Create and Manage Committee Forms

Administrators in RPT can create, edit, and manage committee forms made up of questions to be completed by members of a committee. This feature allows Administrators to collect form responses from individuals and committee members involved in reviewing a case in order to collect important information about the committee's evaluation of a candidate. As with candidate forms, these new committee forms and their responses become part of the case as it proceeds, allowing reviewers later in the process to take the thoughts of earlier reviewers into consideration (depending on settings for viewing responses).

Known Issues: We are maintaining a list of known issues as this feature develops. Click this link to see the updated list of known issues with Committee Forms.

Note: This help article is under construction. Please check back frequently for updates.

About committee forms

A committee form is parallel to the committee document requirement option that already exists, except instead of the committee manager uploading a file, you can require every committee member (on that committee, at that step) to fill out an online form. 

Committee forms are managed at a unit level, and are accessed from the Administration section of Review, Promotion & Tenure. RPT Administrators can assign committee forms as committee-facing requirement to templates and/ or single cases.

Committee Members and Committee Managers can fill out, submit (and resubmit if necessary), committee forms as part of their work on a case. When a form is assigned to a case, one or more reviewers may be required to supply separate answers to specific questions about a candidate as a requirement at a given case step. While forms may be required, we have also made it easy to "omit" a form for individual committee members to prevent cases from getting unnecessarily held up.  

Committee forms in Review, Promotion & Tenure will include new question types that are currently not available when creating candidate or case data forms. The following new question types will allow for more in-depth evaluation of Candidates:

About committee forms in the context of other forms in RPT:

  • Committee forms: Committee forms allow administrative users to present committee managers, committee members, and individual reviewers with an online form to fill out when a case is at their step in the workflow.
  • Candidate forms: This is different than candidate forms which allow users to present the candidate with an online form to fill out during their case.
  • Case data forms: Case data forms allow an administrator to fill out an online form that is attached to the case, but is outside the workflow, in order to cross-reference information when reporting downstream. For any given case, only someone who is an administrator for that case can access the contents of a case data form for that case. Where as candidate forms are completed by the candidate, case data forms are completed by an administrator.
Overview of form rules & permissions (in progress)
Form access

In general, an Administrator can:

  • Create a form at their unit or below
  • View any form created at their unit, above or below
  • Edit any form created at their unit or below
  • Delete any form at their unit or below
  • Add required committee forms to be completed as part of the work for a committee
  • Indicate who can complete and view a form
  • Bypass a form requirement to allow a case to move to the next step
  • Run reports on forms responses within their unit and below

Committee manager or committee members can:

  • Complete a form
  • View responses they have made in a form (after submitting their own)
  • View responses of others on their committee
Rules for editing form responses

When a user edits a form or a form question that already has recorded responses, they will see an alert that people have responded to the form previously.

Any changes should not override previously completed forms, it should only affect new instances of the form, as in the image below:

Access to a committee form and form responses

Administrators and Committee Managers will have specific access, both to a form and it's responses. For a given case, only Committee Members (including Managers) and Administrators will have access to filling out a form associated with the case.

Responding and submitting forms: You set who can fill out and submit a committee form  when assigning that form to a committee or reviewer via a field called "Who fills out the form." You can indicate "Only Committee Manager(s)," or "All Committee Members."

Response Visibility: Role access to committee form responses are based on the "response visibility" setting, which is set when assigning a form as a committee requirement. You can make the responses visible to:

  • Administrators only
  • Administrators & Committee Managers
  • Administrators & Entire Committee
Getting Started: Adding committee forms to the program

Administrators in Review, Promotion & Tenure can create, edit, delete and duplicate forms and questions for committee members to use within a case and assign committee forms to templates and cases.

This opens a screen from which you can add, edit, delete, and duplicate committee forms.

A unit Administrator should see committee forms from all units to which they have access.

Workflow suggestion The ability to duplicate a form once it has been created is a powerful and time saving feature. For example, a form can be created at one unit and then duplicated and customized for the purposes of other units.

Add a form name, select a unit, add a description of the form and click "Add Form"

The form will be available to add to templates and cases created at the selected unit.

