Instructions for TRS Administrators

• The administrative tool is located at http://www4.sds.vanderbilt.edu/trs/.
   
• Under the section entitled "Department Chairs, Program Directors and Administrators" click on the link in the sentence that reads "to manage your department's TRS report click here". You will need to log in using your VUNet ID and password.
   
• Once logged in, click on the "Department" tab. The "Current Year" tab below it should be selected automatically. All departments which you administer should appear in the department menu. You will now see the list of continuing faculty for the selected department.   Please notify me ASAP if you notice that we have forgotten someone on this list.
   
• The last column beside each name indicates whether the faculty member has 1) not begun the TRS report - indicated by a "0",  2) saved, but not submitted the TRS report - indicated by the word "saved", or 3) completed and submitted the TRS report - indicated by the word "done".
   
• You can click on an individual faculty name to view, print or download his/her TRS report.  You are also able to sort the list alphabetically, by rank, or by completion status, among other options, by clicking on the headers at the top of the table.
   
• Above the list of faculty is a sentence that says "Full departmental report"  followed by the links "HTML" and "TEXT". When you click on these links, all of the forms for your department (regardless of stage of completion) will be downloaded to your computer. Depending on the configuration of your browser, the document may be saved on your computer, or be opened as a Microsoft Word document.   (The first time you download, it may appear that nothing is happening. Minimize the TRS admin tool page and you should see a dialogue box that asks whether you want to open or save the document.)
   
• You may use the download feature to either electronically read all of the faculty TRS reports for your program/department, save the TRS reports to your computer or other server, and/or to print the forms for your files.  
   
• If you scroll to the bottom of the screen, you will notice a box that breaks down your faculty by the three categories "not started", "started or saved" or "finished".  Next to each category is the number of your faculty who are in that designation, along with a link to a list of email addresses.
   
• You will also find a link entitled "Mass Mail Utility".  I would advise using this tool to remind your faculty to complete their TRS reports. 
   
• Once you click "Mass Mail Utility", the next screen will ask you to choose the name of the person the email will be from.  Choose the appropriate person (chair or administrator) and click "Enter Email System".
   
• You will now see a screen entitled "Email Management System".  From this screen you are able to choose who among your faculty in each status (not started, started/saved, and finished) you would like to remind.  If you choose all - by default everyone in that category will receive the email and you will not see a list of their names.  If you choose "few" a list of all the faculty members who are in that category will pop up.  Next to each name is a box you can check to choose specific people within that group to email.  If you choose "Many" everyone in that category will pop up with the check box option already checked.  You can then unselect someone in case you do not want to send an email to a particular person.
   

The deadline to complete the TRS reports is Friday, January 15, 2021.  If you have any questions about the administrative tool, or have suggestions on how it might be more helpful, please contact Melissa Wocher (melissa.wocher@vanderbilt.edu) or 343-3143.