UNDEP Case Review Instructions

Subcommittee Review

Instructions for Committee Members
As a member of the promotion and/or tenure Subcommittee, you are asked to review candidate materials and external letters, and prepare a written report on the candidate’s qualifications for promotion and/or tenure (as applicable). To access the materials, select Read Case on the Case Materials tab. You will be taken to a document viewer where all materials available for your review will appear in the menu on the left side of the screen. If you cannot locate materials you believe you should have access to, please contact the department administrator charged with coordinating reviews for your unit.

Your report will be summarized and shared with the candidate, who will have an opportunity to respond.

Please review the Subcommittee Report document description under Required Items below.

When you have completed your report it must be uploaded to RPT. Please check with your department administrator to determine whether they or a representative of your committee will be responsible for coordinating the upload. If your committee is responsible for the upload, the committee member who has been given the Committee Manager role in RPT will follow the upload directions below as applicable.

Instructions for Uploading/Sharing Subcommittee Report and Summary

• Upload/Confirm upload of the Subcommittee Report
  1. Save the document as a PDF with the file name Subcommittee Report
  2. Load the PDF to the Reports and Recommendations section. Do NOT share this report with the candidate
• Produce and upload a Subcommittee Summary
  1. Review the Subcommittee Summary document description under Required Items below
  2. Save the document as a PDF with the file name Subcommittee Summary
  3. Load the PDF to the Summaries section. This will be the document you share with the candidate for response.
• Share Subcommittee Summary with candidate
  Follow these directions to compose a message and share the Subcommittee Summary with the candidate.
  1. Set a due date of 7 calendar days from delivery of the message
  2. Set the candidate’s response to load into the Responses to Summaries and Recommendations section
  3. Wait until the candidate responds or the candidate response window expires

If the candidate response warrants a revision to the original Subcommittee Report, follow these additional instructions; otherwise skip to the FINAL ACTION bullet:

• Produce and upload a Revised Subcommittee Report
  1. Review the Subcommittee Report document description under Required Items below
  2. Revise the Subcommittee Report (outside of RPT); do not delete or alter the original report that was loaded into RPT
  3. Save the revised document as a PDF with the file name Revised Subcommittee Report
  4. On the Case Materials tab in RPT (under the Unit name in the upper left), scroll down to the Internal Sections
  5. Find the Reports and Recommendation section and click Add File
  6. Upload Revised Subcommittee Report and Save
• Produce and upload a Revised Subcommittee Summary
  1. Review the Subcommittee Summary document description under Required Items below
  2. Revise the Subcommittee Summary (outside of RPT); do not delete or alter the original summary that was loaded into RPT
  3. Save the revised document as a PDF with the file name Revised Subcommittee Summary
  4. On the Case Materials tab in RPT (under the Unit name in the upper left), scroll down to the Internal Sections
  5. Find the Summaries section and click Add File
  6. Upload Revised Subcommittee Report and Save
• Share Revised Subcommittee Summary with candidate
  Follow these directions to compose a message and share the Revised Subcommittee Summary with the candidate.
  • Do not set a due date and do not enable a candidate response; policy does not provide for a candidate response at this step
• FINAL ACTION for the COMMITTEE MANAGER: Send the case forward only after all of the above has been completed and the candidate response window has expired
  1. Find the Send Case button in the upper right corner
  2. From the drop-down menu, select Forward To
  3. A customized message can be included, if desired
  4. Click Continue to move the case forward

Eligible Voting Faculty Review

As a faculty member eligible to vote on this case, you are asked to review candidate materials and external letters. If a subcommittee was used, you are also asked to review their report and the candidate’s response, if they chose to submit one.
This review is in preparation for a faculty discussion on the candidate’s qualifications and a vote on the question of promotion and/or tenure, as applicable.
To access the materials, select Read Case on the Case Materials tab. You will be taken to a document viewer where all materials available for your review will appear in the menu on the left side of the screen. If you cannot locate materials you believe you should have access to, please contact the department administrator charged with coordinating reviews for your unit.

