Creating and Submitting an
Electronic Appendix
for Retention, Tenure and Promotion
California State University, Fullerton
Faculty Affairs and Records
Campus Information Technology
SharePoint & ERTP
 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. Gather documents together and convert
them into electronic format.
2. Organize documents using the appendix
folder structure provided by Faculty Affairs
3. Create the Table of Contents for the
Appendix in a MS Word document.
4. After the appendices are assembled,
upload them into your SharePoint library.
5. Create links/shortcuts from Appendix Table
of Contents to documents in SharePoint
Step 1 – Gather Documents
Together in Electronic Form
 Save Word documents as PDF. This is
recommended for additional security and
compatibility.
 Scan paper documents into PDF format.
 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 has this ability, or
contact the library for assistance.
Step 2 - Organize Documents into
the Three Appendix Folders
 Electronic Appendix Materials should be consistent
and well organized.
 Appendix documents should be organized into
three main folders: 1. Teaching 2. Scholarly and
Creative Activity and 3. Service
 Raw Data is a required subfolder in the Teaching
main folder.
 Outside of the three main folders will be the Word
document with the Appendix Table of Contents
(note: Some departments may expect this to be
placed in its own folder. Check with the Chair.)
Organizing – More Tips
 Reviewers should be able to open the Table
of Contents for the Appendix, and easily find
whatever is being looked for.
 Use a naming/numbering system that is
consistent across folders and files, and the
Table of Contents.
 Avoid many levels of subfolders. It’s
cumbersome and can cause problems with
creating links.
 When naming files, do not use prohibited
characters: %, &, $ (see character handout
page)
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.
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.
Organizing – Subfolder Tips
 Suggestion – Don’t nest more than two or three folders deep.
(Just a suggestion, but important!)
 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 - Creating the Table of
Contents for the Appendix
 The Table of Contents (TOC) for the Appendix
shows reviewers what you have placed in the
appendix folders, and where.
 TOC should be created as Microsoft Word
document that will be uploaded to SharePoint
 After your folders and files have been uploaded,
you will create and assign 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.
Step 4 - Uploading to SharePoint
 Contact the FAR office or check the ERTP site to
confirm that a document library has been created
with your name.
 Attend a workshop and review 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 to SharePoint.
Step 5 – Create links/shortcuts from
Appendix TOC to SharePoint
 The TOC will be linked to documents in
SharePoint.
 Remember to create the hyperlinks after all
folders and files are organized in
SharePoint, otherwise the links won’t work.
 Upload the TOC after you have completed
all your links.
 Organization is key to a successful RTP file.
Reviewers should find your documents
accessible with or without hyperlinks.
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) on the 2nd floor of the
Library.
 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.
 Rita Page - x3705 – rpage@fullerton.edu
 Phillip Lee - x2778 – philliplee@fullerton.edu
 Robin Graboyes - x3824 – rgraboyes@fullerton.edu
 If you need technical assistance with
SharePoint, contact:
 Marc Montaser at mmontaser@fullerton.edu
 Cc: Phillip Lee and Rita Page