Interfolio — Create and Edit Committee Forms

Create and Edit Committee Forms

In Interfolio's Review, Promotion & Tenure (RPT), Unit Administrators can create three types of forms: Candidate Forms (completed by candidates), Committee Forms (completed by committee members), and Case Data Forms (completed by Unit Administrators).

This article explains how Unit Administrators can create Committee Forms for committee managers, members, and reviewers to complete during their workflow step. Committee Forms facilitate the collection, submission, and reporting of reviewer responses. Committee Forms are different from the committee document requirement option, which involves file uploads. Committee forms can be required or ommitted for specific reviewers.

Administator and Committee Permissions

Unit Administrators can:

Create, edit, and delete forms (within Cases or Templates) at their unit level or below
View forms created above or below their unit
Add required committee forms and specify who can complete them
Bypass form requirements to advance cases
Run reports on form responses within their unit or below

Committee Managers and Members can:

Complete, submit, and resubmit forms
View their own responses, and, if permitted, view responses of others on their committee.

A committee form must be completed by the person it was assigned to. It cannot be completed by a Unit Administrator, Case Manager, or Committee Manager on behalf of the person it was assigned to.

Manage Committee Forms

Navigate to the Administration page and select the Committee Forms tab on the left-hand side. This screen allows you to create, edit, duplicate, and delete forms. A Unit Administrator will see committee forms for all units they have access to.
Click the +Add Form button to create a new form or click the Options dropdown next to the desired Committee Form to Edit, Duplicate, or Delete an existing form.
Identify the Form Name and Unit if creating a new form and click Add Form.
Scroll down to the Form Creation section to add questions to the form. A committee form without any questions cannot be submitted. To add questions, Select the desired question type from the Add Question dropdown. Check out the table below for guidance on each question type.

When editing a form with recorded responses, users will be alerted that previous responses exist. Changes should not overwrite completed forms but only affect new instances.

"This form has 8 existing responses. Updates to any headers or questions will only apply to active case steps that have no responses or to new cases created with this form." Alert box

Question Types

Question Type	Description
Text: Short Answer	Requires the user to enter a short text response to a question.
Text: Paragraph	Requires a user to add a few lines of text in response to a question.
Checkbox	Presents the respondent with a list of options they can check in response to a question. Simply enter text to create the list of response options. Note that more than one checkbox may be selected.
Single Select	Present the respondent with a list of response options and asks them to choose one. Click Add Option and enter text to construct the list of options. Note that by clicking the Add “Other” option, Other becomes an option in the drop-down list.
Date	Require indicating a date in response to a question. An example is: “Please provide the date of eligibility for the next sabbatical.” Under Response Options, Indicate the information desired to record, date, or time.
Number	Displays a number field for the respondent to select. Decimals are allowed.
Dropdown	Allow response options to be added that will appear in a dropdown list for respondents to choose from. Click Add Option and enter text to construct a custom dropdown. Note that by clicking the Add “Other” option, Other becomes an option in the drop-down list.
Rating	Rating questions allow a scale to be set and values to be entered against which to rate a candidate on custom criteria. Rating Scale: Select which scale to use from the drop-down. The options are a 5, 6, or 10-point scale or a 5-star scale. Rating Criteria: More rating criteria can be added for respondents to use to rate candidates. Respondents rate candidates on the custom criteria created here using the rating scale selected. Click "Add Rating Criteria" and enter the text for the custom criteria. Settings for rating questions: Whether or not to include the ability to add comments for each rating criterion can be set.

FAQs

What are some Use Cases for Committee Forms?

Committee Member Vote

This example shows how to set up a form to record the committee member vote results before advancing the case to the next review stage.

Select Number from the ‘Add Question’ dropdown. On the Add Question page, set the Question field to ‘Number of Yes Votes.' Click Save when finished.
Repeat these steps two more times, but set the Question field to ‘Number of No Votes’ and ‘Number of Abstentions.’

It is also recommended to also add a 'Text: Paragraph' Question Type with the Question field set to 'Review Notes' to allow respondents to record notes.
The completed form should look as follows:

Evaluation Form

Previously, Department Chairs, Deans, or Committee Members would upload a document reflecting their evaluation of a case. Now, Unit Administrators can create a form to capture that same information. It is recommended to create a 'Single Select' Question Type.

Select Single Select from the ‘Add Question’ dropdown.
On the Add Question page, set the Question field to ‘Please provide a final recommendation' and add the Response Options ‘Recommend’ ‘Deny’ and ‘Defer.’
Click Save when finished.

Case Information Request Form

This example shows how to use this form to capture details of the review case such as current title, rank, series, and proposed title, rank, and series. The terminology at each institution may vary, but the following fields or their equivalent (Question Type in parentheses) have been suggested.

Question Type	Question Field Title	Details
Dropdown	School	Enter the organizational units at the institution as response options; recommended to add
Text: Short Answer	Proposed Rank	Recommended to add
Date	Appointment Start Date	Select Date as the Question Type and select Date as the response option; recommended to add
Date	Appointment End Date	Select Date as the Question Type and select Date as the response option; recommended to add
Text: Short Answer or “Blank”	Salary Level	Optional field
Text: Short Answer	Mandatory Review Year	Optional field
Date	Probation Start Date	Optional field
Dropdown	Tenure Status	Optional field
Checkbox	Other Institutional Affiliation	Such as hospitals and others; Optional field
Dropdown	Current Rank	Optional field
Text: Short Answer	Secondary Schools/Departments	Optional field
Text: Paragraph	Request Notes	Optional field

How do you assign a form to specific Committee Managers/members without assigning it to everyone with that role?

Assign the form to the Committee Managers or Committee Members, then omit the requirement for other individuals from Manage Respondents.

Can questions be edited after saving?

Yes, unlike Candidate and Case Data forms, Committee Form questions are editable and can be revised after creation.

What happens to committee form responses when a case is moved backward?

Similar to documents, when a case is moved backward, completed forms should remain in the case while respecting the visibility settings of the applicable step.

If a step has two committees and the ‘Response Visibility’ is set to ‘Admin & Committee’, who will be able to view it?

Both Administrators and Committee Members will be able to view it, while only the committee for which the form is required will be able to complete it.

Are there character limits for question responses?

Check out this article about Text Character Limits in RPT for information on committee form character limits.

How Can We Help?

Search Results

Refine by Product