WELCOME TO FAMOUS Welcome to FAMOUS, the Faculty Administrative Management On-line User System. As the principal users of FAMOUS, Faculty Roster representatives employ this web-based application to maintain a variety of information on faculty with appointments at their schools, including: general information (basic demographics), contact information, appointment and rank history, education and training, and professional employment history. WHAT IS FAMOUS? FAMOUS is a web-based application, supported by an Oracle database, which provides the new infrastructure for medical schools to participate in the AAMC s Faculty Roster. Using FAMOUS, Faculty Roster representatives from member schools can update and access information on individuals with faculty appointments at their institutions. With the implementation of FAMOUS, Faculty Roster representatives no longer mail paper FR-1 forms to the AAMC for manual data entry, or rely on AAMC staff to prepare standard reports. FAMOUS provides representatives with direct and continuous access to data and reporting features, including benchmarking against historical data that is broken out by individual school or aggregated across schools. FAMOUS offers a variety of data entry methods and reporting features. The application supports two batch updating processes: an electronic data exchange (EDE) from school-specific databases and an Update Wizard for modifying selected data elements in a spreadsheet mode. Faculty records may be viewed, entered, or modified individually using the web-based data entry tool. Faculty Roster representatives can access a set of standard reports, as well as download their institution s complete dataset to a flat file for manipulation outside the FAMOUS application. As FAMOUS super users, Faculty Roster representatives also have the ability to assign FAMOUS rights and privileges to other administrators/staff, such as to department administrators and to new faculty to complete the initial questionnaire online. Department administrator and other administrator/staff users have limited access to FAMOUS functionality. First, the Faculty Roster representative may designate a limited set of departments that these users may access. Second, administrative users will not have access to school-level reports, or to the FAMOUS Utilities navigation button that is used for EDE and for the assignment of user privileges. FAMOUS expands the capabilities of the Faculty Roster in several important ways. First, while the Faculty Roster originally included data on full-time faculty members only (both active and inactive), FAMOUS allows (but does not require) schools to maintain the same information on part-time, volunteer, and emeritus faculty (again, active and inactive). Second, FAMOUS is integrated into other existing AAMC information systems. Because some FAMOUS data fields will be linked with information from other databases (for example, the AAMC s Student Records System for information on conferring the M.D. degree) in some cases, FAMOUS users need only to verify data, rather than to enter information from scratch. Third, FAMOUS supports some new data elements not previously included in Faculty Roster. These new data elements should increase the utility of the database for school management and research purposes. 1
Finally, in the past, data in most Faculty Roster fields had been overwritten as changes occurred. Now, FAMOUS will maintain historical data over time. AAMC, FACULTY ROSTER, AND FAMOUS In conjunction with the National Institutes of Health (NIH), the AAMC initiated the Faculty Roster in 1966 as a continuously updated database aimed at assessing the intellectual capital of medical education by studying sources of faculty, circumstances of faculty training, movements of faculty among institutions, and reasons for faculty departure from medical academia. The Faculty Roster is one of the AAMC s major databases. As of 2003, the Faculty Roster has grown to contain records on roughly 105,000 active faculty. More than 120,000 inactive faculty members are retained for research purposes or in case of reactivation. Medical schools, academic societies, federal agencies, and private organizations, as well as the AAMC, use the information in this database for biomedical workforce research, human resources planning, and recruitment. In addition, the NIH uses the Faculty Roster to help inform a variety of policy decisions. Among the services that the Faculty Roster offers are the annual trend data tables entitled U.S. Medical School Faculty, the Medical School Faculty On-line Directory, and the web-based Report Generator. U.S. Medical School Faculty information includes 20 tables that break out the number of full-time faculty in numerous ways, such as by rank and department. The On-line Directory allows users to look up a full-time, active faculty member by last name and then provides the full name, degree, rank, department, and institution on the selected individual. The Report Generator allows users to prepare customized aggregate statistics on faculty characteristics based on user-specified medical school criteria, such as location and ownership. All of these Faculty Roster services are accessible to Faculty Roster representatives through the FAMOUS application. 2
GETTING STARTED Web Browser FAMOUS is accessed using Internet Explorer version 5.5 or higher, on an IBM-compatible PC (it is not supported by Internet Explorer on a MAC). If you would like to update/upgrade an older version of Internet Explorer, open your current browser and go to http://windowsupdate.microsoft.com and follow the instructions to upgrade your web browser. Logging into FAMOUS 1. Open Internet Explorer and enter this URL: http://services.aamc.org/famous 2. Enter your User Name and Password when prompted. User Names are not case sensitive, but passwords are. You may change your password at any time. If you have any problems regarding your User Name or Password, please contact FAMOUShelp@aamc.org. 3. You are now at the FAMOUS Welcome screen. From here, you can access all FAMOUS functionality, including Help features. The Help button appears in the upper left-hand corner of the header on every screen directly under the FAMOUS logo. Logging out of FAMOUS To prevent unauthorized individuals from using FAMOUS and possibly accessing confidential information, be sure to log out of FAMOUS at the end of each work session. The Logout button appears in the upper left-hand corner of the header on every screen, directly under the FAMOUS logo. Back Button The Back button in your web browser has been disabled in FAMOUS. Do not use the Back button. Enabling the browser s back button puts you at risk of encountering error messages or losing the data that has been entered. At the bottom of most screens, hit Save or Save and Continue to commit your data to FAMOUS. Then, click on the navigation buttons and tabs within FAMOUS to move to different screens. Data Validation Rules Refer to Appendix C for a list of data validation rules and checks built into the FAMOUS application. FACULTY NAVIGATION BUTTON Use the Faculty Navigation Button to create, update, and terminate faculty records. 3
