Check out our upcoming webinars and client office hours calendar here!

How Can We Help?

Search icon

Search Results

Edit a Case

This article explains how to edit the sections of a case.

 

Edit Case

  1. Click Cases under Review, Promotion & Tenure (RPT) on the navigation menu.
    Review, Promotion & Tenure with Cases highlighted
  2. Select the desired case to edit.
  3. Click Edit Case under Case Options.
  4. On the Case Summary Page, you can edit each section by selecting it from the Creating a Case Menu.

    Check out the accordions below for detailed information on each step of case creation.

     

Case Sections

Candidate Requirements

Here users can change the candidate packet settings, including the deadline type and candidate section settings to allow or disallow candidates to submit packets after the deadline. Users can also add specific instructions to the candidate about assembling their packet and any other procedures, policies, or deadlines at the institution. Links can be included to required forms and online resources such as instructions or handbooks outlining policies. 

 
Section Details
Packet Deadline Type

Under the Candidate Packet Settings section, set the packet deadline type. The deadline type is set by a Unit Administrator as a setting on the Administration page and applies to all cases across the institution. A deadline type can be selected on the template level and applied to all cases that use the template.

  • Soft Deadline: Candidates can submit packets after the deadline.
  • Hard deadline: The selected roles will be notified of automatic packet submissions after the deadline has passed.
Candidate Packet Section Settings Allow candidates to add their own sections to their packets. 
Candidate Instructions Add instructions to the candidate about assembling their packet, procedures, policies, or deadlines at the institution. Links can be included to required forms and online resources. These instructions will appear for any case built using this template.
Faculty Activity Reporting Vita This option will only appear if the institution uses both RPT and Faculty Activity Reporting (FAR, Faculty180). 
Packet Requirements

The packet requirements created here will become available for any case built using this template. 

 

A single packet section labeled Candidate Documents appears by default, but new custom packet sections can be created for materials desired to receive from a candidate. Each section can contain a due date, a description, and requirements for particular materials, such as a CV, teaching statement, and syllabi.

  1. Click Add Section.
  2. Enter the Name, Description, and Due Date for this packet section. 
  3. Indicate whether or not Candidates can add additional documents to this section by selecting the checkbox.
  4. Click Save when finished.
  5. If desired, click the Edit icon (pencil) to make the desired changes.
    • To delete an uploaded file, click the Delete (trash can) button adjacent to the Update and Cancel buttons.

Click Continue when finished.

 
 

Internal Case Sections

Internal case sections can be created to help committee members or individual users organize documents that will be added during the process of reviewing a case. Internal case sections will not be visible to the candidate. Sections added here should correspond with larger groups of materials that will be organized together.

 

Note that with internal case sections, a space for documents added to the case by committees and reviewers is being created. Specific document requirements can be created for reviewers of the case when adding case review steps.

 
  1. Select Above or Below the candidate packet to decide where internal case sections will appear on the case page.
  2. Click Remove to remove the external evaluation section from the template or case.
  3. Click Add Section to add another internal section.  Add a name and description for the new internal section.
 
 

Case Review Steps

Edit Case Review Steps

Case Review Steps can be edited in order to make changes to committees, administrator access, and committee requirements. Unit Administrators and Case Managers can update the steps within an existing case, while Unit Administrators and Template Administrators can update the steps within a template. This article explains how to access and manage the details of a case review step.

 

Edit Case Review Steps

  1. Navigate to the Case Review steps page when editing a case or template.

    On the Case Review Step page, you can view, add, delete, or reorder steps. This page will also show you which step the case is currently at in the workflow.

     
  2. Click Edit adjacent to the case review step to be taken to the Edit Details page of the case review step.

 

Step Details

Overview of Step Details

Step Details control the name and due date for the step. This due date is a soft deadline. The case needs to be manually sent forward by an administrator, case manager, or committee manager.

 
 

Edit Step Details

  1. Click Edit Step Details to edit this information.
  2. Edit the name and due date.
 
 

 

Academic Levels

Overview of Academic Levels

For any given workflow step, the only users who can see the case are the assigned Committee Members and Administrators & Case Managers of the academic levels who have been granted access to that step. When managing academic levels, you can recuse or grant access to an entire level, or recuse individual administrators and case managers.

