FIDO Quick Guide for Faculty

FIDO (Faculty Internet Document Organizer) is a user-friendly document upload system that provides faculty and their reviewers with digital access to key components of their personnel file, without the need for intensive data entry. You’ll upload key documents pertaining to your current personnel action(s); your reviewers will access them during the course of your personnel review. FIDO is housed on an internal John Jay server under the auspices of DOIT and conforms to all CUNY IT security protocols.

In this Quick Guide, you’ll find detailed instructions on how to upload and organize your documents so that your reviewers have the most up-to-date and complete information for consideration of your personnel action(s). Key documents to upload to FIDO for this year’s review include: 

  • Your current Faculty Personnel Action Form (formerly "Form C")
  • Your most recent CV (required for tenure/CCE and promotion candidates; recommended for all).
  • Student Evaluation Reports (not required for Library faculty)
  • Comprehensive Reports (all actions)
  • Historical Analysis (tenure/CCE or promotion)
  • Scholarly Works completed and in progress
    Documentation of Grants submitted and received (where they exist)
  • Documentation of Awards of Distinction/Letters of Commendation (where they exist)
  • Letters recognizing Service and Administrative Duties (where they exist)

Your Chairs and Faculty Services/Office of the Provost will be adding other key documents to support consideration your personnel action review. The more you upload, the more your reviewers will know about you and what you’ve accomplished since your last review.

BEFORE YOU BEGIN…

  1. Review the Memos of Guidance and all related documents pertaining to the personnel action review cycle. 
  2. To access FIDO off campus, be sure your Cisco AnyConnect VPN (Virtual Private Network) access is enabled. As a security feature, FIDO 4.0 can only be accessed through VPN when off campus. Cisco AnyConnect is the only authorized VPN for use with FIDO 4.0. To request VPN access from the JJ Help Desk, complete and submit a VPN Request Form (also found on the Inside JJ/Resource Center web page). VPN is not required for FIDO access when working from a JJ campus computer.
  3.  After you log into FIDO 4.0 for the first time, double check your FIDO faculty profile and previously uploaded documents for accuracy. If you see anything missing or incorrect on your Faculty Profile, contact Faculty Services and we’ll fix it for you.
  4. If you previously uploaded documents to an earlier version of FIDO, they’ll appear in FIDO 4.0, but may have shifted position. Refer to Managing Your Uploaded Files for instructions on moving and reordering your files as needed.
  5. Organize your documents before and after you upload them to FIDO. Label each document clearly. Documents should appear in reverse chronological order within each category. 

If you experience technical difficulties working with FIDO 4.0:

Refer to Appendix A: Troubleshooting Tips for simple solutions to simple problems. If you need further assistance, e-mail any member of the Faculty Services team with as much info as you can provide (see Appendix A for details).

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FIDO Quick Guide for Faculty

Log into FIDO 4.0 at https://fido4.jjay.cuny.edu/
Action what happens next
Go to the FIDO web site, and enter your user id and password into the Log In box. Click the Log In button and you will be taken directly* to your personalized Faculty Profile page.
NOTE: The Faculty page is usually the default page after log in. However, if you have ever used FIDO as a (P&B, FPC or FPAC) Reviewer, you may be taken directly to a Reviewer page instead. To access your Faculty profile page, go to the orange Role icon at the top of the page and select Faculty.
NOTE: If you are trying to access FIDO when off campus you must use the Cisco AnyConnect VPN!
Here's how to navigate your Faculty page.
Features Description
Upload Document panel: This is what you’ll use to upload your documents into FIDO (see step 3)
Resources: You’ll find the key documents and reference materials pertaining to the faculty personnel process here, as well as on the Faculty Services Dropbox page.
Jump to category: This feature allows you go directly to a specific document category without scrolling.
Here are the steps for uploading your files to your FIDO profile.
Action Notes
Select the document category appropriate to the file you want to upload from the Category menus. The categories correspond to the key sections of your Faculty Personnel Action form.
Select the semester that best fits the file you’re planning to upload. For your Faculty Personnel Action Form, CV and Scholarly Works in Progress uploads, select the review cycle period (e.g., Fall 2026); for all other materials, select the most
Click Choose File to select the document you want to upload, and click the Upload button. FIDO will accept almost any file format, but you’ll want to convert your Word documents to pdf
When the upload is completed, you’ll see it listed under Faculty Documents in the appropriate category. You can use the features listed under the Manage icon to Edit, Replace or Delete the document. To reorder your documents within the category, simply drag and drop.
Repeat Step Three until you’ve added everything that you want to add. Check Appendix B for the documents you are responsible for uploading yourself.