Faculty Search Q. How do I perform a Faculty Search? To add a new faculty record, or view and modify an existing faculty record, a faculty search must be performed. 1. Select one or more faculty records within the school according to one or some combination of these criteria: a. Location. For schools with more than one campus, searches may be performed by location. The location field only appears when the school has multiple locations. b. Department. To search for faculty in multiple departments or across the school, leave the Department field blank. c. Name. To search for multiple faculty members, enter last names separated by commas. d. AAMC ID. e. Social Security Number. To search for more than one faculty member, enter multiple Social Security Numbers separated by commas. f. Nature of Appointment. To search all four Nature of Appointment categories, select the All option. g. All or Primary Appointments. h. Tenure Status. To search all four Tenure Status categories, select the All option. i. Faculty Rank. To search all five Faculty Rank categories, select the All option. 2. After specifying one or more criteria, select the Search button at the bottom of the page to run the search. 3. Reset returns a fresh search screen. 4
By not specifying any options on the Search page and running the search, FAMOUS searches all faculty with active faculty appointments in the entire school or department (depending on the user s access rights). Faculty Search Results FAMOUS lists the Faculty Search results alphabetically by last name. Results also show each faculty member s AAMC ID, degree(s), and rank. Faculty members appearing on any search results page hold at least one active faculty appointment at the school. The Faculty Search Results page includes these options: Search Again. Check Boxes. A checked box appears to the left of each faculty name in the results list. FAMOUS includes all faculty names with a check in the box beside them in the group of detailed records with which you may work. To select or deselect all records resulting from the Faculty Search, use the rectangular green box to toggle between Uncheck All and Check All. Alternatively, you may check or uncheck the individual boxes next to each faculty name. Continue. New. Select the New button to establish a record for a new faculty member, specifically, someone who could not be located in the Faculty Search. 5
Adding New Faculty Q. How do I add a new Faculty Member to FAMOUS? 1. Conduct a routine Faculty Search within the school (refer to Faculty Search and Faculty Search Results). 2. Once a new faculty member does not appear in the Faculty Search Results, select the New button on the bottom left of the Faculty Search Results page. This will initiate a search across the entire FAMOUS database to determine if the faculty member has a record in FAMOUS. 3. After selecting the New button, enter some identifying information about the faculty member. FAMOUS requires the following information: First Name, Last Name, Social Security Number, and Birth Date. 4. Continue. Select Continue after entering the identifying information. 6
General Information Tab FAMOUS goes directly to the General Information tab for the faculty member. If the faculty member already had a record in the FAMOUS database, the existing record can be reviewed and modified. For faculty members who are new, FAMOUS establishes a record and assigns an AAMC ID. Any information entered into the new Faculty Search screen appears in the appropriate fields on the General Information tab. Additionally, any other information known by AAMC about the new faculty member (such as school and year of M.D. degree) appears in the record. You can now add data and review existing data in the record. FAMOUS restricts access to details associated with appointments at schools other than your own. (Refer to Appointment and Rank History section for complete explanation). Layout of Faculty Screens After running the Faculty Search and selecting the appropriate record or group of records, FAMOUS activates the set of tabs in the header row, including: General Information, Contact Information, Appointment and Rank History, Education and Training, Professional Employment History, FR-1, and Update Wizard. Anchor Information A box labeled Anchor Information appears beneath the FAMOUS log in the upper left-hand corner of all Faculty screens. The Anchor Information lists the names of all faculty, organized alphabetically by last name, whose records are accessible within the Faculty screens. Q: How do I find a faculty member in the Anchor Information? 1. Scroll through the Anchor Information box using the up and down arrows in the scroll bar on the right; or 2. Navigate through this list by using the First, Previous, Next, and Last buttons that appear under the Anchor Information box. Q: How do I access records of faculty members not listed in the Anchor Information box? Initiate a new Faculty Search by selecting the Faculty navigation button at the top of the page. 7
General Information The General Information tab records and displays basic demographics on each faculty member. This information includes: 1. AAMC ID. Unique 8-digit identifier assigned to every faculty member with a record in FAMOUS. This ID cannot be changed. 2. Name. 3. Social Security Number. Enter in the format of 123-45-6789. 4. Sex. 5. Birth Date. 6. Current Citizenship. 7. Birth Place: Country and State/Province. 8. Hispanic Origin. 9. Race. 10. Optional Comment. Confidential field to be used at the discretion of the Faculty Roster representative. 8
