Follow

Add a New Case (Starting with a Blank Case)

This article explains how to create a case in ByCommittee P&T starting from a blank case. See here for more information on creating a case based on a template. Cases can be created for any unit in the hierarchy of an organization.

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 "Blank Case"

Select "Blank Case"

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. 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 instructions to the candidate

Add instructions to the candidate

Case Data Forms

The forms you add here 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.

Note that forms may already be attached if creating a new case based on a template that employs case data forms.

Case Data Forms

Click "Add Case Data Form" to attach any forms that must be completed about the candidate or case  

Click "Add Case Data Form" to attach any forms that must be completed about the candidate or case  

Select a form to add and click "Save"

Select a form to add and click "Save"

Click "Save & Continue" when you are done with entering candidate information

Click "Save & Continue" when you are done with entering candidate information

Create a packet of required candidate documents and forms

You can create a packet of required documents and forms and also add new custom sections to the packet, each with specific required documents, forms and due dates.

Create a packet of required candidate documents and forms

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.

Edit the "Candidate Documents" section of the packet

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

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

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

Enter the 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

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

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

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

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

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  

If the requirement you want to create is a document:

  1. Enter the name
  2. Add any notes about the requirement
  3. Indicate if the document is required or optional
  4. Enter a number of documents. This can be a specific number, a range, or have no limit.
If the requirement you want to create is a document:

If the requirement you want to add is a form, click the "Form" button at the top of the window

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.

Select the form from the dropdown menu and click "Save"

To change the order of the document and form requirements within the packet section, put your cursor over the section name and drag and drop

To change the order of the document and form requirements within the packet section, put your cursor over the section name and drag and drop

Click "Save & Continue" when you are finished adding packet requirements

Click "Save & Continue" when you are finished adding packet requirements

Click "Add New Step" to begin setting up the workflow of case review steps for the case

Here you will add all of the steps (in sequential order) that will be part of the promotion and/or tenure review for the case. 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. You can assign additional committees if multiple committees require access to the packet at the same step.

Click "Add New Step" to begin setting up the workflow of case review steps for the case

Name the case review step and assign a due date (if necessary)

Name the case review step and assign a due date (if necessary)

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

To add an existing committee: Select an existing standing or case-specific committee from the dropdown list

Note that you can search for a committee by name.

To add an existing committee: Select an existing standing or case-specific committee from the dropdown list

-or- Add a new case-specific committee and click "Add"

-or- Add a new case-specific committee and click "Add"

Name the new committee and click "Add"

You can assign members to the committee once it is added to the step.

Name the new committee and click "Add"

The step and the committee you add will appear as a step in the workflow of the case

The step and the committee you add will appear as a step in the workflow of the case

If you added a new case-specific committee you will need to add members

Click "Edit Committee" to add members to the committee.

If you added a new case-specific committee you will need to add members

Click "Add Member"

Click "Add Member"

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

When a member is added to the committee, click the star to make them a Committee Manager

When a member is added to the committee, click the star to make them a Committee Manager

You can give multiple committees access to the case at this step

You can edit the step you've created if you need to give additional committees access to the case at this step.

You can give multiple 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

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

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"

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
Have more questions? Submit a request
Powered by Zendesk