To the right of every uploaded document, you'll find the Manage icon. Click on the icon to access the following features:

  • The Edit feature can be used to change the category, the semester and/or the title of the uploaded document.
  • The Replace feature can be used to replace the currently uploaded document with an updated version with the same name
  • The Remove feature can be used to delete the uploaded document from your FIDO page.
  • To reorder your documents within a given category, just click to select the document and drag and drop into place.

Keep in mind:

  • You cannot directly edit the actual documents you've uploaded to FIDO.
  • You will not be able to edit documents by your Chair or by Faculty Services. See Appendix B: FIDO Document Reference Table for details. 
Quick solutions to simple technical issues.
What's Your Problem? Try This:
Can't access the FIDO log in page? 1. Check that your Cisco AnyConnect VPN is enabled (if working off campus). 2. Check that you are trying to access FIDO 4.0 (and not an older version). 3. Make sure the browser you are using is up to date. 4. Try a different browser.
Don't have VPN on your remote device? Submit a DoIT VPN Request Form to the Help Desk.. You'll find the link on the Inside JJ/Resources Center web page.
Log in credentials do not work? Check that you are using your current JJ e-mail user name and current password.
Log in doesn't take you to your Faculty page? Look for the Role icon at the top right of the page, and click to select Faculty role.
Faculty Profile box is empty or incorrrect? Contact Jennifer Dobbins (jedobbins@jjay.cuny.edu) for assistance.
Documents won't upload? 1. Check Appendix B to make sure you are authorized to upload the document. 2. Check that you've actually selected a file (should appear in the FIle box). 3.Check that you've clicked the Upload button after selecting file to be uploaded.
Need further assistance? Contact the Faculty Services Team. Please be sure to include the following information: Are you trying to access FIDO from campus or remotely? What operating system and browser are you using? What exactly are you trying to do? What specific error messages have you received?
Outlines who is responsible for uploading documents to a given category, and who is authorized to view those documents.
Document Uploaded to FIDO Uploaded by Viewable by
Faculty Personnel Action Form Faculty Faculty; all Reviewers
CV/Resume Faculty Faculty; all Reviewers
Chair's Annual Evaluation Dept Chair Faculty; all Reviewers
Pre-Tenure/Pre-CCE Review letter Faculty Services Faculty; all Reviewers
Peer Observation of Teaching/Post Observation of Teaching Dept Chair Faculty; all Reviewers
Student Evaluation Reports (Comprehensive, Historical Analysis) Faculty Faculty; all Reviewers
Scholarly Works Completed (Published/Presented/Performed) Faculty Faculty; all Reviewers
Scholarly Works in Progress Faculty Faculty; all Reviewers
Grants Awarded Faculty Faculty; all Reviewers
Grants Submitted/Under Review Faculty Faculty; all Reviewers
Letters of Service Faculty Faculty; all Reviewers
Letters of Commendation/Thanks Faculty Faculty; all Reviewers
Supplemental Materials Faculty Faculty; all Reviewers
Archived Personnel File materials Faculty Services Faculty; all Reviewers
Appeal Materials Faculty Services Faculty; all Reviewers
*CONFIDENTIAL: External Letters of Evaluation Faculty Services All Reviewers
CONFIDENTIAL: Vote History Faculty Services All Reviewers
  • Faculty have View access to their files at all times.
  • Faculty and their Department Chairs only have Upload access during the authorized personnel file update period.
  • Reviewers only have View access to relevant faculty files during authorized periods of the review cycle.
  •  All Reviewers include Departmental P&B Committees, FPC Review Committees, the full Faculty Personnel Committee (if/when applicable) and Faculty Personnel Appeal Committees (if/when applicable).