The information you add will appear as the "Form Details" on the Edit Form page

Next, you will create sections and/or add questions to your form.

Form Creation: Adding and editing header sections to your form
Scroll down to the "Form Creation" section and click "Add Header" to add a header for a form section

You can organize your form using sections, or you can just start adding questions. In most cases you will want to create sections to organize your form.

You can edit, delete, or duplicate a header section

Once a header is created, click the Options button to edit, delete, or duplicate the form section.

Form Creation: Adding questions to your committee form
Response Options

Depending on the type of question you choose to add, you may have to set response options. Response options can be set for Multiple Choice, Checkbox, Dropdown, and Rating questions. Read more about response options in the description of question types below.

Question Settings

You must set whether or not a question is required and must be answered to submit the form. Some question types have additional settings as well. See the discussion of question types below for more information.

Required questions must be answered to submit a form. They will appear on the Form Creation page with a red asterisk as shown below.

Reordering Questions

To reorder questions, simply click the blue grid icon to the left of the question and drag and drop it to where you would like it to appear to the respondent.

About question types

Note: This section of help is under construction. Check back frequently for updates.

You can create the following question types:

  • Short answer text questions
  • Paragraph text questions
  • Checkboxes
  • Single Select (multiple choice) questions

Along with these new question types:

  • Date questions
  • Number questions
  • Drop Down questions
  • Rating questions

See below for illustrated examples of how to add each question type.

Text: Short Answer Questions

If "Text: Short Answer" is selected, the Form Creation page will display this question as a single-line text input field as shown below:

Text: Paragraph Questions

Select "Text: Paragraph" to add a question that requires a user to add a few lines of text in response.

If "Text: Paragraph" is selected, the Form Creation page will display this question as a text block field with basic formatting tools as shown below:

Checkbox Questions

Select "Checkboxes" in the Question Type dropdown to add a question that presents the respondent with a list of options they can check in response to question. Simply enter text to create the list of response options. In the example question below, the respondent is asked "What is the candidate applying for?" and asked to check Promotion and/or Tenure.

Note that more than one checkbox may be selected.

When the checkbox question appears on the form it will look like this:

Single Select (Multiple Choice) Questions

Single select questions allow you to present the respondent with a list of response options and ask them to choose one.  

In the example below, the respondent is asked to indicate the status of the candidate and presented with a list of possible selections, "Tenured, Tenure Track, Non-Tenure Track."

Click "Add Option" and enter text to construct your list of options.

Note that you can select Add "Other" to add "Other" as an option in the dropdown list.

When the single select question appears on the completed form it will look something like this:  

Some users may be familiar with Short Answer, Paragraph, Multiple Choice, and Checkbox questions from our other products, but we have also added the following brand new question types to accommodate committee forms:

  • Date
  • Number
  • Dropdown
  • Rating
Date Questions

For date questions, select "Date" from the "Question Type" drop down menu.

These questions require indicating a date and/or time in response. An example is: "Please provide the date of eligibility for the next sabbatical."

Under Response Options, Indicate the information you want to record; date, time, or both.

The Date question will look something like this on the completed form. Note that you can select the date from a calendar, and the hour format is HH:MM

Number Questions

For Number questions, select "Number" from the Question Type menu.

Selecting "Number" as a question type will display a number field for the respondent to select.

The "Number" question will look something like this on the completed form. Note that you can increase or decrease and select the number in the field:

Rating Questions

For Rating questions, select "Rating" from the Question Type menu.  

Rating questions allow you to set a scale and enter values against which to rate a candidate on custom criteria.

Rating Scale: Select which scale you would like to use from the drop down.

You can choose from a

  • 5 point scale
  • 7 point scale
  • 10 point scale
  • 5 Star scale

You can either accept the default values for your scale or enter text of the rating that corresponds with the point value as in the example below where 1 point equals "Significantly Below Average/Guideline," and 5 points equals "Significantly Above Average/Guideline."

