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Create a Case Based on a Template

A template is a predesigned case that can be used for creating new cases quickly. Unit Administrators and Template Administrators can create templates and make them available as a starting point for new Interfolio Review, Promotion, and Tenure (RPT) cases that are created within a particular unit. Templates can be created for use by any unit in the hierarchy of an organization. Editing a template will change it for all future uses. This article explains how to create a case based on a template.

 

Create a Case Based on a Template

1. Navigate to Create Case under Cases 

Navigation: Cases > Create Case

  1. Click Cases under Review, Promotion & Tenure (RPT) on the navigation menu.
     Review, Promotion & Tenure section with Cases highlighted
  2. Click Create Case in the upper right hand corner of the case list.
 
 

2. Fill out information

  1. Search for a Candidate by typing their name in the field provided. Select the tabs below to view more information on what action to take depending on if the desired candidate exists or not.

    Candidate exists

    If the candidate exists in the system, the name will appear. Select the candidate.

     
     

    Candidate does not exist

    If the candidate does not exist in the system, the name will not appear. Follow the steps below to add them to the system.

    1. Click Create User.

    2. Click Add User.

    3. Fill out information. If creating a case for a user that is not part of the institution (for example, if this is an appointment action), it is recommended to add the user with their current personal/professional email.

    4. Click Save when finished.

    5. Follow steps to create a case to return back to the Add New Case dialog box

    6. Search for the candidate just created and select them for this case.

    7. Click Create User from the dropdown search bar.

    Check out this article on how to Create a Case When the Candidate Does Not Have an Institutional Email Address for more information.

     
     
     
  2. Indicate if the candidate will be involved in the evaluation

    Check out this FAQ: Candidate Involvement in Cases article for more information.

     

    This setting cannot be changed once it is selected here. If at any point there is a candidate desired to be involved in the evaluation, adding documents, and more, choose yes at this step.

     
  3. Select a Unit for Case.
  4. Click Confirm when finished.
 
 

3. Create the Case

  1. A list of templates available for cases created within the specified unit will display here. Select a Template.

    Click Preview to view a summary of the template.

     
  2. Fill out case information. Select the tabs below to view more information on each step in the Creating a Case process.

    Case Information

    1.  Select the case Type of the case being created.
    2. Click Add Case Data Form under the Case Data Forms section to add a case data form to the template

      Candidates will never see the questions or answers of a case data form. This is a required form to be completed about a candidate or case.

       
    3. Click Save when finished.
    4. Click Save & Continue to continue to the Candidate Requirement page.
     
     

    Candidate Requirements

    Here users can change the candidate packet settings, including the deadline type and candidate section settings to allow or disallow candidates to submit packets after the deadline. Users can also add specific instructions to the candidate about assembling their packet and any other procedures, policies, or deadlines at the institution. Links can be included to required forms and online resources such as instructions or handbooks outlining policies. 

     

    Note that when building a case from the template, users can edit some settings here if they need to make specific changes.

     
    Section Details
    Candidate Packet Section Settings

    Click Edit Packet Settings under the Candidate Packet Settings section. Set candidate packet settings:

    • Packet Deadline Type: The deadline type is set by a Unit Administrator as a setting on the Administration page and applies to all cases across the institution. A deadline type can be selected on the template level and applied to all cases that use the template.
      • Soft Deadline: Candidates can submit packets after the deadline.
      • Hard deadline: The selected roles will be notified of automatic packet submissions after the deadline has passed.
    • Candidate Packet Section Settings: Allow candidates to add their own sections to their packet. 
    Candidate Instructions Add instructions to the candidate about assembling their packet, procedures, policies, or deadlines at the institution. Links can be included to required forms and online resources. These instructions will appear for any case built using this template.
    Faculty Activity Reporting Vita

    This option will only appear if the institution uses both RPT and Faculty Activity Reporting (FAR, Faculty180). 

    Packet Requirements

    The packet requirements created here will become available for any case built using this template. 

     

    A single packet section labeled Candidate Documents appears by default, but new custom packet sections can be created for materials desired to receive from a candidate. Each section can contain a due date, a description, and requirements for particular materials, such as CV, teaching statement, and syllabi.

    1. Click Add Section.
    2. Enter the Name, Description, and Due Date for this packet section. 
    3. Indicate whether or not Candidates can add additional documents to this section by selecting the checkbox.
    4. Click Save when finished.
    5. If desired, click the Edit icon (pencil) to make desired changes.

    Click Continue when finished.

     
     

    Internal Case Sections

    Internal case sections can be created to help committee members or individual users organize documents that will be added during the process of reviewing a case. Internal case sections will not be visible to the candidate. Sections added here should correspond with larger groups of materials that will be organized together.

     

    Note that with internal case sections, a space for documents added to the case by committees and reviewers is being created. Specific document requirements can be created for reviewers of the case when adding case review steps. Check out this article on how to Require Documents for Review Steps for more information.

     
    1. Select Above or Below the candidate packet to decide where internal case sections will appear on the case page.
    2. Click Remove to remove the external evaluation section from the template or case. Check out the article on how to Request External Evaluations to learn more about the process.
    3. Click Add Section to add another internal section. Add a name and description for the new internal section.
     
     

    Case Review Steps

    The case review steps added will form a preconfigured workflow for cases built using this template. These steps should match the particular review process of the organization. Users may need to add other steps to the process, or more committees or individuals to a step when they are creating a case based on the template.

     

    Additional committees can be assigned if multiple committees require access to the packet at the same step.

     

    If the institution uses academic levels to manage access to cases (bulk recusal), check out this article on how to Use Academic Levels to Manage Access to Cases.

     
    1. Click Add Step to begin setting up the workflow of case review steps for the template.
    2. Enter the Step Name, set a Due Date for when the step must be completed (optional), select who is reviewing the case at this step, and select the Academic Level.
      • Standing committees are created at the unit level (university, school, college) and can be reused for cases in that unit.
      • Ad-hoc committees are created on a per case basis. A Unit Administrator or Case Manager will need to add members to this committee before a case can be initiated.
      • An individual user can review the case, but will not be able to collaborate with others. To allow multiple members to review together, create a standing or ad-hoc committee.
    3. Click Save when finished.
    4. Continue adding steps until the steps desired to include have been built out.
    5. Click Continue when finished.
     
     

    Case Summary

    The last page, the Template Summary page allows review of template. Select any of the previous sections to go back and make necessary changes.