If you enter new information or make any changes in the General Information tab, be sure to save your changes before going on to another tab. Contact Information Tab The Contact Information tab records and displays the faculty member s preferred mailing address. In most cases, FAMOUS automatically populates a general school mailing address in the record. The mailing address includes the following fields: 1. Street Address. 2. Room Number or Mail Stop. 3. City. 4. State/Province. 5. Zip. 6. Country. 7. Primary E-Mail address. 9
8. Alternate E-Mail address. 9. Primary contact Method. Mail, E-Mail, or None. It is important that the most up-to-date and accurate address information is in FAMOUS. If you notice an address field is incorrect, you can correct the information by clicking on the field that has the wrong information and retyping the information. Make sure you save your changes before going on to another tab. Appointment and Rank History Tab The Appointment and Rank History tab records and displays the individual s complete medical school appointment history. It contains all appointments, of the types Faculty, Administrative, and Chair or Division/Section Chief and includes active (open) and terminated (inactive or previous) appointments. FAMOUS requires schools to report all full-time faculty appointments. (Refer to Appendix B for the definition of a full-time faculty member.) FAMOUS also allows - but does not require - schools to maintain data on part-time, volunteer, and emeritus faculty appointments. The AAMC requests that schools report Administrative, Chair, and Division/Section Chief appointments. Administrative Appointments include positions in the medical school dean s office such as Dean, Associate Dean for Student Affairs, Assistant Dean for Clinical Affairs, etc. Appointment and Rank History Summary Table A summary table appears at the top of the Appointment and Rank History screen. This table may Show Active (current) appointments or Show All (active and terminated) appointments. The total number of appointments held by the faculty member appears in the header row of the summary table. The summary table displays the following for each appointment: 10
1. Type (Faculty, Administrative, or Chair or Division/Section Chief) 2. Institution. 3. Department. 4. Rank. 5. Primary or Joint (for faculty appointments only). 6. From (appointment start date). 7. To (appointment end date). Q: How do I delete an appointment? 1. Check the appropriate box(es) on the far right hand side of the summary table (the column with the trashcan icon) 2. Select the Delete button at the bottom of the table. 3. Before deleting the appointment from the database, FAMOUS asks if you are sure that the item(s) checked should be deleted. Click Yes. NOTE: You may delete appointments at your school only. Q: How do I edit an existing appointment record? 1. Select the link on the Appointment Type of the appropriate row in the Summary Table. 2. Details associated with that appointment appear beneath the Summary Table and be modified. You may view only the details and modify the records associated with appointments at your school. Specifically, a user at School A will not be able to view or modify the appointment details associated with a faculty member s previous appointment at School B. 11
Q: How do I Terminate an active appointment? FAMOUS offers two options for terminating a faculty appointment. In cases where a faculty member holds more than one active appointment, yet only one particular appointment must be terminated, enter the To (ending) date in the detail associated with that appointment record. 12
Alternatively, in order to terminate all active appointments when the faculty member is leaving the school: 1. Select the Terminate button located on the left-hand side of all Appointment and Rank History screens directly under the Anchor Information 2. Enter the Effective Date of the Appointment: To date (ending date) of all active (open) appointments, regardless of type. 3. Next, enter the Termination Destination, defined as: medical school academic appointment; university; non-medical school appointment; medical practice (nonacademic); government; private industry (for-profit or not-for-profit); retired from all professional activities; deceased; other; or unknown. If a faculty member simply resigns with no specified reason, select other. Termination Date and Destination are required. Q: How do I save the new information to the database? Select the Save button to commit the information to the FAMOUS database. After saving the data, the record will appear in the Summary Table. Q: How do I create a new appointment? Once a new appointment is created or updated, a series of fields will need to be filled in or verified in order for the information in FAMOUS to be complete. 1. Select the New button at the bottom of the Summary Table. 2. FAMOUS will present a blank appointment detail screen. 3. Complete the fields to enter the new appointment. Appointment Type After initiating a new appointment record (or modifying an existing record), Appointment Type is the first field that now needs to be completed. Appointment Types include: Faculty, Administrative, and Chair or Division/Section Chief FAMOUS defaults the detailed appointment screen to a faculty appointment. If Administrative or Chair or Division/Section Chief Appointment Type is selected, the screen will refresh with a new set of fields (questions) associated with that Appointment Type. Effective Date of Appointment. From and To fields apply to Faculty, Administrative, and Chair or Division/Section Chief Appointment Types. From date is the start date of the appointment. To refers to the date that the appointment ended. Active (or open) appointments have no To (end) date. From is a required field for all appointment types. Future dates cannot be entered into these fields. Institution. Applies to Faculty, Administrative, and Chair or Division/Section Chief Appointment Types. Institution is the medical school of appointment. You may not change the institution; you can create and change only appointments at your school. 13
