This article provides information on how to create a template in ByCommittee P&T. Templates provide a basic starting point for a P&T case. Colleges, schools, and departments can use templates to save time when creating cases, and to establish a repeatable process as they conduct their reviews in ByCommittee. Administrators can create a template filled out with instructions, forms, document requirements and case review steps that can be automatically included as a part of every case built using the template. Templates can be attached to any organizational unit, and can be used for cases created by that unit, or by lower administrative units.
Navigate to the Case List page:
Select a unit for the template from the dropdown menu, and click "Continue" when you are finished
Remember, you can add a template to any organizational unit such as a university, school, college, or department, and that template will be available as a starting point for cases created within that organizational unit or by units beneath it in the hierarchy.
Add case data form requirements to the template if necessary
If necessary, you can add a requirement for case data forms that must be completed about a candidate or case when using the template. Case data forms can be created by an Administrator from the Administration page, and can only be filled out by an Administrator when creating a case. Candidates will never see the questions or answers of a case data form. For more information see this article on creating case data forms.
Create a packet of required candidate documents and forms
The packet requirements you create here will become available for any case built using this template.
Note that you can add new custom sections to the packet, each with specific required documents, forms and due dates.
Edit the "Candidate Documents" section of the packet
A single packet section labeled "Candidate Documents" appears by default. Click the edit pencil to change the name of this section, add a description, set a due date, and indicate if candidates will be allowed to add additional documents (beyond the requirements) to the section.
Click "Add Section" to add a new section to the packet if necessary
If the requirement you want to create is a document:
- Enter the name
- Add any notes about the requirement
- Indicate if the document is required or optional
- Enter a number of documents. This can be a specific number, a range, or have no limit.
If the requirement you want to add is a form, click the "Form" button at the top of the window
Select the form from the dropdown menu and click "Save"
Note: Forms are created from the Administration page. For more information see this article on how to Create a New Form.
Next you will create a series of case review steps to be included in the workflow of any case built using this template
The steps you add will form a preconfigured workflow for cases built using this template. Users may need to add other steps to the process, or more committees to a step when they are creating a case based on the template.
The steps you add should match the promotion review process of your organization. Each step you add must have at least one committee assigned to it. Because you are making a template, only standing committees can be added to the steps you create. You can assign additional standing committees if multiple committees require access to the packet at the same step.
If you need to add more than one committee to a step in the template, click the edit pencil
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 you need to manage the Administrators who will have access to cases at this step, click the "Manage Administrators" tab
Click the recusal icon to recuse an Administrator from cases at this case review step
You will see a list of Administrators who have access 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.
You can also add or edit instructions for a committee in a template
Click "Edit Committee."
You can view (but not edit) the membership of the committee
Note: You cannot add or remove members from a standing committee when creating a template. See here for more information on making changes to a standing committee.
If you need to change the order in which the steps appear in the template:
The template will appear in your list of available templates
The template in the example can now be used as a starting point for any case created under the School of Music, and will include the instructions, forms, required documents, and workflow steps you added.
See here for information on creating a case using a template.