Instructions for Department Administrator serving as Committee Manager

• FINAL ACTION: Send the case forward only after the faculty have finished voting
  1. Find the Send Case button in the upper right corner
  2. From the drop-down menu, select Forward To
  3. A customized message can be included, if desired
  4. Click Continue to move the case forward

Faculty Report

In this step of the review process, the SCC Leader or designee will complete/coordinate the following, which are necessary in order to move the case forward. Unless otherwise specified in unit bylaws, a best practice would be to have a designee of the SCC leader complete this step.

• After the faculty vote, prepare and upload a Faculty Report
  1. Review the Faculty Report document description under Required Items below
  2. Save the document as a PDF with the file name Faculty Report
  3. Load it to the Reports and Recommendations section
• Prepare and upload a Faculty Summary
  1. Review the Faculty Summary document description under Required Items below
  2. Save the document as a PDF with the file name Faculty Summary
  3. Load the PDF to the Summaries section
• Share the Faculty Summary with candidate
  Follow these directions to compose a message and share the Faculty Summary with the candidate. Be sure to:
  1. Set the candidate’s response to load into the Responses to Summaries and Recommendations section
  2. Set a due date of 7 calendar days from delivery of the message, and
  3. Share the Faculty Summary and not the original, unredacted reports
  4. Wait until the candidate responds or the candidate response window expires
• FINAL ACTION: Send the case forward only after all of the above has been completed and the candidate response window has expired
  1. Find the Send Case button in the upper right corner
  2. From the drop-down menu, select Forward To
  3. A customized message can be included, if desired
  4. Click Continue to move the case forward

SCC Committee Review

Instructions for SCC Committee Members
As a member of the School/College/Campus (SCC) Committee, you are asked to review candidate materials, external letters, subcommittee report (where applicable), appointing unit leader’s report and summary, and any associated candidate responses, and to prepare a written report to the SCC leader (i.e., dean or chancellor) that includes your recommendation and corresponding rationale.

To access the materials, select Read Case on the Case Materials tab. You will be taken to a document viewer where all materials available for your review should appear in the menu on the left side of the screen. If you cannot locate materials you believe you should have access to, please contact the administrator charged with coordinating reviews for your school/college/campus.

Please review the SCC Committee Report document description under Required Items below.

It is recommended that you use the SCC Committee Report template.

When you have completed your SCC Committee Report, it must be uploaded to RPT. Please check with your school/college/campus administrator to determine whether they or a representative of your committee will be responsible for coordinating the upload. If your committee is responsible for the upload, the committee member who has been given the Committee Manager role in RPT will follow directions below to upload your report.

Instructions for the COMMITTEE MANAGER

• Upload the SCC Committee Report
  1. Save the document as a PDF with the file name SCC Committee Report
  2. Load the PDF to the Reports and Recommendations section. Do NOT share this report with the candidate.
• Prepare and upload an SCC Committee Summary
  1. Remove identifiable references to external reviewers or specific committee members
  2. Save the document as a PDF with the file name SCC Committee Summary
  3. Load the PDF to the Summaries section
• FINAL ACTION: Send the case forward only after all of the above has been completed
  1. Find the Send Case button in the upper right corner
  2. From the drop-down menu, select Forward To
  3. A customized message can be included, if desired
  4. Click Continue to move the case forward

School College or Campus (SCC) Administrator Mid-Review Check

In this step of the review process, you will complete the following tasks to prepare the case for submission to the SCC Leader:

• If you are the primary appointing unit, add adjunct concurrence letter(s) from all secondary units
  1. Obtain appointing unit leader and SCC leader letters of concurrence from each adjunct-appointing department and school/college/campus; combine into one PDF
  2. Save the document as a PDF with the file name Adjunct Concurrence
  3. Load the PDF to the Secondary Appointment Concurrence section
• Check the case to make sure everything is in order
• FINAL ACTION: Send the case forward only after completed all of the above has been completed
  1. Find the Send Case button in the upper right corner
  2. From the drop-down menu, select Forward To
  3. A customized message can be included, if desired
  4. Click Continue to move the case forward

SCC Leader Review

In this step of the review process, you or your designee will complete/coordinate the following, which are necessary in order to move the case forward.

