Portfolio Information for Faculty Candidates

1. Departments will provide names of faculty members who will be submitting portfolios to Faculty Affairs.
2. When the schedules are launched, faculty members will receive a system email from Watermark saying that the schedules are open.
3. Faculty members will log into Watermark.
4. The portfolio schedule will be listed on the Home page under the ‘TO DO’ link.   
   
   1. If a faculty member does not receive a system email indicating that they have been placed in a portfolio schedule, they need to notify their department chair/school director. The department chair/school director will need to send an email to FacultyActivityData so that a workflow can be launched.  
   2. If the schedule listed in the Tasks Inbox is incorrect, the faculty member needs to notify their department chair/school director. The department chair/school director will need to send an email to FacultyActivityData indicating what type of workflow the faculty member should be added to.
5. In the TO DO section, click the name of the schedule
6. When the workflow is opened, there will be a .pdf document titled ‘Information for Portfolio Review.’ 
   
   1. Open the document to ensure all the information is correct. 
      
      1. NOTE: The document may contain both the current year’s and previous year's information. If the report has multiple years of data, it will not cause any issues. 
   2. If any information needs to be changed, faculty members will use the ‘My Profile’ icon to open the page of section links.  
   3. For information that cannot be changed (any box with a lock icon on it), faculty members will need to email FacultyActivityData to have the changes made. 
   4. Once the changes have been made, click ‘Refresh Report’ icon (blue box with a white circular arrow in it) to incorporate the changes.
7. Section 3.12.B.7.I of the faculty handbook lists the documents needed for a portfolio submission to include the narrative, list of links, vitae, annual review material, departmental guidelines, review letters from pre-tenure reviews or 3rd year reviews, and joint appointment memorandums. 
   
   1. Annual review material includes all FPA and ARDs since the last successful portfolio submission, or from the hire date if this is the first review. 
      
      1. Click the ‘Click here to select prior submissions’ link in the ‘Previous Annual Reviews box’ to open a screen that lists completed ARD/FPA workflows.
         1. Select the appropriate ARD/FPA workflows to be added to the workflow.
      2. If additional ARD/FPA workflows are needed, the faculty member must download the missing workflows.
         1. Files are downloaded using the ‘Reviews’ icon.
            1. In the ‘History’ section, use the black arrow in the ‘Actions’ column to download the file.
         2. The downloads will include the FPA file, ARD file, and an .html file. NOTE: The downloaded file will be a .zip file and will need to be extracted to get the individual files.
         3. All three files MUST be uploaded for each year. 
   2. Pre-tenure and 3rd year review letters refer to review decision letters written by all levels of reviewers and any response letters. These should be included in the portfolios of faculty who are currently coming up for the next multi-year review immediately after the Pre-Tenure or Third-Year Review at KSU.  

1. Items can be imported through the ‘CV Imports’ link on the Watermark main page. 
2. There is no restriction on the type of file uploaded
3. There is no restriction on the total amount of storage needed when uploading files.
4. Individual files sizes are limited to 100MB.  Files larger than 100MB will need to be divided into multiple files and uploaded individually. To ensure each file is included on the List of Links (Links to Supplemental Evidence Files), the 'Include File in the List of Links' check box must be checked for each file segment.
   
   1. Large files may take some additional time to finish uploading.  Do not click ‘Save’ until the upload is complete, or the upload will not finish.
5. For files uploaded through the ‘My Profile’ icon into a section link (for example, ‘Publications’), add a file name in the ‘File Description (Optional)’ box, and click the ‘Include File in List of Links?’ box.
6. For files being added in the Scheduled Teaching at KSU section:
   
   1. Faculty members do not need to upload course evaluations for courses taught since KSU moved to Watermark Course Evals in the Spring 2023 semester. Course evaluations will be automatically added from the Course Evaluation and Surveys module to the corresponding course.
   2. Course evaluations will appear in the ‘Evaluation File’ box in the middle of the ‘Edit Scheduled Teaching at KSU’ page. This is a locked box and cannot be edited by faculty members.
   3. This file will automatically create a link to the faculty member’s List of Links.
   4. If there is no file in this box (Evaluation File box), faculty members must upload the course evaluation in the 'Upload Evaluation Results' box. To be included on the List of Links, the faculty member must check the ‘Include File in List of Links?’ box.
   5. For faculty members uploading additional files (i.e. syllabus, project instructions, etc.), these files will be uploaded in the ‘File(s)’ box at the bottom of the ‘Edit Scheduled Teaching at KSU’ page. For these files to be included on the List of Links, the faculty member must select a document type from the ‘Type’ drop-down list and check the ‘Include File in List of Links?’ box. Watermark will not create a link without a type of file selection.

1. Once all the supplemental evidence files have been uploaded, faculty members will need to create a list of links that can be referred to in the narrative.

   1. NOTE: Only the number reference is needed.  Live links will not be entered into the narrative.

2. On the Watermark Main page select the ‘Reports’ icon.  Click the ‘Links to Supplemental Evidence Files’ report link.

3. Select the appropriate date range and run the report. 

   1. NOTE: This will create a list of the items selected for inclusion in the portfolio. The generated hyperlink on the report will open the associated file.

4. Only add the link number to the narrative that references the matching item on the List of Links. Live links are not added to the narrative.

5. The List of Links should be created after everything has been uploaded/updated in the ‘My Profile’ section.

6. Test the links to ensure they work before uploading the List of Links to the portfolio.

NOTE: The Links to Supplemental Evidence Files report, is not included in the page limit for the narrative.

NOTE: Use the List of Links to Supplemental Evidence Files Report exactly as it is downloaded.  Editing the file, copying, and pasting the links into a new document, or renumbering the links may cause the links to break.

1. Faculty and department chair will select external reviewers according to the process outlined in the KSU Faculty Handbook, section 3.12.B.3.I.

2. The faculty member uploads contact information about the reviewer, and the materials for the reviewer (i.e., cv and selected publications).

   1. NOTE: DO NOT upload the remaining portfolio documents at this time.

3. The faculty member advances the portfolio to the department chair.

4. The department chair contacts the reviewers and monitors the portfolios to ensure the letters are received.

   1. NOTE: For Instructions for department chairs, click the Portfolio Information link on the Watermark homepage. On the Portfolio Submission & Review Information page, click the Portfolio Information for Reviewers box

5. Once all the letters have been received, the department chair will advance the portfolio to the faculty member. If all the letters are not received prior to the August 1st deadline to advance the portfolio to the candidate, the "chair will so note in the portfolio" and return the portfolio to the candidate no later than August 1st.  

    

6. Once the portfolio has been returned to the faculty member, the faculty member will upload their full portfolio documents.

1. NOTE: It is highly recommended that faculty members click the ‘Save’ button at the top right corner of the portfolio page as files are uploaded.
2. NOTE: Faculty members must click ‘Submit’ to forward the portfolio. It is highly recommended that faculty members open their ‘Reviews’ icon to ensure their portfolio has moved from the Inbox to the History box.
3. NOTE: DO NOT change any files once uploaded and linked. This will break the links on the List of Links report causing the reviewers to not be able to see the documents.