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View Case Materials

The case page is the central workspace for Committee Members in Review, Promotion & Tenure (RPT). Most importantly, this is where the candidate materials, forms, and communication tools necessary to evaluate a candidate's case can be accessed. From the Case page, Committee Managers, Case Managers, and Unit Administrators can perform administrative functions such as moving a case forward or backward, managing materials, applying case statuses, communicating with candidates and Committee Members, and other functions. This article explains how Committee Members evaluating a case can access materials and what they can expect to find on the case page of candidate.

 

View Case Materials

1. Navigate to Read Case under Cases

Navigation: Cases > Name > Read 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 view.
  3. Select Read Case under the Case Materials tab.
    Case Materials section with Read Case selected
 
 

2. View the Case page

On the Case page, materials and forms available to committee members can be accessed and materials submitted by a candidate can be viewed and downloaded.

 

The case page is a tabbed interface with the Case Materials tab and the Case Details tab. Select the tabs below to view more information on the Case page interface.

Case Materials

The Case Materials tab is divided into two main parts that can each contain one or more sections; the Candidate Packet and the Internal Sections.

 

Access materials

On the Case Materials tab of the case page, documents that were submitted by the candidate, committee members, and external evaluators can be read and downloaded.

 

If the institution administering the case has elected not to allow downloading, the Download option will not be available. Some individual documents may also have downloading restricted.

 
  • Particular case materials can be searched for by title. This acts as a filter, displaying only materials with a matching title.
  • Click Read Case to load all accessible case materials into the document reader where they can be viewed online. The document reader displays all materials organized by sections. 
    • Click the title of a document to open that specific document in the document reader.
  • Materials can be downloaded (if enabled), annotations can be left, and PDF files of materials can be searched through.
    • To download a PDF or Zip file of all selected materials, select one or more materials from the list, then click the Download button at toward the top right of the page

Add/Export Annotations

Notes can be left on materials during the review process. The annotations made will appear on their own tab and can be exported.

 

Annotations are private and can only be viewed by whoever created the annotation.

 

Annotations are added from the lower right corner of the reader.
Pencil on top of a square, trash can, eye

  1. Click the View icon (eye) to toggle on or off the display of annotations.
  2. Click the Note icon (pencil with square) to add an annotation on the currently displayed document.
    • After clicking the Note icon (pencil with square), select the type of annotation desired to create:
      Notes icon selected with Point, Area, and Text shown above
      • Make no selection to add a simple Sticky note to the document.
      • Click Point to add a note with an arrow pointing to a particular point in the document.
      • Click Area to add a note about a selected area.
      • Click Text to add a note about highlighted text.
    • To edit a note added, simply click into the text field.
  3. Click into the text field of the note and then click the Delete icon (trash can) to delete a note.
  4. Click the Export icon (arrow with square) under the Annotations  tab to generate a PDF of annotations that can be downloaded and printed.
    Annotations tab selected with Export button selected
 
 

The Candidate Packet

Materials here are visible to the candidate and available for them to use in their current case. 

 

Made up of one or more sections that the candidate will see when adding materials. These sections contain materials added to the candidate packet, either by the candidate, or on their behalf, and any required forms completed by the candidate. The candidate will be able to replace or delete files in an unlocked section of the candidate packet before they submit their packet for review.

 
 

Internal Sections

Available to Committee Members reviewing the case, but cannot be viewed by the candidate. 

 

Materials needed as part of the review can be found here, such as candidate documents. Some materials added to internal sections can be shared with the candidate by a Unit Administrator, Case Manager, or Committee Manager.

  • There will be a section labeled External Evaluations if the institution has elected to to use the feature for requesting and collecting evaluations from external reviewers.
  • There may be a section labeled Migrated Case Materials which contains materials originally in the Candidate Packet section that have been moved as a precaution, by Interfolio, since materials in the Candidate Packet are visible to the candidate. 
 
 
 
 

Case Details

The Case Details tab is where other members of the committee can be viewed. If enabled, comments from other committee members can be seen and comments can be left on the case.

 

Committee Voting Results

If a committee vote has taken place and the results have been recorded by the Committee Manager, Case Manager, or Unit Administrator, those results can be seen at the bottom of the this tab. Scroll to the bottom of this tab to see the results of a committee vote.

Voting results are represented with a circle graph displaying the overall results and the number of each vote cast.

 
 
 
 
 
 

What if you are assigned to more than one committee that has access to the case at the same time?

Multiple committees can have access to a case at a given case review step. If a user is assigned to more than one committee with access to a case at the same step, they can switch to view the Case page from the perspective of any one of their assigned committees.

 
  1. Click Change adjacent to the committee currently under the Reviewing as section on the Case Details tab.
    Case Details tab with Change button under Reviewing As
  2. Select the Committee desired to use to review the case.