Submitting and Accessing 5-year Post-Tenure Review Materials in Vibe

1. Submitting and Accessing 5-year Post-Tenure Review Materialsin Vibe

2. Initial points: • Five-year post-tenure review is stipulated by both NJ Statutes and the NJ-AFT Agreement; process is governed by MOA 99 • 5-year review is tied to the career development funding • MOA 99 indicates that all materials generated for and by this process will be in electronic form • The College is currently using Vibe to manage its personnel processes

3. Tips • Vibe does not function like Google Drive. You cannot store documents in Vibe and access them later. You cannot reuse these materials for other Vibe applications (eg, SOSA) • Make sure you retain copies of all your documents.

4. Two Concerns • Vibe does not work well with Internet Explorer. You may get an error message if you submit from IE. • Files have to be uploaded individually. Whatever the instructions say, “Drag and Drop” does not work consistently with Vibe.

5. STAGE I: Submission of materials by the reviewee • Every semester, Academic Affairs will populate Vibe with the list of faculty members scheduled to undergo five-year review that semester. Only this group will have permission to create entries with their applications • Reviewees will receive an email with the link to the 5-year review’s starting page

6. This is what the starting page will look like. Click on “New Five Year Review” to begin:

7. After clicking “New Five Year Review,” each reviewee will see this page. Reviewees should fill out the three fields at the top of the page and follow the other instructions.

8. After filling out and saving the initial page, which creates the “cover page” of the application, each reviewee will receive an email from Vibe with a subject line Your submission for Five-Year Review has been received and message body with their name as clickable link • Reviewees should keep this email. The link will take them to their Five-Year Review dossier in Vibe. • Reviewees will return to this page to add or update materials, to submit materials by the September 15 (or February 15) deadline, and for any later stages of the process that may require their input

9. Course Summary Reports • Please note that the 5-Year Review Process (unlike the Promotions process) requires the the submission of the past five years of Course Summary Reports. You do not need to include the individual student feedback response reports.

10. All student evaluations from Fall, 2014 and later are stored in PAWS. Unfortunately, PAWS does not currently allow you to share only the Summary Sheets. Therefore, you have two choices: • You may share access to all of your student feedback with the PRC. In PAWS, click on Course Feedback Results, Manage My Shares (For more details, see https://recreg.tcnj.edu/files/2014/11/Sharing-Course-Feedback-With-Committee-Members.pdf ) • OR • 2) You may print all of the summary sheets, then scan them into one PDF file. (For more instructions, see https://recreg.tcnj.edu/files/2014/11/How-to-Print-to-PDF-your-Course-Feedback-Individual-Student-Responses-and-Class-Summary.pdf.)

11. Using the link provided in the email from Vibe, reviewees will be taken to a page like this one to upload their materials. Reviewees should carefully follow instructions listed on the page, which differ slightly from those in this example.

12. Stage II: PRC review • Once a reviewee clicks “OK to send materials to PRC,” all PRC members will receive an email from Vibe with the subject lineReviewee’s dossier is ready for departmental review and message body with the reviewee’s name as clickable links • PRC members can either follow the link to access the reviewee's materials, OR log into Vibe, click My Teams in the Menu bar, and select the appropriate teamlisted as the department name followed by “5-year”

13. PRC members will see this:

14. After clicking the name of the reviewee whose materials they wish to see, PRC members will see this. ONLY the chairs of PRCs should follow the instructions regarding sending materials back for revision and uploading the letter.

15. The PRC will meet with the reviewee and, if needed, request revising of the materials • If the PRC asks for revisions, its Chair will click on “Send back to reviewee for revising.” • The reviewee will receive an email from Vibe with the subject line The review committee has asked you to revise your documents and the message body containing a clickable reviewee’s name • The reviewee will use this link to get to their materials, then revise them as requested by the committee. To return the revised materials to the PRC, the reviewee should follow the instructions on the page

16. Having received the message from the PRC, the reviewee will see this:

17. When the reviewee has submitted the revised documents to the PRC, Committee members will receive an email with the subject line Reviewee has finished revising documents and message body with the reviewee’s name as clickable link. • The PRC members will follow the link, review the revised documents, and decide whether they concur with the revised documents or not. • The PRC will write a letter indicating their concurrence or non-concurrence, citing evidence in support of their observations. All PRC members will sign the letter. • ONLY the PRC chair will upload the Committee's letter and follow the instructions in Vibe to move the entry on to the Dean.

18. This is what the PRC members will see*: *The version of the revised document will display as v1.1, not v1.0

19. To aid in their review, PRC members can easily access the original versions of any revised document under the “File Versions” tab

20. Stage III: Dean’s review • Once the PRC chair submits the Committee’s letter, the Dean will receive an email with the subject line Reviewee’s dossier ready for Dean’s review and message body with reviewee’s name as a clickable link • The Dean will follow the link to access the reviewee’s materials and Committee’s letter • Or, alternatively, the Dean logs into Vibe, clicks My Teams in the Menubar and selects their school’s name ending with “5-year”

21. This is what Dean will see:

22. The Dean will select materials to review, and will see this:

23. If the Dean does not concur with the PRC’s letter, the Dean will meet with the reviewee. Deans may also choose to meet with reviewees if they agree with the PRC • If the Dean asks for revisions, the Dean will click the button to send it back to the reviewee • The reviewee will then receive an email with the subject line The Dean has asked you to revise your documents and a message body with their name as a clickable link • The link will take the revieweeto their materials, where they can make revisionsas requested by the Dean. Once the revisions are done, the reviewee should follow the instructions on Vibe to return their materials to the Dean

24. The reviewee will see this, when following the link from the email:

25. After faculty members have submitted their revisions and sent their materials back to the Dean, the Dean will get an email with the subject line Reviewee has finished revising documents and a message body with the reviewee’sname as a clickable link • The Dean will follow the link, attach their letter and move the entry on to the Provost as per instructions in Vibe

26. The Dean will see this:

27. Stage IV: Provost’s acknowledgment • Once the Dean has forwarded the materials to the Provost, the reviewee will no longer have access to their materials. The link in previous emails will no longer work for the reviewee, but it will continue to work for the Dean • The Provost will receive an email with the subject line Reviewee’s dossier ready for Provost’s acknowledgement and a message in the body with the reviewee’s name as a clickable link • The Provost will follow the link to access the reviewee's materials and acknowledge the receipt of materials according to instructions on Vibe page

28. The Provost will see this:

29. The Provost selects materials to review and sees this:

30. Once the Provost clicks OK to archive the materials, the process in Vibe is complete • The reviewee’s entry is moved to an Archive folder. Deans retain read-only access and Academic Affairs has full access to manage the archive.