Online Personal Profile Form Process June 18, 2022
Dec 23, 2015
Online Personal Profile Form Process
April 19, 2023
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.
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?
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
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.
Online Personal Profile Form
New Fields to the System
Online Personal Profile Form
New Fields to the System
Online Personal Profile Form
New Fields to the System
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.
Online Personal Profile Form
New Fields to the System
Online Personal Profile Form
New Fields to the System
Online Personal Profile Form
New Fields to the System
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.
Online Personal Profile FormA 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.
Online Personal Profile Form Routing
To: Academic Administration
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Ad
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istr
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Step 1
“Hey, someone has filled out the form!”
Online Personal Profile Form Routing
To: Department Chair
We need your approval.Click here to approve
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Academic Administration selects the correct department and campus (if appropriate) to begin the routing.
https://faculty.medicine.iu.edu/admin/index.asp?type=chairs
Online Personal Profile Form RoutingThe Chair will access any waiting approvals through their custom dashboard located at:
Online Personal Profile Form Routing
CH
AIR
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Once in the system, the Chair simply selects the name waiting for approval.
On the individual’s record, the Chair Approval area is located at the top. The Chair either approves or denies.
Online Profile Form Routing2
To: HR Liaison or Center HR Liaison
We need your action!Click here to approve
3
If the Chair approves the appointment, the system sends an email to the HR Liaison for the appropriate department or regional center.
What if they do not approve?Please see Slide 27.
https://faculty.medicine.iu.edu/admin/index.asp?type=contacts
Online Personal Profile Form RoutingJust like the Chair, the HR Liaison also has their own dashboard.
Online Personal Profile Form Routing
HR
LIA
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Start eDocProcess
Online Personal Profile Form RoutingThe HR Liaison clicks on the “Print” button in the upper right corner.
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Online Personal Profile Form RoutingThe 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.
Online Personal Profile Form Routing
Print the form as a pdf by following these steps :
Explorer users (IE 8.x or higher)
• Go to File -> 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
4
Online Personal Profile Form Routing
Firefox users 4
• Go to File -> 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
Online Personal Profile Form RoutingTo 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.