• Prepare and upload the SCC Leader Report
  1. Review the SCC Leader Report document description under Required Items below
  2. Save the document as a PDF with the file name SCC Leader Report
  3. Load the PDF to the Reports and Recommendations section
• Prepare and upload the SCC Leader Summary
  1. Review the SCC Leader Summary document description under Required Items below
  2. Save the document as a PDF with the file name SCC Leader Summary
  3. Load the PDF to the Summaries section
• Share the SCC Leader Summary with candidate
  Follow these directions to compose a message and share the SCC Leader Summary with the candidate.
  1. Be sure to share the SCC Leader Summary and not the original reports it summarizes
  2. Set a candidate response due date of 7 calendar days from delivery of the message (NOTE: this is a longer deadline than for the appointing unit leader and is intended to allow time for the candidate to review the appointing unit leader’s response)
  3. Set the candidate’s response to load into the Responses to Summaries and Recommendations section.

• If the SCC leader is supportive of the promotion and/or tenure action, there is no need to wait on the candidate’s response; move forward with completing the SCC Leader Recommendation form and then skip to the FINAL ACTION bullet.
• If the SCC leader is not initially supportive of the promotion and/or tenure action, the SCC Leader must offer to meet with the candidate. Incorporate documentation that the candidate was offered this opportunity and of any additional information that was requested, as well as the candidate response and whether or not this meeting took place, into the candidate response and revised SCC Leader Report/Summary documents.
• If the candidate does not respond or the response does not warrant a change to the SCC Leader Report, complete the SCC Leader Recommendation form and then skip to the FINAL ACTION bullet.

If the candidate response warrants a revision to the original SCC Leader Report, follow these additional instructions; otherwise complete the SCC Leader Recommendation form and skip to the FINAL ACTION bullet:

• Produce and upload a Revised SCC Leader Report
  1. Review the SCC Leader Report document description under Required Items below
  2. Revise the SCC Leader Report (outside of RPT); do not delete or alter the original report that was loaded into RPT
  3. Save the revised document as a PDF with the file name Revised SCC Leader Report
  4. On the Case Materials tab in RPT (under the Unit name in the upper left), scroll down to the Internal Sections
  5. Find the Reports and Recommendation section and click Add File
  6. Upload Revised SCC Leader Report and Save
• Produce and upload a Revised SCC Leader Summary
  1. Review the SCC Leader Summary document description under Required Items below
  2. Revise the SCC Leader Summary (outside of RPT); do not delete or alter the original summary that was loaded into RPT
  3. Save the revised document as a PDF with the file name Revised SCC Leader Summary
  4. On the Case Materials tab in RPT (under the Unit name in the upper left), scroll down to the Internal Sections
  5. Find the Summaries section and click Add File
  6. Upload Revised SCC Leader Summary and Save
• Share Revised SCC Leader Summary with candidate AND the appointing unit leader
  Follow these directions to compose a message and share the Revised SCC Leader Summary with the candidate.
  1. Do not set a due date and do not enable a candidate response; policy does not provide for a candidate response at this step
• Complete the SCC Leader Recommendation form; there is no need to wait on a candidate response
• FINAL ACTION: Send the case forward only after all of the above has been completed and the candidate response window has expired
  1. Find the Send Case button in the upper right corner
  2. From the drop-down menu, select Forward To
  3. A customized message can be included, if desired
  4. Click Continue to move the case forward

