Unified
Reporting System
Instructions
The URS Web address: http://urs.oardc.ohio-state.edu/
Welcome to the
What are the benefits to you?
In 1999, the Unified Reporting System Task Force
reported that departments in the
1.
Providing a
single point portal to enter and retrieve your program/project information,
2.
Providing
frequently-used information about your appointment using existing personnel
databases,
3.
Providing a means
of copying and updating previous reports, and adding and editing
program/project information throughout the year in preparation for
performance review, annual department and other reports.
4.
Providing a
feedback channel to improve the system.
How does the Unified Reporting System work?
URS was created to collect information from all
faculty members and administrative professionals, regardless of appointment or
responsibilities. URS is a web-based
accountability and information system that can be accessed 24-hours a day,
seven days a week. On the URS Web pages,
you will be asked to report information about your teaching, research and
extension activities. This is the same
information you have traditionally provided in your Plan of Work/Report of
Results (extension), annual activity report statement (teaching and research)
and in your curriculum vitae. In fact,
this report will replace your Plan of
Work or annual activity report. You
will be able to save your work as you go along, add to it at a later time, and
edit it when your schedule permits. You
will also be able to generate your own personal reports. The information will reside in a database on
a password protected, secure server.
Public access will be restricted.
Department reports will be generated from a "snapshot" in time
of the master database. Report deadlines will be announced by department heads,
and you will be able to update and maintain the most current information
available.
Before you get started:
Keep this in mind.
This system was created to collect information from all faculty member
and administrative professionals, regardless of appointment or
responsibilities. Fill out the portions of the document that apply to you. You will be able to save your work as you go
along, add to it at a later time and edit it when your schedule permits. When you are done, you will be able to print
out a report. Take your time and be
sure to read the "Helps" for guidance and suggestions
For Additional Help:
For help with URS content questions, contact:
Debby Lewis, Program Accountability Specialist
Program Development and Evaluation
Agricultural
Tel: 614.292.5089
Fax: 614.688.3807
Email: lewis.205@osu.edu
For help with URS technical questions, contact:
D. J. “Chip” Styer, Systems Developer/Engineer
Director's Office,
The
Tel: 330.263.3706 (5.3706)
Fax: 330.263.3688
E-mail: Styer.21@osu.edu
Using URS
Logon:
If you have not used the system before, you need to
select "New User" on the home page. This allows you to register. To register, you need your OSU ID number
(8-digit number on your paycheck or BuckID), email
address (preferably your OSU email address, e.g. smith.1@osu.edu), a
self-specified user ID and a self-specified password. If you do not have your OSU ID, contact Chip
Styer (styer.21@osu.edu)
330.263.3706.
If you have used the system before, select
"System Login" on the home page.
Logon with the user ID and password you selected. If you have forgotten you user ID or password,
there is a link to request that it be emailed to you.
Screen Layout:
When you logon, the program opens a new browser window
on your desktop. The window is divided
into three frames. The upper-left frame
shows your URS menu options. On the first menu screen, you can choose the
report to edit or start a report for a new reporting year. On the subsequent menu screen, you select the
component to edit. The lower-left is a
status window. The right frame is the work area. This frame is the area where
you enter the information for each component.
Saving Data:
When you enter new information on a page or change
existing information, YOU MUST CLICK THE SAVE BUTTON. If you do not
click the save button, you will lose your work. Unfortunately, with Web programs, there is no
way to automatically remind you to save your work. Watch the status window when you click the
save button. The status window will warn
you if a problem has occurred.
1.
New entries may
have one or two save buttons (top/bottom of the screen). Both buttons save data
-- use either one.
2.
Screens for
previously entered component data may have multiple save buttons. Each entry for the component is contained in
a "box" along with its Save and Delete buttons. The Save button will only save the data
that is in the same box as the button.
Help:
Each entry page has on-line help. Click the "HELP" button in the
upper left corner of the work frame.
This button opens a separate window with general instructions and a
description of the fields for the specific component.
Feedback:
There is a feedback link in the menu frame. You can use this link to ask questions about
the system or make suggestions for future versions. Your questions and comments are sent to
members of the URS developmental committee.
Copy and Paste:
You can use any word processor to write the narrative
sections of you URS report and then "copy and paste" into URS. To copy and paste, you will need to have both
your word processor and URS running at the same time.
1.
Create the
narrative in a word processor document.
Use the word processor to check your spelling.
2.
Open a Web
browser; logon to URS; select the component to be edited.
3.
Click on the word
processor document. Highlight the text
to be copied; select "copy" in the word processor’s menu. You can also use Ctrl-C for Word documents.
4.
Click on the URS
Web page to bring it to the "top" of your desktop. Click in the text area for the entry you wish
to copy. "Paste" the text from
your word processor document. You can
use Ctrl-V to paste or select Edit/Paste from the browser menu.
5.
If you have other
text to copy, repeat steps 4 and 5, copying from your word processor document
and pasting to the URS report.
Spell
Checking and Editing:
To check the spelling on your URS report, copy and
paste the narrative that you want to spell check into a word processor. Open
the spell checker and check your document. Note: If you make corrections
or changes to the RTF file, those changes will NOT be made
to your online URS report. You should copy and paste changes and correction to
the online version (see "Copy and Paste" above).
Submitting Your Report:
If your department chair or supervisor
requests a paper copy, use the My Web Report function, which is one of the
purple buttons within the menu portion of the screen. The Set Order
function can be used to arrange the URS Components in your desired report
order. When you click on the Web Report button, the report is
generated. It can be printed directly from the browser OR it can be saved
as a word processing document, and retrieved into the word processor for
further editing or printing (Looks best in Microsoft Word) OR e-mailed as an
attachment.
