Online Personal Profile Form Process

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Online Personal Profile Form Process
January 22, 2017
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Fact
The number of volunteer faculty appointments has
grown steadily over the last few years and is
anticipated to continue at a rapid pace due to
the expansion of clinical training sites across
the state. The Office of Academic Administration
estimates that over the last 12 months,  there
has been a net increase of about 300 volunteer
faculty members.  
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Problem
The existing method of collecting this form is
cumbersome for both the user and IUSM, which
includes Academic Administration, Department
Chairs, Center Directors, Department HR Liaisons,
Academic Affairs at IUPUI, and then back to
Academic Administration for entry into FORMS (the
School of Medicine faculty database).
Where is it?
Who has it?
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Solution
To streamline the process and create greater
standardization of the information obtained from
new volunteers, OFAPD, Academic Administration,
and UME have collaborated to develop an online
application, routing, and approval system. We
anticipate that this will provide more consistent
information to department chairs and center
directors, ease the administrative burden, and
reduce the length of time it takes to process
these appointments.
http//faculty.medicine.iu.edu/profileform
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Online Personal Profile Form
We've added a number of fields to the required
form in response to department chair requests for
more information upon which to base their
approvals. In addition to the standard
information, applicants will now provide
information about their board certification,
honors and awards, and teaching experience.
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Online Personal Profile Form
New Fields to the System
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Online Personal Profile Form
New Fields to the System
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Online Personal Profile Form
New Fields to the System
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Online Personal Profile Form
New Fields to the System Note If these fields
are not complete, including undergrad
information, the Hire eDoc will not be approved.
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Online Personal Profile Form
New Fields to the System
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Online Personal Profile Form
New Fields to the System
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Online Personal Profile Form
New Fields to the System
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Online Personal Profile Form
New Fields to the System Note The online
Personal Profile Form cannot be submitted unless
the Honor Code box has been checked. There is no
need to obtain a paper copy of the signed Honor
Code.
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Online Personal Profile Form
A volunteer applicant may complete the form in
one setting or save it and return to complete it
at another time by clicking on Save Unfinished
Form. If the volunteer saves an incomplete
form, they will receive an email message giving
them a link and password to access their form at
a later time.   Once the form is complete, the
applicant must click on Submit Finished Form,
which will trigger an automatic email to the
Office of Academic Administration. Electronic
routing of the Personal Profile Form has begun.
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Online Personal Profile Form Routing
Step 1
To Academic Administration
Hey, someone has filled out the form!
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Administration
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Online Personal Profile Form Routing
Academic Administration selects the correct
department and campus (if appropriate) to begin
the routing.
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To Department Chair
We need your approval. Click here to approve
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Online Personal Profile Form Routing
The Chair will access any waiting approvals
through their custom dashboard located at
https//faculty.medicine.iu.edu/admin/index.asp?ty
pechairs
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Online Personal Profile Form Routing
Once in the system, the Chair simply selects the
name waiting for approval.
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CHAIRS
On the individuals record, the Chair Approval
area is located at the top. The Chair either
approves or denies.
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Online Profile Form Routing
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What if they do not approve?
Please see Slide 27.
If the Chair approves the appointment, the system
sends an email to the HR Liaison for the
appropriate department or regional center.
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To HR Liaison or Center HR Liaison
We need your action! Click here to approve
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Online Personal Profile Form Routing
Just like the Chair, the HR Liaison also has
their own dashboard.
https//faculty.medicine.iu.edu/admin/index.asp?ty
pecontacts
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Online Personal Profile Form Routing
1
HR LIAISONS
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Start eDoc Process
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Online Personal Profile Form Routing
The HR Liaison clicks on the Print button in
the upper right corner.
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Online Personal Profile Form Routing
The print page for the record has all formatting
removed and has been created to save as a PDF. Be
sure to look through the record and make sure no
boxes are cutting off important information.
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If a box is cutting off information, grab the
corner of the box and pull downward (not
sideways) to allow the information to appear.
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Online Personal Profile Form Routing
Print the form as a pdf by following these steps
Explorer users (IE 8.x or higher)
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• Go to File -gt Print Preview
• At the top of the page you see a Shrink to Fit
  dropdown menu
• Select 80 out of the drop down
• Hit the Print icon
• Select Adobe PDF in the Select Printer window

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Online Personal Profile Form Routing
Firefox users
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• Go to File -gt Print Preview
• At the top of the page you see a Scale dropdown
  menu
• Select 80 out of the drop down
• Hit the Print button
• Select Adobe PDF in the Printer Name window

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Online Personal Profile Form Routing
To complete the volunteer faculty
appointment   Review the printed Personal
Profile Form (PPF) for completeness and obtain
any missing information from the prospective
faculty member.   Initiate either a Maintain
Person eDoc or an Add New Person eDoc, as
applicable, followed by a Hire eDoc. When
searching in HRMS prior to initiating an eDoc,
always use name AND birthdate. If there is no
match when using both these criteria, you will
need to contact the prospective faculty member to
obtain their Social Security Number they have
been forewarned that this might occur.   Forward
a completed Academic E-Doc Processing Checklist
with the prospective faculty members PPF to the
Office of Academic Administration.
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Online Profile Form Routing
If a department Chair disapproves an appointment,
their comments will automatically be forwarded to
Academic Administration who will coordinate any
further action, should it be required.