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

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

2. Click "Create Case" in the upper right hand corner of the Case List screen

Click the "Add Case" button

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.)

Select a unit for the case and click "Confirm"

4. Select "Blank Case"

Select "Blank Case"
5. Fill out the "Case Information" page:

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.

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

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.

Case Data Forms

5.3.1. Select a form to add and click "Save"

Select a form to add and click "Save"
6. Create "Candidate Requirements":

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.

Add instructions to the candidate

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.

Create a packet of required candidate documents and forms

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.

Edit the "Candidate Documents" section of the packet

6.4. Click "Add Section" if you want to add a new section to the packet

Click "Add Section" 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

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

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

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

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  

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:

  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:

6.5.1.1. 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

Forms are created from the Administration page. For more information see this article on how to  Create a New Form.

7. Add Internal Case Sections:

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.

8. Set up the workflow of case review steps

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"

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

8.2. Name the case review step, set a due date for when the step must be completed

Name the case review step and assign a standing committee from the dropdown list

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. If you need to add more than one committee to a step:

9.1. Click the edit pencil to the right of the step

If you need to add more than one committee to a step in the template, click the edit pencil

9.2. Click "Add Committee" to give another committee or individual access when cases reach this step

Click "Add Committee" to give another committee access to cases at 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.

If checked, the Committee Manager of that committee can move the case forward or backward in the workflow of case review steps.
10. Manage the Administrators who will have access to the case

10.1. Click the "Manage Administrators" tab

If you need to manage the Administrators who will have access to cases at this step, 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.

Click the recusal icon to recuse an Administrator from cases at this case review step

10.2.1. If necessary, you can click the addition sign to add the Administrator back

If necessary, you can click the addition sign to add the Administrator back
11. Add or edit committee instructions:

11.1. Click "Edit Details"

You can also add or edit instructions for a committee in a template

11.2. Click to open the "Instructions" tab and enter instructions for the committee

12. Add document requirements for reviewers to complete before the case can move to the next step in the workflow

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

Keep adding steps until you have built out the steps you want to include in the template
If you need to change the order in which the steps appear:

13.1. Click "Collapse Steps" at the upper left of the page

It is easier to move the steps around if they are collapsed.

Click to collapse the steps

13.2. Click "Reorder" at the top right

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

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

Click "Save and Continue" when you are finished adding steps to the template

15. Review the case you've created

Check back over your case for errors and completion.