The First Time You Logon:
The first time you logon to the system, you have no activity
report data in the system. Accordingly, the menu gives you one selection:
"New Report". To start your
activity report, click on New Report. On the next screen, build an empty report
(see information on report dates below).
You now have initialized a report and can begin
entering data by selecting the various components from the Activity Report
Menu. If you have co-authored or been
added as a team member by another URS user, you may already have information in
some of the components in your “empty report”.
Report Dates and Activity Periods:
The standard yearly reporting period for departmental
annual reports in the
OSU Extension Reports for each year are due January
15 of the following year.
Subsequent Logons:
When you have a least one report in the system, the
initial menu gives you these options (green buttons):
3.
Create New Report
4.
Edit one of your
existing reports (represented by years).
New Report:
The Create New Report button in the upper left‑hand
frame allows you to generate a new report.
Either you can build an empty report, or you can copy a previous year's
report. The copy function allows you to
make a copy of an old report for the new reporting year. The advantage to making a copy is that you
can then edit the new report, adding or deleting information that may have
changed. This function was added to save
you work.
Edit Existing Reports:
This function allows you to edit an existing
report. Select the report year you want
to edit.
USER PROFILE UPDATE
By clicking on the User Profile Update (green button), which is located on the same screen as the Activity Reports, a user can modify personal URS settings. Setting updates that can be initiated by the user include:
Changes that will take place immediately:
Change
User Name
Change
User Password
Change
User e-mail Address
Changes that will take place after review of proposed
changes:
Change
User Address Information: Address,
Building Name, Room Number, City, State, Zip, Phone
Change
User Appointments: Appointment
Date, Appointment Length, Appointments
SEARCHING URS
You can search the Unified
Reporting System database by clicking on one of the purple buttons on the
bottom of the opening URS menu (before you create a report or edit an existing
report). Currently you can search Extension
Programs, Extension Presentations, Grant Reports, and Academic Activity
Reports. You can do a basic text search,
State-wide Team or Private Key search of any of these components. In addition, you can search Keywords used in
Extension Presentations or Programs.
When searching Extension programs, you may also search by Plan of
Action, Legislative District or County.
Select a year and click on the GO button to generate a report (this may
take a while depending on the amount of information returned by your
search). Once the report appears on your
screen, it allows you to click on the users name to generate and e-mail to
contact the person of interest. Make
sure you tell them you found the information in URS!
COMPONENTS
The following section lists the fields for each of the
URS components. If the selection is a
choice list, your options are listed.
PERSONAL INFO (click here):
This provides a drop down list of the next five
components (dark blue button).
APPOINTMENT (must click on the PERSONAL INFO Component
to see this as one of the drop down selections):
The appointment information is downloaded from the OSU
Human Resources database. You can
visually check whether or not the information is correct. If it is erroneous, see User Profile Update
as described above.
DATES FOR THIS REPORT (must click on the PERSONAL INFO
Component to see this as one of the drop down selections):
Edit the report dates, if necessary (i.e., report
date, activity year, and activity period).
See the Report Dates and Activity Period section explanation for report
dates. If you started mid-year or other
than January 1, you can put in your start date.
POSITION DESCRIPTION (must click on the PERSONAL INFO
Component to see this as one of the drop down selections):
In this section you can place your up-to-date Position Description. A narrative field is provided in which you could address items such as: Why the position exists; Overview of duties; Description of essential duties; Specific short-term assignments.
For Extension Educators, there is a field for Educator
Specialization. The default is Not
Applicable. However, if you are a
Listing of institutions and dates of your degrees.
Listing of your employment
experience.
CREDIT COURSES:
The purpose of this section is to describe the
activity of faculty involved in the delivery
of OSU Credit Courses to students, both on campus and
off campus
1 Sequence
#: (optional) If you enter a sequence number, your entries will be sorted
numerically by sequence number. Numbers can be decimal or integer.
2. Course
Number: The course number assigned by a department and listed in the class
schedule.
3. Title: Course title determined by the department and
listed in the class schedule.
4. Credit
Hours: Number of credits determined by the department for this course. For
variable credit courses, use the number of hours for which the majority of
students are registered.
5. Contact
Hours: Number of hours this class
meets including lab time.
6. Team
taught: Was this class team taught,
if so check the box and indicate the percentage of course responsibility you
carried.
7. Quarter(s): Check all boxes that apply.
8. Course Development and Revision
Activities: Give a brief description of your work on course development and
any revisions and updates to course curriculum.
9. Significant
Accomplishments and Impacts: Give a detailed description of the measurable
program outcomes and/or impacts on the public as a result of this course.
10. Synopsis of Student Evaluations: Give a
brief synopsis of the feedback received on student evaluations this year.
11. Synopsis of Peer Evaluations: If this
course curriculum has been peer reviewed, give a brief overview of the feedback
received.
TEACHING ACTIVITIES:
1 Sequence
#: (optional) If you enter a sequence number, your entries will be sorted
numerically by sequence number. Numbers can be decimal or integer.
2. Activity:
The pop-up box attached has activity options and the opportunity to add
additional activities by selecting "other." Make your selection from
the pop up list.
Activity Description
Critiques critical written
review of a scholarly work
Guest
Lecturer any opportunity to
lecture in a class other than the one(s) you are
assigned to teach
Judging an invitation to
judge at an event or show
Other
add
additional categories as needed and give a description of the activity.