SCC Administrator Sign-Off

In this step of the review process, you will complete the following tasks to prepare the case for submission to Academic Personnel and Faculty:

• Complete the Candidate Data Sheet
  1. Go to APF’s website and follow directions to generate a Candidate Data Sheet
  2. Check pre-populated data for accuracy
  3. Add information where requested
  4. Click Add to Case
• Review case documents and forms for completeness and accuracy
• Complete the SCC Administrator Sign-Off form
• Download the case for retention at the local level
• If the case is a MANDATORY action and the candidate has requested it be WITHDRAWN from further consideration, contact APF to discuss next steps; otherwise continue to FINAL ACTION bullet.
• FINAL ACTION: Send the case forward only after all of the above has been completed
  1. Find the Send Case button in the upper right corner
  2. From the drop-down menu, select Forward To
  3. A customized message can be included, if desired
  4. Click Continue to move the case forward

APF Check

In this step of the review process, cases will be assigned to APF Specialists who will prepare cases for APF review.

Instructions for Lead Coordinator

• Assign APF Specialist numbers to APF personnel
• Assign cases to APF Specialists
  1. Go to Cases on the left menu
  2. Select the checkbox next to each case that you want to assign to a particular individual
  3. Select More Options from the menu bar at the top of the case list
  4. Choose Add Status
  5. Select the applicable APF Coordinator number from the drop down menu

Instructions for APF Specialists

• If the case is a NON-MANDATORY ACTION that is DENIED by the SCC leader, complete the following; otherwise, skip to next bullet
  1. Go to Cases on the left menu
  2. Select the checkbox next to each case that you want to assign to a particular individual
  3. Select More Options from the menu bar at the top of the case list
  4. Choose Add Status
  5. Select SCC Non-Mandatory Denial
  6. Skip to FINAL ACTION bullet
• Review case for completeness
  1. Go to the APF Wiki to review the completeness checklist
• If the case is incomplete or more information is needed, contact the administrator for follow-up
  1. Select Share from the case’s menu bar
  2. Select With Committee Members
  3. At the top of the pop up window, select the User tab
  4. From the Search for Users drop-down menu, select the administrator you would like to email. You can add and remove users as needed.
  5. If you want to share a document, select Share Files at the bottom of the window and add the document
  6. If you are requesting a new/revised document, go to the File Response box on the right-hand side of the window and check the Enable box.
  7. Select a due date by which a response should be received and identify which Internal Section the response should be added to when submitted.
• FINAL ACTION: Send the case forward only after all of the above has been completed
  1. Find the Send Case button in the upper right corner
  2. From the drop-down menu, select Forward To APF Review
  3. A customized message can be included, if desired
  4. Click Continue to move the case forward

APF Review

In this step of the review process, cases will be assigned to an APF Reviewer who will preview the case on behalf of the provost.

Instructions for APF Review Coordinator

• Assign APF Reviewer numbers to Executive Team personnel
• Assign cases to APF Reviewers
  1. Go to Cases on the left-hand menu
  2. Select the checkbox next to each case that you want to assign to a particular individual
  3. Select More Options from the menu bar at the top of the case list
  4. Choose Add Status
  5. Select the applicable APF Reviewer number from the drop down menu

Instructions for APF Reviewers and Vice Provost

• Review the case by selecting the Read Case button toward the top of the case landing page
• Complete the APF Reviewer Summary
• If the case is incomplete or more information is needed, contact the administrator or APF Specialist for follow-up
  1. Select Share from the case’s menu bar
  2. Select With Committee Members
  3. At the top of the pop up window, select the User tab
  4. From the Search for Users drop-down menu, select the administrator or APF Specialist who you would like to email. You can add and remove users as needed.
  5. If you want to share a document, select Share Files at the bottom of the window and add the document
  6. If you are requesting a new/revised document, go to the File Response box on the right-hand side of the window and check the Enable box.
  7. Select a due date by which a response should be received and identify which Internal Section the response should be added to when submitted.
• When finished reviewing and edits are completed, reassign the case to the Vice Provost
• Find the Status field in the upper right section of the window
• Select Ready for VP Review
• Vice Provost Review conducts thorough review of the case by selecting the Read Case button toward the top of the Case Materials tab.
• FINAL ACTION for the VICE PROVOST: Send the case forward only after all of the above has been completed
  1. Find the Send Case button in the upper right corner
  2. From the drop-down menu, select Forward To Provost Review
  3. A customized message can be included, if desired
  4. Click Continue to move the case forward