Location. For schools with more than one campus, enter the location of the appointment. The location field only appears when the school has multiple locations. Department. Applies to Faculty and Chair or Division/Section Chief Appointment Types. The department list is specific to the school. For Administrative Appointments, department will default to Administration and cannot be changed. To report a change or correction to Department list, the Faculty Roster representative must contact FAMOUShelp@aamc.org. Changes in the Department list are accepted from Faculty Roster representatives only. Division/Section. Applies to Faculty and Chair or Division/Section Chief Appointment Types. Indicate division/section of appointment as applicable. To report a change or correction to Division/Section list, the Faculty Roster representative must contact FAMOUShelp@aamc.org. Changes in the Division/Section list are accepted from Faculty Roster representatives only. Faculty Title. Complete, official faculty title associated with the appointment. For example, Associate Professor of Clinical Pediatrics. Rank. Ranks include: Professor, Associate Professor, Assistant Professor, Instructor, and Other. Indicate the closest or equivalent rank if your school uses a different rank structure. NOTE: When the rank is changed in an existing appointment record, a pop-up window will appear. Q: Is this a new appointment or promotion? If this is a new appointment or a promotion, enter the Effective Date of the Appointment in the pop-up window. FAMOUS will automatically create a new faculty appointment. The record replicates the existing data from the previous appointment at the lower rank, but changes the rank and effective date of appointment. The previous appointment is also closed with the same date as the effective date of the new appointment. Q Is this a correction to the existing appointment? If so, select Continue in the pop-up window. The corrections will be entered into the existing appointment record. 14
Primary or Joint Appointment. Applies to Faculty Appointment Type. FAMOUS defaults all faculty appointments to Primary if you do not specify a status. A faculty member may hold only one active primary faculty appointment per school. Primary faculty appointments must be held in the medical school (as opposed to other schools of the parent university, such as the School of Nursing), an affiliated hospital (such as the VA hospital), or an affiliated clinical facility (such as laboratories or other institutions). Faculty members may hold multiple (active) joint appointments at one or more schools. Joint appointments are defined as official appointments in a second medical school department (in addition to the primary appointment) or appointments in the medical school when a primary appointment is held in another school of the parent institution (such as the School of Nursing, School of Pharmacy, etc.). Faculty Track. Applies to Faculty Appointment Type. The Faculty Tracks listed in the drop-down menu are specific to the school. The Faculty Roster representative maintains the Faculty Track list within the FAMOUS application using the Reference Data tab located under the Utilities navigation button. (Refer to Utilities for instructions.) Tenure Status. Applies to Faculty Appointment Type. Tenure Status options include: Tenured; Not tenured, on tenure-eligible track; Not tenured, not on tenure-eligible track, and Tenure not available. Effective Date of Tenure. Applies to Faculty Appointment Type. Effective Date of Tenure associated with the Tenure Status field. Change this date whenever a change in Tenure Status occurs. Nature of Appointment. Applies to Faculty Appointment Type. Nature of Appointment options include: Full-time, Part-time, Volunteer, and Emeritus. Part-time Effort. Applies to Faculty Appointment Type. Report Part-time Effort, equivalent to percent of full-time equivalent (FTE), for faculty whose Nature of Appointment is Part-time. Report Part-time Effort as a whole number ranging from 0 to 100. FAMOUS only accepts Part-time Effort when Nature of Employment is Part-time. Employment Location Type. Applies to Faculty Appointment Type. Employment Location Type options include: School-based, Hospital-based, VA-based, and Other. Defaults to school-based. Employment Location. Applies to Faculty Appointment Type. For hospital-based, VAbased, or Other Employment Location Types, indicate the actual physical location of appointment using the search menu with this item. Do not specify an Employment Location when Employment Location Type is school-based. Remember to update the Contact Information for the individual when employment location changes. Endowed Appointment. Applies to Faculty Appointment Type. 15
Endowed Appointment Title. Applies to Faculty Appointment Type. Allocated Effort. Applies to Faculty Appointment Type. Indicate the Allocated Effort in each of the following mission areas: Teaching, Research, Patient Care, Administration, and Other Professional Activities. Report Allocated Effort as whole numbers ranging from 0 to 100. The sum of Allocated Effort in each mission area cannot exceed 100%. FAMOUS automatically totals the effort reported in each mission area. Allocated Effort is confidential. Administrative Title. Applies to Administrative Appointment Type. Enter the complete, official title associated with Administrative Appointment. Administrative Appointment Type. Applies to Administrative Appointment Type. Administrative Appointment Type options include: School-based, Hospital-based, VAbased, or Other. Type of Chair. Applies to Chair or Division/Section Chief Appointment Type. Type of Chair options include: Acting Chair, Chair, Co-chair, Interim Chair, or Division/Section Chief. FAMOUS will alert you if a Department or Division/Section has more than one active Chair or Division/Section Chief. However, to accommodate co- and dual chairs of departments, FAMOUS accepts multiple active Chair and Division/Section Chief appointments within every Department and Division/Section. Education and Training Tab The Education and Training tab records and displays: 1. Earned Advanced Degrees. 2. Post-doctoral Research in the U.S. (minimum of 6 months duration). 3. Specialty/Subspecialty and U.S. Board Certification. Each section above has a summary table that shows every record for the individual faculty member. 16
