Reappointment, Promotion & Tenure Digital Vision Background - - PDF document

Reappointment, Promotion & Tenure Digital Vision

Background

• Introduction
• Benchmarking

Di it l RPT t i i it bl – Digital RPT system is inevitable – 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 Faculty Engagement – appreciation for positive change

• 1. 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 A id i – Avoid semester conversion

• 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: y

Faculty Candidate

Secure Login (6+2)

Digital Dossier

Selecting a Nomination Routing History on Dossier

Uploading Documents

System Features: y

Reviewers

Secure Login (6+2)

View of Candidates View of Candidates

Filtering for C did t Candidates

Digital Dossier

Recommendations Routing History on Dossier

Voting Feature for Committees

Adding a Letter to the Dossier

G ti Generating a Template Letter

Reporting Features

Reappointment, Promotion & Tenure Digital Vision

Process Overview Process Overview