Short
Course the
opportunity to deliver a short course outside of the scope of normally assigned
classroom instruction and possible to new audiences
Student
accomplishments whenever
possible capture the major accomplishments of those students you instruct and/or
advise
3. Description:
Briefly describe the activity
ADVISING:
Advising has become an important activity that faculty devote time to on a regular basis. This section gives you the opportunity to describe the time devoted to advising students on and off campus. Several of the entry fields on this form ask for numbers advised and there are short description fields for post-doctoral and student groups.
1. Major
Adviser to Doctoral: In the appropriate boxes, enter the number of graduate
doctoral students advised for the current year and their names. Then enter the
number of these graduate students who completed in the current year, the names
of the graduate students advised during the current year who completed in the
current year, and where these completed students are now working/ studying.
2. Major
Adviser to Masters - Plan A: In the appropriate boxes, enter the number of
graduate Masters Students – Plan A students advised
for the current year and their names. Then enter the number of these graduate
students who completed in the current year, the names of the graduate students
advised during the current year who completed in the current year, and where
these completed students are now working/ studying.
3. Major
Adviser to Masters - Plan B: In the appropriate boxes, enter the number of
graduate Masters Students – Plan B students advised for the current year and
their names. Then enter the number of these graduate students who completed in
the current year, the names of the graduate students advised during the current
year who completed in the current year, and where these completed students are
now working/ studying.
4. Committee
Member for Doctoral students: Number of students. Comment [optional] - in
this field add the names of the doctoral students with whom you work.
5. Committee
Member for Masters students: Number of students. Comment [optional] - in
this field add the names of the masters students with whom you work.
6. Postdoctoral:
Total number of post-doctoral students. Postdoctoral Comment [optional] - in
this field add the names of the postdoctoral students with whom you work and
subject matter.
7. Visiting
Scientists and Other Guests: Total number of post-doctoral students. Comment [optional] - in this field add the
names of the visiting scientists and other guests with whom you work and
subject matter.
8. Undergraduates:
The number of undergraduate students you advised this year.
9. Senior
Honors Thesis: In the appropriate boxes, enter the number of graduate
Senior Honors Thesis students advised for the current year and their names.
Then enter the number of these students who completed in the current year, the
names of the students advised during the current year who completed in the
current year, and where these completed students are now working/ studying.
10. Significant
Accomplishments: Comment on significant accomplishments of students who you
advised during this report year.
11. Student
Groups and Organizations: Describe the student club or groups you work with
and what this involves throughout the year.
12. Other
Advising Notes: Example: work done at Learning Centers when advising
students about OSU degree programs, career options, course sequencing, best
method - such as flex versus semester courses, etc.
EXTENSION PROGRAMS:
For use in reporting Extension Programs and Projects
relating to OSU Extension.
LEGEND Follow
on-screen instructions that denote Required, Conditional, and Multiple Select
fields.
Sequence
#: When you organize your report for printing, the sequence number will
permit you to list this section within the component in the order that you
specify. If you enter a sequence number, your entries will be sorted
numerically by sequence number. Numbers can be decimal or integer.
Theme: Extension contributes to this economic
and social good in numerous ways, and in order to communicate all that we do,
the seven themes have been developed.
Follow this link to learn more about the themes (http://www.ag.ohio-state.edu/~intranet/themes_overview.pdf).
Program
Emphasis Area: Select one primary and one secondary program emphasis area
(if necessary) that best describes this program. While some programs may focus on
more than one program emphasis area, please select the program emphasis area
that best describes the programming effort for the Primary Program Emphasis
Area. Make limited use of the “Not
Applicable” selection.
POA
Number & Issue: Select (click) the State Plan of Action Issue and
Number that best describes or relates to your program or project.
Program
or Project Title: A title that you give to your program or project. This
need not be the POA title. For instance you may be doing a program on
"Reducing Food Borne Illness" under the state POA - Food Safety.
Situation
Description: Give a brief description of the problem, assumptions, internal
and external factors, program need and stakeholder input for your program or
project.
Target
Audience: Give a brief description of the target audience. Include groups
(e.g., farmers, beef producers, limited resource mothers, Master Gardeners,
home gardeners, etc.) and ages (i.e., under 5 years, 5-13 years, 14-17 years,
18-24 years, 25-55 years, 56-84 years, 85 years and older). (In your plans,
make an effort to reach under-served and under-represented groups of people.)
Program/Project
Objectives: Give a brief description of the goals and objectives of your
program or project. In your objective statement, answer the following
questions: (a) What are the goals and objectives of this program? (b) What must
be done to meet or exceed the program goals and objectives (inputs)? (c) What
are the fiscal and human resource needs to achieve program goals? (d) Who needs to participate or be involved to achieve the
program goals and objectives? (e) What teaching methods, etc. must be employed
to achieve program goals and objectives? and (f) What are the potential
immediate, intermediate, and long-term outcomes/impacts of this program?
Program
Outputs: Give a brief description of the actual program audience,
activities, and participation at the end of the program or project. Outputs are
products of a program's activities and are measured in terms of the volume of
work accomplished such as the number of classes taught, brochures distributed,
number of consulting sessions conducted, number of educational materials
distributed, number of hours of service delivered or participants served.
Another term for outputs is units of service. A program's outputs should
produce desired outcomes for the program's participants. Refer to your
Program/Project Objectives narrative.
