Create and Manage Templates
Templates are the foundation of the Review, Promotion & Tenure (RPT) module as they help unit administrators and case managers to streamline the creation of multiple cases of the same type. Templates define the standardized review structure for a specific review type (such as promotion, tenure, sabbatical, or reappointment) and ensure that every case built from the template follows a consistent, policy‑aligned process. Templates save administrators time, reduce errors, and help maintain equity across departments and colleges. Each template includes the complete structure used to evaluate a candidate, including:
- Required candidate packet materials
- Internal case sections used for confidential and committee‑facing documents
- Case review steps, associated committees, and workflow logic
- Instructions, forms, and deadlines
This article explains how Institutional Administrators, Unit Administrators, and Case Managers create and manages template settings in RPT.
Create Template
- Navigate to the Templates page and click the + Add Template button in the upper right-hand corner.
- Enter the required information. Identify a clear, description title for the template (e.g. Promotion to Associate Professor: College Review), select the type of review (e.g. Promotion, Tenure, Review) and academic unit where the template belongs, include a description of when and how the template should be used,
Template Unit
Templates are created at a specific unit level and are then available to all subordinate units. Their placement determines which departments or colleges can access them:
- Click Continue when finished to move onto the ‘Template Information’ page where you will see the information you just provided.
- Check out the accordions below for more details on each section of the case/template creation process.
Template Creation Process
The template creation process consists of several steps. These steps (outlined below) also apply when editing an existing case or template.
1. Template Information
- Confirm the template information is accurate and attach optional Case Data Forms.
Unit Administrators create Case Data Forms to collect administrative information needed throughout the review. These forms are filled out by Administrators or Case Managers when creating a case. Candidates will never see the questions or answers on these forms.
- Click Save & Continue to move to the ‘Candidate Requirements’ page.
2. The Candidate Requirements Section
In this section, users can adjust packet settings, deadline rules, and assembly instructions. The packet settings selected here are available to faculty as guidelines to help them prepare for their review when Dossier Visibility is turned on.
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Edit Packet Settings: Set the deadline type (applies institution-wide) and whether candidates can add their own sections to their packets.
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Candidate Instructions: Provide the candidate with instructions on assembling their packet, including procedures, policies, deadlines, and any relevant links to forms or resources. These instructions will appear for any case built using this template.
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Faculty Activity Reporting Vita: This section will only appear if the institution uses both RPT and Faculty Activity Reporting (FAR).
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Packet Requirements: Each template has a default ‘Candidate Documents’ section. You can create additional packet sections, add requirements, and set section deadlines (soft) and descriptions.
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Add/Edit Sections: Create custom sections specific to the associated template/case or edit existing sections including updating the name and description, setting soft deadlines, and identifying whether candidates can add additional documents to the section.
Any hard deadlines set override all soft deadlines set for specified sections.
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Add/Edit Requirement: Add additional form and document requirements or edit existing requirements including updating the document name and description, identifying whether it is required or optional, and how many documents can/must be updated.
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Add/Edit Sections: Create custom sections specific to the associated template/case or edit existing sections including updating the name and description, setting soft deadlines, and identifying whether candidates can add additional documents to the section.
Click Continue to move onto the ‘Internal Case Sections’ page.
3. Internal Template/Case Sections
Internal case sections (e.g. External Evaluations or other confidential reviewer materials) organize materials used by administrators and committees. Default internal sections include Committee Documents and External Evaluations. Both can be renamed or removed. You may create internal sections for:
- Committee-generated review documents
- External evaluations
- Confidential documents or reports
- Any materials used downstream in the review
Materials in this section remain visible only to committee members and administrators, never to the candidate.
4. Template Review Steps
Define the workflow steps that determine how a case moves through the review process. For each step, administrators can:
- Set step-specific instructions
- Assign standing or ad hoc committees
- Add required forms and committee documents
For further guidance, check out this article on how to Edit Case Review Steps within a case or template.
5. Template Summary
The Template Summary page shows all selected configuration settings. Review this carefully before saving.
- Enable Dossier Visibility: If the institution uses the enterprise version of our Dossier product, guidelines can be established when creating a template, and those guidelines can be made visible so that faculty or staff can use them to prepare for future reviews.
- Preview: Click ‘Preview’ to see how the information will appear to Dossier users at the institution.
Manage Existing Template
Navigate to the Templates page and open the Options dropdown next to the desired template. From here you can preview, edit, duplicate, or delete the template.
Editing rules depends on what is changed:
- Template title: Updates instantly on all existing cases (open and closed)
- Requirements, instructions, internal sections: Affect only future cases
- Workflow steps and committee assignments: Affect only future cases
- Deleting a template: Does not affect existing cases, but cannot be undone. Cases and the template’s historical record will remain in the system.
Duplicating Template
Duplicating a template allows Unit Administrators and Template Administrators to reuse an existing template’s structure (packet requirements, internal sections, review steps, and instructions) while customizing it for their own unit. Duplicating a template is especially useful for units that need to:
- Add unit‑specific standing committees
- Adjust packet requirements for their review type
- Update instructions or deadlines
- Modify workflow steps inherited from a higher‑level template
After duplicating a template, administrators may need to update review steps to replace or remove parent‑unit committees.
FAQ
Are there sample templates available?
Yes, sample tempaltes are available in our Sample Template Guide. This guide includes examples for various scenarios such as Faculty Awards, Equity Adjustments, Tenure Clock Extensions, and Alternate Work Locations, along with guidance on building advanced templates and transitioning to RPT.
Can a lower-level standing committee be added to a template at a higher unit?
No. Only standing committees that exist at the same unit level or a higher one can be added to an RPT template. Committees from lower levels cannot be included.