ByCommittee Promotion & Tenure Best Practices for Managing Reviews
If you’re managing a promotion, tenure, or review case this year, here are a few best practices to keep in mind:
Creating committees and allowing them to review cases: Committees are groups of users that can review and assess the case of a candidate at a given step of the review process. As an administrator, you can create committees made up of any of your institutional users for each step of your workflow. Remember, in order for your committee members to have access to a case, the committee must be assigned to a review step in the case workflow.
Because we know that faculty promotion and tenure cases contain sensitive confidential information, we have deliberately designed ByCommittee’s workflow feature to ensure that a committee will only have access to the packet materials while a case is their specific workflow step.
Communicating with your candidates: When working with candidates, there are several ways to send messages and alert them of the review process. First, in order to get your case initiated and allow the candidate the opportunity to work on their packet materials, you’ll need to notify the candidate. Then, at any point, if you need your candidates to make changes to their packet materials (ex: maybe you would like for them to update their CV), you can enable candidate editing per section of their packet and send emails to the candidate to let them know to make your requested updates.
Communicating with your committees: Committee Managers and Administrators can email a review committee and collaborate within a specific case. We keep a record of all communications to candidates and committee members and case movements so administrators will always have transparency while managing their cases.
Requesting external evaluations: We’ve incorporated tools that streamline the external evaluation process to make it easy for Administrators to request evaluations or resend previous requests from external scholars. Learn more about the external evaluator experience here. Remember if you add a due date to an external evaluation request, it will be a hard deadline and letter writers will not be able to submit a letter after that date. If necessary, you’ll be able to clear or edit a due date while resending a request.
Adding and managing committee documents: After a candidate submits their packet and the packet is with one or more committees for review, Administrators and Committee Managers who have access to the case can add committee-specific sections and documents to the packet. Any document uploaded to a case by an Administrator or Committee Manager will be invisible to the candidate. These users will also have the opportunity to manage document permissions and add, reorder, or edit packet materials. Remember, only the candidate will have the opportunity to remove the materials that they uploaded and submitted to their case. In addition, Admins can require that a committee upload specific documents before the case can be moved forward. See here for more information on uploading required committee documents.
Additionally, we have guide books for every user type where all relevant articles for your role are sourced for you:
- Committee Manager's Guide to ByCommittee P&T
- Committee Member’s (Evaluator’s) Guide to ByCommittee P&T
- Candidate's Guide to ByCommittee P&T
- External Evaluator’s Guide to ByCommittee P&T
We’re here to help! Anyone can contact our Scholar Services team at firstname.lastname@example.org or (877) 997-8807 Monday- Friday, 9:00-6:00 PM ET.