About 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 require, collect and report on the results of responses to fixed questions from individual reviewers and committee members, just as if the respondent had filled out a paper form.

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).

Overview

A committee form is parallel to the committee document requirement option that already exists, except instead of the committee manager uploading a file, RPT Administrators 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:

  • Date Questions
  • Number Questions
  • Drop Down Questions
  • Rating Questions

Committee forms compared to other forms in RPT:

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: These are different from committee forms and case data forms, which are completed by the institution. Candidate forms are presented to the candidate 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.

Form rules & permissions

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