About Committee Forms
A committee form is parallel to the committee document requirement option that already exists, except instead of the committee manager uploading a file, RPT Administrators can require every committee member (on that committee, at that step) to fill out an online form.
Committee forms are managed at a unit level, and are accessed from the Administration section of RPT. RPT Administrators can assign committee forms as a committee-facing requirement to templates and/or single cases.
Committee Members and Committee Managers can fill out and submit (or resubmit if necessary) committee forms as part of their work on a case. When a form is assigned to a case, one or more reviewers may be required to supply separate answers to specific questions about a candidate as a requirement at a given case step. While forms may be required, it also possible to "omit" a form for individual committee members to prevent cases from getting unnecessarily held up.
Committee forms in RPT include new question types that are not currently available when creating candidate or case data forms. The following new question types will allow for a more in-depth evaluation of Candidates:
- Date Questions
- Number Questions
- Drop Down Questions
- Rating Questions
Committee forms compared to other forms in RPT:
Committee forms: These allowan administrator to present committee managers, committee members, and individual reviewers with an online form to fill out when a case is at their step in the workflow.
Candidate forms: While committee forms and case data forms are completed by the institution, these are presented to the candidate to fill out as part of their case.
Case data forms: These allow an administrator to fill out an online form that is attached to a case but is outside of that case's workflow. For any given case, only someone who is an administrator for that case can access the contents of a case data form.
Form rules & permissions
In general, an Administrator can:
- Create a form at their unit or below
- View any form created at their unit, above or below
- Edit any form created at their unit or below
- Delete any form at their unit or below
- Add required committee forms to be completed as part of the work for a committee
- Indicate who can complete and view a form
- Bypass a form requirement to allow a case to move to the next step
- Run reports on forms responses within their unit and below
Committee manager or committee members can:
- Complete a form
- View responses they have made in a form (after submitting their own)
- View responses of others on their committee (if permissions allow)
Rules for editing form responses
When a user edits a form or a form question that already has recorded responses, they will see an alert that people have responded to the form previously.
Any changes should not override previously completed forms, it should only affect new instances of the form, as in the image below:
Access to a committee form and form responses
Administrators and Committee Managers will have specific access, both to a form and it's responses. For a given case, only Committee Members (including Managers) and Administrators will have access to filling out a form associated with the case.
Responding and submitting forms: Administrators set who can fill out and submit a committee form when assigning that form to a committee or reviewer via a field called "Who fills out the form." There are two available options, "Only Committee Manager(s)" or "All Committee Members."
Response Visibility: Role access to committee form responses are based on the "response visibility" setting, which is set when assigning a form as a committee requirement. The available responses visibility options are:
- Administrators only
- Administrators & Committee Managers
- Administrators & Entire Committee