Program
Outcomes or Impact Statement: Give a detailed description of the measurable
program outcomes and/or impacts on the public as a result of this program or
project. Outcome and impact statements answer the "So what?"
question. An effective impact statement is a declaration about program
outcomes, written in a specific way that makes a striking impression. It has
the power to reinforce and/or produce a change in attitude, a change in
feelings about something, or to bring about a desired result. Impact statements
generally include the results of an evaluation of the program. In your program
outcomes description or impact statement, answer the following questions: (a)
What do people do differently as a result of the program/project?, (b) What are
the measurable benefits to the public as a result of this program/project?, (c)
What did the people learn, gain and accomplish in this program/project?, (d) What are the social, economic and environmental impacts
(positive or negative) on the people, community or the environment?, (e) How
well did the program respond to the need of program? Refer to your
program/project objectives and outputs to compose this statement.
Point
of Pride: A Point of Pride is
equated with what Extension Personnel now generate as County Highlights.
A Point of Pride is something that illustrates very good impact, and
documentation exists to support the claim.
Probably only one or two of an individual’s Plans of Actions (POAs) would have the Point of Pride quality. If
everybody labeled everything as a Point of Pride, then that would defeat the
usefulness of the designation.
Cost
Recovery Star: A program that has
really worked well under the Cost Recovery guidelines. This program could
either be one that you just started, OR one that has existed for many
years. It has fit into the Cost Recovery paradigm well, and others could
benefit if they knew about it. Follow
this link for an overview of Cost Recovery Guidelines
(http://extension.osu.edu/cost/section1.html)
Program
Evaluation -- Type of Client Change Expected: Select the immediate and
intermediate client change(s) expected as a result of
this program or project. Can select more
than one in each.
Program
Evaluation -- Design of Data Collection: Select the data collection design(s) you will use to evaluate this program.
Program
Evaluation -- Data Collection Method: Select the data collection method(s) employed to evaluate this program.
Partnerships
or Collaboration: Select all partnerships that apply to this program.
Describe the partnership and the role each partner plays in program development,
delivery and evaluation. Include in the description both funding and
non-funding roles. Definitions: Multi-institutional means two or more
institutions within the same or different States or territories that will
collaborate in the planning and implementation of programs. Multi-state means
collaborative efforts that reflect the programs of institutions located in at
least two or more States or territories. Integrated activities means jointly
planned, funded, and interwoven activities between research (OARDC) and
extension to solve problems. This includes the generation of knowledge and the
transfer of information and technology. Describe Partnerships or Collaboration:
Narrative description.
Is
program funded by any grants or gifts: Select Yes or No. Please note that all descriptions of funding
are reported under the GRANTS and GIFTS component.
Keywords:
From a pull down list of keywords, select -- or "click" with the
mouse -- key words or keyword phrases that best describe the program/ project.
Two keywords are required. Hold down the
Control key while clicking on the selections to select a second Keyword. To print/view a list of keywords by program
area, click on “View list of Keywords” and a new window will open with a
list. Note: this screen is just a list to view or print,
you cannot click in this screen to select your keywords. Keywords must be highlighted (selected) in
the blue/yellow screen where your report information is.
State-wide
Teams: The “State-wide Teams” are visible to all URS users and are aimed at
identifying those activities, in teaching, extension, and research that are
part of a recognized team. These teams are normally focused on a single crop,
commodity or concept. State-wide teams must be reviewed before becoming a formal
part of the URS State-wide Teams list. An activity may have more than one
Statewide Team, or none.
Private
Keys: “Private Keys” are specific to the individual URS user, and are not
visible to others. They are designed to provide an easy way to organize your
activities in any manner that makes sense to you. Examples of private keys are
crops or species names, the grant or other funding used, a graduate student’s
activities, or a country. An activity may have more than one private key, or
none. Click on the “Click Here” to add a new Private Key. A new screen will
appear that will allow the user to add and save a new private key.
SAVE:
If you do not click on the SAVE button at the bottom of the data entry page,
your additions will not be saved.
Please
enter your team members: When a user first creates a POA, he or she is the
only Team Member. When a POA is saved
the first time, the user will be instructed to, “Please enter your team
members.” Click on “OK”. You will be taken back to your program list
where your most recent program will have a red “NEW program added” banner at
the top of it. Click on the TEAM MEMBERS
button. The user name will appear. Click
on the EDIT MEMBER button, and then complete the “Edit an Extension Team
Member” form for the user. This is the place where Role, Days Planned (see
description below), Days Spent, Nature of Intellectual Contribution, Percentage
of Effort and Location Data is entered.
When finished, click on SAVE, and you will be taken back to the
“Extension Team Member List” screen. If
there are no other team members to add, click on BACK (within the work window,
not your browser). If there are Team
Members to add click on the ADD MEMBER button.
ADD AN EXTENSION TEAM MEMBER
Sequence:
This is the order of how the team members will appear on the POA.
OSU
personnel: From a drop down list, select one OSU personnel name who is a
team member. While in that field, typing
a letter on the keyboard will take you to the first person whose last name
begins with that letter. This speeds up
scrolling through the list.
Non-OSU
personnel: If the team member is non
OSU, type in the name, with last name first, separated by a comma, and then
first name.
Role:
Select a role.
Total
Staff Days Planned: Time Allocation to this program (251 staff days = 1
staff year): Indicate the number of days necessary to plan and implement this
specific program or project. As one documents programs in the URS, please
remember that 60 percent of the 251 available staff days per year should
reflect planned programming. For most OSU Extension program personnel, this
represents approximately 100-140 days.
Total
Staff Days Spent: Time that is actually spent on this project. Input into
this field days actually spent.
Nature
of your intellectual contribution: Describe the intellectual contribution
of the effort of the team member.
Your
percentage of total effort: Percent
of effort of the described team member.
Total percentage of all team members on a POA should not be greater than
100%.
Location
Data: See LOCATION below.