Q. How do I delete an education and training record? 1. Check the box in the row in the summary table for the record you want to delete (the column with the trashcan icon). 2. Select the Delete button at the bottom of the table. 3. FAMOUS will ask if you are sure that the item(s) should be deleted. Click Yes. Q. How do I enter a new Earned Advanced Degree, Post-doctoral Research Experience, or Specialty/Subspecialty and U.S. Board Certification? Click the New button at the bottom of each table. This initiates a new Earned Advance Degree, Post-doctoral Research, or Specialty/Subspecialty and U.S. Board Certification record. Q. How do I edit an existing record in any of the Education and Training summary tables? 1. Select the link on the record in the table (located in the left-hand column of the Summary Table). 2. Details associated with that record will appear beneath the Summary Table and can then be modified. Reminder: After adding or modifying an existing record, select the Save button to commit the information to the Faculty Roster database. Q. How do I enter an Earned Advanced Degree? 1. If the faculty member has no Earned Advanced Degrees (no degrees above the Bachelor s level), check the box to indicate that the faculty member holds No Earned Advanced Degrees. After checking this box, proceed to the Postdoctoral Research Experience section. 17
2. If the faculty member has one or more Earned Advanced Degrees, review the information already provided by FAMOUS (FAMOUS presents all degree information on faculty members who receive M.D. degrees from U.S. allopathic medical schools) and/or enter the new degrees in this section. If the information already in FAMOUS is correct, move to the next section. If it is incorrect, click on the degree field and type in the correct information. 3. Fill in the Field of Study. For M.D. and M.D.-equivalent degrees (including D.O., M.B.,B.S., and M.B.,Ch.B.), Field of Study defaults to Medicine and cannot be changed. 4. Fill in the Country of the Institution that conferred the degree. 5. Fill in the Institution that conferred the degree. FAMOUS allows you to report specific institutions only in the United States and Canada you cannot report institution for degrees earned outside of the U.S. and Canada. 6. Enter the year the faculty member received the degree. Q. How do I enter Post-doctoral Research experience? (Refers to programs in the U.S. only.) 1. If there was no Post-doctoral Research in the U.S., check the box to indicate that the faculty member did not complete any Post-doctoral Research experiences of at least 6 months duration in the U.S. Then proceed to the Specialty/Subspecialty and U.S. Board Certification section. 2. If the faculty member has Post-doctoral Research experience, enter in the dates of the program (in the format mm/yyyy). 3. Enter the Field of Study. 4. Fill in the Institution of the Post-doctoral Research experience/program. Q. How do I enter Specialty/Subspecialty and U.S. Board Certification? 1. If there is no Specialty/Subspecialty and U.S. Board Certification, check the box to indicate that the faculty member has no self-designated American Board of Medical Specialties (ABMS) field and holds no U.S. Board Certifications. Proceed to another tab. 2. If the faculty member has a Specialty/Subspecialty, indicate that specialty from the drop-down menu. Specialties listed include only American Board of Medical Specialties (ABMS) fields. 3. Indicate if the faculty member holds U.S. Board Certification in each Specialty/Subspecialty. 4. Enter the Original Certification Year. 5. Enter the recertification year, if applicable. Update after each recertification. 18
Professional Employment History Tab The Professional Employment History tab records and displays previous Professional Employment experiences, excluding education, training, and faculty appointments at U.S. medical schools. (Report all previous faculty appointments at U.S. medical schools in the Appointment and Rank History tab.) The Summary Table shows every previous Professional Employment experience recorded for the faculty member. Q. How do I delete a Professional Employment History record? 1. Check the box in the row of the record you want deleted (Check-boxes are located on the far right hand side of the summary table underneath the trashcan icon.) 2. Select the Delete button at the bottom of the table. 3. FAMOUS will ask if you are sure that the item(s) should be deleted. Click Yes. How do I enter a new employment history experience? 1. Select the New button located at the bottom of the summary table. 2. FAMOUS will present a blank detailed Professional Employment History screen. Fill in the new information. Q. How do I edit an existing professional employment history experience? 1. Select the link on the From date of the appropriate row in the table. 2. Once selected, the details associated with that record appear beneath the summary table. 3. Modify all necessary data fields. Remember to hit the Save button after each change. After Saving the data, the record will appear in the summary table. 19
FR-1 Tab The FR-1 tab compiles all of the fields that appear across the General Information, Contact Information, Appointment and Rank History, Education and Training, and Professional Employment History tabs into a single screen. Faculty Roster representatives, department administrators, and other administrators/staff can modify or enter faculty records using the complete FR-1 tab, the individual tabs, or some combination of the two. Faculty users cannot access to the FR-1 tab. Any information entered in the FR-1 tab also appears in the appropriate individual tab and vice-versa. For example, if you enter Birth Date on the General Information tab, the Birth Date also appears in the appropriate place on the FR-1 tab (see next page). 20
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For detailed descriptions of each field on the FR-1 tab and associated instructions, refer to the instructions for each individual Faculty tab. Printer-friendly FR-1. Selecting the Print FAMOUS Questionnaire icon opens a PDF file that can be printed. While this form does not look exactly like the FAMOUS screens, the questions/fields are the same and they are organized in the same way. The AAMC does not accept FR-1 forms for processing, but Faculty Roster representatives may find the FR-1 forms helpful for collecting information from faculty members to populate institutional databases. Update Wizard Tab The Update Wizard tab offers a way to report changes in Faculty Primary Appointment, Tenure, and Terminations across multiple faculty records simultaneously. Essentially, the Update Wizard presents a spreadsheet-like view of several fields related to Faculty Primary Appointment, Tenure Status, and Termination across numerous faculty records. Use the Update Wizard to report periodic changes efficiently across a group of faculty records, instead of accessing each record individually. After selecting the Update Wizard tab, a spreadsheet appears containing the names of all faculty appearing in the Anchor Information. To revise the list of faculty in the Anchor Information, conduct a new Faculty Search (by selecting the Faculty Navigation button). The Update Wizard can be used to report numerous Faculty Primary Appointment and Tenure Status changes, such as after the school s Promotions and Tenure Committee has met. Faculty Primary Appointment and Tenure Update Wizard presentation. For each faculty member listed in the Anchor Information, the Update Wizard displays: Name, Social Security Number, and Department of Primary Faculty Appointment in a table or spreadsheet-like view. Faculty members are listed alphabetically by last name. 22
