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Add a Case From a Template

A template is a predesigned case that can be used for creating new cases quickly. Administrators can create templates and make them available as a starting point for new ByCommittee P&T cases created within a particular unit. Templates can be created for use by any unit in the hierarchy of an organization. Editing a template will change it for all future uses. This article explains how to create a case based on a template.

Navigate to the Case List page:

Select "View Cases" on your ByCommittee Promotion & Tenure dashboard

Select "View Cases" on your ByCommittee Promotion & Tenure dashboard

Click the "Add Case" button

Click the "Add Case" button

Select a unit for the case and click "Confirm"

Note: Cases can be created for any unit in the hierarchy of an organization.

Select a unit for the case and click "Confirm"

Select a template

Beneath "Blank Case" you will see a list of templates available for cases created within your unit. Click the name to build a case using a particular unit. Click "Preview" to view a summary of the template.

Select a template

The template summary:

The template summary:

Enter the candidate's name and email and select whether or not the candidate will submit a packet

For the question "Will the Candidate Submit a Packet?" choose "Yes" if the candidate will be submitting materials online through ByCommittee P&T.

Note: This setting cannot be changed after this step.

Enter the candidate's name and email and select whether or not the candidate will submit a packet

Enter a due date for the candidate's packet

Enter a due date for the candidate's packet

Add or edit instructions to the candidate

There may or be not instructions to the candidate included in the template. In either case, you can add or edit these instructions here.

Add or edit instructions to the candidate

You may need to "Answer" any required case data forms

If case data form requirements were set when creating the template and you need to answer these forms as part of creating the case, click "Answer" to fill out the form.

You may need to "Answer" any required case data forms

Answer the questions on the form and click "Save" when you are done

Answer the questions on the form and click "Save" when you are done

A check mark will appear when the form is completed

A check mark will appear when the form is completed

The form you completed will appear on the Case page under "Candidate Forms" in the document queue

The form you completed will appear on the Case page under "Candidate Forms" in the document queue

Click "Add Case Data Form" if you need to attach a case data form that is not part of the template

These forms can only be filled out by an Administrator. Candidates will never see the questions or answers of a case data form.

Note that case data forms are created from the Administration page and attached when creating or editing a template or case. See here for more information on how to create a new case data form.

Click "Add Case Data Form" if you need to attach a case data form that is not part of the template

Click "Save & Continue"

Click "Save & Continue"

Add, edit or remove packet requirements

The template will likely include packet requirements. If necessary, you can edit the packet requirements by adding or deleting packet sections, or editing, adding or deleting requirements within a packet section.

Add, edit or remove packet requirements

Click "Add Section" to add a whole new section to the packet

Click "Add Section" to add a whole new section to the packet

Enter name, description, and due date for the packet section, and indicate whether or not candidates can add additional documents to the section

Enter name, description, and due date for the packet section, and indicate whether or not candidates can add additional documents to the section

The new section will appear with the information you added

The new section will appear with the information you added

You can also allow candidates to add additional sections to their packet

You can also allow candidates to add additional sections to their packet

To edit a packet section, click the blue pencil in the title bar of the section

To edit a packet section, click the blue pencil in the title bar of the section

To change the order in which the packet sections will appear to the candidate, put your cursor over the section name and drag and drop

Note: It may be helpful to click the blue carat icons to collapse down the sections in order to move them.

To change the order in which the packet sections will appear to the candidate, put your cursor over the section name and drag and drop

Click "Add Requirement" to add a document or form requirement to a packet section  

Click "Add Requirement" to add a document or form requirement to a packet section  

For document requirements:

Enter a name and description, indicate if the document is required, and set the number needed to satisfy the requirement.

For document requirements:

For form requirements:

Hit the "Form" tab, select a form and click "Save." Note that forms are added here, but created from the "Administration" page of P&T.

For form requirements:

Click "Save & Continue" when you are finished adding required documents and forms

Click "Save & Continue" when you are finished adding required documents and forms

Set up the workflow of case review steps for the case

The template will probably include some default case review steps for cases built using the template. The steps will include some or all of the standing committees that are part of the workflow for cases in the given department. You will need to add steps and committees to the template that are specific to your case.

Each step you add must have at least one committee assigned to it. You can assign additional committees if multiple committees require access to the packet at the same step.

