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Faculty & Proxy Resources

Resources

Tutorial Videos

Please sign in with your OUHSC username and password to view our tutorial videos here.

 

Available videos:

*NEW* First Annual User Workshop 2022

  1. *NEW* "Getting Started"- an intro to the system and website resources
  2. *NEW* "User Training" -an abbreviated training session for all users
  3. "How to Use the User Guides"- walk through applying the Quick Guide and Faculty User Guide
  4. "How to Use the Decision Trees"- learn how to apply the Decision Trees (older versions)
  5. *NEW* "Narrative Screens"- description of the new screens and the report to use
  6. "Saving Time by Importing Publications"- a step-by-step guide on importing publications from PubMed and other search engines
  7. "Saving Time with Pasteboard and Duplicate" - a few tricks to help you save time when you have a lot of activities to enter

 

Frequently Asked Questions

System Overview

What is Activity Insight?

This is the online database service that COM uses for faculty to track activities, produce standardized CVs, record notes to be used for P&T dossier narratives, and for departments to run reports as needed.

 

Why do I have to use Activity Insight?

The system has been greatly customized based on what the COM Promotion & Tenure Committee wants to see on a Curriculum Vitae. Narratives for campus award nominations, short biosketches, the needs of the faculty executive committee, and the needs of the deans and department chairs have all contributed to this very specific standardized CV report.

 

Who uses Activity Insight?

All COM faculty with at least .10 FTE should have an account. Proxy accounts and department or section access can also be granted. Please discuss with your department lead which access is appropriate for you.

 

Who do I contact with questions?

Trista Hoehne is the college administrator for all users and can be contacted at trista-hoehne@ouhsc.edu or activityinsight@ouhsc.edu.

Tulsa faculty and proxies can also reach out to Angela Miller or Samantha Mayer at angela-miller@ouhsc.edu and samantha-mayer@ouhsc.edu.

 

How do I acclimate myself to the system?

It is best to attend training sessions that are offered monthly but we also have a wide variety of resources available. To begin, I recommend familiarizing yourself with the CV Quick Guide and 3 Decision Trees while also watching the short tutorial videos. All of these are available on the Faculty & Proxy Resources page.

 

What browsers are supported?

Google Chrome and Mozilla Firefox are your best choices. Please do not use this system in Internet Explorer or Microsoft Edge.

System Access

How do I get access to the system?

New faculty will be added automatically when monthly reports are run from the faculty database. Any other type of access can be requested from the blue link on the Activity Insight homepage. All users must have an OUHSC username (email) and password. 

How do I assign a proxy (delegate) to help me?

Please use the access request form on the homepage to request access to your account for proxies.

Who can see my information?

College administrators who manage the system, your department chair and section chief (if applicable), department users (usually business managers or chair assistants), and any proxies assigned to help you enter information into the system.

Data Entry

How often should I update my information?

Your information should be updated frequently to avoid creating a backlog for yourself and your proxy. We require that the faculty member review their information AT LEAST once per year and complete the Faculty Acknowledgment.

Who can edit my activities?

Only the faculty member and those with proxy access can edit activities entered.

What if my activity doesn't fit into an existing category?

Make sure you are using all of the resources available to you like the CV Quick Guide and 3 Decision Trees. If you continue to have questions, contact Trista Hoehne (or Angela and Samantha in Tulsa) to walk through some questions and examples to help you choose the best place for the activity.

What if I don't have some of the information for every activity?

You do not have to complete every field. However, you MUST have at least one year associated with an activity and any fields marked with a red asterisk to be able to save that activity.

When an activity has been entered in the incorrect screen, how do I move it to the correct screen?

The disappointing answer is that you just have to delete it from the incorrect screen and add an all new entry on the correct screen. Be sure to use the resources like the PasteBoard to help make this a little less painful.

Where do I enter information about mentoring a colleague?

All mentoring, whether it be to students, trainees, or junior faculty, will go in the Directed Learning and Mentoring screen. You’ll be able to explain your role with each mentee.

How do I enter a mentee author that I supervised in my Publications?

On the data entry for that screen in Publications, be sure to mark the checkbox for that mentee in the Author DSA (dynamic sub-answer) box. A symbol will print next to their name on the CV report.

How should I use the narrative screens?

These are new in January 2022 and will probably be adjusted as well all get used to using them. Just know that these are just places for your notes and to attach any useful documents to the given prompts. While you will be able to produce a “Narrative Report” where all of your notes and documents are printed, it should not be considered a complete narrative to be used for P&T dossiers, biosketches, or award nominations.

System Reports

How is my information used?

You, your proxy, department users, and college administrators can run reports on your information at any time. Typically, this is used to review your CV for corrections and updates. Your department users and college administrators may use reports to complete data sets (ACGME Faculty Scholarly Activity, Department Profiles, etc.) or to serve as research for nominations for awards or other recognitions.

What reports can be generated from Activity Insight?

Right now, you can run a standardized CV, a Mini CV (specific dates), the Faculty Performance Evaluation outline, and customized department reports (if applicable). We are always developing new ways to use the system. If you are interested in a new report, reach out to Trista Hoehne to discuss the design and possibilities. Narrative screens and a corresponding report are expected to be available in January 2022.

How do I create a report?

When signed in to the system and looking at your activities page, there is a Rapid Reports button in the top right. Click on that and choose your appropriate report and dates.

Why isn't my activity showing up on my CV report?

If you are missing an activity, begin with checking the date range you chose for the report, then check the date saved in the activity in the system. If the issue doesn’t appear to be date-related, reach out to your college administrator (Trista for either campus or Samantha in Tulsa) for further troubleshooting.