Reappointment, Promotion & Tenure Digital Vision

1. Reappointment, Promotion & TenureDigital Vision

2. Background • Introduction • Benchmarking • Digital RPT system is inevitable • Commercial Products • These products would have to be customized at significant cost • Lengthy process • Would not keep us consistent with COM or COM would have to change • COM product will meet needs at reasonable cost • Proven 10 years of effective use • Customizable through UCIT • Meets AAUP guidelines • Continuity across all colleges

3. Background, Cont. • Plan for roll-out: • Pilot: Select 2-3 colleges to pilot for next Promotion/Tenure Cycle Oct. 2011 • Full Implementation: All colleges by Promotion/Tenure Cycle Oct. 2012 • Keys for Successful Pilot • Faculty Engagement – appreciation for positive change • Faculty Commitment – faculty governance supports • Faculty Participation – willingness to: • Submit dossier digitally without increased college administration costs • Keep all documents digital throughout process • May move RPT deadlines up slightly to accommodate pilot (6 mo notice) • Representative cross-section of colleges

4. System Benefits • For Faculty Candidates: • No printing, sorting, binding, carting, retrieving • Flexibility in dossier submissions (no space or media limits, can still have non-digital components) • Continuous access to see status in the process • Automatic notifications of new material additions • Adheres to CBA requirements • Confidentiality maintained (subject to Ohio law limits)

5. System Benefits • For Reviewers: • Continuous access to see status in the process • Immediate access to any dossier additions • Simultaneous access for all committee members • At all levels, access to full files, not just short files • Recommendation letter “shells” automatically generated with addressee & similar fields populated • Automatic notifications (receive & send) • When ready for review • When new materials are added • When responses are added • When request for reconsideration is added • When remands occur • When recommendation is uploaded • Adheres to CBA requirements (remands, responses, reconsiderations)

6. System Benefits • For Administration: • No scanning, downloading, moving files to network • Database-driven; better population of UCFlex • Permanent, secure record of actions (“paper trail” plus decisions & dates) • Less waste of paper & labor • Adheres to CBA requirements

7. Pilot Overview • College Benefits for Pilot: • Coordination during development of customizations • Early adopter = more attention • Avoid semester conversion • Pilot Process: • Data gathering to populate application • System design to ensure needs of College are met • Implementation and Testing • Training possibility for reviewers • “In-Line Help” for Candidates • RPT process as usual!

8. System Features • Faculty Candidate • Secure Login (6+2) • Dossier View • Document Checklist • Selection of Nomination • Routing History and Workflow • Reviewers • All Users: Secure Login (6+2) • Reviewer: • Process a recommendation • Tools for writing a recommendation to add to the dossier • Committee: Voting on a Recommendation • Reporting

9. System Features:Faculty Candidate

10. Secure Login (6+2)

11. Digital Dossier

12. Selecting a Nomination • Routing History on Dossier

13. Uploading Documents

14. System Features:Reviewers

15. Secure Login (6+2)

16. View of Candidates

17. Filtering for Candidates

18. Digital Dossier

19. Recommendations • Routing History on Dossier

20. Voting Feature for Committees

21. Adding a Letter to the Dossier

22. Generating a Template Letter

23. Reporting Features

24. Reappointment, Promotion & TenureDigital Vision

25. Process Overview