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PANTHER 180 FAQs for HWCOM Faculty & Administrators v. 8/2/19

Panther180 is the database operated through larger FIU for recording just how much of what a faculty member does, or has done, in fulfillment of academic missions. Once all paid faculty are on board with it, it should make life easier for individual faculty, as well as departments and administration. Its use for COM is happening in general phases.

Please note that the system is run and administered through the Provost’s office. Any questions having to do with the overall system should be directed to Panther180@fiu.edu, or the Panther180 Helpline at 305-348-2169. If any issues come up for you that are specific to College of Medicine functions, please keep Dr. Barbra Roller (rollerb@fiu.edu) in the loop so we can keep track of these and share relevant information with other COM faculty and administrators.

Below is the list of the sections in the “Activities” tab (this tab is on the left hand menu of your home page). These are ALL of the categories into which you can enter (or have autopopulated) your ongoing work. This document refers frequently to each of these.

RE: General Information: (Training, Support and Follow-up)

Q. Do I have a Panther180 page? How do I find my Panther180 (P180) page?A. Every paid faculty member should have a Panther180 page generated automatically within 2weeks of hiring. If you do NOT have a page in the system, please contact Dr. Barbra Roller(rollerb@fiu.edu) as soon as possible.

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You can get to the page that says “Panther180 Log-In” using the link: https://panther180.fiu.edu. (FYI – it’s the first hit that appears if you Google Panther180) Using your FIU username and password will take you to your personal page.

Q. There is already information on my Panther180 page. Does that mean it should be up-to-date andthat someone else is taking care of it?A. Some information has been auto-populated from other University databases. And someinformation was entered as part of earlier HWCOM efforts to enable the system. However, it is up tothe faculty member and/or their departmental administrators, to check what is there for accuracy,and to maintain the database going forward. Don’t be surprised if you find inaccuracies.

Q. I am an administrator and want to get access to the pages for the faculty in my department. Howdo I do that?A. You need to submit a Panther180 Support Account Access Request Form, available athttps://panther180.fiu.edu/support-training/If you encounter any difficulties or have further questions about this process, contact Panther180@fiu.edu. (This is NOT controlled at the COM level.)

Q. How do I get training in Panther180?A. You can register for webinars and training sessions at http://professionaldevelopment.fiu.edu. Youare also welcome to start learning the system on your own. The basics are well-explained in many shorttutorials. You can get to these by clicking on “Support & Training” on the top bar that appears on thelanding page. Under “Interfolio Tutorials & Webinars”, you’ll see links to videos for both Faculty Usersand Admin Users.

Q: A link on the website isn’t working. What should I do? A: As the interface is managed through the Provost’s Office, the next best step is to call the Panther180 Hotline number (305-348-2169). If there are any issues getting a timely response, email Dr. Barbra Roller at rollerb@fiu.edu here at the medical school.

Q: Will I always be able to speak with someone when I call the Panther180 Helpline (305-348-2169)? A: If you are calling from 8:30 to 5pm, M-F, you should be able to speak with someone.

Q. How often will I have to enter database information into Panther180?A. Eventually, every paid faculty member will need to have their page updated at least once yearly, tosupport the annual review process. However, faculty are encouraged to update all new activities asthey occur.

Q: If/when a faculty member leaves FIU, can s/he continue to access their Panther180 page? A: At this moment, no. Once a faculty member loses their FIU email and account access, they can no longer access their Panther180 page. Before departure, they can download .doc and/or .pdf copies of their CV’s, annual reviews, as well as any other documents they have linked to Panther180 in the

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system. These would all have to be downloaded individually, rather than as a single command into a folder or zipped file.

RE: Promotions Process and Annual Reviews

Q: If I am going up for non-tenure track promotion do I have to use Panther180 to generate my CV or any other forms?

