Create a 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.
1. Select "View Cases" on your Promotion & Tenure dashboard
2. Click "Create Case" in the upper right hand corner of the Case List screen
3. Select a unit for the case and click "Confirm"
Cases can be created for any unit in the hierarchy of an organization (university, college, school, department, etc.)
4. Select "Blank Case"
5.1. Select a case type from the dropdown menu
5.2. 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.
5.3. Click "Add Case Data Form" to attach any forms that must be completed about the candidate or case
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.
5.3.1. Select a form to add and click "Save"
6.1. Set a due date for the candidate's packet
6.2. Add instructions to the candidate
Include specific instructions to the candidate about assembling their packet and any other procedures, policies, or deadlines at your institution. You can also include links to required forms and online resources such a handbook outlining your policies.
6.3. Create a packet of required candidate documents and forms
A single packet section labeled "Candidate Documents" appears by default.
Note that you can also add new custom sections to the packet, each with specific required documents, forms and due dates.
You can also allow candidates to add their own packet sections.
Click the edit pencil to change the name of a 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.
6.4. Click "Add Section" if you want to add a new section to the packet
6.4.1. Enter the name, description, and due date for the packet section, and indicate whether or not candidates can add additional documents to the section
6.4.2. The new section will appear with the information you added
6.4.3. 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
6.4.4. You can also allow candidates to add additional sections to their packet
6.5. Click "Add Requirement" to add a document or form requirement to a packet section
6.5.1. 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.
220.127.116.11. If the requirement you want to add is a form, click the "Form" button at the top of the window
Forms are created from the Administration page. For more information see this article on how to Create a New Form.
You can create internal case sections to help committee members or individual users organize documents that will be added during the process of reviewing a case. Internal case sections will not be visible to the candidate. Sections added here should correspond with larger groups of materials that will be organized together.
Note: With internal case sections, you are creating a space for documents added to the case by committees and reviewers. You can create specific document requirements for reviewers of the case when adding case review steps. For more information see the article; Require Documents for Review Steps.
7.1. Click "Add Section"
A single packet section labeled "Committee Documents" appears by default. You can edit or delete this section.
7.2. Name, and add a description of the section
7.3. Choose whether or not to include a special internal facing section for external evaluations
By default, we include an internal facing section for requesting and collecting external evaluations through the system.
Click X if you want to remove the external evalutation section from the template or case.
See the article Requesting External Evaluations to learn more about the process.
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.
8.1. Click "Add Step"
8.2. Name the case review step, set a due date for when the step must be completed
8.3. Select who will review the case at each step; a standing committee, ad-hoc committee, or individual user
- Standing committees are created at the unit level (i.e. university, school, college etc.) and can be reused for cases in that unit.
- Ad-hoc committees are created on a per case basis. An admin will need to add members to this committee before a case can be initiated.
- An individual user can review the case, but will not be able to collaborate with others. To allow multiple members to review together, create a standing or ad-hoc committee.
9.1. Click the edit pencil to the right of the step
9.2. Click "Add Committee" to give another committee or individual access when cases reach this step
9.3. Select who will review the case at this step; a standing committee, ad-hoc committee, or individual user, and click "Add"
9.4. Set whether or not each committee or individual can move the case forward or backward
If checked, the manager of the committee, or the individual reviewer can move the case forward or backward in the workflow of case review steps.
10.1. Click the "Manage Administrators" tab
10.2. 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.
10.2.1. If necessary, you can click the addition sign to add the Administrator back
11.1. Click "Edit Details"
11.2. Click to open the "Instructions" tab and enter instructions for the committee
You can require that the committee submit particular documents before moving the case.
12.1. Click to "Edit Details"
12.2. Open the "Required Documents" tab and click "Add Required Document"
12.3. Enter a title and description for the required document and click "Add"
13. Keep adding steps until you have built out the steps you want to include in the case
13.1. Click "Collapse Steps" at the upper left of the page
It is easier to move the steps around if they are collapsed.
13.2. Click "Reorder" at the top right
13.3. Drag and drop steps to change the order for the template and click "Done" to commit the change
14. Click "Save and Continue" when you are finished adding steps to the case
15. Review the case you've created
Check back over your case for errors and completion.