Information Systems for Department Chairs

Information Systems for Department Chairs

Revised September 2016

This annotated listis intended to guide department chairs and their administrative assistants in obtaining access to the key information systemsthey need to perform their jobs. In some cases, you must request permission for access. In other cases, the access is available already but you might need information about procedures or navigation. Systems are listed in alphabetical order.

Advisor Center

Advisor Center allows users to access select student data. Navigate to the Advisor Center from my.boisestate.eduand click on the Faculty/Staff Sign In and select PeopleSoft.

Access to Advisor Center allows the user to view advisee demographic information (e.g. e-mail addresses and phone numbers) and academic records (e.g. unofficial transcripts, Academic Advisement Reports AAR, Degree Tracker, and Transfer Credit Reports and Advising Notes).

To request access to student records, a supervisor must submit a request to OIT Accounts at support.boisestate.edu.

EAF Security

The Employee Action Form (EAF) is the online document required to initiate certain transactions, such as funding source changes, supplemental pay and title changes for full-time faculty, professional and classified staff, and graduate student assistantships. A guide to the various employee action forms and related resources may be found here: .

EAF Security refers to the level of access department chairs or administrative staff have to create and/or approve EAFs.

The EAF Security Form is available on the Human Resource Services website at: Direct questions about the form to HRIS by email to

Course Evaluation System

This system is used to gather student course evaluations and to make these evaluations available to faculty and academic administration in a variety of reports.

Expanded access allows the chair and administrative staff to view evaluation reports for faculty within their area in individual or summarized fashion.

To log in to the system and to view information materials about its use, go to:

To request expanded access for department or college personnel, or to request other assistance, email

Faculty 180

Faculty 180 is a system used to record faculty activities and accomplishments and to create reports/exports, including NSF/NIH bio sketches. Faculty 180 will replace Digital Measures on or about September 15, 2016.

Expanded access allows the chair or administrative staff to update protected information related to faculty; run standardized reports for performance evaluation or describing departmental activities and accomplishments; and create ad hoc reports to meet information requests.

To log in to Digital Measures and to access documentation about its use, go to: . To request expanded access for department or college personnel, or to request other assistance, email the Faculty 180 administrator at .

Institutional Research (IR) Data Exchange Folders

The IR Data Exchange Folders were set up in a shared drive to enable the sharing of data files, report documents, and other deliverables that may be sensitive in nature and, thus, not appropriate to distribute via the IR website. A key example is open-ended student comments collected on University surveys; comments are disaggregated by department and shared in their raw form for the department chair.*

* (Note: department chairs are encouraged to thoroughly read the comment prior to distributing or sharing with others. here may be privacy matters and other items needing consideration that only the department chair would have the context for. In addition, the promise we generally make to students when they are asked to take surveys is that only summaries of results are provided to departments and that individual comments will be shared with the department chair.

Although located in a networked folder path, the folder permissions are created and maintained to allow access to relevant content only.Deans/Associate Deans and their administrative support person(s) have access to their college-level folder as well as ALL department sub-folders in their college; department chairs and their administrative support person have access only to their respective department folders.

To verify folder access, please see the IR Data Exchange Folder Permissions documentation at:

To request folder access or revise the current folder permissions for a college/department, send an email

PeopleSoft Campus Solutions

PeopleSoft Campus Solutions is a system used to manage Student Records, Student Financials, Recruiting and Admissions, Financial Aid, Campus Community, and Academic Advisement Users access PeopleSoft via my.boisestate.edu

Access to PeopleSoft Campus Solutions allows the user to view student demographic data and academic records, view course information, manage student groups, and use the online class scheduling tool.

To request access to student records, a supervisor must submit a request to OIT Accounts at support.boisestate.edu.

Oracle Financials Cloud

Boise State has recently implemented Oracle Financials Cloud (OFC), which replaced PeopleSoft Financials on July 1, 2016. This change impacts procedures surrounding Procurement, Travel and Expense Reimbursements and some Grants post award processing. OFC provides automated approval workflow, attachments (rather than paper) and enhanced reporting features.

Log into OFC via myBoiseState, Employee View, Services. There are a couple key concepts that may apply to you:

• Managing Delegates in OFC Expenses – The traveler must delegate to allow someone else to enter an expense report on their behalf.
• Managing Direct Deposits – banking information did not transfer from PeopleSoft. Please update your banking information for direct deposit of expense reports.
• Standard approval workflow applies to expense reports and payments to suppliers (other than pcard), which includes approvals by the supervisor of the traveler, the department head/chair, and/or dean (contingent on dollar value of the transaction). Approval workflow associated with Expense Reports and/or Purchasing Requisitions (i.e., suppliers other than pcard) may be delegated to another person by following the steps outlined in Delegating Approval Workflow.
• Step-by-step instructions, Frequently Asked Questions, Acronyms & Glossary are available via the University Financial Services Training Portal.

Reporting Services

Reporting Services allows department chairs to run predefined reports via myInsights and Pyramid Analytics to obtain information about students, courses, and class schedules.

Request access by emailing:

• Your are required to sign a FERPA agreement which will be kept on file in your department.
• After OIT has created your account, learn how to access and use Reporting Services at reporting.boisestate.edu

Trainings and drop-in sessions for Pyramid Analytics are offered by the Office of Informational Research. See details at

Student Success Dashboard

The Student Success Dashboards allow Boise State advisors and administrators to identify and engage with students who are at academic risk to prevent them from getting further off-track.

Reports instantly summarize data on students who trip multipleindicatorsassociated with retention and graduation

Incorporates Degree Tracker "on/off track"indicatorsand otherindicatorsassociated with success.

Provides actionable information to reach out and provide support to students

Localizes the information to colleges and departments.

Will increase student success and graduation.

To request access to Student Success Dashboards, send an email to and include your Boise State username and EMPL ID#

For more information see

Talent Acquisition and Taleo

The HR Talent Acquisition team will partner with you to guide you through the steps to evaluate position classifications and compensation, hiring, rehiring, promotions, and other actions. For online information, step-by-step instructions and resources see:

.

Taleo is our new online talent acquisition and applicant tracking system. This new system incorporates the approval workflows, announcement content, candidate management, and offer processes through use of an electronic requisition form. Taleo is used for all hire, rehire, promotion and reclassification actions, except for Adjuncts, Graduate Assistantships and Student Employees.

Time Reporting Approval

Most classified/hourly employees are required to report all time (time worked and time off) and salaried employees are required to report exception time (time off). Time approval is required when an employee reports hours worked or time off in our electronic time gathering system Time and Labor. When hours are entered the direct supervisor will receive an email that there is time awaiting approval.

This will allow the approver to review time entered for accuracy. The time must be approved for the employee to be paid.

System access is provided automatically based on hiring information entered into the HRCS system by the Human Resource office.

Time and Labor training material is located at:

Transfer Equivalency System (TES)

The Transfer Equivalency System (TES) is an online guide to transferable coursework at Boise State University.

The Registrar’s office uses TES to maintain all transfer course equivalencies. Requests are sent to Department Chairs or their designee to review course descriptions for possible equivalency to Boise State University courses.

Request system access and individualized training from Associate Registrar Mandy Nelson at .

VPN (Virtual Private Network)

VPN allows remote access to specific university networks and systems, like department network drives, so you can work remotely as if you’re on campus. It also provides security when connecting to unknown networks like those at hotels or coffee shops.

For system requirements and to download links and instructions on how to install and use the VPN software, visit the Office of Information Technology website at .

If you have questions about VON or need assistance installing the software, contact the Help Desk at or call (208) 426-4357.

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