
those who have been authorized to view and report from the database
will be available from that office.
Review
The accuracy of FID information is the responsibility of the
individual faculty member. Periodic reminders will be made to update
information, particularly prior to significant reporting activities
such as regional or institutional accreditations, but
faculty members should keep information up-to-date since FID
records may serve as the basis for real-time display on some
department or college Websites.
Units who report/publish from the FID are responsible for the accuracy
of their work. If inaccuracies
are identified, prompt attention will be given to correcting them.
When a report is partial (e.g., only publications from the last
five years), that fact should be clearly stated in the report.
Security Procedures
CMU will provide appropriate security devices to prevent unauthorized
access to or use of FID information.
Conditions Governing Access to the Database
for Reporting
Faculty members will have access to reporting capabilities that will
allow them to print a curriculum vitae based on their own information
in the FID. Additionally, forms will be developed that
faculty may use for internal processes that require database
information.
Those using the FID for other reporting/publishing reasons must
agree to the following conditions as a condition for reporting access:
-
commitment to rapidly correcting any misinformation and
inaccuracies in reporting
- clear communication regarding any partial reporting
- commitment to accurately representing the nature and timeliness
of the information
- commitment to entertaining requests from faculty with unique
privacy needs
- notifying faculty prior to FID information use when it
appears that information needed for a report has not been updated
recently
- clear indication of how to contact the author/originating unit of
any report in which the information is used
Changes in This Policy
Notification of significant changes in this policy will be made to all
faculty members and academic administrators and staff. The current
policy will be posted on the http://facultycv.cmich.edu/ Website.
Catherine Riordan, Vice Provost for Academic Affairs
September 15, 2004
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