Workload

At this time, FY2019 workload data is incomplete due to the OneUSG transition of budget codes and cannot be corrected using the procedure below. This page will be updated again as soon as that data is correct.

Logging in

Issue

Description

Date Completed

Note

FERPA Restriction

I received an Elements unauthorized user error message after I logged in to CAS Myid.

If you placed a FERPA restriction on your record, you will not be able to log into the UGA Elements system.

To gain access to Elements, you will need to:

Remove your FERPA restriction in the Registrar's office by completing the FERPA request form. You can email your completed form to the UGA Registrar's contact person below or deliver it to the Registrar's office.
Contact: Adam Lawrence: adamlaw@uga.edu, Office of the Registrar, 102 Holmes/Hunter Academic Building, 706-542-6020
Once the flag is removed in the Registrar's office, you will need to submit a ticket to the ID Management Team requesting that they remove your FERPA flag in the ID Management system. Support Ticket

Resolved by User

When I tried to log into UGA Elements, I received a "Disallowed key characters" message.

Symplectic Elements supports the following browsers. If you are using a supported browser and are having difficulty logging in, please try clearing your cache or speak with your IT representative.

Note: If you have an expired Myid password, you will need to contact the EITS Help Desk

N/A

For all other log in issues

Submit a Support Request form

Resolved by User

User Profile

Please see the "Correcting data" page for instructions on handling corrections to UGA authoritative data locked from editing by the user.

Grants

Issue	Description	Date Completed	Note
Projects that are in eResearch Portal are not in Elements	Submitted proposals may take several days to display in your Elements profile after they are available in the eResearch portal. Please do not add missing sponsored projects to the "Other funding" grant type. Doing so will prevent accurate reporting. If you are missing a grant after a few days, there may be missing data that will not allow the grant to be fed into our system even though it is visible in the eResearch portal. Ex. Elements will not load grants if they are missing these key pieces of information: Title Primary Sponsor Name Total Award Amount FPID Proposal Submission Date UGA ID Role Your SPA representative can verify if all of the necessary information is in the portal. If you are still missing grants after reviewing this information, please contact UGA Elements for further review.	Resolved by User	Work with your grants assistant to correct in the portal. List of contacts is located here: SPA contacts
I am listed as Additional Personnel on a project in eResearch Portal, but that project is not listed in Sponsored projects on my Elements profile	Description. Projects (grants/proposals) show up in your list when you have a relationship to that project. eResearch Portal defines these relationships by the value of the Has Credit attribute under Additional Personnel for that project. When Has Credit = Yes, then you can be assigned intellectual credit (which can be 0%) and your relationship will appear in Elements.	Resolved by User	Work with your grants assistant to correct in the portal. List of contacts is located here: SPA contacts
Sponsored Projects in Elements have improper credit for investigators	Distribution of credit among investigators comes directly from the eResearch Portal and cannot be resolved by the Elements team. Please have your SPA grants administrator update credit among investigators.	Resolved by User	Work with your grants assistant to correct in the portal. List of contacts is located here: SPA contacts
One of my grants from Sponsored Projects Administration has the wrong status	Grant status comes directly from the eResearch portal and cannot be resolved by the Elements team. When a grant status changes, faculty should make sure this is reflected in the authoritative source in the eResearch portal. Contact your SPA grants administrator for updates to the portal.	Resolved by User	Work with your grants assistant to correct in the portal. List of contacts is located here: SPA

Reporting Problems (EAS)

Issue

Description

DateCompleted

Note

One of my publications is not appearing in my Elements Activity Summary (EAS) report or the Unit Faculty Research Summary Report (UFRS).

While you can report on publications before they are published (status= Unpublished, Submitted, Accepted, or In preparation with Status date) they may interfere with the reporting dates/statuses used in our reports such as the EAS and UFRS if not updated after being published. For example, if a publication is manually entered and reported on in 2016 as Accepted using an Acceptance date, the reporting date will continue to be set to 2016 (appear in 2016 EAS) unless an update is made to change the date and status of that record if you want to report on it in 2017 as published.

In addition, a manual publication with an acceptance status/date matched to an online published record will cause similar issues with the reporting date. When there are different dates, the default reporting date resides with the manual record.

Fix:

For manual records with no online record attached, edit the record and change the dates and status. This will update the reporting date.
For manual records that have online record attached, you can either edit the manual record and continue to use it as the preferred record OR you can choose another preferred record (PubMed) and update the reporting date for it.

Examples below:

Resolved by User

Contact elements@uga.edu for help.

Publications: Some of my publications are not listed as Peer-reviewed.

When you export your EAS report, you will notice that journal articles are sorted by “Peer-reviewed/refereed” and “Unspecified review/referee status”. This is because there is no automatic way to flag peer-reviewed status through the online Synchronizer or when you manually add a publication. You can add a Peer-reviewed/refereed label after you approval or save a manually-ented publication by selecting the "Manage labels" link located at the top Labels panel. You may notice many other labels that came from the publication databases, but you will have to manually add peer-reviewed/refereed.

Click the + sign to add the label for Peer-reviewed

Rollover the name and choose the + sign to save.

.

When you run your EAS again, your publications will fall under the "Peer-reviewed" section.

Resolved by User

Teaching/Professional Activities

Issue

Description

Date Completed

Note

Some of my courses taught records are missing from Elements

If you add/edit courses taught records in Athena after the close of the semester, these changes will not make it into Elements.

We do an initial load of Athena records at the beginning of the semester and then update records via an authoritative feed until the end of the semester. After the semester has ended, we do a final teaching load prepared by the Office of Institutional Research that is the official teaching record sent to IPEDS (Integrated Postsecondary Education System). Athena allows units to update teaching records after the close of the semester, but these late updates are not included in the official record.

Note: For accurate reporting in Elements and for accuracy in the UGA official teaching record, it is important for units to make sure their teaching records are updated early in the semester. To this end, units may want to set internal deadlines for validating these records before the close of the semester. This will resolve the issue with courses not making it into UGA Elements.

N/A

If you are missing a course after the close of the semester, you may have to manually add the course to your EAS report for that year's report. This is not an ideal solution, so we ask units to consider best practicies for validation/corrections to courses taught records.

Cannot add new courses taught records but the + button is active

Courses taught records are fed into UGA Elements from the authoritative source, Athena, therefore, you cannot add new courses taught records to Elements even though the + sign is still active (This is a vendor interface issue). However, you can add Major Course Revisions, Pedagogical highlights and Average Number of Contact Hours per Week to an existing course record by clicking on the title to edit. Note: You cannot edit locked information that comes from Athena. Please do not click the + sign and add missing courses as this will not be properly reported for annual evaluations.

N/A

We have reported the issue with the + sign to the vendor. No immediate fix is available.You cannot manually add a Courses Taught record to the interface.

‘[title field missing]’ appears in place of student name in Graduate/Professional student advising professional activity

Until recently, faculty service on graduate/professional student advisory committees had to be entered manually in the Teaching Activity (TA) Student/Postdoc supervision. Within the past year, we created a Professional Activity (PA) Graduate/Professional student advisory committee to display authoritative data about committee membership from Banner. Both of these activity types now appear on EAS; we recommend removing any duplicate information from Student/Postdoc supervision.

Because the … advisory committee PA could only report current (not historical) memberships, we are in the process of replacing it (for faculty) with a new PA Graduate/professional student advising, which will have historical as well as current memberships. The “broken” PA’s currently displayed in Elements will be replaced soon with correct data, so please ignore these objects for now. When the data are corrected for this new PA, it will replace the … advisory committee PA in the EAS.

When this change occurs, we will create a Release Note for the new EAS version.

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