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Free Training Webinar: Review, Promotion & Tenure: Managing Committees

The video below is a webinar presenting best practices of managing your committees in Review, Promotion, and Tenure.  It covers the differences between, standing, ad hoc, and individual committees; standing committee creation, and scenarios to consider when adding committees to templates. 

Scroll down beneath the video or click the links below to read further on:

Key Concepts/Terms

Review, Promotion & Tenure

An Interfolio module used to facilitate the review process when a candidate submits materials for one or a series of committees to review or approve.

Units

A digital representation of your institutional hierarchy.  Permissions within the program are tied to unit tiers. Administrators can be assigned to any given unit. For example:

Institution -> School -> Department

Templates

Building blocks of the Review, Promotion & Tenure module that allow Administrators to create standardized, repeatable processes for all review types at their institution, colleges, schools, and departments. Templates can be created centrally or copied down to specific units for customization.

Cases

Lifecycle of a candidate as they progress through a standardized review cycle. Committees have the ability to add a case analysis or evaluation to the case as it progresses through the workflow leading up to the final decision.

Packets

The collection of materials by which a candidate is being reviewed (documents and other files). The packet is divided into sections which can be worked on and submitted independently of one another. All materials submitted in the packet will be copied to the candidates Dossier for record keeping. 

Committees

Groups of users that can review the candidates case at a given step of the review process. Committees can be: Standing (managed from the central committee tab), Ad Hoc (case specific) or individual assignment (committee of one).

Dossier

Tool for all faculty to store and manage job, fellowship, and promotion documents in one place. The Dossier will act as the central archiving tool for candidate materials. All information submitted for a review will be copied into the faculty Dossier for archiving or reusability purposes.  

RPT User Roles

Administrators

Administrators can access documents, e-mail candidates and committees, and move a case forward or backward. Administrators are the only users who can create templates, forms, and cases for the units to which they have access.

Committee Managers

Committee Managers are assigned to a specific committee or step. They can review a candidate, move a case forward or backward, and communicate with both candidate and committee members from within the system. 

Committee Members

Committee Members have the most basic permissions within the system. They can view a candidate’s packet, download documents (if allowed), and leave comments (also if allowed) on the particular case they have access to.

RPT Committee Types

Standing Committees

  • Created in “Users & Groups”
  • Permanent Membership
  • Managed centrally on Users & Groups page under the “committees” tab
  • Standing committees are created at the unit level (i.e. university, school, college etc.) and can be reused across templates and cases
  • Typically, standing committees are used for the most widely used committees
    • It’s easier to populate a committee in one  place that will be used across many templates and eventually cases
    • Temporary committee members can be added on a per case basis if needed
  • We recommend including unit name as part of your Committee Naming convention to lessen confusion
    • EX. Department of English P&T Committee; College of Arts & Sciences P&T Committee
Standing committee

Ad Hoc Committees

  • Created in Templates and/or Cases.
  • Ad hoc committees are created on a per case basis. An admin will need to add members to this committee before a case can be initiated.
  • Best used for scenarios that require unique committee membership across cases and/or across a set of steps in a case
    • Ex. Steps 1 & 2 are Ad Hoc committees and Step 3 & on are Standing Committees
  • Can be used as place holders until the case is created and/or the committee membership is confirmed.
Ad Hoc Committee

Individual Users

  • Added to Cases
  • An 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
    • View all permitted materials in case + anything added by others if multiple committees at one step present
  • Great for providing access to external faculty or reviewers - individuals who may be involved in ONE case at ONE specific time
  • Can also be assigned to the at the same step as another committee - ex Department Chair AND additional individual user
Inividual User
Template Set Up Recommendations

Here are a few recommendations for adding committees to templates:

  • Create your templates at the highest unit level (the institution unit level) so that the templates are available for use by everyone at your institution. 
    • Once you’ve created your templates, feel free to copy them down to lower units and make changes
  • When creating your template workflow, remember that the workflow steps and committee should represent the requirements for most cases. 
    • You can always edit individual cases
  • If you are creating cases from a template set at the institution unit level, you can add “ad hoc” committees as placeholders to be edited when the case is created. 
    • Your committee names should be descriptive enough for an admin to know which committee members or new committee should be added.
Pro Tips

Review committees annually or before each review cycle

  • Review committee memberships for your standing committees - if members aren’t determined, put a reminder on your calendar to update once available
  • If the committee membership changes, you’ll want to create a new standing committee.

Standing Committee must be assigned at the same level as the template to appear as an option

  • Committees are not available on templates that are created at a higher level 
  • A standing committee assigned to the “College of Arts and Sciences” will not show up on a template at was created at the “Interfolio University” unit

You can assign multiple committees to a workflow step

  • If committee requirements vary, consider creating separate committees and adding both of them to the same step.
  • The case will not move forward to the next step until both committees have satisfied their requirements

You can assign multiple committee managers to a committee

  • More than one committee manager can be assigned to both standing and ad hoc committees
  • The committee requirements can be fulfilled by any committee manager
Interfolio Resources

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