For Non-Tenure Track Promotion you MUST has your information in Panther180. Once you have been identified as going for promotion, you will have the NTTP link when you log on to Panther180.To generate your FIU formatted CV for NTT promotion, click on the left-hand navigation button “Vitas & Biosketches” to access this format. Panther180 allows you to download the .docx or .pdffile of the CV.To upload your biographical statement, go to the “Profile Tab” on the left-hand navigation menu. Once uploaded, you can return to edit or replace at any time. This will automatically appear as part of the NTT CV format.

You, will need to upload your statements of research/scholarly activities, teaching and service, andevidence documents as well as internal letters. External letters will be uploaded by your department Chair.

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RE: Entering Course Information

Q: I don’t see courses I taught before 2015. Do I have to enter them manually?

A: Sorry, but yes. As noted below, in order to manually change anything or add new courses in the Courses Taught section, you have to first go to the Home page, and then enter Courses Taught through the “Update Activities” link.

Q: The listing for “Courses Taught” at FIU is not up-to-date or is not correct, and I can’t edit it. What should I do? A: You’re right that you cannot edit it if you got into the section directly through the Activities tab on the left navigation menu. But if you go back to Home on the left navigation menu, and click on the “Update Activities” tab near the upper center of your dashboard, you will get to the page that starts with a “Courses Taught” section for each semester you have been at HWCOM. At the bottom left of each of those semester sections is a tab “Add Courses Taught.”

To REMOVE a course that is there, click “Course Not Taught” and follow that up with an email to Jessica Vallejo (jevallej@fiu.edu) or Dr. Barbra Roller (rollerb@fiu.edu).

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Q: The system asks for a semester – fall, spring or summer – for several entries. We don’t have semesters at the medical school. Why is this required, and what’s the best way to deal with this? A. Panther180 was designed for use in the larger university. Within HWCOM, please use the following

semester designations, based on the start date listed in the course syllabus: Spring: for courses with start dates anytime from January through May Summer: for courses with start dates anytime from May to the first 2 weeks of August Fall: for courses with start dates anytime from the last two weeks of August through December

Q: Where do I find out the number of credit hours in a course that I teach, the course number and/or the official course name? A. The syllabus of each course has both the credit hours, the course number and the official course

name. Any faculty member teaching in a course should have access to the Canvas site for thatcourse, which contains the syllabus. The course directors and coordinators also keep copies of syllabi for their courses.

Q. Do I have to list the exact number of students in a course for the Enrollment entry?A. For required courses, it is fine to simply list 120, the class size here at HWCOM. For elective courses, you should list at least an approximate number. The course director or coordinator, or the Registrar’s office that receives the final grade sheet, can provide this number.

Q. What do I enter for the “section” when I add a course?A. The section number is usually U01 for courses within HWCOM.

Q. What is the “classifications” column for each course?A. There are 6 questions here. Five of them have to do with whether there is a community engagement or international/intercultural component to the course. (FIU has a Carnegie designation for community engagement and keeps track of this.) The last of the questions here is about “course roles” – this is unique to the medical school. Given the variety of teaching and assessment approaches we use at HWCOM, we created this category to track the different ways in which you can contribute to a course. You can select of course several, as many of us have more than one role in a course.

Q. Do I have to attach the syllabi and course evaluations for all courses I have taught/taught in?A. No! We do recommend doing this for courses in which you were the course director or co-director. That said, you are welcome to use Panther180 as your platform for storing these documents if you want to. If and when you do come up for promotions, you will want the student perceptions (evaluations) of your teaching that are contained in the official end-of-course and interim evaluations. But again, it’s up to you whether you want to store these in Panther180 or a separate file.

Q. What is “peer evaluation” in the course attachments section of Courses Taught?A. Peer evaluations of teaching, highly recommended for those especially on the Educator/Scholar track, are written evaluations of your teaching and/or other educational activities done by a colleague, course director, faculty developer or dean. A peer evaluation is typically based on a live observation of

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your teaching, though it could be the comments of reviewers who vetted your materials for an online repository such as MedEd Portal. If the former, it should document the date and session in which you were observed, and the observers’ estimation of the strengths and areas for improvement in your teaching. It can also refer to any discussions you had with the peer evaluator, and the conclusions that you came to together about moving forward with your skills.

