Add Required Committee Forms to Case Review Steps
Committee forms collect evaluations, votes, ratings, and other structured feedback during a case review step. In Review, Promotion & Tenure (RPT), a committee form can be added when creating or editing a template or when editing an individual case. The attached form appears under ‘Required Items’ in the case. Once its response requirements are met, it no longer prevents the case from advancing. This article explains how to add a committee form, configure its response requirements, and omit requirements for specific respondents at the case level.
Add Committee Form
- Edit the desired template (Templates > Edit) or individual case (Cases > Case Options > Edit Case). The images below will follow the steps for editing an existing case. However, these steps also apply when creating or editing a template.
- Select Case Review Steps from the right-side navigation, then click Edit next to the desired committee.
- Select the Required Forms tab under the ‘Reviewers’ section and click +Add Required Form.
- Fill out the information on the Add Committee Form window that appears. Forms must be created from the Administration section of RPT before they can be added to templates or cases.
- Select Committee Form: Form availability is determined by unit assignment. Only forms created at the case’s unit or below in the hierarchy will be available to select from this dropdown.
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Internal Section for Responses: Choose the internal case section where responses should appear. You can also select ‘Add New Internal Section’ and enter a name.
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Response Visibility: Controls who can view submitted form responses; Administrators Only, Administrators & Committee Managers, or Administrators & Entire Committee.
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Who on the committee will submit the form: Select Managers, Members, or both. For each selected group, choose All or Minimum of and enter the number of responses required. If you select both groups, configure their response requirements separately.
Choose ‘Minimum of' when a certain number of committee managers or committee members must respond, but no particular individuals are required to do so. Use Manage Respondents to omit the requirement when specific people should not be required to submit the form.
- Click +Add committee form when finished.
Committee managers and committee members who are required to respond can find the form under 'Required Items' on the ‘Case Details’ tab. For instructions on filling out and submitting a response, check out our article on how to Complete and Submit Committee Forms.
FAQs
How can I tell which required items are still missing from a case?
On the Case Information page, the numbered blue circle beside ‘Case Details’ shows how many required items are missing. Open the Case Details tab and expand Required Items to see each item’s status.
Can I exclude specific people from a required committee form?
Yes. In an individual case, use Manage Respondents to omit the requirement for one or more specific committee managers or committee members.
Can a case advance before everyone submits a committee form?
Yes, if ‘Minimum of’ is selected and the required number of responses is received. If both managers and members are selected, each group’s response requirement must be met. Other requirements at the case review step must also be satisfied.
A minimum sets the number of responses needed; it does not specify which people must respond. To exclude specific people from the requirement instead, use Manage Respondents.
What happens to completed committee forms if a case moves backward?
Completed committee forms remain associated with their case review step. Moving the case backward does not remove them, and their visibility settings continue to determine who can view the responses.
Do committee forms have due dates?
No. Committee forms do not have separate due dates. A case review step can have a due date, but it is a visual indicator and does not enforce a submission deadline.
Can committee members see one another’s committee form responses?
Only when Response Visibility is set to Administrators & Entire Committee. The Administrators & Committee Managers option does not give committee members access to one another’s responses.
Can committee forms appear at the top of candidate requirements?
Yes, create a dedicated requirement section that includes only those forms. Once you have this section prepared, you can position it at the top of the candidate requirements to ensure that those forms are displayed first.