FAQ: Candidate Involvement in Cases
This article covers common questions and best practices about candidate involvement in Review, Promotion & Tenure (RPT) cases. Most importantly, the article explains what it means for a candidate to be involved in the case and the ramifications of selecting Yes or No to the question Will the candidate be involved in this evaluation?
FAQs
Should the candidate be involved in this evaluation?
Choose carefully when setting this option.
| Option Chosen | Details |
|---|---|
| Yes |
This will give the candidate access to their case at any point in the workflow. When creating a case with candidate involvement, there are two options available when moving the case into its workflow. The two options are to notify the candidate OR move to step one. If you do not notify the candidate at this step, the candidate will NEVER have access to this packet throughout the rest of the case. |
| No |
The candidate will not be able to access their case at any point in the workflow, now or in the future. If No is chosen at this step it is not possible to go back and change this setting under any circumstance. If No was chosen but the candidate needs to have access, later on, the case will have to be created again. |
What does it mean for the candidate to be involved in the evaluation?
If the candidate is involved in the evaluation:
- The candidate can submit their own materials.
- The candidate will have access to their candidate packet.
- The candidate can be communicated with during the evaluation period.
When does the candidate have access to their packet to add materials?
Once the case has been created, an Administrator or Case Manager must notify the candidate of their case by selecting Send Case > Candidate. Once the candidate has been notified of their case, they will see it appear on their homepage and packets page and can begin populating their packet and submitting materials.
If the candidate has submitted their case and the case has been moved into the workflow, can they still submit materials?
Yes. If a case section is unlocked the candidate can submit materials regardless of whether or not the case or the section has been submitted and is moving through the workflow steps.
Can Unit Administrators or Case Managers edit or remove materials submitted by the candidate?
No. Only the candidate can change the content of their packet. Unit Administrators and Case Managers cannot delete, edit, or move candidate-submitted materials to an internal section. Unit Administrators and Case Managers can change access settings for candidate-submitted docs, but cannot replace or change content submitted by the candidate.
If a candidate has uploaded the wrong file, an Administrator or Case Manager can unlock that section and notify the candidate to delete the file, upload the correct one, then resubmit the section.
Can the notifications to committee members be stopped when candidates submit a partial packet?
Candidates can submit their packet section by section. They do not have to submit the entire packet at once. Committee members receive a notification whenever the candidate submits one or more sections of the packet, even when the complete packet has not been submitted. This can be confusing if the committee member logs in expecting to see the complete packet. That is the intended functionality.
To prevent the notifications from going to committee members before the entire packet is submitted, it is recommended that Unit Administrators create a blank Admin Only step at step one, and start adding committees at step two.
What does the candidate see when they view their case?
- Overview Page: When the candidate accesses their packet, they will see an Overview page listing the required materials and forms they will need to add to their packet. The candidate will have access (can view and respond) to any files shared with them by the committee.
- Packet Section: Their packet will likely be divided into sections, each with a list of materials to upload in order to complete each section. If a due date has been set, the candidate will see the due date for each section. Each section of the packet can be submitted once all requirements for the section have been met.
Note that individual packet section due dates are soft deadlines. The packet deadline type will overrule the packet sections.
What happens if you send a case forward to step one without notifying the candidate if you've selected to have candidate involvement?
The candidate does not receive an automatic email or action item, and they will not have access to their packet. You will also not be able to send the case back to step zero and notify the candidate once the case has moved forward to step one. In order to involve the candidate at this point, you must delete the case and recreate it.