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Request/Add an External Evaluation for a Case

When creating a template or case, a Unit Administrator can elect to include an External Evaluation section through which evaluations can be requested or added to the case packet. Unit Administrators, Case Managers, and Committee Managers can then request evaluations from scholars who are external to the committee (or even the institution) to help them evaluate a candidate. There are two ways to add external evaluations to a case. Unit Administrators, Case Managers, and Committee Managers can upload an evaluation they have on their computer to the candidate's case, or Unit Administrators, Case Managers, and Committee Managers can request evaluations from one or more external evaluators through our program by email. External evaluators will receive the email with instructions for submitting the document and can upload it directly to Interfolio without having an Interfolio account. 

 

Automatic reminders will be sent to external evaluators seven days and one day before the set deadline. Please note that this is a hard deadline. It is even possible to request evaluations from multiple potential evaluators at the same time, so you only have to type one email message for all requests.

 

Only Unit Administrators, Case Managers, and Committee Managers can add or request external evaluations. The buttons and procedures explained below will not appear on the case page when viewed by a committee member who is not also a Unit Administrator, Case Manager, or Committee Manager for the case.

 

Request/Add External Evaluation for Case

1. Navigate to Request Evaluation under Cases

Navigation: Cases > Name > Request Evaluation

  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. Scroll down and click Request Evaluation adjacent to External Evaluations under Internal Sections.
    External Evaluations section with Request Evaluation selected
 
 

2. Fill out request form

  1. Enter Name and Email of the external evaluator(s).
    • Click Add Another Evaluator to use this form to request letters from multiple evaluators.
  2. Enter the email Subject and Message to the evaluator.
  3. Click Preview Email to see how the request email will appear to the external evaluator.
  4. Click Add Files to attach files to the request email, if necessary. 
    • The files here can be downloaded by the recipient when they accept the invitation to write an evaluation.
    • Select files from the list using the checkboxes.
    • Click Add Files when finished.

      About sharing documents

      Documents added to the External Evaluations section using the Add File button, or evaluations requested through the External Evaluation section using the Request Evaluation button are uploaded as confidential documents that cannot be shared with the candidate, even when they are moved to another part of the packet.

       

      When a Unit Administrator or Committee Manager shares documents with the candidate using our document sharing feature, it is not possible to include confidential documents, including external evaluations, among the materials being shared with the candidate. It is possible, to share non-confidential documents, even when those documents have been moved into the External Evaluations section.

       

      For sharing files, what matters is whether they are uploaded as confidential documents. They will remain confidential, no matter where they appear in the packet. Likewise, non-confidential materials will remain non-confidential no matter where they appear in the packet.

       
       
  5. Select a Deadline using the calendar field.

    Note that this is a hard deadline, meaning the recipient will not be able to submit an evaluation after the deadline date.

     
  6. Indicate whether or not the evaluator can submit additional files.
  7. Select who can Access the request and evaluation once it is uploaded using the dropdown.
  8. Click Send Request when finished.
 
 

View Reporting for External Evaluations

Navigation: Cases > Name > Case Options > View Activity Log

  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. Scroll down and click View Activity Log from the Case Options dropdown.
    Case Options dropdown with View Activity Log selected
    • The Case Activity Log shows who requested an evaluation, when the evaluation was requested, when the evaluation was submitted/added, and who uploaded the evaluation.