The content in this knowledge base is based upon the standard FACULTY180 environment. Your institution may have made changes to customize the FACULTY180 environment to meet your institution's needs; therefore, the screens in your FACULTY180 environment may differ slightly from the knowledge base. For more information, please contact your FACULTY180 administrator.
When administrator users with the correct permissions are unlocking a locked evaluation document, all other locked version are deleted.
Documents under evaluation processes of the same name with the same document configuration, meaning: document, the term started, and term finished, will be deleted for all processes.
The evaluation workflow functionality is an alternative to using the manual evaluation process in FACULTY180. Evaluation workflows are useful if the workflow steps are the same for each unit, such as for a tenure review.
For example, in a tenure review, the steps are combined to create a workflow.
Step 1: Faculty Self Evaluation
Step 2: Departmental Committee Evaluation(s)
Step 3: Departmental Chair Evaluation
Step 4: Deans Evaluation
Step 5: Provosts Evaluation
When using the evaluation workflow functionality, there is no longer the need to create individual evaluations evaluations are created during the evaluation process setup.
When creating titles for evaluation workflows and processes, it is recommended that a naming convention be developed that will govern and assist in tracking them across the institution. Typically, a title for an evaluation workflow should be more general (e.g. Tenure Review). The title for an evaluation process should include a related time period (2015 2016 Tenure Review) and the evaluation title should be further detailed to include the nature of the evaluation and the unit name (e.g. Chairs Evaluation Accounting Department).
Step 1: Create an Evaluation Workflow
To create an evaluation workflow, do the following:
- On the Admin menu, click Administration.
- Click Evaluation Workflows in the Evaluations section. The Evaluation Workflows screen displays.
- Click Add. The Evaluation Workflow Form screen displays.
- Complete each of the sections.
Evaluation Level:Select the unit for which the evaluation workflow is being set up. Click theChangelink to change the Unit.
- The org Structure displays. By default, the Organization abbreviations aredisplayed. To view the full name of the unit, click theFull Namecheckbox.
- To expand a unit, click the plus (+) symbol.
- To search for a specific unit, enter the unit name in the search box.
- Click an organization name to select that unit.
- Title: Type a name for the evaluation workflow. A title for an evaluation workflow should be more general (e.g. Tenure Review).
- Type: Select the type of evaluation for which the workflow is being created . (If the appropriate type is not listed, additional types can be added by modifying the Evaluation Type activity classifications).
- Access to Results: Specify who should have access to the evaluation results based on evaluation processes and access to reports.
- Description: Type a description of the evaluation workflow, if desired.
Documents that are part of an evaluation workflow, such as vitas and faculty classifications forms, can easily be added to an evaluation workflow. These documents should be created prior to creating an evaluation workflow.
To create a vita template to be used in an evaluation, see Configuration: Vitae
To create a faculty classification input form, see Input Faculty Classifications: Create Input Form
- In the Evaluation Documents section, click Add. The Add Document dialog box opens.
- Select the Document Type (Vita or classification form).
- Select the Document Title.
- Show Time Period on Vita: Select the checkbox to show the time period on the vita. This option is selected by default. Unselect the checkbox to hide the academic terms on the vita.
Lock Vitas: Lock the vita by checking the Lock Vitas check box. The following lock methods are available:
- Evaluator Accesses Document: The vita/classification form will be locked once the evaluator accesses the document by clicking the icon.
- Date & Time: A specific date and time can be selected for locking the vita/classification form.
- Evaluator Saves Evaluation: The vita will be locked when the evaluator saves the evaluation (if the vita has not already been locked).
- Evaluator Submits Evaluation: The vita will be locked when the evaluator submits the evaluation (if the vita has not already been locked).
- Guidelines related to locking the vita:
- After the lock occurs,if the faculty member adds or edits his/her activities in any sections (on any Activities form), the new and/or edited data will not be added to the template. The template is locked from any modifications made by the faculty member.
- If the vitatemplate is locked at one step in the evaluation workflow, it should be locked for every subsequent step to maintain the integrity of the template. This ensures that every evaluator in subsequent steps performs their evaluation based on the same vita template.
