Help CenterHelp for ByCommittee Promotion & Tenure Creating and Managing CasesCreating And Editing Candidate Instructions and Packet Requirements

Creating And Editing Candidate Instructions and Packet Requirements

This article explains in detail how to create and edit the instructions and set of requirements a candidate will see when uploading materials to their packet.  

Administrators can set packet requirements for candidates with customized sections and set due dates for each custom section.

Every institution can create and modify the packet of required documents and forms in a way that’s best for their candidate, committee, and workflow.

Candidate requirements are generally set during the process of creating a template or case.

Administrators can also create and edit candidate requirements for a particular case from it's respective "Case Summary" page.

See here for more information on accessing the "Candidate Requirements" when Adding a New Template, and Adding a Case From a Template.

The instuctions below are for creating and editing candidate requirements from the "Case Summary" page.

Navigate to the case you want to edit by clicking on the name of the candidate in the list of cases

Click the pencil icon to the right of the page to edit the case

Note: If you are managing more than one committee with access to the case at the current workflow step, check to make sure you are "Reviewing as:" the correct committee.

On the "Case Summary" page, click to edit the Candidate Requirements" section

Set a due date for the candidate packet

Edit 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 as a handbook outlining your policies.

Create candidate packet requirements:

Create custom packet sections

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.

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.

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.

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

Create custom packet sections

2. 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

Note that you can format how the section description will appear and include links.

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

3. Set whether or not 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

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 candidate document requirements:

Create document requirements including how many of a particular document type you expect to receive.  Candidates will see the name description and number of documens required. When they upload the approriate number of documents, each requirement will be checked off in the list.

1. Click "Add Requirement"

Add document requirements within a packet section

2. Enter the name, description, and number of the requirement

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

Note that you can format how the requirement description will appear and include links.

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

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 candidate 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.

1. Click "Add Requirement"

Add document requirements within a packet section

Click the "Form" tab

Click the "Form" tab

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

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 "Update" when you are finished editing candidate requirements

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