SAVE:
Clicking on this button will Add a team member to this POA and add this POA to
that team members URS report. Any team
member may edit the information under the PROGRAM button for this POA. The LOCATION/CONTACT button is tied to a team
member not a POA so that each team member may enter personal contact data.
Edit
Team Member: At any time a user may
click on the TEAM MEMBER button under each POA title to add, edit or delete
team members. The person who originally
inputs a POA MUST “Edit” his or her own Team Member record to input Days
Planned and Days Spent.
LOCATION/CONTACTS:
Add
Location: When you click on PROGRAM
LOCATION/CONTACTS button for a given POA, you will be taken to another form to
be completed.
Choose
a location: Select a location of this POA.
Direct
Contacts: Indicate the number of direct, face-to-face contacts with
clientele for this program effort only. Note: Educators and other Extension
program professionals ARE NOT CLIENTELE to District and State Extension support
specialists. Report ONLY non-OSU employee program clientele who are not
reported by county educators and paraprofessionals. Please try not to double
count direct contacts.
Other
Contacts: Report the number of telephone, e-mail, mail, media, or
distributed material contacts.
SAVE: When SAVE is clicked on, the location is tied
to an individual team member, and the Team Member screen appears for further
update if necessary. Note that whenever numbers are added, e.g. in Days Planned,
Days Spent, Direct Contacts, and Other Contacts, then numbers added during the
last SAVE appear left of the input boxes for later updates. URS DOES NOT DO MATH. For example, if you
have already input that 8 of 10 days spent on a given POA, and then spend 1
more day, then the URS user must input 9 days, hit SAVE, and the record will be
updated to reflect 9 instead of 8 days.
Add a
Program Location: To add additional
locations to a record, one must be in the LOCATION/CONTACTS button under the
POA titles on the Extension Program or Projects screen. Note that locations
(counties, direct contacts, other contacts) are tied to people (Team Members)
and not to POAs.
This structure keeps numbers with a person, and reduces
duplication. It does require access to
additional screens to report and update these numbers.
INDICATORS:
POA
Indicators: The first five
indicators are the same for all POAs, indicators are
tied to POAs and may be different for each POA.
Answer the questions based on the numbers you have included in your
LOCATION/CONTACTS section. Note that whenever numbers are added in the
Indicator Boxes, the numbers added during the last SAVE appear left of the
input boxes for later updates. URS DOES
NOT DO MATH. For example, if you have already input that the total number of
participants is 5, and then have another 10 participants in another phase of
the POA, then the URS user must input 15 in the participant box, hit SAVE, and
the record will be updated to reflect 15 instead of 5 participants.
EXTENSION PRESENTATIONS:
This is an opportunity to list the workshops you
coordinated, collaborated with others on, delivered instruction at, etc. Use
this page to record information if you were a presenter or organizer for a
presentation, workshop or conference. (Use "Professional Development"
to report presentations, workshops and conferences you attended.)
1. Sequence
#: (Optional). When you organize your report for printing, the sequence number
will permit you to list this section within the component in the order that you
specify. If you enter a sequence number, your entries will be sorted
numerically by sequence number. Numbers can be decimal or integer.
2 Title:
Insert the title of the presentation or workshop.
3 Scope
of the Audience: Identify by selecting one of the radio buttons: Local,
State, Multi-State, or National/ International.
4 Date:
Date(s) of the workshop, conference or national
meeting. Put in the format mm/dd/yyyy.
5 Audience Type: E.g. master gardeners, cattlemen's association, wheat growers, community business leaders, etc.
6 Number:
Number in attendance.
7 Role
in Presenting: Describe your role as activity leader, discussion leader,
lecturer, presenter/ speaker, co-presenter, poster/ educational display,
teacher, co-teacher Actual Contact Hours: Use whole numbers
8 Role
in Organizing: Describe your role as coordinator/ organizer,
co-coordinator/ organizer, committee member, curriculum development, or program
development
9 Description:
Briefly describe the presentation or workshop.
10 Keywords:
List keywords that will describe your activity, project or report which will
help in automated information retrieval. Generally, keywords should be limited
to one- or two-word terms. Two keywords are required.
HONORS AND AWARDS:
Enter honors and awards received this year. The number
of entries is not limited.
1 Sequence:
# (Optional): When you organize your report for printing, the sequence number
will permit you to list this section within the component in the order that you
specify. If you enter a sequence number, your entries will be sorted
numerically by sequence number. Numbers can be decimal or integer.
2 Narrative:
The open narrative field is provided so you can describe the award or honor,
name the organization giving the award and indicate a monetary amount attached
as appropriate.
3. Is this
an International honor/award? Check Yes
if it is international.
4 Honor
or Award Type: By checking one, two, or all three of the boxes, identify if
the honor or award is for Teaching, Extension, or Research.
ACADEMIC ACTIVITY:
Use to record all publications, presentations, books, book chapters and any other academic outputs.
ADD When
the Add button is selected, a new screen will appear with a legend at the top
to indicate which data entry boxes are required, conditional, or
multiple-select.
Sequence:
# (Optional): When you organize your report for printing, the sequence number will
permit you to list this section within the component in the order that you
specify. If you enter a sequence number, your entries will be sorted
numerically by sequence number. Numbers can be decimal or integer.
Activity:
Select from the drop down list. There
are two categories: “P&T” and “Additional”
Peer
Reviewed: Select Yes or No
Status:
Select whether the work is Published/ Completed, Accepted, or Work in Progress
Activity
Citation: Enter the citation information that is appropriate for your discipline. Do not add author’s name or year.