 

Rating Criteria: You can add one or more rating criteria for respondents to use to rate candidates. Respondents rate candidates on the custom criteria you create here using the rating scale you have selected.

Click "Add Rating Criteria" and enter the text for your custom criteria.

Settings for rating questions: You can set whether or not to include the ability to add comments for each rating criteria, include "Unable to rate" as an option in the rating scale, or indicate if the question is required in order to submit the form.

The Rating question will look something like this on the completed form. Note the "Add Comment" button. If you set to enable comments, this button will appear on the form, and when pressed it opens an area for respondents to input text.  

Setting committee forms as a requirement for a committee or individual reviewer at a case step

When creating or editing a template or case, Administrators can set a committee form requirement for a specific committee or individual at a specific workflow step.

Once added to a case, the committee form will appear in the "Required Items" section of the Case Details tab of the Case page. All required items must be completed before the case can advance to the next step.

Forms must be completed by the assigned user, however a Committee Manager or Administrator can select to omit the form as a requirement for a user, allowing the case to move forward.

Omitting/Enforcing requirements: When a case has a committee form required at a step, an administrator with access to that case can still bypass that requirement at any time. The required item can be omitted for a given committee member or reviewer in order to make sure that committee forms do not hold the case up. Likewise, the administrator can change this setting to enforce the for requirement. See more about this feature in the section of this article on managing respondents to a committee form in an RPT case.

Committee forms are assigned as a requirement by editing the committee options during the process of creating or editing the "Case Review Steps" for a template or case.

Follow the instructions below for setting a form as a requirement:

Click to access #4 "Case Review Steps" while creating or editing a template or case

When creating a template or case, this is the step where you add case review steps. For templates, it will appear in the "Creating a Template" box that appears at the right of the page.

Note: When building a case from a template, this box is labeled "Creating a Case"

Click "Edit" on a case review step to access the options for the committees assigned to that step in the workflow

Assuming a case step has been created, and a committee and/or individual reviewer added to the step, committee forms are added by editing the options for the committee to which you want to assign the committee form.

In the Add Committee Form window, select the form you want to require from the drop down list of available forms

Note: Only forms available to the unit will appear here. Remember that to set a committee form as a requirement, the form must have already been added in the Administration section of RPT.

Forms are added and created in the Administration section, and added as a requirement when editing the details of a committee at a case review step.

Set an internal section of the case page where responses to the form will appear

Responses to the form will appear on the case page in the section you indicate. Note that you can also add a new internal section for your form by selecting  Add New Internal Section here.

Note: If you select "Committee Documents" as the section for displaying incoming form responses, the label "In Use" will appear next to the Committee Documents section at Step 3: "Internal Case Sections when you are editing your template or building cases from the template as displayed below.

This indicates that the Committee Documents section is in use and cannot be removed from the template or case as long as form responses are set to display there.

Set response visibility

Select the response visibility option from the drop down menu. You can make the responses visible to Administrators only, Administrators & Committee Managers, or Administrators & Entire Committee.

Select who submits the form, and click "Add Form" when you have filled out all fields in the Add Committee Form dialog

Here you are setting who will be required to fill out and submit the form. You can indicate "Only Committee Manager(s)," or "All Committee Members."

Note: You must fill out all fields of the Add Committee Form dialog before you can click "Add Form."

Once set, the committee form should display as a required form in the case or template step summary as shown below.

Once added, the form requirement will appear in the list of "Required Items" on the Case Details tab of the assigned committee at the assigned step, and the indicated respondents will need to complete the form as part of their committee work.

The form requirement will be added to the number of required items indicated in the blue circle on the Case Details tab.

Managing respondents of a committee form
Manage Respondents

Clicking "Manage Respondents" on the Case Details tab of the case page allows the Administrator or Committee Manager to view the status of required forms and to enforce or omit a form requirement.

In the Manage Respondents window, Administrator or Committee Manager can view whether or not a form has been submitted and view the status of a form.

To omit a form requirement for a reviewer, click "Omit Requirement" in the Manage Respondents window

This will allow the case to move forward without a response from the reviewer. This can be easily reversed by clicking "Enforce Requirement."  

