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Edit Case Review Steps

Case Review Steps can be edited by Unit Administrators, Template Administrators, and Case Managers in order to make changes to committees, administrator access, and committee requirements. Unit Administrators and Case Managers can update the steps within an existing case, while Unit Administrators and Template Administrators can update the steps within a template. This article explains how to access and manage the details of a case review step.

 

Edit Case Review Steps

Select the tabs below to view more information on how to edit a case within an existing case or within a template.

Within an Existing Case

Only Unit Administrators and Case Managers can update the steps within an existing case.

 

1. Navigate to Edit Case under Cases

Navigation: Cases > Name > Case Options > Edit Case

  1. Click Cases under Review, Promotion & Tenure (RPT) on the navigation menu.
    Review, Promotion & Tenure section with Cases highlighted
  2. Click the Name of the desired case to edit.
  3. Select Edit Case from the Case Options dropdown menu.
    Case Options dropdown menu with Edit Case selected
 
 

2. Edit the desired Case Review Step

  1. Click Case Review Steps under the Creating a Case section on the right-hand side.
    Creating a Case section with Case Review Steps selected
  2. Click Edit adjacent to the case review step that needs to be modified.
 
 
 
 

Within a Template

Only Unit Administrators and Template Administrators can update the steps within a template.

 

1. Navigate to template Name under Templates

Navigation: Templates > Template Name

  1. Click Templates under Review, Promotion & Tenure (RPT) on the navigation menu.
    Review, Promotion & Tenure section with Templates selected
  2. Click the Name of the desired template to edit.
 
 

2. Edit the desired Case Review Step

  1. Click Case Review Steps under the Creating a Template section on the right-hand side.
    Creating a Template section with Case Review Steps selected
  2. Click Edit adjacent to the case review step that needs to be modified.
 
 
 
 

After following the steps above, the Edit Details page will display. On this page, the Step Details, Administrator Access, and Committee Assignments/Details can be managed.

 

Select the tabs below to view more information on how to manage each of the sections on the Edit Details page. 

Step Details

Step Details control the name and due date for the step. 

 

Click Edit Step Details to edit this information.Step Details section with Edit Step Details selected

 
 

Administrator Management

Details on the number of Unit Administrators and Case Managers with access to the case at each step are displayed when Managing Academic Levels in the box adjacent to the Step Details box.

 
  1. Click Manage Academic Levels under the Academic Level section.
    Academic Level section with Manage Academic Levels selected
  1. Click Recuse adjacent to the desired Unit Administrator or Case Manager to remove access to that step.
  2. Click Unrecuse adjacent to the desired Unit Administrator or Case Manager to give access again.
 
 

Committee Management

Many institutions may include a placeholder committee on their template, then go back in to add the committee details once the case is created. To replace a standing committee that has already been added to a step, a new committee should be added first, then the placeholder can be removed.

 

Add Committee

  1. Click the Add Committee button adjacent to the Reviewers section.
  2. Select the desired committee type to review the case at this step (Standing Committee, Ad Hoc Committee, or Individual User)
  3. Select or search for the committee name.
  4. Click Add when finished.

Check out this article for more information on how to Add Committees or Individuals to a Case Review Step.

 
 
 

Remove Committee

Click Remove from the Options dropdown.Reviewers section with Remove selected from the Options dropdown

Note that there must be at least one committee added to the Case Review Step at all times. If there is only one committee on the step, it will not be able to be removed until a new committee is added.

 

If transferring committee instructions or required documents/forms from a placeholder to a new committee, it is advisable to get the new committee entirely set up with all of the above information prior to removing the placeholder.

 
 
 

Manage Committee Members

  • Click the Star icon adjacent to the desired member to make them a Committee Manager
  • Click the No icon (circle with cross through it or the “X”) adjacent to the desired committee member to recuse them from a Standing or Ad Hoc Committee
  • Click Add Members to add users to an Ad Hoc Committee (or add a temporary member to a Standing Committee)

Temporary changes for Standing Committees can only be made on existing cases, not on templates. Global changes to Standing Committee membership must be made from the Users & Groups page. Check out this article on how to Manage a Standing Committee for more information.

 

While most actions (such as adding or recusing a committee member) are specific to the case being worked on, committee management assignments are global and will take place on all cases using the same Standing Committee. If the user should only be a committee manager on one specific case/step, the best process is to add a separate Ad Hoc committee with the appropriate user and assign the manager role from there.

 
 
 

Add Instructions

  1. Select the Instructions tab under the desired committee under the Reviewers section.
  2. Click Edit Instructions to add instructions for the committee.
 
 

Required Documents

  1. Select the Required Documents tab under the desired committee under the Reviewers section.
  2. Click Add Required Document.
  3. Enter the Title and Description of documents that needs to be completed by this committee before the case can move to. the next step. 
  4. Click Add when finished.
 
 

Committee Management

  1. Select the Required Forms tab under the desired committee under the Reviewers section.
  2. Click Add Required Form.
  3. Enter the required information:
    • Form Name: Select a committee form from the drop down
    • Internal Section for Responses: Select the section the response should show in once the form is submitted
    • Response Visibility: Indicate whether the form will be accessible by
      • Administrators Only
      • Administrators & Committee Managers
      • Administrators & Entire Committee
    • Who submits the form?
      • Only Committee Managers
      • All Committee Members
  4. Click Add Form when finished.
 
 

Settings

  1. Select the Settings tab under the desired committee under the Reviewers section.
  2. Click Edit Settings.
  3. Indicate whether or not the committee can move the case forward and backward.
  4. Click Save when finished.