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College of Agriculture & Life Sciences

CALS Faculty Training for UA Vitae

A UA Vitae workshop for CALS faculty members has been scheduled for December 10, 10:00 - 11:30 a.m.  It will be held online, using Go to Meeting, to accomodate our off campus people.  The workshop will cover changes in the system since last year, focusing on the Activity Input Form.  This training will be recorded; however please attend 'live' if possible.

Please RSVP with an email to

New Features and changes in UA Vitae

Over the summer, several updates have been made to UA Vitae. Some of these are:

  • In the Degrees section of your profile, you can now indicated if a degree is considered a terminal degree in your discipline.
  • Extension has been added as a classification in Workload Distribution
  • In Credit Bearing Courses, a new column, Weight, has been added, to show involvement in the course. Also, a comment box has been added for each semester.
  • Two new sections have been added: Faculty Mentoring, which can include postdoctoral and visiting scholar supervision, and Additional Input, for miscellaneous activities.
  • The Professional Service and Service and Outreach (Extramural) sections have been combined into Professional Service and Outreach (Extramural).
  • The Graduate Student Supervision section has been renamed to Student Mentoring, Advising and Activities. This is to be able to include a broader range of activities involving contact with students.
  • The Search Other Faculty tool has been updated to now include many sections of the Activity Input form.  For example, it is now possible to do keyword searches on CALS Cooperative Extension Program activities.
  • The reporting of face-to-face contacts for Cooperative Extension (the AAP-5 form) has been moved out of UA Vitae, into its own online form.
  • TCE Reports will be imported automatically as PDF files.  TCE reports for Spring 2014 and Summer 2014 have been loaded, and Fall 2014 should be loaded after the end of the semester.
  • A report of collaborators, gathered from your Grants and Contracts and Scholarly Contributions and Creative Productions sections is being developed; a beta version is already available. This will be useful for promotion packets and grant applications.

UA Vitae Quick Start Guide

View Resource

Where to enter data for CALS

Use this guide to know where to enter APR information into UA Vitae.

View Resource

Import Citations and Publications

A guide to importing your citations and publications.

View Resource

CALS Contacts

List of CALS contacts for schools, departments, counties, and agricultural centers.

View Resource

  • These are two different ways of looking at the same activity input process - 'two sides of the same coin'.  The form you find under My Data [tab] > Standard Input Forms [box] is available at any time, all year long.  Expanding any section, by clicking the triple down arrow icon, will show all activies you have ever entered.  Using this form, you can enter activities at any time.  In contrast, the form you see under My Data [tab] > Initiated Activity Input Forms [box] is available for specific input periods, for example, Spring 2014 - Winter 2014.  In UA Vitae, the primary use of this form is to show the academic classes in the section "Teaching: Credit Bearing Courses", which are only visible in the initiated period.  In this form, only activities pertaining to the initiated period are shown initially.  However, all activities can also be viewed by clicking the "View All" button.  Also, activities for any periods can be entered by clicking the "Add" button.  Another feature of the Initiated Activity Input Form is the "Copy Ongoing Activities" link that may be found in some sections.  This will appear in any section which has one or more open-ended activity.  Open-ended activties have the end semester/year as Present.  The link is a prompt to either close out the activity by selecting the end semester/year, or to leave it as ongoing.

  • UA Vitae offers two methods to "copy" activities across reporting years.  One is described here as the "continue" method, while the other, recently introduced, is the "clone" method.

    When looking at your activities, some will clearly be ones that span calendar years.  For example, you may be a member of a promotion and tenure committee for a three year period.  This is a good use of the continue method.  Rather than enter this activity for each of the three years, just enter the start and end of the committee membership: (starting) Spring 2013 and (ending) Winter 2015.  This activity continues across the span of the three years, and will be included in reports that include any semester of this time span.  For activities that may not have a set end, the end semester and year can be set as Present.  An example could be membership on a doctoral candidate committee.  An "ongoing" activity will continue to be included in reports until it is closed off with an end semester/year.  During each reporting period, you will be asked to leave such an activity as ongoing, or to close it off.

    Other activities may be short term, but repeat periodically.  For example, you may annually attend a professional society conference.  The activity would have very similar details each year, perhaps changing only the date and location.  This would be a good use of the clone method.  Rather than enter the activity each year, it can now be cloned from the previous year, then edited to update the details.

    1. In UA Vitae, go to: My Data [tab] > My Reports [box] > My Activities [link].
    2. in the boxed area labeled General, set the semester range: e.g., Begin Spring 2014, End Winter 2014.
    3. Find the activity entry for which you want a report. Note that some are on the 'second page' of entries; either choose to display all entries, or go to page two of the entries list.
    4. Click the link that is the total number of entries, which is in the last column.
    5. This will display the list as a web table.  It's probably more useful to have this in a spreadsheet, so go to the upper right corner of the page, and click the Excel icon.
    6. Note the Additional Columns item right above the Begin semester.  This feature can be used to add additional fields, which have been added as activity classifications.
  • There is a known issue with the Web of Science (WoS) import widget. This is due to a limit that WoS has imposed on the number of database lookups per hour. If you experience a problem, you may want to try again later.  As an alternative, you may want to export your citations from WoS and then import using the Generic import method.

    The documentation on importing citations and publications may also be useful.

  • Yes you can. However, much of the hidden formatting which Word uses will get filtered out. If it weren't, you would also have odd characters showing in the text.

    For working on your report text in an offline program, a simple text editor such as Notepad or Wordpad (Windows) or TextEdit (Mac, Linux) works better.  You can add simple formatting in UA Vitae after pasting the text in. Editor buttons include bold, italic, underline, numbered list, and bulleted list.

  • In UA Vitae, your annual reports are called vitae or CVs.  To view your own APR CVs, or those of a faculty member whom you may be emulating, go to the  My Data [tab] > Vitas & Biosketches [box] > Access Vitas / Biosketches [link]. The CALS Annual Review Summary is the CV used for peer review.

    You may also create one or more CVs customized to your personal preferences. To do so, go to My Data [tab] > Vitas & Biosketches [box] > Manage Vitas / Biosketches [link].

  • In UA Vitae, support staff are also able to enter items on behalf of faculty members in their unit. A support person will need to have a UA Vitae staff account with administrative access for their unit.  He or she can then emulate any faculty member in that unit - not only a specific faculty member. To request a new staff account, contact a UA Vitae admin in your unit.

  • The deadline for 2014 annual reports is Monday, February 2, 2015, as set by the Dean's office. A letter has been sent out to HODS and others regarding this. Keep in mind that departments, schools and counties may set their own deadline prior to the college's, so check with your unit head as well.

  • APROL will remain available, as a read-only system, for an indefinite period. All your APRs will still be accessible. Administrators will also be able to access reports as before.

Please fill out the contact form below to report any issues, concerns, suggestions, or for any questions. We will get back to you as soon as possible. You may also need to contact the person in your unit responsible for HR or academic questions. A list of contacts by administrative unit is available.