You should end up with a workflow that includes all of the steps (in sequential order) that will be part of the promotion and/or tenure review for the case.

Set up the workflow of case review steps for the case

Click "Add New Step" to add a case review step to the workflow

Click "Add New Step" to add a case review step to the workflow

Name the case review step and assign a due date

Name the case review step and assign a due date

Add a committee to the case review step

You can add an existing standing or case-specific (ad-hoc) committee to the case review step, or you can create a new case-specific committee. Remember that more than one committee can be added to a case review step if multiple committees require access to the case at the same step.

Add a committee to the case review step

Select an existing standing or case-specific committee from the dropdown list...

Select an existing standing or case-specific committee from the dropdown list...

-or- Add a new case-specific committee

You will enter a title for the committee. You can assign members to the committee once it is added to the step.

-or- Add a new case-specific committee

Click "Edit Committee" to add members to any case-specific committee you create

The committee you add will appear as part of the workflow step.

Click "Edit Committee" to add members to any case-specific committee you create

Click "Add Member" to add a user to the new case-specific committee you've created

Click "Add Member" to add a user to the new case-specific committee you've created

Search for the user and click "Add" or click "New" to create a user and add them directly to the committee

Search for the user and click "Add" or click "New" to create a user and add them directly to the committee

Click "Edit Committee" to add instructions for the committee

Click "Edit Committee" to add instructions for the committee

Click the "Instructions" tab and add instructions for the committee to follow when reviewing the candidate

Click the "Instructions" tab and add instructions for the committee to follow when reviewing the candidate

Click the edit pencil if you need to give additional committees access to the case at this step

Click the edit pencil if you need to give additional committees access to the case at this step

Click "Add Committee"

Click "Add Committee"

Select or search for an existing committee or create a new case-specific committee to add

Select or search for an existing committee or create a new case-specific committee to add

If a step has more than one committee, you can name one or more of these as a "Primary" committee

Designating a committee as "primary" means that the Committee Manager of that committee can move the case forward or backward in the workflow of case review steps. You must have at least one primary committee. If a step only has one committee, that committee is considered "Primary" by default.

If a step has more than one committee, you can name one or more of these as a "Primary" committee

Open the "Manage Administrators" tab to view the Administrators who will have access to the case at this step

Open the "Manage Administrators" tab to view the Administrators who will have access to the case at this step

To recuse an Administrator, click the recusal icon

You will see a list of Administrators who have access to the case at this step. Click the recusal icon to recuse an Administrator. Once recused, the Administrator will not be able to view or access the case at this step.

To recuse an Administrator, click the recusal icon

The Administrator is recused. Click the addition icon to add an Administrator back to the step

The Administrator is recused. Click the addition icon to add an Administrator back to the step

To reorder the steps click the "Reorder" button at the top right of the page

Note: You can also use the "Collapse" button at the top left of the page to collapse the steps.

To reorder the steps click the "Reorder" button at the top right of the page

Drag and drop the steps to change the order and click "Done"

Drag and drop the steps to change the order and click "Done"

Continue adding case review steps and committees until you have created the entire workflow of the promotion case

In the example workflow below there are three workflow steps in the promotion process:

  1. The first step is titled "Music Department Tenure Review." Two committees have access to the case at this step; the "Department Review," and the "Chair's Evaluation and Recommendation."
  2. The second step is titled "School Level Review." The "School of Music Rank and Tenure" committee has access to the case at the step. After hearing the case, the committee can move it forward to the next step or send it back to the previous step.
  3. The third and final step is the "University Level Review Committee," where the case is heard by the "University Rank and Tenure Committee." At this step the "Demo University Community Review" also has access to the case, but "University Rank and Tenure Committee" is the primary committee who can recommend or deny promotion, or send the case back to an earlier step.
Continue adding case review steps and committees until you have created the entire workflow of the promotion case

Click "Save & Continue" when you are finished adding case review steps and committees.

Click "Save & Continue" when you are finished adding case review steps and committees.

Review your case

Check back over your case for errors and completion. Once your case is created:

  1. Click "Return to Case' to view the individual case page where you will find documents, forms, and external evaluations once they are submitted
  2. Click "Notify Candidate" to let the candidate know to begin collecting and submitting materials
  3. Click "Send Forward" to move the case to the first case review step in the workflow
  4. Click "Select Status" to apply a status to the case
Review your case
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