• The "DMS Viewer" must be installed.  This is a one-time download that allows the user to open and view the documents.
• The software only works on a PC Platform using only Internet Explorer.
• Download the viewer at: http://ap.ucsb.edu/download/visiflow
• DMS Viewer 5.6.12 Step-By-Step Installation Guide (PDF)

Technical questions may be directed to help@ap.ucsb.edu

Policy questions may be directed to the College or Academic Personnel analysts.

The Case Processing Application accepts all types of Word and PDF Document types.  Tiff documents are acceptable, however please be careful of its size. You can convert a Tiff to a PDF to reduce its size. Acceptable sizes should be under 1MB.  When possible upload the word version which is the smallest in size.  

The settings that work best are as follows:

• 300 - 400 DPI
• Setting of B&W Only - some scanners will scan in color or grey scale, but changing to Black & White will give the best result.
• Setting of Scan as "Text & Graphic as Image"
• If using a Konica - make the sharpness darker.

Other scanning hits:

• Scanning white paper is best so photocopy colored paper to white before scanning to improve quality.
• Scan paper to PDF (preferable) or Tiff
• You must have Adobe Acrobat Distiller to convert documents to PDF
• Colored highlighter marks may hide text when scanned
• Writing done in pencil may not show up and should be traced over with pen
• Double check your quality of scan before uploading it into the application.

There are five different document types to accommodate the letters and related materials: 

(1) List of external referees

(2) Sample letter sent out

(3) List of items sent to reviewers

(4) Actual letters, in coded order

(5) Redacted coded letters – if provided to the candidate

If a document has to be re-uploaded for any reason, it will appear twice in your list of documents; the second upload will not override the first.  The first version can be deleted, or if appropriate, two documents can remain (for example additional external letters being submitted at a later date.

The original signature must be scanned and saved to a file.  To insert the signature into the document:

• In Word, click on “Insert”
• Click on “Picture”
• Click “From File”
• Choose the appropriate file
• Click on “Insert” which will then insert the signature onto the document
• Resize the signature and move to the appropriate location within  the document.

(1) Choose the appropriate case type

(2) Save the Coversheet

There are two options for removing the tracking from word documents:

1).  Use the following to remove hidden data permanently:
http://www.microsoft.com/downloads/details.aspx?FamilyId=144E54ED-D43E-42CA-BC7B-5446D34E5360&displaylang=en
 
2).  Remove the tracked changes ("View" then un-check "Markup") and then make a PDF of the document to upload. 

Please bold the entire document and then upload it, which will allow the text to be more clearly readable.

• Log into the Academic Personnel Website using your UCSBnetID / UCSBnetPassword at https://ap.ucsb.edu
• Under "Dashboard" -> “Case Processing”, click on “View & Send Cases (Visiflow)”
• On the left navigation, expand “Merits”
• Click on “20-View Case in Progress”

• Log into the Academic Personnel Website using your UCSBnetID / UCSBnetPassword at https://ap.ucsb.edu
• Under "Dashboard" module - Click on "Sign Safeguard Statement" and fill out as appropriate.
• If you hold positive percentage appointments in more than one department you must sign a safeguard for each department.
• Choose the appropriate analyst preparing your case and click “I Agree” to complete.  Your department analyst will automatically be notified.
• Log out of the application

Every faculty member needs to file an annual report of certain outside activities (Category I and II, as described below) with their Department Chair each year.  For information on how to file this form please see How do I complete my Outside Activities Report Electronically?

Category I activities are likely to raise issues of conflict of commitment. They include such activities as:
- Assuming an executive or managerial position in a for-profit or not-for-profit business.
- Administering a grant outside the University.
- Establishing a relationship as a salaried employee outside the University, including teaching or research at another institution.

Category II activities are unlikely to raise issues of conflict of commitment and are allowed up to a 39 day limit. They must also be reported on an annual basis and include such activities as:
- Providing consulting services.
- Serving on the board of directors of an outside entity
- Providing workshops for industry.

Campus procedure for reporting, as well as for acquiring prior approval for Category I activities may be found in Red Binder section I-29.

• Log into the Academic Personnel Website using your UCSBnetID / UCSBnetPassword at https://ap.ucsb.edu
• Under "Dashboard" module - Click on "Outside Activates Reporting" and fill out form, including all Category I and II activity.  (Note that the form can be saved for further updating if a faculty member prefers to update throughout the year)
• Upon completion hit “submit” which will forward the form to the Department Chair(s) for approval.  (Faculty with appointments in multiple departments need to complete the form only once.)
• If there were no reportable activities during the year, the appropriate box on the form is to be checked and the form submitted to the Chair(s).
• Department Chairs will also approve the forms online.  Forms will then be stored electronically and be available to departments for upload into personnel cases.
• Log out of the application

Forms must be completed no later than October 31 of each year and should include activities for the complete year from July 1 through June 30 of each year.

Because the annual reports must be included in faculty advancement cases, faculty putting forward cases during a merit and promotion cycle will need to complete the forms prior to the departmental deadline for submission of case materials.