Committees and Individual Reviewers
Committees are groups of users that can review and assess the case of a candidate at a given step of the review process. Individual reviewers are individuals who act as a committee at a given case review step. As an administrator, you can create committees made up of any of your institutional users (including single inviduals) for each step of your workflow. You can then assign committees and individuals to review a case at a certain step.
There are two roles that a user can have on a committee: Committee Member (the most basic user in the program) and Committee Manager. The role you assign determines access: committee members have fairly limited access that pertains to reviewing a case. Committee Managers can do all of those things, plus a lot more. For more information on user roles and abilities, see here: Users in ByCommittee P&T.
Committees or individual reviewers in ByCommittee P&T are always assigned to a case review step in the workflow, and each case review step must include at least one committee or individual reviewer. Multiple committees or reviewing individuals can be added to a case review step if more than one committee or individual needs access to the case at the same time.
Administrators in the program can also set up committee document requirements so that a committee must upload a particular document before the case can be moved forward.
Committee Managers can record the vote of a committee at a particular workflow step and add it to the program. The results of committee voting can be viewed by members of the committee, and the voting data can be used for reporting.
There are three types of reviewing bodies that can be added to case review steps in the program; standing committees, ad-hoc committees, and individual reviewers.
A standing committee is a permanent committee with a fixed annual membership that an administrator creates within ByCommittee. Standing committees are a way to set up your committees once, save them to a unit, and have them available to use at any point within a workflow as a case review step. Only administrators can create a standing committee, which happens on the User & Group Management page.
As an administrator, you can make temporary changes to the standing committee’s membership, such as recusing permanent members or selecting a committee manager, at the case level. You can also recuse administrators from a standing committee when creating or editing a template, and all changes will carry over to any case created using the template. Note that any changes you make to a standing committee while editing or creating a case will only impact the standing committee for that particular case. To make any permanent changes to the standing committee, those changes must be made to the committee in User & Group Management.
When an administrator creates a new standing committee, they choose the unit at the institution that will house that committee--for instance, the “Department of English Review Committee” might be housed in the “College of Arts and Sciences” or the Department of English unit. Ultimately, the unit determines how and when an administrator can use a standing committee for a template or case. Standing committees set at the institutional unit can be used for institution-, college-, and department-level templates. Standing committees set at the college unit can be used for college-, and department-level templates within that college. Standing committees set at the department unit can only be used for templates created in that department.
Ad hoc committees
Case-specific, ad hoc committees are committees created to be used on a case-by-case basis. Unlike standing committees, once an ad hoc committee is created it will not be saved for later use; therefore, ad hoc committees are not associated with any unit. Administrators are the only users allowed to create and edit case-specific committees.
You can also assign an individual reviewer to consider a case at a given case review step. Individual reviewers can perform all the functions of a Committee Manager, including adding committee documents and moving the case foreward or backward.