User Roles in ByCommittee P&T

In ByCommittee Promotion & Tenure, there are four different user roles: Institutional Administrators, Administrators, Committee Managers, and Users/Committee Members. These three roles have different levels of access to materials and actions within the system.

Anyone added to ByCommittee P&T is automatically called a “user.” Users have the most basic and restricted access in the system. Once a user is added to a committee, they are often referred to in that context as Committee Members. A user must be added to a committee in order to view a candidate’s packet, download documents (if allowed), and leave comments (also if allowed) on the particular case they have access to.

Committee Managers possess all of the capabilities of Committee Members, plus a few more. Most noticeably, Committee Managers have the power to move a case either backward or forward after a committee has finished reviewing. In addition, Committee Managers have communication powers within the system; they can e-mail both the candidate and committee members from within the product, and can record committee votes in the program. In order to make a user a Committee Manager, an Administrator must manually select them to serve this role.

Administrators are the users with the most power within ByCommittee P&T. In addition to being able to access documents, e-mail candidates and committees, and move a case forward or backward, Administrators are the only users who can create templates, forms, and cases for the units to which they have access. Administrators can also create users and standing committees. Administrators can exist at any organizational level in P&T, and have the ability to perform administrative functions for all units within their administrative hierarchy. For example, an Administrator at a university will have access to settings, cases, and committees for all units at or beneath the university level, such as colleges, departments and so on. Administrators will lose such access only when "recused" from a case at a particular workflow step.

Institutional Administrators are administrators at the highest level of an institution. They have all the powers of administrators, but can also set whether or not comments and downloads are enabled for an institution, add custom branding to the appearance of ByCommittee, establish case statuses that can be used across an institution, and set up and manage committee voting at an institution.


Bycommittee Promotion & Tenure User Role Capabilities:

Institutional Administrator Administrator Committee Manager Committee Member
Administration
Add/edit and manage organizational units TRUE TRUE FALSE FALSE
Add/edit and manage users TRUE TRUE FALSE FALSE
Assign users to one or more units TRUE TRUE FALSE FALSE
Name users Administrators or Committee Managers TRUE TRUE FALSE FALSE
Assign users to a committee TRUE TRUE FALSE FALSE
Create and manage candidate forms (forms to filled out BY a candidate) TRUE TRUE FALSE FALSE
Create and manage case data forms (forms ABOUT a candidate or case) TRUE TRUE FALSE FALSE
Enable/disable comments for an institution TRUE FALSE FALSE FALSE
Enable/disable downloads for an institution TRUE FALSE FALSE FALSE
Add/ edit custom branding (logo and colors) TRUE FALSE FALSE FALSE
Create/edit institution-wide custom statuses TRUE FALSE FALSE FALSE
Set up committee voting (enable feature and add institution-wide voting options) TRUE FALSE FALSE FALSE
Committees
Create/manage standing committees TRUE TRUE FALSE FALSE
Permanently Add/remove users to/from standing committees TRUE TRUE FALSE FALSE
Create/delete case-specific (ad-hoc) committee TRUE TRUE FALSE FALSE
Add/remove case-specific (ad-hoc) committee to or from a case TRUE TRUE FALSE FALSE
Add single reviewer (committee of 1) to a case review step TRUE TRUE FALSE FALSE
Edit name, instructions due date of a case-specific committee TRUE TRUE FALSE FALSE
Add users to, or remove users from a case-specific committee TRUE TRUE TRUE FALSE
Assign temporary members to a standing committee TRUE TRUE TRUE FALSE
Temporarily remove (recuse) members from a standing committee TRUE TRUE TRUE FALSE
Set up committee document requirements TRUE TRUE TRUE FALSE
Upload documents to satisfy committee document requirements TRUE TRUE TRUE FALSE
Record the results of a committee vote TRUE TRUE TRUE FALSE
Templates & Cases
Create/edit/delete a template TRUE TRUE FALSE FALSE
Create/edit/ a case TRUE TRUE FALSE FALSE
Create/edit candidate packet requirements for a case TRUE TRUE FALSE FALSE
Allow candidates to add packet sections
TRUE TRUE FALSE FALSE
Set up a case workflow (series of case review steps) TRUE
TRUE
FALSE
FALSE
Move a case forward or backward TRUE TRUE TRUE FALSE
Close/reopen a case TRUE TRUE FALSE FALSE
Delete a case TRUE FALSE FALSE FALSE
Recuse (temporarily remove) a standing committee member from a case review step TRUE TRUE TRUE FALSE
Recuse an administrator from one or more case review steps TRUE TRUE FALSE FALSE
Recuse an administrator from one or more case review steps in a template TRUE TRUE FALSE FALSE
Apply and remove an existing status to a case TRUE TRUE TRUE FALSE
Create and apply a custom status for particular case TRUE TRUE TRUE FALSE
Communication
Notify a candidate of their review TRUE TRUE FALSE FALSE
Email a candidate TRUE TRUE TRUE FALSE
Email committee members TRUE TRUE TRUE FALSE
Enable/disable comments for a case review steps TRUE TRUE TRUE FALSE
Leave comments on a case TRUE TRUE TRUE TRUE
View notifications TRUE TRUE TRUE TRUE
Share materials with candidate and allow response TRUE TRUE TRUE FALSE
Share materials with committee members from committees outside of workflow TRUE TRUE TRUE FALSE
Materials & Forms
Create/edit a candidate form TRUE TRUE FALSE FALSE
Add a candidate form requirement to a case (attach a candidate form to a case) TRUE TRUE FALSE FALSE
Create/edit a case data form

TRUE TRUE FALSE FALSE
Add a case data form requirement to a case (attach a case data form to a case) TRUE TRUE FALSE FALSE
Upload new materials to a case TRUE TRUE TRUE FALSE
Add sections to a packet that are not visible to candidate (committee documents) TRUE TRUE TRUE FALSE
Reorder packet documents TRUE TRUE TRUE FALSE
Change the document group in which materials appears TRUE TRUE TRUE FALSE
Edit title and type of documents added to a case by a committee TRUE TRUE TRUE FALSE
Delete materials added to a case by a committee (note that Committee Managers can ONLY delete materials added by themselves, not documents added by another user) TRUE TRUE TRUE FALSE
Set download privileges TRUE TRUE TRUE FALSE
Set access to materials (including external evaluations) TRUE TRUE TRUE FALSE
Allow/disallow candidate editing of packet materials TRUE TRUE TRUE FALSE
Allow candidates to add packet sections TRUE TRUE FALSE FALSE
Request/ edit/resend external evaluation requests TRUE TRUE TRUE FALSE
Access external evaluations (depending on settings for case) TRUE TRUE TRUE TRUE
Download print documents (depending on settings for institution or document) TRUE TRUE TRUE TRUE
Read case documents and forms (access of candidate, committee, and other docs are dependent doc permission settings) TRUE TRUE TRUE TRUE
Annotate (make notes) on documents in the document viewer, and export your annotations. TRUE TRUE TRUE TRUE
Reports & Logs

Generate and download reports including case info, forms, and voting results reports
TRUE TRUE FALSE FALSE
View Case Activity logs: case movement, changes in status, and messages sent TRUE TRUE FALSE FALSE