Skip to Content

 

Contact Us

P.O. Box 400308
Booker House
Charlottesville, VA 22904-4308

Phone:
434-924-3728
Fax:
434-982-2920
Email:
provost@virginia.edu

Provost's Tutorial FAQ's

General Questions
Questions About the Interface Between the Provost's Tutorial and the EOP Hiring and Recruitment Tracking (HRT) System


General Questions


  1. How do I access the provost's tutorial?
  2. Do search committee members have to do EOP training and take the provost's tutorial?
  3. What is the difference between Equal Opportunity Programs (EOP) training and that offered by the Vice Provost for Faculty Recruitment & Retention (VPFRR)?
  4. I was not able to log in to the provost's tutorial. What is the problem?
  5. Can anyone take the provost's tutorial?
  6. Who is required to take the provost's search committee tutorial?
  7. When does the mandate take effect?
  8. How often do I have to take the provost's tutorial?
  9. How can I find out if I am still certified?
  10. Can I partially complete the provost's tutorial and come back and finish it later?
  11. Why is this tutorial mandated? Why do I have to take it to serve on a search committee?
  12. How will I know if I have successfully completed the provost's tutorial?
  13. Do I need a password to enter the provost's tutorial?
  14. What if I forget or lose the URL?
  15. How do you keep track of who has and has not taken the tutorial?
  16. What happens if a search committee member has not taken the provost's tutorial by the time a search begins?
  17. What happens if a faculty member won't take the provost's tutorial?
  18. Is there any way to prepare or study before I take the provost's tutorial?
  19. Will anyone be keeping track of my answers or how long it takes me to do the provost's tutorial?
  20. I took the provost's tutorial but didn't get a certification email from the Vice Provost for Faculty Recruitment & Retention. Why? What can I do?
  21. What if someone is seriously ill, in an area of the world without electricity, or otherwise indisposed, and therefore utterly unable to take the tutorial for several weeks? Will the search be halted until that person is again available?
  22. We have invited someone from outside the UVa community to be a member of our search committee. They don't have a UVa ID. What do we do?
  23. What if I don't use a computer? How can I take the provost's tutorial?
  24. Our search committee has questions that were not answered in the provost's tutorial—what do we do?
  25. Is the provost's tutorial secure?
  26. I started to take the provost's tutorial but was unable to finish it, so I exited out. I came back later and started again but this time I went straight into the tutorial without getting the NetBadge Login page. Why?
  27. Will I be penalized if I don't complete the provost's tutorial in one sitting?
  28. How long does the provost's tutorial take?
  29. Can I take it from a computer outside the U.Va. network?
  30. I have an atypical browser (e.g., Firefox); will the provost's tutorial work from there?
  31. Some of the material in the provost's tutorial is very interesting. How can I pursue it further?
  32. I took the provost's tutorial but the EOP Hiring and Recruitment Tracking system says I did not. How could that happen?

Questions about the interface between the tutorial and the EOP hiring and recruitment tracking (HRT) system


  1. How will I know if a search committee member has taken the provost's tutorial?
  2. What should I do if a committee member has not completed the provost's tutorial?
  3. Am I responsible for making sure all committee members take the provost's tutorial?

1. How do I access the provost's tutorial?

The provost's tutorial is available on a secure ITC server at http://www.virginia.edu/facultysearchtutorial

2. Do search committee members have to do EOP training and take the provost's tutorial?

All members of search committees seeking to fill tenured/tenure track positions will need to take the provost's tutorial and EOP training before the search can go forward.

Members of search committees seeking to fill non-tenure track academic, research, and administrative positions must complete EOP's search committee training before starting a search, but are not required to take the provost's tutorial.

NOTE: As of February 2006 EOP training will switch to an online format. For more information click here. To take EOP training online go to http://www.virginia.edu/eop/searchcommittee.html

Who Takes Which Training?
Type of Position to Be Filled
Must Take Provost's Tutorial
Must take EOP Training
All academic
 
X
-- tenured/tenure track
X
X
All research
 
X
All administrative
 
X

3. What is the difference between Equal Opportunity Programs (EOP) training and that offered by the Vice Provost for Faculty Recruitment & Retention (VPFRR)?

EOP and VPFRR share a common mission: encouraging the creation of diverse candidate pools, promoting equitable hiring procedures university-wide and conducting search committee training. Because the subject matter is so complimentary, the two offices often work in tandem to provide face-to-face training for search committees.

The following is an outline of the differences in VPFRR and EOP training:

EOP training

  • Currently face-to-face training for academic, research, and administrative search committees; will switch to online format in February 2006
  • Mandated as of 8/1/05
  • Training has compliance focus
  • Training must be scheduled with EOP. For more information about EOP taining click here

VPFRR training

  • Online tutorial for all members of search committees seeking tenured/tenure track faculty
  • Mandated as of 11/21/05
  • Training has "best practices" focus
  • Tutorial available at all times online

4. I was not able to log in to the provost's tutorial. What is the problem?

Some faculty members at UVa may have trouble accessing the Provost's Search Committee Tutorial because they can not get past NetBadge Login. This may occur if your school or department has an independent email system (Computer Science in A & S and the Darden School are the two we are currently aware of). If you have tried every password you know on the NetBadge Login page you may need to call the ITC Accounts office and create a Central Mail Service account, but there may be a simpler way.

If you do not have a CMS account you can use your password for the Faculty Toolkit. If you use Home Directory you can use that password, or if you have a password that works at computer labs around the university (that would be an Eservices password) you can use that one, or you can use a Unix account password. If you are in the Health System you can use the HSC Domain password.

If none of these these possibilities work for or apply to you, you will need to get a Central Mail Services (CMS) account. To do so, email accounts@virginia.edu. Tell them you need a Central Mail Services account so you can have a password that will work with NetBadge Login. They will give you a password and instructions on how to get into the CMS account. That password should work with NetBadge Login and therefore give you access to the tutorial.

Once this CMS account is set up, it could get email, so you would be wise to set up a "forward" to your regular email account. How you do this will depend on the way you access that CMS account (WebMail, Eudora, Mulberrry, etc.) Call the ITC Help Desk at 924-3731 if you need help with this.

The password will work but it will likely be hard to remember, and you may end up needing to use it again for something else, so you may want to change it to something more "native" to you. If you need help with changing the password, you can call the ITC Help Desk.

If none of this helps, please feel free to call or email Dawn Hunt, Project Coordinator, in the Office of the Vice Provost for Faculty Recruitment & Retention at deh3k@virginia.edu or 924-6841. She will work with you to assure that you are able to meet your search committee training obligations.

5. Can anyone take the provost's tutorial?

Anyone with a UVa ID and a password from Central Mail Service (CMS), Home Directory, Blue Unix cluster, Eservices, or HSC domain can take the provost's tutorial. We encourage all faculty members at UVa to take the provost's tutorial when they have a few moments to spare. Staff members and administrators are welcome too take the tutorial as well.

6. Who is required to take the faculty search committee provost's tutorial?

The tutorial is required for all members of search committees seeking to fill tenured or tenure track positions.

7. When does the mandate take effect?

On November 21, 2005. All members of tenure track search committees that begin on or after November 21 will be required to take the provost's tutorial before their searches can go forward.

8. How often do I have to take the provost's tutorial?

Certification is good for two years.

9. How can I find out if I am still certified?

Open the tutorial. Click past the letter from the Vice Provost, and "Why This Tutorial?" Then click on the "Begin Tutorial" button at the bottom of the "Instructions" page. If you have successfully completed the tutorial, you will get a message similar to this:

You may take the tutorial as often as you desire, but it is only required every two years.
You last took the tutorial on: 10/24/05
You are not required to re-take it until: 10/24/07

10. Can I partially complete the provost's tutorial and come back and finish it later?

You must complete the provost's tutorial in one sitting in order to get credit for having taken it. You will not be able to exit the tutorial in the middle and return later to complete it. A brief break will be fine but please note that the tutorial will automatically shut down if there is no activity for 20 minutes. You may take as long as you like to complete the tutorial, as long as there are no periods of inactivity of greater than 20 minutes.

11. Why is this tutorial mandated? Why do I have to take it to serve on a search committee?

Faculty recruitment and hiring are as important as research and teaching to the future of departments, schools, and the university as a whole. All UVa faculty are highly trained experts in their disciplines; that is why they have been hired. However, most faculty have little or no training in the areas of recruitment and hiring. Yet they serve as gatekeepers for the crucial process of building the faculty. The tutorial might be considered a primer on faculty recruitment, a Search Committee 101, so to speak. It is our hope that it will offer you information about recruitment best practices, and challenge you to sharpen and intensify your considerable efforts to attract a strong, diverse pool of applicants for faculty openings. It is also designed to provide catalyst for conversations about those best practices at the first, and subsequent, search committee meetings.

12. How will I know if I have successfully completed the provost's tutorial?

If you successfully completed the tutorial you will receive an automatically generated email from the Vice Provost for Faculty Recruitment & Retention saying so. If you take the tutorial and do not get this email perhaps you did not click on the "Click for certification" button at the bottom of the answer/discussion/reference page for the final question (#14). There is another possibility: the certification email will be sent to the email account you access with the UVa ID and password you used on the NetBadge Login page at the beginning of the tutorial. Make sure you are checking the correct email account.

13. Do I need a password to enter the provost's tutorial?

It requires a U.Va. computing ID (example: xqz3k) and a password for any of the following systems:

  • Central Mail Service (CMS)
  • Home Directory
  • Blue Unix cluster
  • Eservices
  • HSC domain

14. What if I forget or lose the URL?

There will be links to the tutorial from many UVa Web sites including:

15. How do you keep track of who has and has not taken the provost's tutorial?

The U.Va. IDs of all persons who have completed the tutorial are automatically entered in EOP's Hiring and Recruitment Tracking (HRT) system. When the search originator (or a designated employee) enters a new search in the HRT, the system checks the names of prospective search committee members against the list of those who have completed the tutorial.

16. What happens if a search committee member has not taken the provost's tutorial by the time a search begins?

If a search committee member has not completed the provost's tutorial the EOP Hiring and Recruitment Tracking (HRT) system will halt the search. The "Summary" page in the HRT system will note for the search "originator" (usually an administrative assistant) which committee members have not taken the tutorial. The originator will then click on the "Notify" button next to that message for each committee member who has not taken the tutorial. That will send automatic emails to that member and to the department chair informing them of the situation. A "cc" of that email will also go to the search originator.

17. What happens if a faculty member won't take the provost's tutorial?

President Casteen has mandated the provost's tutorial for all members of search committees seeking to fill tenured/tenure track positions. If someone designated as a search committee member does not take the tutorial, the search can not go forward—EOP cannot approve the search, etc. If an individual chooses not to take the tutorial and therefore not participate in a search committee, that is a matter for the appropriate dean and/or department chair.

18. Is there any way to prepare or study before I take the provost's tutorial?

We have posted Tutorial Preparatory Materials on the Vice Provost for Faculty Recruitment & Retention (VPFRR) Web site for those who would like to preview tutorial material before taking the actual tutorial, or review it afterwards. On the VPFRR Web site click on the "Faculty Search Tutorial" link (on the left menu on the home page or on the blue menu bar at the top of all other pages) then click on "Tutorial Preparatory Materials." Please note that the tutorial preparatory material is not in the same order as the tutorial.

19. Will anyone be keeping track of my answers or how long it takes me to do the provost's tutorial?

No. You must eventually enter the correct answer for any given question in order to proceed to the next question, but you can try as many times as you need to get the correct answer. No record will be kept of how many times you answer any question, or how long it takes you to complete the tutorial.

20. I took the provost's tutorial but didn't get a certification email from the Vice Provost for Faculty Recruitment & Retention. Why? What can I do?

If you successfully complete the provost's tutorial you will receive an automatically generated email from the Vice Provost for Faculty Recruitment & Retention saying so. If you take the tutorial and do not get this email perhaps you did not click on the "Click for certification" button at the bottom of the answer/discussion/reference page for the final question (#14). There is another possibility: the certification email will be sent to your UVa email account that is designated as "userID@virginia.edu". Make sure you are checking the correct email account. If you are unsure which account this is, please call the computer help desk you normally use.

If you did not get the certification email you will have to take the provost's tutorial again. The alternative would be to make an appointment with a member of the VPFRR staff to review the tutorial and your answers by hand.

21. What if someone is seriously ill, in an area of the world without electricity, or otherwise indisposed, and therefore utterly unable to take the tutorial for several weeks? Will the search be halted until that person is again available?

EOP requires only three persons on a search committee for a search to proceed. If one of those three persons is truly unable to take the provost's tutorial, the search committee chair and/or the department chair or dean need to temporarily assign someone else to serve on the committee who has already taken or will be able to take the provost's tutorial. When the original member is once again available, she or he will need to take the tutorial before serving on the committee.

22. We have invited someone from outside the UVa community to be a member of our search committee. They don't have a UVa ID. What do we do?

Contact the office of the Vice Provost for Faculty Recruitment & Retention. We will make arrangements for that person to take the provost's tutorial.

23. What if I don't use a computer? How can I take the provost's tutorial?

There are several options:

a) You can ask someone in your department who is computer literate, or a staff member from the Office of the Vice Provost for Faculty (VPFRR) to assist you with the mechanics of taking the tutorial online.
b) You can use a paper copy of the tutorial which will be available through the Office of the Vice Provost for Faculty Recruitment & Retention (VPFRR). Your answers must be reviewed with a staff member from that office to receive credit for taking the tutorial. Please contact the vpfrr for assistance.

24. Our search committee has questions that were not answered in the provost's tutorial—what do we do?

Contact EOP and/or the Office of the Vice Provost for Faculty Recruitment & Retention (VPFRR). Both gladly offer face-to-face training for search committees. See FAQ #3 for similarities and differences between EOP and VPFRR training.

25. Is the provost's tutorial secure?

The provost's tutorial uses NetBadge Login, the same security system used to secure email and other confidential material. If you keep the tutorial open you can come back to finish it later, but keep two things in mind: (1) the tutorial will automatically time out in 20 minutes. If that happens you will need to start over (2) You will be logged into U.Va.'s secure system. Anyone with access to your computer will be able to access your email account, your Human Resources and Oracle information and any other programs or systems which require NetBadge Login to enter. NetBadge Login clearance lasts for nine hours.

26. I started to take the provost's tutorial but was unable to finish it, so I exited out. I came back later and started again but this time I went straight into the tutorial without getting the NetBadge Login page. Why?

When a person logs in through NetBadge Login from anywhere on grounds, the "session" lasts for nine hours (one hour when you login off-grounds). If you have logged in within nine hours your login will still be valid.

27. Will I be penalized if I don't complete the provost's tutorial in one sitting?

No. You can enter and exit the provost's tutorial as many times as you like. However, each time you enter you will start at the beginning of the tutorial. You cannot get certification unless you complete the tutorial in one sitting, making sure to click on the "Click for Certification" button at the end of the answer/discussion/reference page for the final question (#14).

28. How long does the provost's tutorial take?

It takes an average of approximately 20-30 minutes.

29. Can I take it from a computer outside the U.Va. network?

The provost's tutorial should be accessible from any computer that can connect to the World Wide Web.

30. I have an atypical browser (e.g., Firefox); will the provost's tutorial work from there?

The tutorial should work with any browser. Please contact the VPFRR if you have a problem.

31. Some of the material in the provost's tutorial is very interesting. How can I pursue it further?

There are references listed with each tutorial question without active links. There is also a "References and Resources" list with active links to all the articles and material that can be accessed from the Web, as well as call numbers for books owned by UVa libraries. You will be able to print and/or bookmark this file. "References and Resources" can be accessed at the end of the tutorial, or from the Vice Provost for Faculty Recruitment & Retention (VPFRR) Web site.

There is also a narrative version of tutorial materials on the VPFRR Web site. This version also includes all references and active links. A printed version will be distributed in pamphlet form to deans for use by search committees. It can also be used as a “prep tool” before taking the tutorial.

32. I took the provost's tutorial but the EOP Hiring and Recruitment Tracking system says I did not. How could that happen?

If you successfully completed the provost's tutorial you will have gotten an email saying so. If this did not happen, the most likely reason is that you answered the last question (Question #14) but did not click on the "Click for Certification" button at the bottom of the "correct answer" page for that question. (There is a message in red print at the top of that page which reads, "Important: To get credit for taking this tutorial please click the "Click for Certification" button below.") Unfortunately there is no other way to know if someone has taken the tutorial. If the HRT system says you have not taken the provost's tutorial, you will have to take it again.

Questions About the Interface Between the Provost's Tutorial and the EOP Hiring and Recruitment Tracking (HRT) System


33. How will I know if a search committee member has taken the provost's tutorial?

Once you finish entering a new search in the HRT system, you will get a "Summary" page which will indicate in red any areas with incomplete data. In the "Committee Information" area of this Summary page there will be a "Training Prerequisites" message in red for each committee member who has not completed training mandated by President Casteen (the "Provost's tutorial" and/or "EOP training").

User Status Database We have developed a simple searchable database called "User Status." This database includes the name, UVa ID, school, and department of everyone who has taken the provost’s tutorial; it is updated continuously. In the interest of privacy, we are restricting access to User Status to a few people in each school. The table below contains the names of persons in each school who have been given access, in alphabetical order by school/area. If you need to know who has taken the provost’s tutorial please contact the person(s) from your schoo/area on this list.

USER STATUS DESIGNEES
UVa ID Last Name First Name School/Unit
ebf9q Fortune Elizabeth Architecture
eak3n Keys Elizabeth Architecture
ncb8m Bertram Nancy Arts & Sciences
pcb6e Brunjes Peter Arts & Sciences
jak8w Krahn Jennifer Arts & Sciences
brc2s Shifflett Brandi Arts & Sciences
lac6a Willy Lori Arts & Sciences
sam6b Morris Sue Continuing & Professional Studies
rkb3b Burbach Rebecca Curry
ctf Fortune Clara Curry
tsd2f Deguzman Terry Darden
jrf8v Freeland James Darden
gcs Shabanowitz Georgiana Darden
wjt Thurneck William Engineering
vbt4g Tucker Vicki Engineering
lle4b Meadows Lisa Engineering
scm Malone Susan Engineering
ks2dg Bennett Karen Law
stp3f Parr Stephen Law
bra6s Ruddy Barbara Law
ams7tz Sapienza Alfred Library
hnc4n Cullop Heather McIntire
awk2k King Adelaide McIntire
rgn3p Netemeyer Richard McIntire
rlf3x Fisher Robin Medicine
dmh Houchens Diana Medicine
ehh2e Hupp Elizabeth Medicine
sck2a Knox Shirley Medicine
hn6u Norfleet-Shiflett Helen Medicine
jmo8n Oliver Jennifer Medicine
ms7w Snoddy M. Jean Medicine
srl Loving Susan Nursing
jmj4n Jarrell Jacquelyn Nursing
mvl2p Doherty Marquita Nursing
jl5bk Robbins-Lassetter Julie Nursing
sdh9y Perry Stephanie Wise

34. What should I do if a committee member has not completed the provost's tutorial?

In the "Committee Information" section of the HRT "Summary" page (see Question # 35 above) there will be a brief message in red, "Training Prerequisite(s)" and to the right of that, "Provost's Tutorial" for each committee member who has not taken the tutorial. Immediately next to the "Provost's Tutorial" message will be a "NOTIFY" button, with a roll-over message that says "Send reminder to committee member & committee chair." If you click on this button you will get a screen that says "Committee Member Notification Provost's Tutorial" that is set up to send an automatic email to that committee member, and a "cc" to the committee chair and the search originator (presumably yourself). You may add additional email addresses if you wish. When you click on "Send" at the bottom of this page it will send the email to the committee member who has not taken the tutorial and to all persons listed in the "Cc" area. Those emails will list Gertrude Fraser, Vice Provost for Faculty Recruitment & Retention, in the "From" header.

NOTE: If you click on the "Provost’s Tutorial" link you will get a pop-up window with a brief description of the tutorial and a link to the Frequently Asked Questions page on the Vice Provost for Faculty Recruitment & Retention Web site.

NOTE: There will also be roll-over messages and NOTIFY buttons if committee members have not taken the mandated EOP training. Please contact EOP at 434-924-3200 for further information.

35. Am I responsible for making sure all committee members take the provost's tutorial?

No. That is the responsibility of the committee chair and/or your department head and dean. Your responsibility is to use the HRT to send the automatically generated emails to notify any committee members who have not completed training prerequisites, and to the committee chair. If your department chair and/or dean require that you send this email to one or both of them, add their names in the "Additional Cc" section.

back to top