Q. Where do I put student evaluations (perceptions) of my teaching/courses? And where do I getthese from?A. If the student perceptions (evaluations) are part of a larger course evaluation, then just link as acourse evaluation. Anything else can be categorized as “other”. You should be collecting studentperceptions of your teaching from day 1. HWCOM has an extensive system of course evaluations, andfaculty with any significant or recurring role in large or small group teaching are individually rated bystudents. Course directors should send these to all course faculty. If you do not regularly receive yourevaluations by students, contact the course director, the Associate Dean for Faculty or the AssociateDean for Curriculum and Medical Education.

Q. By the way, why do you call them “student perceptions of teaching” rather than “studentevaluations of teaching?A. We are adopting the terms used by larger FIU in its P&T and other guidelines. Professional educatorshave long recognized that student reactions to learning experiences, while informative, should not bethe primary basis for judging the quality of teaching. This is because they often derive from factorsthat do not actually impact learning. On the other hand, peer evaluations, when done in line with avariety of criteria for teaching effectiveness, can cover a much broader set of factors.

Q. I have taught at other universities and colleges. Where do I enter this information?A. The second option under the activities tab “Teaching Innovation and Evidence of Other RelevantTeaching Activities” will take you to a page that has box A “Teaching Innovation”, and box B “Evidence ofOther Relevant Teaching Activities.” Box B is where you should enter information on courses taughtelsewhere. The drop down, under “other activity type” in this box, has options for “classes taughtoutside FIU” and “guest/invited lecturer."

Q. I give presentations outside of the curriculum to students. Where should I put these?

A. You have three options and they overlap to some extent. So use your best judgment.1. Teaching Innovation and Evidence of Other Relevant Teaching Activities>B: Evidence of OtherTeaching Activities>Other Teaching. We recommend this if your presentation is focused on actuallearning of skills and knowledge, especially if it is part of a series or larger effort.2. Scholarly Publications and Creative Activities>Invited Presentations/Paper/Lectures –recommended if you are presenting newly generated or synthesized information.3. Other Institutional Service – This might be a better fit if you are giving a session that is more aboutgeneral career or personal advice or perspective (e.g. a student interest group talk).

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Q. I present at journal clubs, and other faculty development activities. Where should I put these?A. These belong in Teaching Innovation and Evidence of Other Relevant Teaching Activities>B. Evidence of Other Teaching>(dropdown) Delivery/Design of Professional or Executive Education.

RE: Grants, Research and Publications

Q: There is incorrect information on the listing of my grants, and I can’t edit it. What should I do? A: Email Panther180@fiu.edu. If you don’t see the requested correction done on your Panther180 page within a week, and otherwise haven’t heard from the system administrator, please email Dr. Barbra Roller at rollerb@fiu.edu

Q. The grant information that has been auto-populated is only for grants on which I am the PI or the co-PI. Is there a way to use the ORED number of a grant to automatically enter information for grants on which I am an investigator, but not a PI or co-PI?A: No. You have to manually enter information for those grants.

Q: I have lots of publications. How can I get them transferred from an existing database into Panther180? A: If your publications come from any of the following databases (PubMed, Google Scholar, Web of Science, Scopus, CrossRef MetaData Search, DataCite, Airiti, Europe PubMEd Central, among others), you can link your ORCID account to your Panther180 page by going to the bottom of the Vitas and Biosketches section. You’ll see an option there to link your existing ORCID account to the FIU Institutional Account. If you already have an ORCID number, do that. If you don’t, you also have the option to use this link to create an ORCID account, that you can then link to your FIU account. Once you do that, you’ll see queries that will direct the system to search for and present your current publications. You will be able to designate those you want auto-populated into Panther 180 (you’ll also have the option to tell the system to NOT duplicate what’s already in Panther180) and they’ll be moved over. After they are populated into your Panther180 page, you should read through how they appear in Panther180, and can still make corrections. For example, if you import citations through PubMed, you may always be listed as first author, and you will need to correct the citations.