Faculty Primary Appointment and Tenure Update Wizard fields. The Faculty Primary Appointment and Tenure Wizard can be used to modify: Faculty Title, Rank, Effective Date of Appointment: From (or appointment start date), Faculty Track, Effective Date of Tenure Status, and Tenure Status. All data associated with the active Primary Faculty Appointment at the school appear in the Update Wizard spreadsheet view. Rank and Effective Date of Appointment are required. Rank updates. When a change in Rank is reported through the Update Wizard (with or without an associated change in Tenure Status), FAMOUS automatically creates a new Faculty Appointment record. The record includes all data reported in the Update Wizard, as well as any existing data from the previous appointment at the lower rank. Enter changes to fields other than those that appear in the Faculty Primary Appointment and Tenure Wizard through the Appointment and Rank History tab. Tenure Status updates. When a change in Tenure Status is reported through the Update Wizard, with no associated change in Rank, FAMOUS does not create a new Faculty Appointment record. Instead, the new Tenure Status and Effective Date of Tenure appear on the existing Faculty Appointment Record at the unchanged Rank (also accessible via the Appointment and Rank History tab). The Update Wizard can also be used to report Terminations in all active Faculty Appointments held by each faculty member. Use this Update Wizard as an efficient way to report changes in appointment status, for example, at the end of a contract year when numerous faculty appointments/contracts have expired. NOTE: To terminate a single appointment, use the Effective Date of Appointment: To field located on the Appointment and Rank History tab. (see page 12) Termination Update Wizard presentation. For each faculty member listed in the Anchor Information, the Update Wizard displays: Name, Social Security Number, and Department of Primary Faculty Appointment in a table or spreadsheet-like view. Faculty members are listed alphabetically by last name. 23
Termination Update Wizard fields. Termination Date and Termination Destination may be reported through the Termination Wizard. The Termination Date is equivalent to Effective Date of Appointment: To (ending date) associated with all active (open) appointments, regardless of type. Both fields are required. Remember to click the Save button to save your changes to FAMOUS. DEPARTMENT NAVIGATION BUTTON Reports Tab The Reports tab under the Department navigation button presents a set of standard reports on faculty with active, full-time, primary appointments in a specified department. School-wide reports are not available from the Department navigation button. 24
The Department navigation button features these reports, which reflect full-time faculty holding active, primary appointments only: 1. Faculty by Department. Alphabetical listing of faculty in the Department, including Name, Rank, Tenure Status, Nature of Appointment, Sex, Birth Date, Race, Degree and Chair status (yes/no indicator). Sorting is available on: Name, Sex, Birth Date, Race, Rank, or Tenure Status. 2. Faculty Count by Department and Rank. 3. Faculty Count by Department and Sex. 4. Database Change Report. Listing of changes made to faculty records, including Name, Social Security Number, Rank, type of change, and date of change. 5. Sex and Race/Hispanic Origin. FAMOUS gives you two options for viewing these reports: 1. Print Version. Selecting the printer icon located beneath the FAMOUS logo in the upper left-hand corner of the screen opens the print selection menu. 2. Download icon. Selecting the floppy disk icon located beneath the FAMOUS logo in the upper left-hand corner of the screen opens a window to save the report as a Comma Separated Values file (CSV) to be opened in Microsoft Excel. Location Tab For schools with multiple campuses, the Location tab indicates which departments exist at which location or campus. Faculty Roster representatives should review this information to be sure that each campus at their school displays the correct departments. To change the Department Name or Location, Faculty Roster representatives must contact FAMOUShelp@aamc.org 25
REPORTS NAVIGATION BUTTON The Reports navigation button presents a set of standard reports in two categories: Institution Reports and National Reports. Institution Reports Tab The Institution Reports tab includes reports on faculty with active, full-time, primary appointments in all departments at the school. Only users designated as Faculty Roster representatives can access Institution Reports. The Institution Reports are run on the "live" database, so they reflect the most current state of information in FAMOUS. Reports include full-time faculty only. FAMOUS offers the following Institution Reports: 1. Faculty by Department. Alphabetical listing of faculty by Department, including Name, Rank, Tenure Status, Nature of Appointment, Sex, Birth Date, Race, Degree and Chair status (yes/no indicator). Sorting is available on Department Class, Department Type, Name, Sex, Birth Date, Race, Rank, or Tenure Status. 2. M.D. or Ph.D. Alumni Reports. Listing of M.D. or Ph.D. graduates of your school who now hold full-time faculty appointments at any U.S. allopathic medical school by year of graduation, including Degree Year, Chair status (yes/no indicator), Name, Sex, Race, current School of Appointment, Primary Department, Rank, Field of Study. This report must be run separately for alumni with M.D. degrees and alumni with Ph.D. degrees. Sorting is available on Current School, Degree Year, Faculty Name, Primary Department, Race, Rank, Sex, and Specialty (for M.D. faculty) or Field of Study (for Ph.D. faculty). 