Creating Appointments in Review, Promotion, and Tenure
The following article outlines the process of creating appointments in Review, Promotion, and Tenure. Please note that following a recent product change, Administrators must add the candidate at the beginning of the case creation process. When creating appointments, the candidate may not yet be a part of your institution and may not appear in the user list for Review, Promotion, and Tenure. This article outlines the procedure for appointments, including what to do when creating a case for a user who does not appear in your user list, and what to do when you wind up with duplicate users (users with more than one account in a given institution).
1. Add the candidate as a user before creating a case for an appointment
The first step in creating a new case is to add the candidate. This assumes the candidate will already exist as a user in the Review, Promotion & Tenure system.
When creating a new case, Administrators are prompted to Search for a Candidate. When creating an appointment, the candidate may not appear in the user list of the institution.
If the candidate does not appear in the system, the Admin must add one.
1.1. Click Create User
If you notice that you can't find the user when creating a case, click Create User to access Users & Groups and add the candidate as an RPT user.
Alternatively, you can add the candidate as a user before creating a case.
See Add New Users to Review, Promotion & Tenure for full instructions on adding a user.
1.2. Click to Add User on the Users, Committees & Units page
Which email should I use? If creating a case for a user that is not part of your institution (eg. this is an appointment action), we recommend that you add the user with their current personal/professional email.
You can uncheck the box requiring the user to be verified via single-sign-on (with institutional credentials) if you anticipate this person will be part of their case.
1.3. Return to the case creation process and add the candidate
Return to the case creation process and add the candidate to continue creating the appointment.
2. Indicate if the candidate will be involved in their case
As part of the case creation process, the Admin is asked to indicate if the candidate will be involved in their case.
If the candidate will not be involved in their appointment case, make sure you select "No" when prompted.
Important: This setting cannot be changed after this step for any reason! If you choose no here, and at some point the candidate will need to be involved, you will need to create the case again. If you have reason to think the candidate may at any point need to be involved in their case we recommend selecting "Yes, the candidate will be involved during the case."
3. Update profile
Once the appointment is created, if the user becomes part of the institution, the Administrator can go back into the Users & Groups section and update the candidate's user profile to reflect their institutional credentials (name, email, SSO ID).
If the user is added already, and now you have two user profiles for the same person:
Please email email@example.com with the information for both user accounts so that we can merge the two accounts.
Please be sure to note which user details should be primary (in most cases, the user profile with institutional credentials will be the primary user).