For any questions regarding ORCID or inputting publications into P180, please contact our very knowledgeable librarian Frank Fajardo at: ffajardo@fiu.edu.

Q. How do I get entries for publications to appear in date order?A: Under the column “Year Pub,” you should see an arrow going up or down. Clicking on it will reverse the order from one to the other.

Q: I have lots of conference presentations and abstracts? Do I have to manually enter them? A: Yes. Unfortunately, the database that contains many of these, EMBASE, is not searchable using your ORCID number.

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Q: Under Co-Author Verification, I see that my colleagues have entered publications that I already have on my Panther180 page. Should I accept or reject? A: You should reject it. If you accept it, it will appear as a duplicate in your system. If you do not already have it entered, then accepting it will put it on your page and you won’t have to enter it yourself.

RE: Service, and other

Q: How do I use the Input Form on the page “University Committees?” A. The page initially appears as follows:

From here, if you just click on the drop down next to Committee*, you’ll have options for the major committees at the FIU level. To get to COM, you need to click on the + next to Provost and Exec VP Acad Aff, then click on COM Deans Office. If your committee is listed within a drop down for an office or department, use that. If not, just select “other” and then you’ll have the option of entering free text to name the committee.

Q. What goes in Professional Development?A. Anything that you’ve done that has helped build your skills for what you do for the COM mission.Faculty development courses for sure. Anything that is certificate-earning. You have the option ofentering many other activities, such as online CME and general conferences where the goals areprimarily networking and learning about updates in your field. However you DO NOT have to enter allof these and should feel no obligation to go back through your files to identify all of these.

Q. What’s the difference between External Service and Engagement Activities?A. External service applies more to service to leadership positions, advisory boards and ongoingcommittees outside of FIU. Engagement Activities refers to involvement with projects with specificoutcome measures and on grants outside of FIU. Engagement Activities also include Guest Lecturingand Presentations – so here you can put lecturing and presentations to lay/community groups, and toprofessional groups that do not consist primarily of your colleagues in healthcare and medicine (e.g.Women’s Leadership Forum.) You can also put here media interviews and minor publications aimed atlay audiences (blog postings, newspaper columns, etc.) [Patient education materials and other

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products for use and distribution in the healthcare setting will most often belong in Scholarly Publications and Creative Activities].

The drop down menu for types of Engagement Activities is:

Q: I have served as an advisor to student groups. The section on student supervision/mentoring looks like it’s for advising on projects, theses and publications for individual students. So where do I put my service to groups of students? A: We recommend that you put this under “Other Institutional Service.” And when you do that, there is no need here to list the names of individual students whom you have advised.

Q. I have served as a formal Academic Advisor in HWCOM’s Academic Advising Program. Where do Iput that?A. That also goes under “Other Institutional Service.” Again, you do not need to list individual students.You might say something like (routinely met/meet with 10 students in each class to track academicprogress and plan for residency selection and application.)

Q: I have served as an OSCE examiner for the third year promotional OSCE, which is NOT associated with a specific course. How do I document this? A: We recommend that you put this under “Other Institutional Service.”

Q. I have done a number of media interviews (radio, TV). Where should I put those?A. These typically will fit best under “Engagement Activities’. Also feel free to bundle these whenappropriate. For example, if you are frequently called upon to interview with a certain radio station,you might call it “Multiple Radio Interviews on WXYZ – Health Related Topics”

Q. I have done multiple talks/lectures for lay community groups and professional groups outside ofhealthcare. Where should I put those?A. These also best belong under Engagement Activities. While the Scholarly Publications and CreativeActivities section has an option for “lectures”, this is best reserved for lectures to medical professionalgroups – that way, when the time for promotions review arrives, this section will appropriatelyhighlight your reputation within your medical professional community. This is the reputation thatcounts most heavily in the promotions process.