3. Faculty Count by Department and Rank. Sorting is available on Department Class, Department Type, Professor, Associate Professor, Assistant Professor, Instructor, Other Rank, or Total faculty. 4. Faculty Count by Department and Sex. Sorting is available on Department Class, Department Type, Male, Female, Unknown Sex, or Total faculty. 5. Database Change Report (Institution Report). Listing of changes made to faculty records including Department, Name, Social Security Number, Rank, type of change, date of change. Sorting is available on All Departments, Basic Departments, Clinical Departments, and Other Departments. 6. Department Chair and Division/Section Chief Report. Organizational listing of Department Chairs and Division/Section Chiefs, including Name and Rank. Sorting is available on Chair Name, Chair Status, Department Type, Department Name, or Rank. 7. Sex and Race/Hispanic Origin. Sorting is available on Race, Male, Female, or Unknown Sex. National Reports Tab The National Reports tab includes aggregate statistics on faculty across all U.S. allopathic medical schools. The reports include faculty holding active, full-time, primary appointments only. Use these reports for benchmark comparisons. Faculty Roster representatives and department administrators and other administrators/staff can access National Reports. 26
NOTE: National Reports are not generated from the live FAMOUS database. Instead, the data are extracted from the database on December 31 of each year. This structure allows meaningful comparisons to be drawn across schools and over time without subjecting the reports to continuous changes as new data are reported in FAMOUS. FAMOUS offers the following National Reports: 1. Faculty Roster Report Generator. Ad hoc reports that reflect the distribution of full-time faculty by Rank, Degree, Age, Race/Hispanic Origin, and Sex. You select the variables to be included in each report. 2. Medical School Faculty On-line Directory. Directory of all active U.S. medical school faculty. Individual listings include Name, Degree, Rank, Primary Department, and School. 3. U.S. Medical School Faculty Tables. Distribution of full-time faculty, by Age, Specialty, Department, Rank, Degree, Sex, and Race/Hispanic Origin by year. These reports are also available at www.aamc.org/data/facultyroster UTILITIES NAVIGATION BUTTON Data Exchange Tab FAMOUS features utilities for sending data to the database in batch mode through electronic data exchange (EDE) and for retrieving data to be used outside the FAMOUS application. Send to FAMOUS. This feature sends data files to FAMOUS through electronic data exchange (EDE) using standard, predefined file formats. The complete file format appears on the Send to FAMOUS screen (see next page). 27
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Using the Send to FAMOUS feature requires the school to write a one-time data conversion program to extract data from the school s database(s) and write the data to a file compatible with the required FAMOUS format. Details associated with developing the EDE conversion program must be worked out in advance with AAMC staff. Uploading an incorrectly organized file could result in serious damage to the Faculty Roster information for your medical school, damage that could be very difficult to repair. Q. How do I load a file to FAMOUS? 1. Select the Send to FAMOUS option. 2. Choose the Browse button to select the file name. The Browse button brings up the standard Windows menu for locating files. 3. Select the Continue button to begin the process of loading the file. OR For schools that schedule transfers of files by FTP (file transfer protocol), the FAMOUS Welcome screen displays a notice when a file is waiting to be processed. Select the file name from the Welcome screen to begin the process of loading the file to FAMOUS. 1. After the file has been loaded, FAMOUS displays a status summary about the transmission. This summary lists the number of valid records transmitted to the database and the number of records with errors. Errors are listed by field/column name, error type, along with a count of records with the each error type. 2. To proceed, select either Review or Delete: a. The Delete button removes the entire file that was transmitted electronically. None of the data, whether in valid or invalid records, are committed to the database. Deleting a file may be the best option in cases where numerous errors exist in a file. The file can be modified or corrected outside of FAMOUS and then transmitted to FAMOUS again. 29
b. Use the Review button to correct the Records with Errors within FAMOUS before processing the file to the database. To Review in FAMOUS, Select Review, then check each record that contains one or more errors in order to correct the errors (including filling in missing data). Each field with an error is highlighted in yellow and listed at the top of the screen in red text. c. After reviewing and revising the record, select the Save button to move to the next record. Use the Anchor Information located under the FAMOUS logo in the upper left-hand corner of the screen to move through the set of records. d. After correcting all records, return to Batch Summary and select Process to load the valid records to the database. Review Uploaded Data. Use Review Uploaded Data to see a list of files waiting to be processed to FAMOUS. Files are identified by date and time of load, and total number of records. After selecting the Process option, FAMOUS loads the records and presents an error Summary. See section above, How do I load a file to FAMOUS using EDE? for instructions on Reviewing Uploaded Data. Retrieve from FAMOUS. Use Retrieve from FAMOUS to download the school s complete FAMOUS dataset. 1. Data can be downloaded in one of three formats: comma delimited (Excel CSV), pipe delimited, or tab delimited. 2. Specify these criteria: inclusion of header row, Nature of Appointment, All or Primary Appointments, Tenure Status, and faculty Rank. 3. Select the Continue button to bring up the standard Windows save menu and assign a location for saving the file. 4. Because downloading large files is time consuming, the download will not be done immediately. Once the request is sent to FAMOUS, you will receive a message stating that the file is being prepared. All processing will occur on the AAMC server, so you may continue to use your computer. 