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Advance and the Electronic Packet

Overview of the Advance system's electronic packet and review process for faculty and non-faculty academics. Includes training sessions and key challenges faced.

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Advance and the Electronic Packet

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  1. Advanceand theElectronic Packet Advanceand theElectronic PacketApril 5, 2011

  2. Agenda • Overview • Training • 2.6 Walk through • APA • Candidate • Reviewer • Voter • Chair • Things to Consider

  3. Overview • 1.0 Faculty Information System – April 2009 • 2.1 Eligibility List – January 2010 • 2.2 References – May 2010 • 2.3 Routing – July 2010 • 2.4 CV Parser – November 2010 • 2.5 My CV/Proxy – March 2011 • 2.6 Electronic Packet/Review – April 2011

  4. Overview • Release 2.6 introduces the following: • Electronic packet • Summary • CV, including Candidate certification (Attachment A) • References, including a Candidate-supplied Referee List • Attachments, including Teaching Evaluations • Chair Letter, including Chair certification • On-line packet review • On-line, policy-compliant vote • Management tools for the APA

  5. Overview • Key challenges include • Identifying your department packet review process and adapting that to the Advance system

  6. Overview • Key challenges include • Encouraging your faculty and non-faculty academics to • Update their CV in Advance (My CV) • Copy their CV into the Advance packet • Add referees to the Advance packet • Review packets on-line • Vote on-line

  7. Overview • Key challenges include • Encouraging your faculty and non-faculty academics to • Respond to email notifications from Advance • Created on the fly by the APA • Generated when listed as a packet reviewer • Generated when asked to Vote • Generated at the end of the department review process

  8. Training • Hands-on training for APAs • Tuesday, April 12, 10-12 • Tuesday, April 12, 1-3 • Wednesday, April 13, 10-12 • Wednesday, April 13, 1-3 • Additional hands-on training for APAs will be scheduled for late June

  9. Training • Web-based training materials will be developed soon • PowerPoint sessions • Quick Start Guides • How to documents

  10. 2.6 Walk through – APA • Create committees • Packet • Create the Packet • The Packet page • Manage Review • The Faculty Vote • Manage the Packet • Packet Content • Summary • CV • Attachments • Teaching Evaluations • References • Chair Letter

  11. Create committees • Note the new header links • From the Department Mgmt page, select the Committee tab • Add new committees by clicking the Add Committee link

  12. Create committees • Enter the name of your new committee (include Department name too) • Select the Department name – be sure to select one you have access to • Click Add and you are reminded to select a department you have access to

  13. Create committees • Click Add Committee to add more committees • Click the Committee name to modify the name or department affiliation • Click Manage Committee to add members to a committee

  14. Create committees • Search for members by name or by series and rank • Returned records are based on your access permissions

  15. Create committees • Return to the Committee page by clicking Return to Committee link

  16. Create committees • Create as many committees as you need to facilitate packet review • Modify committee names and membership as necessary

  17. Create the packet • No change in how the packet is created • Two ways to create a packet 1. From the Candidate Mgmt page • Search for a candidate • Define and save the packet on the Packet page 2. From the Search Results page • Click on the Action to go to the Packet page to save the new packet

  18. Changes to the Packet page • The Packet tab has two new packet management links • Reviewer List enables you to manage the packet reviewer process • Manage Vote enables you to call the Vote, if required for this packet

  19. Changes to the Packet page • At the bottom of the page are two new features • There is a link to quickly send an email to the candidate • There is general packet checklist

  20. Assign the Packet for Review • Adding people to the Reviewer List adds the packet to the For Review page • Faculty with a packet on the For Review page will receive a weekly reminder • Three buttons help you add individual reviewers, committees, or the chair

  21. Assign the Packet for Review • Add Reviewer opens a search bar that searches Advance for reviewers • You can set a Review Due date before the search or after • The system will set a Due Date seven days from the day you add a reviewer

  22. Assign the Packet for Review • Remember that Review Committee = group of reviewers • Click Add Review Committee to see the committees you have access to • Select one or more committees to add the members of that committee • Apply a due date here or the system will default to seven days from now

  23. Assign the Packet for Review • Advance maintains a list of Chairs • Click the Add Chair button to add Chair(s) for this packet

  24. The Faculty Vote • The Manage Vote link will display all faculty eligible to vote on the packet • Change the Vote Due when 7 days (default) is too long or short • Be sure to de-select those “voters” who have a conflict of interest • Click Send to Vote to notify a voter and to add the Vote to For Review