Provost Review

In this step of the review process, you or your designee will complete/coordinate the following, which are necessary in order to complete the review process.

• Review the case
• Complete the Provost Decision form
• If your initial decision is to deny or postpone the case, share the Provost Decision form with candidate, the appointing unit leader, and the SCC leader
  This will take two steps which must be executed on the same day in the following sequence:
  1. Follow these directions to compose a message and share the Provost Decision with the appointing unit leader and SCC leader
     • Set a appointing unit leader and SCC unit leaders response due date of 5 calendar days from delivery of the message
     • Set the responses to load into the Responses to Summaries and Recommendations section.
     • Instruct the appointing unit leader and SCC unit leader, when sending their response to the Provost Decision, to include the candidate in the “Send to” field so the candidate sees the appointing unit leader’s and SCC leader’s response
  2. Follow these directions to compose a message and share the Provost Decision with the candidate.
     • Set a candidate response due date of 7 calendar days from delivery of the message (NOTE: this is a longer deadline than for the appointing unit leader and SCC leader, and is intended to allow time for the candidate to review the appointing unit leader’s response)
     • Set the candidate’s response to load into the Responses to Summaries and Recommendations section.

If the candidate response warrants a revision to the original Provost Decision form to POSTPONE, follow these additional instructions; otherwise skip to the FINAL ACTION bullet:

• Revise Provost Decision form
  1. Navigate to the Case Details page and scroll down to the Required Items section
  2. Click Edit Submission next to the Provost Decision document under the Forms heading
  3. Edit the form as necessary
  4. Click Submit Form
• Share revised Provost Decision with candidate AND the appointing unit leader AND the SCC leader
  Follow these directions to compose a message and share the Provost Decision with the candidate, appointing unit leader and SCC leader.
• Do not set a due date and do not enable a candidate response; policy does not provide for a candidate response at this step
• FINAL ACTION for the PROVOST: Send the case forward only after all of the above has been completed
  1. Find the Send Case button in the upper right corner
  2. From the drop-down menu, select Forward To Decision Letter
  3. A customized message can be included, if desired
  4. Click Continue to move the case forward

Decision Letter & Case Close

In this step, a letter will be generated which officially notifies the candidate of the outcome of their case

• Change status to match Provost Decision form either Approved, Denied, or Postponed
• Generate decision letter
• Save the decision letter to the APF Review section
• Notify the SCC leader of the official decision; go to the APF Wiki for guidance
• Share letter with the candidate, 7 days after notifying the SCC leader of the decision
• If the case is a MANDATORY ACTION that was DENIED by the provost, contact the unit to ensure the candidate submits a resignation letter
• Close the case
• Select Close Case under Case Options in the upper right corner
• Select the status code Approved, Denied, or Postponed from the Decision drop down menu; make sure the Close Case status matches the Provost Decision form
• FINAL ACTION: Send the case forward only after all of the above has been completed
  1. Find the Send Case button in the upper right corner
  2. From the drop-down menu, select Forward To
  3. A customized message can be included, if desired
  4. Click Continue to move the case forward

Case Completion

In this step, the case will be officially closed and archived in the candidate’s personnel file.

• Remove the APF Reviewer Summary form
• Download the case
• Upload the case to the EDM
• Delete the case from RPT