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Creating Candidate Packet Requirements

This article explains in detail how to create and manage a packet of required documents and forms in ByCommittee Promotion & Tenure. Administrators can set requirements for candidates with customized sections and set due dates for each custom section. Administrators can choose to allow candidates to add personalized sections to a packet, and add to/rearrange the packet as they see fit throughout their review process. Every institution can create and modify the packet in a way that’s best for their candidate, committee, and workflow.

Navigate to the "Packet Requirements" screen

Packet requirements are generally set during the process of creating a template or case. Administrators can also edit the packet requirements for a particular case from its Case Review page. For more information on accessing the Packet Requirements screen see the articles Edit the Packet Requirements for a Case, and also Add a New Template, and Add a Case From a Template.

Navigate to the "Packet Requirements" screen

Create custom packet sections

When setting packet requirements for a blank case, a single packet section labeled "Candidate Documents" appears by default, but Administrators can create custom packet sections and add specific documents and forms that are required for each section they create.

Administrators can assign a different due date to each section which will allow the packet documents to come in at the right time in the review process. The candidate can submit each packet section after uploading all the required documents and forms for that section.

Sections should correspond with larger groups of materials or items that you would like to receive by a certain date. Create sections judiciously, as too many sections may make the review experience needlessly complicated for committee members.

Once a candidate submits a section, it will become un-editable immediately. If the candidate needs to add more (for instance, with an award or an updated CV), they can reach out to the Administrator or Committee Manager, who can use a section-level toggle to make that section editable again.

Create custom packet sections

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

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

Enter name, description, and due date for the packet section

It is best to organize sections corresponding to when you will need a particular set of materials. Setting the due date will ensure packet documents come in at the right time in the review process.

Enter name, description, and due date for the packet section

Set whether or not candidates can add additional documents to the section

If selected, candidates can add additional documents beyond the documents required to complete the packet section.

Set 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 edit pencil in the title bar

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

Administrators can also allow candidates to add custom sections to their own packet

Administrators can also allow candidates to add custom sections to their own packet

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

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

Add document requirements within a packet section

Click "Add Requirement" to add a document requirement to a packet section. This will open the "Add Requirement" window.

 

Add document requirements within a packet section

To create a document requirement, enter the name and description of the requirement

To create a document requirement, enter the name and description of the requirement

Indicate if the document is required or optional

If a packet section contains required documents, the document requirement must be satisfied in order to submit the packet section. If a requirement is optional, the candidate can submit the packet section without uploading the document.

Indicate if the document is required or optional

Enter a number of documents

Administrators can set the number of documents required as a range of "at least" a certain number, but "no more than" a certain number, or set no limit on the number of documents. If this a required document, the candidate must submit the number required to satisfy the requirement.

Enter a number of documents

Add form requirements within a packet section

Administrators can add a form requirement to each section of the packet. Because they are added to packet sections, forms can be due on different dates. This means institutions can gather data from candidates at various stages, depending on the information they need.

Click "Add Requirement" to add a form requirement to a packet section. This will open the "Add Requirement" window.

 

Add form requirements within a packet section

Click the "Form" tab

Click the "Form" tab

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 document name and drag and drop

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