5. Once the download is complete, you will receive a message on the FAMOUS Welcome screen indicating that the file is ready to be retrieved. NOTE: When opening the downloaded file in Excel, some columns will not be formatted properly. For example, the Social Security Number column must be expanded in order to see the correct number. Secondly, the date columns may have to be reformatted. Be sure to reformat the date fields to match the FAMOUS format before re-transmitting data to FAMOUS. For example, the Effective Date of Appointment: From (that is, appointment start date) must be reformatted in Excel to mm/yyyy before that information can be sent back to FAMOUS. User Maintenance Tab The User Maintenance tab allows the Faculty Roster representative to assign FAMOUS user rights and access privileges to department administrators, other administrators/staff, and new faculty members. Manage Users. Use this option to view, update, or delete existing administrative or new faculty users or to search FAMOUS for an existing user who has been registered or has already accessed FAMOUS. 30
Q. How do I Manage Existing Users? Search for these users by providing some or all of the following information: 1. Institution. 2. Location. This field only appears on the screen when the school has multiple campuses. 3. Department. 4. Last Name. 5. First Name. 6. User Role. All, Department Administrator, Faculty Roster Representative, Faculty User, or Other Administrator/Staff. 7. Active or Registered Users. All Users, Active Only (equivalent to those who have logged into FAMOUS at least once), or Registered Only (equivalent to those who have been assigned access rights, but who have not yet logged onto FAMOUS). Faculty Roster representatives may also use the Manage Existing Users section to assign new passwords to Administrative or new Faculty users in case these users have forgotten their passwords. A new password is set by searching for the registered user and completing the New Password field. The assigned User Name is listed on the same screen. The Faculty Roster representative cannot change the User Name. Register Administrative User. Use this option to register a new department administrator or other administrator/staff for FAMOUS use. Do not use this option to register new faculty users. Enter as much of the following information as possible (and enter information into all required fields) to register a new administrative user: 1. Name. First, Middle, Last, Suffix. First and Last Names are required. 2. Primary E-Mail. 3. Send E-Mail Notification. Indicator as to whether FAMOUS should send an e- mail inviting the user to log into the application. 4. User Role. Department Administrator or Other Administrator/Staff. 5. Institution. 6. Location. This field only appears on the screen when the school has multiple campuses. 7. Department List. Designate the Department(s)that the administrative user may access. Uncheck All in order to see the complete list of departments. Register New Faculty User. Use this option to register a new faculty member for FAMOUS use. A new faculty user has no record in FAMOUS. Do not use this option to register department administrator or other administrator/staff users. FAMOUS will assign birth date (entered in the format mm/dd/yyyy, including the slashes) as the Password for all new faculty users. The faculty member cannot change the User Name or Password. To register a new faculty user, enter as much of the following information as possible (and enter information into all required fields): 1. Institution. 2. Location. This field only appears on the screen when the school has multiple campuses. 3. Name. First, Middle, Last, Suffix. First and Last Names are required. 4. Previous Last Name. Maiden name or other previous Last Name or surname. 5. Social Security Number. 6. Sex. 31
User Roles 7. Primary E-Mail. 8. Birth Date. 9. Birth Place. Country of birth. 10. Medical School of Graduation. The U.S. allopathic medical school that conferred the M.D. degree. 11. Medical School Graduation Year. The year that the M.D. degree was conferred (U.S. graduates only). FAMOUS supports different user roles with associated access to data and functionality: Faculty Roster representative. The Faculty Roster representative is considered the FAMOUS Super User with access to FAMOUS records for all faculty holding active or inactive appointments at the school and to functionality across all four navigation buttons. The Faculty Roster representative can assign FAMOUS access rights to department administrators and other administrators/staff to maintain FAMOUS records for faculty holding appointments in specified departments, as well as to faculty members to complete the Faculty Roster questionnaire on-line. (See Faculty User for restrictions on faculty who may access FAMOUS.) FAMOUS automatically deletes (ends the access rights) a new faculty user as soon as the faculty member has submitted the completed Faculty Roster questionnaire. If a faculty member has not logged into FAMOUS within 6 weeks of the date of granting access rights, Faculty Roster representatives should end that faculty s access rights (by deleting the user) and complete the FR-1 on their own. Faculty member access to FAMOUS is a benefit for Faculty Roster representatives to be able to delegate responsibility for completing the FR-1 to new faculty. Representatives should not view this access as a way to allow faculty members to review and maintain continued access to their records in FAMOUS. Department Administrators and Other Administrators/Staff. Department administrators and other administrators/staff have limited access to functionality across the Department, Faculty, and Reports navigation buttons. These administrators can access records of faculty with active appointments in their department(s) only. Administrators cannot assign user access rights to anyone, including new faculty. If necessary, the administrator can ask the Faculty Roster representative to assign FAMOUS access rights to a new faculty member (See below). Q. How do department administrators and other administrators or staff log into FAMOUS? When the Faculty Roster representative grants access rights to department administrators and other administrators or staff, FAMOUS generates an e-mail message inviting the administrator to sign onto FAMOUS. This e-mail message includes the URL. Once the administrator goes to the URL, s/he will answer a series of questions in order to establish a User Name and Password that will be used to log into FAMOUS. 32