Note that a Committee Manager or Administrator can fill out a form directly from the “Manage Respondents” window

When a Committee Manager or Administrator clicks to "Manage Respondents" from the Case Details tab, if the administrative user is required to fill out a form and has not yet done so, they will see the form requirement in the list of unsubmitted forms.

To fill out the form, simply click "Fill Out Form" in the "Actions" column as shown below:

Send the completed case forward

Once all form requirements have either been satisfied or the form requirement omitted, the case can be sent forward to the next step.

Committee form requirements must be completed, or omitted before the case can be sent forward. Attempting to send the case forward will result in the error window displayed below:

For Committee Members: Completing and submitting committee forms

Committee members or committee managers (depending on the settings indicated when creating a form) can fill out and submit a form as part of a case, and if necessary, resubmit a form they have previously submitted.

A form can be saved when all required questions are not complete, and can be made “editable” again by the original respondent.

A committee member who is given access to a case that has required forms will receive an email with a note about the items they need to complete as part of the review.

Answer the form questions and click to submit when you are finished, or click to save your responses and work on the form later

When completing a form, the committee member will be able to save their responses, whether or not the form is complete, can submit the form. The committee member can also cancel their submission.

Click "Yes" to confirm submission of the form

You will see a confirmation message when submitting the form alerting you that submission will make your responses available to the appropriate members for review.

Click "Edit Submission"  to make changes to a submitted form

The completed form will appear in the designated case section on the Case Materials section of the Case page location

You will be able to change or edit your responses while the case is at the current step.

Note that missing responses will be indicated when viewing the Required Items on the Case Details page.

View committee form responses

When assigning a form, a user can indicate an internal section in which the form will display.

The completed form will appear in the designated case section on the Case Materials section of the Case page.

Administrators and Committee Managers can also click "Edit" on the a committee form record and change the access level as needed at a given step.

Click "Read Case" on the Case Materials tab to open the reader

Note: You can also access the form responses via the Manage Respondents window, by clicking "Manage Respondents" and clicking to "View Responses" as shown below.

Users with permission can view submitted committee forms in the case reader for an individual case.

The form will appear in the reader along with the other case materials.

Note that when the committee forms are loaded into the reader, annotations are not available.

The first page of the form will be a summary of committee member names, role, and response statuses (In Progress, Submitted, etc.)

Note that you can set access level of a form record from the internal case section set to display form responses on the Case Materials page

A Committee Manager or Administrator can edit a committee form record and change access levels as needed for a form record within a given case step, setting limits on who can view the form as a part of the case.

On the Case Materials tab of the given case, scroll down to the section that displays the form records and click "Edit" in the Actions column as shown below:

Set the access level from the dropdown menu in the "Edit Material" window that appears:

View Case Activity Logs

Users can now view events related to committee forms in the case activity log which can be accessed from the Case Options menu on an individual case page.

Known Issues with activity logs:

(PL-1194) RPT: API - Improve verbiage of committee form exclusion activity log: The verbiage in the logs is incorrect when omitting or enforcing a requirement for committee forms for a committee member (they are reversed). After the admin selects the "Omit Requirement" action from the Manager Respondents modal, the activity log states that it was changed to "to Enforced" and when admin selects the "Enforce Requirement" action the activity log states that it was changed "to Omitted."

We are also updating the language for these.

The events recorded include:

  • The initial submission of a form
  • Each time an omission/enforcement is made of a required form for individual committee members
Reporting on Committee Forms

These instructions describe how to access reporting on Committee Forms.

Select form

Open the Select Form dropdown and scroll down to Candidate Forms in the dropdown list, and select a form from the list.

Review, Promotion & Tenure - Interfolio
Select unit

Select a unit from the dropdown list of units, or click to search All Units.

Review, Promotion & Tenure - Interfolio
Select a date range

Set a date range using the calendars to set a From and To date  or click to search Any Date.

Review, Promotion & Tenure - Interfolio
Select packet(s)

Select a packet or case from the dropdown menu or check to select All Cases.

Review, Promotion & Tenure - Interfolio