Reappointment, Promotion & Tenure Digital Vision Background - PDF document

Reappointment, Promotion & Tenure Digital Vision

Background • Introduction • Benchmarking – Digital RPT system is inevitable Di it l RPT t i i it bl – Commercial Products • These products would have to be customized at significant cost • Lengthy process e gt y p ocess • Would not keep us consistent with COM or COM would have to change • COM product will meet needs at reasonable cost – Proven 10 years of effective use y – Customizable through UCIT – Meets AAUP guidelines – Continuity across all colleges Continuity across all colleges

Background, Cont. • Plan for roll-out: – Pilot: Select 2-3 colleges to pilot for next Promotion/Tenure Cycle Oct. 2011 – Full Implementation: All colleges by Promotion/Tenure Cycle Oct. 2012 Full Implementation: All colleges by Promotion/Tenure Cycle Oct. 2012 • Keys for Successful Pilot 1 1. Faculty Engagement – appreciation for positive change Faculty Engagement – appreciation for positive change 2. Faculty Commitment – faculty governance supports 3. Faculty Participation – willingness to: • Submit dossier digitally without increased college administration costs Submit dossier digitally without increased college administration costs • Keep all documents digital throughout process • May move RPT deadlines up slightly to accommodate pilot (6 mo notice) 4. Representative cross-section of colleges

System Benefits • For Faculty Candidates: • For Faculty Candidates: – No printing, sorting, binding, carting, retrieving – Flexibility in dossier submissions (no space or media limits, can still have non digital components) non-digital components) – Continuous access to see status in the process – Automatic notifications of new material additions – Adheres to CBA requirements – Confidentiality maintained (subject to Ohio law limits)

System Benefits • For Reviewers: • For Reviewers: – Continuous access to see status in the process – Immediate access to any dossier additions – – Simultaneous access for all committee members Simultaneous access for all committee members – At all levels, access to full files, not just short files – Recommendation letter “shells” automatically generated with addressee & similar fields populated – Automatic notifications (receive & send) • When ready for review • When new materials are added • When responses are added • When request for reconsideration is added • When remands occur • When recommendation is uploaded – Adheres to CBA requirements (remands, responses, reconsiderations)

System Benefits • For Administration: • For Administration: – No scanning, downloading, moving files to network – Database-driven; better population of UCFlex – – Permanent secure record of actions (“paper trail” plus decisions & dates) Permanent, secure record of actions ( paper trail plus decisions & dates) – Less waste of paper & labor – Adheres to CBA requirements

Pilot Overview • College Benefits for Pilot: • College Benefits for Pilot: – Coordination during development of customizations – Early adopter = more attention – Avoid semester conversion A id i • Pilot Process: – Data gathering to populate application – System design to ensure needs of College are met – Implementation and Testing – Training possibility for reviewers – “In-Line Help” for Candidates – RPT process as usual!

System Features • • Faculty Candidate Faculty Candidate – Secure Login (6+2) – Dossier View • Document Checklist • Selection of Nomination • Routing History and Workflow • • Reviewers Reviewers – All Users: Secure Login (6+2) – Reviewer: • Process a recommendation • Tools for writing a recommendation to add to the dossier – Committee: Voting on a Recommendation – Reporting

System Features: Faculty Candidate y

Secure Login (6+2)

Digital Dossier

Selecting a Nomination Routing History on Dossier

Uploading Documents

System Features: Reviewers y

Secure Login (6+2)

View of Candidates View of Candidates

Filtering for Candidates did t C

Digital Dossier

Recommendations Routing History on Dossier

Voting Feature for Committees

Adding a Letter to the Dossier

Template Letter Generating a ti G

Reporting Features

Reappointment, Promotion & Tenure Digital Vision

Process Overview Process Overview