State-wide
Teams: The “State-wide Teams” are visible to all URS users and are aimed at
identifying those activities, in teaching, extension, and research that are
part of a recognized team. These teams are normally focused on a single crop,
commodity or concept. State-wide teams must be reviewed before becoming a
formal part of the URS State-wide teams list. An activity may have more than
one State-wide team, or none
Private
Keys: “Private Keys” are specific to the individual URS user, and are not
visible to others. They are designed to provide an easy way to organize your
activities in any manner that makes sense to you. Examples of private keys are
crops or species names, the grant or other funding used, a graduate student’s
activities, or a country. An activity may have more than one private key, or
none. Click on the “Click Here” to add a
new Private Key. A new screen will appear that will allow the user to add and save
a new private key.
Author
Information: When a user first creates an academic activity entry, he or
she is the only Academic Author. Enter
your Nature of Intellectual Contribution and Percentage of Total Effort
data. If there are authors to add,
follow the instructions below in the section titled: Add an Academic Activity
Author.
SAVE:
If you do not click on the SAVE button at the bottom of the data entry page,
your additions will not be saved.
ADD AN ACADEMIC ACTIVITY AUTHOR: CLICK ON ADD A NEW
AUTHOR
Sequence:
This is the order in which the team members will appear as authors on the final
report.
OSU
personnel: From a drop down list, select one OSU personnel name who is an
academic activity author on this work.
You will be given a drop down list of your previous “collaborators” If you wish to select an author not on that
list, click on the “view full Author list link”
located in the gray “Author Name” field.
Another window will open where you can select an author (note: they will
be added to your collaborator list)
While in that drop down list, typing a letter on the keyboard will take
you to the first person whose name begins with that letter. This speeds up scrolling through the list.
Non-OSU
personnel: If the academic activity
author is non OSU, type in the name, with last name first, separated by a
comma, and then first name.
Nature
of your intellectual contribution: Describe the intellectual contribution
of the effort of that academic activity author.
Your
percentage of total effort: Percent
of effort of the described of that academic activity author. Total percentage of all authors on one
academic activity should not be greater than 100%.
SAVE
CHANGES: Be sure to click “Save Changes” or your data will be lost.
GOALS:
At the conclusion of any reporting period, it is important to look ahead to the coming year and set new goals. This will afford you the opportunity to talk about how you have accomplished these goals in next years report. You are not limited to a certain number of goals. The pop up screen that appears when you click ADD allows you to designate the number of fields needed.
1 Sequence
#: (optional). When you organize your report for printing, the sequence
number will permit you to list this section within the component in the order
that you specify. If you enter a sequence number, your entries will be sorted
numerically by sequence number. Numbers can be decimal or integer.
2. Narrative:
Use the narrative field to list your goals for the coming year. One goal per
narrative field.
MAJOR ACCOMPLISHMENTS (related to previous year's
goals):
Describe actions you have taken to achieve last year's
goals. Goals that were entered at the completion
of the previous year are automatically forwarded to this component so that
accomplishments can be reported on these goals.
Major accomplishments that are completed that are not tied to previously
established goals can be added.
1 Sequence
#: (optional) When you organize your report for printing, the sequence
number will permit you to list this section within the component in the order
that you specify. If you enter a sequence number, your entries will be sorted
numerically by sequence number. Numbers can be decimal or integer.
2. Narrative:
Each goal that was input in the previous year will appear in caps in a
separate, blue data entry box with the title Previous Year’s Goal. Describe in
the Narrative field what you have done to meet that goal. When adding a Major
Accomplishment for which the Goal was not input in the previous year, state one
goal per field and describe what you have done to meet it.
Use this section to summarize your major research
activities. Listing persons as ‘Technical Support’ or ‘Collaborators’ does NOT
make this summary appear on that person’s URS report (This is different than
the behavior of Academic Activities and Grants and Gifts section). You can
associate those Grants and Gifts that support this research activity by
checking the box to the left of each selected grant or gift. You can also
identify those Academic Activities that are outputs from this research program
by checking the appropriate box. For any single year, the Academic Activities
listed will not necessarily be funded by the same Grants listed.
Project Number: If a number has
been assigned to the projects, enter it in this field.
Title: Enter the title of the
research.
Non-Technical
Summary: This summary should describe the importance of the research in
non-technical terms.
Comments:
Any additional comments about this research program.
Technical
Support: Enter the name(s) of technical support personnel.
Collaborators: Enter the names of
collaborators.
Supporting Grant(s): Select
associated grants/gifts from list provided.
Must fill out GRANTS AND GIFTS component
(see next section) first in order to
have grants appear in this section.
Research Output(s): Select
associated outputs from list of academic activities provided.
State-wide
Teams: The “State-wide Teams” are visible to all URS users and are aimed at
identifying those activities, in teaching, extension, and research that are
part of a recognized team. These teams are normally focused on a single crop,
commodity or concept. State-wide teams must be reviewed before becoming a
formal part of the URS State-wide teams list. An activity may have more than
one State-wide team, or none
Private Keys:
“Private Keys” are specific to the individual URS user, and are not visible to
others. They are designed to provide an easy way to organize your activities in
any manner that makes sense to you. Examples of private keys are crops or
species names, the grant or other funding used, a graduate student’s
activities, or a country. An activity may have more than one private key, or
none. Click on the “Click Here” to add a
new Private Key. A new screen will appear that will allow the user to add and
save a new private key.
GRANTS AND GIFTS:
For use in reporting research funding, grants or
gifts. Projects may be initiated by teaching, extension or research faculty.
New grants or gifts should be entered by the principal
investigator. Other investigators or collaborators are selected from pick
lists. Non-CFAES/ Non-CEHE investigators or collaborators are entered in a box.
