FAQ: Candidate Involvement in Cases

This article covers common questions and best practices about candidate involvement in Review, Promotion & Tenure cases. Most importantly, the article explains what it means for a candidate to be "involved" in the case and the ramifications of selecting Yes or No to the question "Will the candidate be involved in this evaluation?"

Should the candidate be involved in this evaluation?

Choose carefully when setting this option! Here are some things to consider:

  • You must choose Yes if you may need the candidate to have access to their case at ANY point in the workflow.
  • If you select No at this step you cannot go back and change this setting under any circumstance.
  • If you choose No, the candidate cannot access their case at any point in the workflow, now or in the future.
  • If you choose No but need the candidate to have access later on, you will have to create the case again.

What does it mean for the candidate to be involved in the evaluation?

If the candidate is involved in the evaluation:

  • The candidate can submit their own materials.
  • The candidate will have access to their candidate packet.  
  • You can communicate with them during the evaluation period.

If the candidate has submitted their case and the case has been moved into the workflow, can they still submit materials?

Yes! If a case section is, unlocked the candidate can submit materials regardless of whether or not the case or the section has been submitted and is moving through the workflow steps.

Can Administrators edit or remove materials submitted by the candidate?

No! Only the candidate can change the content of their packet.

Administrators cannot delete, edit, or move candidate submitted materials to an internal section.  

Admins can change access settings for candidate submitted docs, but cannot replace or change content submitted by the candidate.

Can I stop the notifications to committee members when candidates submit a partial packet?

Candidates can submit their packet section by section. They do not have to submit the entire packet at once. Committee members receive a notification whenever the candidate submits one or more sections of the packet, even when the complete packet has not been submitted. This can be confusing if the committee member logs in expecting to see the complete packet. That is intended functionality.

How to prevent this:

If you want to prevent the notifications from going to committee members before the entire packet is submitted, we recommend Administrators create a blank "Admin Only" step at step one, and start adding committees at step two.

What does the candidate see when they view their case?

Overview page

When the candiate accesses their packet, they will see an Overview page listing the required materials and forms they will need to add to their packet.

The candidate will also have access (can view and respond) to any files shared with them by the committee.

Candidate packet view

Packet sections

Their packet will likely be divided into sections, each with a list of materials to upload in order to complete each section.

If a due date has been set, the candidate will also see the due date for each section. Each section of the packet can be submitted once all requirements for the section have been met.

Note that individual packet sections can have unique due dates and be submitted when complete. It is not necessary to submit the entire packet at once.

Note that individual packet sections can have unique due dates.