The Electronic Packet After Departmental Review June 2011

1. The Electronic Packet After Departmental Review The Electronic Packet After Departmental ReviewJune 2011

2. Electronic Packet Training • Assumptions • Training Goals • Exercises • Things to Consider

3. Assumptions • You understand the UCSF Appointment and Advancement (“packet”) business processes • You play a role in the packet process in a Dean’s Office or Vice Provost’s Office • You are familiar with Advance • APA pages • Overview • Candidate Mgmt • Packet pages • Faculty/candidate pages • For Review • Packet pages

4. Training Goals At the end of training you should be able to: • Review a packet • Add someone with a Dean or VPAA role to a packet • Draft/Certify a Dean Letter • Draft/Certify a “Decision” • Create and send a Notification from the Decision page

5. Packet Review – Dean APAs 1 – Log into Advance 2 – Review the packet for completeness 3 – Add Dean to the Reviewer List 4 – Draft Notification (when appropriate) OR 4alt – Route packet to VPAA or CAP 5 – Send Notification 6 – Complete packet (move to history)

6. Dean APA – Steps 1 and 2 Step 1 – log into Advance • Log into myaccess-stage.ucsf.edu • Select “Advance UAT (future)” Step 2 – Review the packet for completeness • From the Overview page: • Click the Action hyperlink for a packet • On the Packet page, review the checklist • Click the ? Button to learn more about packet requirements

7. Dean APA – Step 2 • Click the Content tab to review the packet • Summary – check certifications • CV • Attachments • Teaching Evaluations • References • Chair Letter • Dean Letter • Decision (if available) • Ready for Dean review? Proceed to Step 3 • Not ready? Route packet back to Dept

8. Dean APA – Step 3 Step 3 – Add Dean to Reviewer List • From the Packet tab click Reviewer List • Click Add Dean button • Deselect any Dean names you do not want to include in the Reviewer List • Click Add • Modify Due Date, if necessary • Click Save Changes

9. Dean APA – Step 4 Step 4 – Draft Notification (when appropriate) • From the Content tab click Decision • Select a Decision • Type text into the Additional Information box • Click Save As Draft button NOTE: When a packet requires a Joint Dean review, add the Joint Dean as a Reviewer and work with Joint School APA to make sure the packet gets certified by the Joint Dean

10. Dean APA – Step 4alt Step 4alt – Route packet to VPAA or CAP • From the Packet tab click Manage Packet • In the Route This Packet section, select the correct next location for the packet • CAP • VPAA • Click Save NOTE: Dean Letter must be certified before you can route the packet to CAP or VPAA

11. Dean APA – Step 5 Step 5 – Send Notification • From the Content tab click Decision • Review the content of the Additional Information box for possible corrections • Click Send Notification

12. Dean APA – Step 6 Step 6 – Complete packet (move to history) • From the Packet tab click Manage Packet • In the Decision for This Packet section • Review the displayed decision (must be a decision to change Packet Status to Complete) • Change Packet Status to Complete • Enter text into the Notes box • Click Save NOTE: Changing Packet Status to Complete cannot be reversed – packet moves to history

13. Packet Review – Dean/VPAA 1 – Log into Advance 2 – Review packets on For Review page 3 – Write/Certify Dean letter (Deans only) 4 – Draft Notification (when appropriate) 5 – Certify Decision (when appropriate)

14. Dean/VPAA – Step 1 Step 1 – log into Advance • Log into myaccess-stage.ucsf.edu • Select “Advance UAT (future)”

15. Dean/VPAA – Step 2 Step 2 – Review packets on For Review page • From the For Review page: • Click the Name hyperlink for a packet • Review packet pages • Summary • CV • Attachments • Teaching Evaluations • References • Chair Letter • Dean Letter • Decision (if available)

16. Dean/VPAA – Step 3 Step 3 – Write/Certify Dean letter (Deans only) • On the Dean Letter page: • Slide the bar to the rate each category • Select a School Recommendation • Enter Additional Comments • Click the Save as Draft to save your work and return later to complete it • Click the Certify Button to finalize the School Recommendation

17. Dean/VPAA – Step 4 Step 4 – Draft Notification (when appropriate) • From the Decision page: • Select a Decision for the packet • Note the template text that appears based on the selected Decision • Enter Additional Comments • Click the Save as Draft to save your work and return later to complete it

18. Dean/VPAA – Step 5 Step 5 – Certify Decision (when appropriate) • From the Decision page: • Review/Modify the Decision and the text that will be sent as a notification of the decision • Click the Certify button to finalize the Decision and notification text

19. Things to consider • Packets Effective October 1, 2011, or later must be reviewed/decided electronically • The paper  electronic transition • During 2011 you may see both packet types

20. Things to consider • Some series do not require My CV data and so will have nothing on the CV page (the CV will be on the Attachment page) • Volunteer Clinical • Titles that do not undergo academic review: • Emeritus • Recall • Clinical Associate • Research Associate • Adjunct WOS and HS Clinical WOS – EXCEPT those who are paid by affiliates

21. Other Things to consider • This is new software – you will adjust to it; what you may find challenging at first will become second nature after repeated use • If have policy/procedure questions • 1. Ask a co-worker • 2. Ask the Office of the VPAA • If you run into a problem with Advance: • 1. Try it again • 2. Ask a co-worker or a VPAA APA • 3. Try it again • 4. Email AdvanceProject@ucsf.edu