Our goal this month is to allow faculty from other universities to fill out certain forms and highlighting proposed changes for approvers. Please contact us if you're interested in learning more or have a suggestion!
It's common to reimburse visitors from outside your university when they give a talk or participate in a conference. External faculty may also be appointed temporarily at your university.
Many universities have Word or PDF forms for requests like this. Guests do their best to fill these out and email them to the right person at your university. The process after that usually differs depending on the unit, but often is opaque to the guest.
Universities want their guests to have a great experience when visiting their campus. Wrestling with complicated forms and an opaque process isn't a great way for guests to conclude their visit.
Guests from outside your university can fill out forms just as on-campus faculty do in FacultyForms. Finding the form is easy with a provided landing page listing all available forms. After clicking the form they'll be prompted to create a guest account, fill out the form, then submit to the appropriate department.
Tracking status from that point forward is transparent. Guests can log in to see whether their request was accepted and ultimately approved. FacultyForms can optionally send an email notification at designated points along the way, such as when a request is approved or requires revisions.
Processing is identical for forms submitted by guests as for on-campus faculty. Having a unified request and approval process for both audiences simplifies review for analysts and approvers. Staff analysts will have an opportunity to make minor corrections or return the form to the requestor, just as they do with employee-submitted forms.
Many form requests capture before & after information. An example is renewing a faculty appointment, where approvers often want to see details about the current and proposed appointments. Having before & after information helps approvers see changes, including a change in department, title, salary, etc....
Formatting can have a big impact on readability for form-fillers and reviewers. Group related or repeated questions in a grid — perfect for asking for current and proposed information. Grouping like information helps reviewers scan and quickly formulate a decision.
Some form answers are more important than others. Proposed changes to title, step, and salary are a few key examples.
FacultyForms can optionally highlight proposed changes, making key differences stand out to reviewers. Highlighting significantly improves readability when combined with grid-formatted questions. This can reduce the chance of errors sneaking through the review process, creating rework or unwanted risk to the university.
Join the monthly mailing list to hear about our latest updates: