Creating and Submitting an
Electronic Appendix
for Retention, Tenure and Promotion
California State University, Fullerton
Faculty Affairs and Records
Campus Information Technology
August, 2014
ERTP & SharePoint
 Microsoft SharePoint 2010
 Website: http://ertp.fullerton.edu
 Each participating faculty member has a
document library in SharePoint
 Appendix folders and documents are
uploaded to the library
 Reviewers are given “Read Only” access
 The main portfolio binder remains in hard
copy, with all materials in tabs 1.0 to 7.0
Basic Steps For Creating an
Electronic Appendix
1. Create your Appendix Table of Contents in
a MS Word document
2. Organize documents in the same manner
as your Appendix Table of Contents
3. Convert documents into electronic format
and place into file structure for 3 areas
4. Upload files into your SharePoint Library.
5. Optional: Create links/shortcuts from
Appendix Table of Contents to documents
in SharePoint
Step 1 - Create the Appendix Table
of Contents
 The Table of Contents (TOC) for the Appendix
shows reviewers what you have placed into the 3
appendix folders, and the location
 TOC should be created as Microsoft Word
document that will be uploaded to SharePoint
 After your folders and files have been uploaded,
you have the option of creating and assigning
hyperlinks from the Appendix Table of Contents to
the items in SharePoint
 Remember that a printed copy of the TOC for the
Appendix must still be placed in the main RTP
Portfolio binder under Tab 2.0
Step 2 - Organize Documents into
the Three Appendix Folders
 First organize a file structure map of how and where
you will place your appendix documents
 Appendix documents should be organized into
three main folders: 1. Teaching - 2. Scholarly &
Creative Activity - 3. Service
 Organize the your documents with names and
location in the same manner as listed on your TOC
 Raw Data is a required subfolder to be placed into
the Teaching folder.
ERTP File Mapping Examples
Teaching, Scholarly/Creative,
Service, & SOQ Raw Data
Only 3 main files in ERTP
Teaching
Scholarly &
Creative
Service
Appendix I - Teaching
Teaching
Student
Raw Data
ART
101
ART
102
Peer
Observation
of Teaching
Professional
Development
Student
Mentorship
SOQ- Student Raw Data
Educational Leadership
Student Opinion
Questionnaire Reports Student Opinion Questionnaire Reports
Fall 2013 report files
EDD Summary
EDD 670D-20 xxxxxx Comments
EDD 670D-20 xxxxxx Statistics
EDD 613-23 xxxxxxx Comments
EDD 613-23 xxxxxx Statistics
EDD xxxxxx Summary
View SOQ Raw Data (Paper SOQ Scanned Images):
EDD 670D-20
EDD 613-23
Appendix II – Scholarly/Creative
Scholarly &
Creative
Journal
Article
#1
Journal
Article
#2
Book
Chapter
#1
Conference
Presentations
Grant
#1
Works in
Progress
Appendix III – Service
Service
University
Service
College
Service
Department
Service
Service to
Profession
Service to
Community
Organize – More Tips
 Reviewers should be able to read the
Appendix Table of Contents and find
materials easily
 Use a naming/numbering system that is
consistent across folders and files
 Avoid creating more than 3 levels of
subfolders. This may cause problems with
creating hyperlinks.
 When naming files, do not use prohibited
characters: %, &, $ (see character handout
page)
Organize -Desktop Screenshots
Sample picture of an
organized electronic
Appendix
on your computer desktop,
using template from FAR.
Another sample picture
of an Appendix.
The next step will be to
upload this from a
computer desktop or
flash drive.
Organize – Subfolder Tips
 Suggestion – Don’t nest more than two or three folders deep.
 Example 1:
 Top Folder named “Appendix I Teaching”
 Subfolder “Teaching Materials”
 Subfolder “Syllabi”
 Documents with sample syllabi from multiple
courses.
 Example 2:
 Top Folder “Appendix I Teaching”
 Subfolder (Course Name)
 Documents - sample syllabi, sample quizzes, etc.
from the course
 Remember that “Raw Data” is a required subfolder within
Teaching.
Step 3 – Convert Documents into
Electronic Format
 Convert documents into electronic format and place
into your organized file structure
 Recommend that PowerPoint documents be saved
as PDF. Saves download time.
 Scan paper documents into PDF format with a
name consistent with how it is named in the
Appendix Table of Contents
 Your department copier may be set up to scan and
save documents to PDF.
 Please see your department administrative support
to find out if your department copier has this ability,
or contact the library (ATC) for assistance.
Step 4 – Upload Files to SharePoint
 Already an ERTP User -FAR (Faculty Affairs &
Records) will notify you when your ERTP Library is
ready for use.
 New ERTP User - Contact the FAR office or check
the ERTP site to confirm that a document library
has been created with your name.
 Attend an ERTP workshop and receive instructions
on how to upload folders and files to SharePoint.
 We highly recommend you keep a copy of your
appendix on your desktop or a USB drive, etc. as a
back-up after uploading ERTP to SharePoint.
Upload Files – PC Users
 You must either be on campus or have VPN to
access the ERTP SharePoint server
 Go to: http://ertp.fullerton.edu
 Click on College, then click on Department
 Click on your name to open ERTP Library folder
 Select the Documents Tab –near top of page
 Choose the option for “upload document”
 Use Browser to locate and choose folder, for
example the “Teaching” folder
 Click “OK”
 “Teaching” folder should appear in the ERTP
Library
Upload Files – MAC Users
 You must be either on campus or have VPN to
access the ERTP SharePoint server
 MAC users must use Safari
 MAC users must have a Microsoft Document
Connection installed on their computer/laptop
 Most CSUF faculty and staff already have this
program installed on campus-issued computers
and laptops. However, you may contact either IT
or the ATC for assistance in getting the MS doc
connection installed.
Upload Files – MAC Users Continued
 Open Microsoft Document Connection
(Applications-->Microsoft 2011  Microsoft
Document Connection)
 Click on “add location” icon at top left corner
 Select option “Connect to SharePoint Site”
 A new window will pop up, type in location of
destination server (ERTP): http://ertp.fullerton.edu
 Enter your campus credentials as if you are logging
into a computer workstation.
 The ERTP main page will appear
Upload Files – MAC Users Continued





Click on College, then click on Department
Click on your name to open ERTP Library folder
Select the Documents Tab –near top of page
Choose the option for “upload document”
User Browser to locate and choose folder, for
example the “Teaching” folder
 Click “OK”
 “Teaching” folder should appear in the ERTP
Library
Upload - ERTP Screenshot
This is an example of an Appendix that has been
uploaded to SharePoint.
This faculty member slightly modified the three folder
names but, importantly, still kept them in the same
numerical order.
Note: The “ERTP SharePoint Review Check Sheet”
document is used by Reviewers only. You are not
responsible for adding it to your library.
Step 5 –Create Hyperlinks from TOC
to ERTP files (PC & MAC Users)
 Use MS Word for the TOC. (It will be easier if you
need to make changes.)
 The TOC may be linked either to folders or to
documents in ERTP SharePoint.
 Create the hyperlinks after the TOC and all folders
and files are uploaded to ERTP SharePoint,
otherwise the links won’t work.
 Organization and a clear Table of Contents are key
to a successful ERTP Appendix. Reviewers should
be able to easily find your documents with or
without hyperlinks.
Create Hyperlinks - Continued
 You should have already uploaded your
documents and folders to SharePoint.
 Open your folder on the SharePoint server
that contains the document you wish to link
 Right Click on the document you wish to
create the link. Select “Copy Shortcut” from
the menu that appears.
 In your Table of Contents document
highlight the text you wish to make into the
link.
Create Hyperlinks - Continued
 Once you have highlighted the name you
wish to add the link to, Right Click on the
highlighted link and select “Hyperlink” from
the menu
 Right Click in the white box to the right of
the word “Address” at the bottom of the
dialog box.
 Select Paste from the menu. (You can also
click in the box and use CTRL + V to paste)
Create Hyperlinks - Continued
 You will see a long URL (web path) appear
in the Address box.
 Click Okay.
 You should now see that the text you
highlighted is blue and underlined indicating
that it is a link.
 Repeat for each document or folder you
wish to link to the Appendix Table of
Contents.
Assistance with ERTP
will be available
 In addition to workshop dates, technical assistance
with uploading your files and hyperlinking the Table
of Contents is available at the Academic
Technology Center (ATC)
 You may also email technical questions to Marc
Montaser at the ATC. Write “ERTP” in the subject
line and cc: Phil Lee & Rita Page
 Make use of these resources early and before your
RTP due date of Sept.15th or Oct. 1st!
Important Guidelines
 File names uploaded to SharePoint should
not contain prohibited characters, including:
&, %, $.
 Hyperlinks have a 255 character limit, and
that includes the names of folders.
 We highly recommend using PDF format for
compatibility and security reasons, however
SharePoint can accept other file types.
 Exception: Please use MS Word for the
Appendix Table of Contents. (It will be
easier if you need to make changes.)
How to get help?
 Contact Faculty Affairs and Records for
assistance with the process.
 Penny Connell – x8593 – pconnell@fullerton.edu
 Rita Page - x3705 – rpage@fullerton.edu
 Phillip Lee - x2778 – philliplee@fullerton.edu
 If you need technical assistance with
SharePoint, contact:
 Marc Montaser at mmontaser@fullerton.edu
 Cc: Phillip Lee and Rita Page