When an investigator or collaborator is selected from the pick list, the grant
or gift will appear on his/her activity report. All CFAES and CEHE
investigators can modify the entry for the grant or gift. However, only the
person who initially entered the grant or gift can delete it.
Grant and Gift funding is an important financial base
for the work we undertake and will continue to be so in the future. This
section gives you an opportunity to describe your grant activities including
the types of grants, status, source of funding and duration of the grant
activity.
Sequence
#: When you organize your report for printing, the sequence number will
permit you to list this section within the component in the order that you specify.
If you enter a sequence number, your entries will be sorted numerically by
sequence number. Numbers can be decimal or integer.
Proposal
Title: State the title of the proposal
Grant
Type: From the list select whether the entry is a Grant, Contract, Gift, Or
Fee.
Grant
Status: From the list select whether the entry is Pending, Funded, or Not
Funded
Funding
Source: State the funding source in narrative.
Submitted
Through: State whether the proposal was submitted through OSU, a County, or
Other. If other than OSU, give the name
of the organization in the narrative box.
Is
this a Training grant or gift?: Select Yes or No
Is
this an International grant or gift?: Select Yes or No
Amount
Requested: Enter in whole dollars the amount requested with no dollar sign.
Start
Date: Enter two digits for month and four digits for year in the format mm/yyyy
End
Date: Enter two digits for month and four digits for year in the format mm/yyyy
Objectives:
Give a brief description of the goals and objectives of your project. In your
objective statement, consider the following questions: (a) What are the goals
and objectives of this project? (b) What must be done to meet or exceed the
project goals and objectives (inputs)? (c) What are the fiscal and human
resource needs to achieve project goals? (d) Who
needs to participate or be involved to achieve the project objectives? (e) What
must be employed to achieve project objectives? and (f) What are the potential
immediate, intermediate, and long-term outcomes/impacts of this project?
For Un-funded Submissions Only
Submission
Date: Give the submission date in the format mm/yyyy.
Priority
Score: Report the priority score if available
For Funded Projects Only
Amount
Awarded: Enter the whole dollar amounts without a dollar sign
Amount
Received: Enter the whole dollar amounts received during the current
reporting year without a dollar sign
Research
Project Number: Report the Project number of the grant or gift
Can
this research report be made available to other OSU Personnel?: Select No
or Yes
Comments:
Report any special notes or comments that are appropriate for this grant or
gift.
State-wide
teams: The “State-wide teams” are visible to all URS users and are aimed at
identifying those activities, in teaching, extension, and research that are
part of a recognized team. These teams are normally focused on a single crop,
commodity or concept. State-wide teams must be reviewed before becoming a
formal part of the URS State-wide teams list. An activity may have more than
one State-wide team, or none
Private
Keys: “Private Keys” are specific to the individual URS user, and are not
visible to others. They are designed to provide an easy way to organize your
activities in any manner that makes sense to you. Examples of private keys are
crops or species names, the grant or other funding used, a graduate student’s
activities, or a country. An activity may have more than one private key, or
none. Click on the “Click Here” to add a new Private Key. A new screen will
appear that will allow the user to add and save a new private key.
Investigator
Information: When a user first creates Grant or Gift entry, he or she is
the only Investigator. Enter your Member
Amount Available, Nature of Intellectual Contribution and Percentage of Total
Effort data. If there are investigators
to add, follow the instructions below in the section titled: Add a New
Investigator.
SAVE
CHANGES: If you do not click on the SAVE button at the bottom of the data
entry page, your additions will not be saved.
SAVE:
If you do not click on the SAVE button at the bottom of the data entry page,
your additions will not be saved.
ADD A NEW INVESTIGATOR: CLICK ON “ADD NEW
INVESTIGATOR”
Investigator
Order: This is the order of how the team members will appear on the Grant
or Gift.
OSU
personnel: From a drop down list, select one OSU personnel name who is a
team member/co-investigator on this project.
You will be given a drop down list of your previous “collaborators” If you wish to select an investigator not on
that list, click on the “view full Investigator list” link located in the gray “Investigator Name”
field. Another window will open where
you can select an investigator (note: they will be added to your collaborator
list) While in that drop down list,
typing a letter on the keyboard will take you to the first person whose name
begins with that letter. This speeds up
scrolling through the list.
Non-OSU
personnel: If the team member is non
OSU, type in the name, with last name first, separated by a comma, and then
first name.
Role:
Select a role.
Member
Amount Available: Enter the amount of the grant available to this Team member
in whole dollars without the dollar sign.
Nature
of your intellectual contribution: Describe the intellectual contribution
of the effort of the team member.
Your
percentage of total effort: Percent
of effort of the described team member.
Total percentage of all team members on a Grant or Gift should not be
greater than 100%.
SAVE:
Clicking on this button will Add a team member to this POA and add this Grant
or Gift to that team members URS report.
Add
New Investigator: At any time a user
may click on the “Add new investigator” link under each Grant or Gift to add
team members.’
REMOVE:
click this button to remove an investigator from a grant. Doing this will remove the grant/gift from
their report.
SAVE
CHANGES: Clicking on SAVE CHANGES will take the user to the main listing of
Grants and Gifts
SERVICE:
For use in reporting service.
1 Sequence
#: (Optional) When you organize your report for printing, the sequence
number will permit you to list this section within the component in the order
that you specify. If you enter a sequence number, your entries will be sorted
numerically by sequence number. Numbers can be decimal or integer.
2 Select
the appropriate service category from the drop down menu.
Category Description
Department/Unit service to department including various
committees, e.g. tenure guidance committee, recruitment committee, planning
committee, search committee, etc.