 
 

Manage Academic Levels

  1. Select Manage Academic Levels to make changes to the academic levels granted access to the case at this step in the workflow
  2.  Select the drop-down window under Academic Levels to make changes to the academic levels granted access to the case at this step in the workflow.

    Once you've assigned the appropriate Academic Levels for this step, a list of all individual administrators and case managers included in those academic levels will appear.

     
  3. Click Recuse/Unrecuse adjacent to the desired Unit Administrator or Case Manager to remove/give access to that step.
 
 

 

Reviewers/Committee Management

Overview of Reviewers

Under the Reviewers section on the page, you can add/remove committees, manage committee membership and requirements, and provide specific instructions for the committee.

 
 

Manage Committees within the Reviewers Section

Action Details
Add Committee
  1. Click the Add Committee button adjacent to the Reviewers section.
  2. Select the desired committee type to review the case at this step (Standing Committee, Ad Hoc Committee, or Individual User)
  3. Select or search for the committee name.
  4. Click Add when finished.
Type of Committee Details
Standing Committee Created at the unit level (university, school, college) and can be reused for cases in that unit.
Ad-hoc Committee Created on a per-case basis. A Unit Administrator or Case Manager will need to add members to this committee before a case can be initiated.
Individual User Can review the case, but will not be able to collaborate with others. To allow multiple members to review together, create a standing or ad-hoc committee.

Additional committees can be assigned if multiple committees require access to the packet at the same step.

 
Remove/Replace Committee

Click Remove from the Options dropdown.
Reviewers section with Remove selected from the Options dropdown

Note that there must be at least one committee added to the Case Review Step at all times. If there is only one committee on the step, it will not be able to be removed until a new committee is added.

 

Unit Administrators and Case Managers in Interfolio Review, Promotion & Tenure (RPT) can replace the committees or individual reviewers associated with any case review step while retaining any requirements and instructions that have already been set at that step.

 
Manage Committee Members
  • Click the Star icon adjacent to the desired member to make them a Committee Manager
  • Click the No (circle with a cross through it or the “X”) icon adjacent to the desired committee member to recuse them from a Standing or Ad Hoc Committee
  • Click Add Members to add users to an Ad Hoc Committee (or add a temporary member to a Standing Committee)

Temporary changes for Standing Committees can only be made on existing cases, not on templates. Global changes to Standing Committee membership must be made from the Users & Groups page.

 

While most actions (such as adding or recusing a committee member) are specific to the case being worked on, committee management assignments are global and will take place on all cases using the same Standing Committee. If the user should only be a committee manager on one specific case/step, the best process is to add a separate Ad Hoc committee with the appropriate user and assign the manager role from there.

 
Add Instructions
  1. Select the Instructions tab under the desired committee under the Reviewers section.
  2. Click Edit Instructions to add instructions for the committee.
Required Documents
  1. Select the Required Documents tab under the desired committee under the Reviewers section.
  2. Click Add Required Document.
  3. Enter the Title and Description of documents that needs to be completed by this committee before the case can move to. the next step. 
  4. Click Add when finished.
Required Forms
  1. Select the Required Forms tab under the desired committee under the Reviewers section.
  2. Click Add Required Form.
  3. Enter the required information:
    • Form Name: Select a committee form from the drop down
    • Internal Section for Responses: Select the section the response should show in once the form is submitted
    • Response Visibility: Indicate whether the form will be accessible by
      • Administrators Only
      • Administrators & Committee Managers
      • Administrators & Entire Committee
    • Who submits the form?
      • Only Committee Managers
      • All Committee Members
  4. Click Add Form when finished.
Settings
  1. Select the Settings tab under the desired committee under the Reviewers section.
  2. Click Edit Settings.
  3. Indicate whether or not the committee can move the case forward and backward.
  4. Click Save when finished.
 
 

 

 
 

Case Summary

The last page, the Template Summary page allows you to review a template. Select any of the previous sections to go back and make any necessary changes.

 
 
 
Was this article helpful?
Give feedback about this article