  25. Manage Packet • Manage Packet has two new sections: Checklist and Notify Candidate • Checklist tells you when items have been added to the packet • Notify Candidate sends an email to the candidate, opens additional pages for the candidate to see, and automatically routes the packet

  26. Packet Content • The Content tab shows the APA what the Reviewer will see • This is where the APA will work on/review the packet, except references

  27. The Summary page • The Summary page displays • Packet definition, the candidate’s years at rank and step, the candidate’s packet history, and the recorded recommendations for this packet

  28. The CV • The Packet CV contains the data copied over from the candidate’s My CV • It tells you when the CV was last copied into the packet • And it has a filter to show the reviewer only the past few years of data

  29. Attachments • The Attachments page enables the APA to select PDF documents to add… • And to identify the type of document from a drop down list • Click the Upload button to attach the document and Delete to remove it

  30. Teaching Evaluations • Like the Attachments page, the Teaching Evaluation page accepts PDFs • But here you type in the document description (no drop down list) • Click the Upload button to attach the document and Delete to remove it

  31. References • This is the view that the Reviewer sees; to work on the references process, go to the Packet/Manage References page • Click the View Ref hyperlink to view the submitted reference

  32. Chair Letter • Chair Letter: based on the form developed by the Vice/Associate Dean’s • Includes the four areas of evaluation (only three for non-faculty) • Plus fields for Contributions to Diversity and Additional Comments

  33. Chair Letter • The Chair Letter automatically records the Vote and has a field to record the Overall Department Assessment • There is a section for the accelerated action justification • And Save as Draft and Certify buttons

  34. APA recap • What the APA does • Create committees • The packet process • Create the packet • Add attachments and teaching evaluations • Review the packet contents • Invite Reviewers to review the packet • Invite faculty to Vote • Draft the Chair Letter • Invite the Chair to certify • Invite Joint Chairs to review/certify • Invite the Candidate for a final review • Route the packet

  35. 2.6 Walk through – Candidate • New Tabs • My Packet • Summary • CV • Referee List • Attachments • My Packet AFTER Notify Candidate • Teaching Evaluations • References (redacted) • Chair Letter

  36. New Tabs • No changes to Overview, Salary, Packet tracking, My CV, or Proxy pages • For Review enables the user to review other packets assigned to him/her • My Packet give the Candidate pages for compiling his/her packet(s)

  37. My Packet • Clicking My Packet displays the Summary page • The Candidate can view the pages he/she has access to • If there are multiple packets, they are displayed on the right

  38. The Summary page • The Summary page displays • Packet definition, the candidate’s years at rank and step, the candidate’s packet history, and the recorded recommendations for this packet

  39. The Packet CV • Navigate to the My Packet CV page to copy the My CV data to the packet • A few messages are designed to help the candidate understand what to do • Candidate must acknowledge Attachment A issues before copying the CV

  40. The Packet CV • The Packet CV contains the data copied over from the candidate’s My CV • It tells you when the CV was last copied into the packet • And it has a filter to show the reviewer only the past few years of data

  41. The Referee List • Candidate can enter referees to be contacted for the action • Candidate selects the type of referee • Delete entries by clicking Delete and then Save

  42. Attachments • This page will display some documents attached by the APA • The candidate can attach a PDF doc in response to the department review • Click the Upload button to attach the document and Delete to remove it

  43. AFTER Chair Certification • When ready, the APA clicks the “Notify Candidate” button (Manage Packet) • For a seven day period, the candidate has access to three additional pages • Teaching Evaluations displays as it does for the Reviewer

  44. AFTER Chair Certification • The References link only displays the hyperlink to view the reference letter • And the view of the submitted reference text is redacted

  45. AFTER Chair Certification • The candidate can view the Chair Letter, including the comments, the vote, and the recommendation. • The candidate has the opportunity to add a Personal Statement to the Attachments page before the packet is routed to the Dean’s Office

  46. Candidate recap • What the Candidate does • Update their My CV data • Add CV to the packet/certify • Add referees to the packet • AFTER Chair certification • Review packet • Attach Personal Statement

  47. 2.6 Walk through – Reviewer • Weekly notification from Advance • The For Review page • Reviewing a packet

  48. Review notification • Anyone with a packet on their For Review page will receive a weekly email from Advance encouraging them to login and review packets

  49. The For Review page • APA adds reviewers to packets; reviewers see the packets on For Review • The For Review page has two sections: an active and a completed section

  50. The For Review page • The Reviewer clicks the candidate name to view the packet contents • When the reviewer has completed his/her review of the packet, the Reviewer returns to the For Review page and clicks Review Complete and Save

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