College service on college-level
committees such as tenure and promotion committee, administrative position
search committees, annual conference planning committees
University service on university-level
committees including university senate
Public service
(non-compensated consulting) to public agencies, service on community boards and
agencies, elected office.
Regional service as an
appointed/invited panelist, committee member, or similar duty on regional
states review/advisory panels
National
service as an
appointed/invited panelist, committee member, or similar duty on national
review/advisory panels
International service as an appointed/invited
panelist, committee member, or similar duty on international review/advisory
panels
Editorial
Duty service as an editor for
a professional journal/publication
Journal
Article Review service as a reviewer
of papers submitted to peer reviewed professional journals/publications
Professional
Organizations service as an officer
or appointed official to a professional organization, society or association
Affirmative
Action service in completing
Affirmative Action activities
Mentoring
Activities service as a mentor to a
colleague as a part of an organized mentoring program of the university or
professional organization
Other service not described
by other categories such as clinical service
3 Narrative: Enter a description of the service activity -
one per box.
PROFESSIONAL MEMBERSHIP:
For use in reporting professional membership
activities.
1 Sequence
#: (optional) If you enter a sequence number, your entries will be sorted numerically
by sequence number. Numbers can be decimal or integer.
2 Narrative:
Provide a narrative describing professional membership activity.
3 Officer:
Check the box if you are an officer for this organization.
4. Officer Title:
Enter the title of the office.
PROFESSIONAL
DEVELOPMENT:
For use in
reporting professional development activities.
1.
Sequence
#: (optional) If you enter a sequence
number, your entries will be sorted numerically by sequence number. Numbers can
be decimal or integer.
2 Narrative: Provide a narrative
describing the professional development activity. Include such descriptors as title of
professional development activity, major topics, date, length, location,
whether personally or organizationally sponsored.
ADMINISTRATION:
For use in reporting administrative duties,
responsibilities and activities.
1.
Sequence
#: (Optional) When you print your
report, the sequence number will permit you to list this component in
the order that you specify. If you enter
a sequence number, your entries will be sorted numerically by sequence
number. Numbers can be decimal or
integer.
2.
Administrative
Level: From the pull down list identify the level of
administration.
3. Administrative Narrative: Describe your administrative duties,
responsibilities and activities.
For use in reporting international activities.
3.
Sequence
#: (Optional) When you print your
report, the sequence number will permit you to list this component in
the order that you specify. If you enter
a sequence number, your entries will be sorted numerically by sequence
number. Numbers can be decimal or
integer.
4.
Title: Identify the
International Activity with a title.
3. International Narrative: Describe your International activity.
PARTNERSHIPS:
1.
Sequence
#: (optional) When you print your report, the sequence
number will permit you to list this component in the order that you
specify. If you enter a sequence number,
your entries will be sorted numerically by sequence number. Numbers can be decimal or integer.
2.
Name of
partner or organization
3.
Purpose of
project or partnership
4.
Name of
primary contact
5.
City, State
6.
New
Partnership or Ongoing
Partnership, Number of years, if ongoing
7.
Type of
Partner Organization:
8.
Nature of
Relationship:
9.
Approximately
how much is funded on an annual
basis.
STAKEHOLDER
INPUT:
Describe the approach you used to gather stakeholder input for program or project development, implementation and evaluation. (e.g. advisory group, focus group, interviews, follow‑up evaluations, etc.).
1.
Sequence # : When you print your report, the sequence number
will permit you to list this component in the order that you specify. If you enter a sequence number, your entries
will be sorted numerically by sequence number.
Numbers can be decimal or integer.
2.
Description
of activity to collect stakeholder input:(e.g. advisory committee, focus group) Description of stakeholder
gathering activity. Name the stakeholder group and describe method(s) used to get feedback and input. Enter one group and
activity per box.
WORKPLACE INFORMATION:
Describe contributions you have made to a positive
environment at work and a discrimination‑free workplace. Examples might
include‑‑but is not limited to‑‑service on committees,
task forces and participation in workshops designed to achieve these
objectives.
3.
Your
contribution to a positive workplace environment: Describe specific actions you have taken to foster a
positive workplace environment
2.
Your
contribution to a discrimination‑free workplace: Describe specific contributions you have made to
foster a discrimination‑free environment in your workplace.
SELF‑SPECIFIED:
In this section, you can add information that does not
fit into any of the other components. Please use a single word or phrase to
categorize the entry (category box). Categories will be reviewed and possibly
added to future versions of the system.
1.
Sequence
#: (optional) When you print your
report, the sequence number will permit you to list this component in
the order that you specify. If you enter
a sequence number, your entries will be sorted numerically by sequence
number. Numbers can be decimal or
integer.
1.
Category: Define a
category for this entry.
2.
Narrative: Describe work
performed in this category.
REPORT
FUNCTIONS:
Any of the following reports can be copied and pasted
into a word processing program to print or save and e-mail as attachments to
supervisors or interested individuals.
First generate the desired report by clicking on one of the purple
buttons, then highlight a word in the report (to tell your browser which frame
to select). Click on “Edit” in your
browser menu, then “Select All” (or CTRL-A).
Your entire report should now be highlighted. Click on “Edit” “Copy” (or CTRL+C). Open your word processor and select “Edit”
“Paste” (or CTRL+V).
Annual Report:
Generates a report for the current year in the P&T outline.
My Web Report: Generates a report containing all
components you have entered in URS. To
change the order in which components appear in your report, click on SET REPORT
ORDER and change to desired sequence.
Performance Appraisal:
Generally used by Extension personnel for performance appraisal
documentation.
Updated November 20, 2006