The Vita Dossier Report Guide provides data entry guidance on how and where to enter data in both Vita and Elements in order to have that information display in specific sections of the dossier report.
This guide does not provide guidance on promotion and tenure (P&T) requirements. We cannot advise you where on your dossier report you should have activities or citations appear. Promotion and tenure requirements vary by college and department. Consider setting up a meeting with your local P&T expert to review a sample copy of the OAA core dossier. We suggest focusing this conversation on the areas of the dossier report that are required components of your Tenure Initiating Unit's (TIU) P&T expectations.
Managing your data for the dossier report is an ongoing process; the more frequently you update your materials, the less cumbersome it will be when promotion and tenure documentation is due.
Where to Begin?
For first time users, start by watching the introductory video in the Getting Started with Vita guide.
The following tips may help you manage your data entry:
- Use Multiple Browser Windows or Tabs – We recommend having Vita, Elements and the dossier preview open in separate browser windows or tabs. This will help you more easily navigate between the two systems. Refresh the dossier report to reflect changes after they are made in Vita or Elements.
- Double Check your Dossier Report – As you're claiming records, preferencing data sources and entering information into Vita, make sure you are previewing your dossier report at the same time. If something isn't showing up in the dossier report where you think it should check this guide to confirm your information is entered correctly. You can also refer to the Vita Troubleshooting guide for tips.
- Give Yourself Plenty of Time – Set aside adequate time to work on different sections of your dossier report. Be sure to leave time to consult with your local P&T experts and with technical staff, if needed. Vita technical help is available during university business hours. Email firstname.lastname@example.org.
Using this Guide
Your dossier report combines information pulled from Elements with supporting data and narratives entered directly into Vita. You enter information separately in both Vita and Elements, as the two distinct systems combine your data and descriptions to build the dossier report.
The guide is organized by the sections of the dossier report. Within each section, there are directions for managing the manual data entry and reviewing claimed records in both Vita and Elements.
Manually Adding Records
Each of the sections in the guide provides a breadcrumb trail of links for navigational guidance on how to access the data entry forms in order to manually enter records. Where possible, the guide includes direct links to the appropriate data entry forms.
- Vita > Narratives > Publications & Research > Published Works
- Elements > Menu > Publications > Add a new publication drop-down menu > Add a new book
Managing Claimed Records
Each of the sections in the guide provides a breadcrumb trail of links for navigational guidance on how to access claimed records within Elements. Use the breadcrumb trail to identify which record types display in the specific section of the dossier report.
In addition to the breadcrumb trail, the sections of the guide list the fields that are displayed in the citation on the dossier report. This is helpful when reviewing existing citations to determine missing information.
If a citation is not displaying correctly on the dossier report, we recommend reviewing the data entry forms in both Vita and Elements for accuracy and completeness.
- When working in Elements, please note that fields marked with a red asterisk are required. If the non-required fields are left blank, they will not display in your citation on the dossier report. The blue question marks to the right of the field contain special instructions and indicate which fields display in the dossier citations.
- One form may populate multiple sections of the dossier report. There may be additional data entry requirements to properly display the record on different sections of the dossier report. These requirements are indicated within the guide.
- Some fields, indicated within the guide, are shared between any listed Ohio State collaborators. Any edits to these fields in the Elements form will result in changes to all parties' records. It is suggested that these fields be edited in the exported Word version of the dossier report.