reappointment, promotion & tenure digital vision

Reappointment, Promotion & TenureDigital Vision

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

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 Pilot1. Faculty Engagement – appreciation for positive change2. Faculty Commitment – faculty governance supports3. 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)

4. Representative cross-section of colleges

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)

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)

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

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!

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

System Features:Faculty Candidate

Secure Login (6+2)

Digital Dossier

Routing History on Dossier

Selecting a Nomination

Uploading Documents

System Features:Reviewers

Secure Login (6+2)

View of Candidates

Filtering for Candidates

Digital Dossier

Routing History on Dossier

Recommendations

Voting Feature for Committees

Adding a Letter to the Dossier

Generating a Template Letter

Reporting Features

Reappointment, Promotion & TenureDigital Vision

Process Overview