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Email Candidate, Share Case Materials with a Candidate, and Allow Candidate Response/Rebuttal

Overview of Sharing Materials with the Candidate

Unit Administrators, Case Manager, and Committee Managers can share packet materials such as committee documents with the candidate, and allow or disallow a candidate response or rebuttal to the shared material. This is useful, for example, if the organization requires that the candidate is given an opportunity to respond to a committee's decision about the candidate, or if for any reason the candidate needs to view or respond to materials added to their case packet. This article explains the process of sharing files with a candidate and allowing or disallowing a candidate response or rebuttal.


Privacy and Confidentiality

  • Documents added to the External Evaluations section using the Add File button, or evaluations requested through the External Evaluation section using the Request Evaluation button are uploaded as confidential documents that cannot be shared with the candidate, even when they are moved to another part of the packet.
  • It is possible however, to share non-confidential documents, even when those documents have been moved into the External Evaluations section.
  • The candidate will be able to download any files shared with them.
  • As with all activity in the system, the case Activity Log will record and document when files are shared.

Share Case Materials

1. Navigate to Candidate under Cases

Navigation: Cases > Voting

  1. Navigate to Cases on the navigation menu. 
     Review, Promotion & Tenure section with Cases highlighted
  2. Click the Name of the candidate to navigate to the desired case to edit.

2. Share Materials with the Candidate

  1. Ensure the Case Materials tab is selected.
    Virginia Apgar with Case Materials selected
  2. Click the checkmark boxes adjacent to the desired materials to be shared with the candidate.

    Any materials that are added to the candidate section of a case are available to candidates by default. Candidates will not see any materials within the internal sections unless those materials have been shared with the candidate.

  3. Click the Share button on the right-hand side of the blue toolbar above the Candidate Packet.
    • Select With Candidate from the dropdown menu.Candidate Packet with blue toolbar above it with Expand All, Collapse All, Download, and Share on the toolbar
  4. Compose message to the candidate. It is recommended that you include the due date in your message otherwise the candidate will not see the due date until logging into their account.
    • Under the Share Files section, the files being shared will be listed.
    • Click the Add button to add more files.
    • Click the Delete icon ("X") to remove shared files.
    • Click the Enable checkbox under File Response in the Details section on the right-hand side to allow the candidate to respond to the file
      • If Enable is selected the following fields will appear:
        • Message reason
        • Deadline: This is a hard deadline. The candidate will not be able to submit a response after the deadline set here.
        • Section for response: This will determine where the candidate response will appear once received. Responses to files shared with candidates can be set to post to any section when they come in.

          No files will be directly attached to the email. The candidate will receive an email notification that files have been shared, and will need to login to their account to view the shared files.

  5. Click the Preview button to view message before sending.
  6. Click Send when finished.

The candidate will receive an email message prompting them to log into their account and view the files.


3. Candidate Notification

When sharing case materials with the candidate, the candidate will get a notification that materials have been shared with them, and it will indicate if a response is allowed or required. They must log in to their account to view the shared files. It can be specified whether or not the candidate can submit a response to the shared files within the platform. There is also the option to let the candidate know the reason for sharing the file, and to set a binding deadline for a response.