Instructions for the URS

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 College of Food, Agricultural, and Environmental Sciences (extension, research, and teaching) is from January 1 through December 31st of each year.

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 County Educator, you should have an Educator Specialization. From the pull-down list in this field, highlight your Educator Specialization.

EDUCATIONAL EXPERIENCE (must click on the PERSONAL INFO Component to see this as one of the drop down selections):

Listing of institutions and dates of your degrees.

PROFESSIONAL EXPERIENCE (must click on the PERSONAL INFO Component to see this as one of the drop down selections):

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

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.

RESEARCH:[dkl1]

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

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.

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

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.

INTERNATIONAL 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. 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