- When thelock occurs, a snapshot is taken of the vita template and this becomes part of the evaluation results. This allows a faculty member to view the vita template that was used during the evaluation at the same time that they are viewing the evaluation results.
- Selectingto lock a vita template at a specific step in the evaluation workflow is a strategic decision.
- Click Save. The selected document is added to the evaluation workflow.
- To add another evaluation document, click the Add button and repeat the process until all of the documents have been added.
There is a default evaluation form which consists of a Standard Input Box and the option to upload attachments. Custom forms (evaluation forms and faculty classification input forms) can be created to use in place of the default evaluation form. This is a recommended practice since a custom form will more closely meet business process requirements.
- Show Standard Input Box: SelectYesto add the default input text box to the evaluation form.
- Allow Attachments:SelectYesto add the option to upload attachments as part of the evaluation. (Note: If both the Standard Input Box and the Allow Attachments is set to No and there is no custom form selected for the evaluation, the evaluation form will be blank).
- Custom Evaluation Forms: A custom evaluation form can be created to be used with an evaluation workflow by selecting the checkbox next to the form title. It is recommended to create all custom forms prior to creating a workflow.
- Faculty Classification Input Forms: To use a faculty classification input form as an evaluation document, select the check boxes for the desired form(s). It is recommended to create all faculty classification input forms prior to creating a Workflow. To create a faculty classification input form, see Input Faculty Classifications: Create Input Form.
Evaluation Workflow Steps
Once the details and documents have been specified for an evaluation workflow, the workflow steps must be determined. To add a step to an evaluation workflow, click Add Step.
The following options are available:
- Step: Specify where in the evaluation workflow this step should occur. A step can be removed by selecting Remove in the Step drop-down.
- Unit Level: Specify at what unit level this step will be performed. The level options relate to the configuration of the organization structure. These levels were determined during the Implementation phase.
- Title: Specify a title for the evaluation (i.e. Self-Evaluation, Committee Review, etc.)
- Start/Due: Specify the start and due dates for the evaluation workflow. Use the table below for assistance with specifying the start and due dates.
- Faculty Response Due: If faculty will be permitted to respond to the evaluation, select 'Relative to Due' from the drop down and then specify the number of days the faculty will have to respond.
When you are finished creating the evaluation workflow steps, it is recommended that they be reviewed for accuracy and to make sure the steps flow smoothly. Select the appropriate option:
- Click Save to save the changes and return to the previous screen
- Click Save and Customize Steps to make adjustments per step to any of the evaluation details.
Workflow Steps Form
The Evaluation Workflow Steps are shown.
To edit the evaluation workflow steps, do the following:
- Click on the Edit button.
- Modify the Evaluation Details, Documents, Forms, and/or Steps as needed
Caution: Modifications to the workflow should not be done during an active evaluation process. This will damage any evaluation processes and evaluations that were created b based on the workflow.
Manage Evaluation Workflow Steps
The Manage Evaluation Workflow Steps sections displays a diagram of the evaluation workflow at a unit level. (To display the unit names in place of the unit abbreviations, select the Show Unit Name check box.)
The evaluation workflow steps can be modified to select the evaluation forms appropriate for each level of the evaluation. For example, if a faculty self-evaluation form and committee evaluation form were both selected in the workflow creation, the Faculty Self-Evaluation step should be modified to unselect the committee evaluation form. Likewise, the Committee step should be modified to unselect the faculty self-evaluation form, leaving only the committee evaluation form selected.
Review or make changes to an Evaluation Workflow at the unit level
- click the relevant node on the diagram.
- The Evaluation Workflow Form screen displays for the selected unit level.
- Make the necessary changes.
- Select the appropriate option:
- Click Save to apply the changes to just the selected unit level.
- Click Save and Copy Changes to Other Units to copy the changes to other unit levels. You will be prompted to select the units that are to have the changes applied.
- To return to the workflow diagram without making changes, click Cancel.
If a change has been made to a unit evaluation, the node turns to solid in the diagram.