Advance and the Electronic Packet April 5, 2011

Advanceand the

Electronic Packet

Advanceand the

Electronic Packet

April 5, 2011

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• Overview

• Training

• 2.6 Walk through– APA– Candidate– Reviewer– Voter– Chair

• Things to Consider

Agenda

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• 1.0 Faculty Information System – April 2009• 2.1 Eligibility List – January 2010• 2.2 References – May 2010• 2.3 Routing – July 2010• 2.4 CV Parser – November 2010• 2.5 My CV/Proxy – March 2011• 2.6 Electronic Packet/Review – April 2011

Overview

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• Release 2.6 introduces the following:– Electronic packet

• Summary• CV, including Candidate certification (Attachment A)• References, including a Candidate-supplied Referee List• Attachments, including Teaching Evaluations• Chair Letter, including Chair certification

– On-line packet review– On-line, policy-compliant vote– Management tools for the APA

Overview

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• Key challenges include– Identifying your department packet review

process and adapting that to the Advance system

Overview

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• Key challenges include– Encouraging your faculty and non-faculty

academics to• Update their CV in Advance (My CV)• Copy their CV into the Advance packet• Add referees to the Advance packet• Review packets on-line• Vote on-line

Overview

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• Key challenges include– Encouraging your faculty and non-faculty

academics to• Respond to email notifications from Advance

– Created on the fly by the APA– Generated when listed as a packet reviewer– Generated when asked to Vote– Generated at the end of the department review process

Overview

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• Hands-on training for APAs– Tuesday, April 12, 10-12– Tuesday, April 12, 1-3– Wednesday, April 13, 10-12– Wednesday, April 13, 1-3

• Additional hands-on training for APAs will be scheduled for late June

Training

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• Web-based training materials will be developed soon– PowerPoint sessions– Quick Start Guides– How to documents

Training

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• Create committees• Packet

– Create the Packet– The Packet page– Manage Review– The Faculty Vote– Manage the Packet

2.6 Walk through – APA

• Packet Content– Summary– CV– Attachments– Teaching Evaluations– References– Chair Letter

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Create committees• Note the new header links• From the Department Mgmt page, select the Committee tab• Add new committees by clicking the Add Committee link

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Create committees• Enter the name of your new committee (include Department name too)• Select the Department name – be sure to select one you have access to• Click Add and you are reminded to select a department you have access to

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Create committees• Click Add Committee to add more committees• Click the Committee name to modify the name or department affiliation• Click Manage Committee to add members to a committee

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Create committees• Search for members by name or by series and rank• Returned records are based on your access permissions

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Create committees• Return to the Committee page by clicking Return to Committee link

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Create committees• Create as many committees as you need to facilitate packet review• Modify committee names and membership as necessary

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• No change in how the packet is created• Two ways to create a packet

1. From the Candidate Mgmt page– Search for a candidate

– Define and save the packet on the Packet page

2. From the Search Results page– Click on the Action to go to the Packet page to

save the new packet

Create the packet

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Changes to the Packet page• The Packet tab has two new packet management links• Reviewer List enables you to manage the packet reviewer process• Manage Vote enables you to call the Vote, if required for this packet

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Changes to the Packet page• At the bottom of the page are two new features• There is a link to quickly send an email to the candidate• There is general packet checklist

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Assign the Packet for Review• Adding people to the Reviewer List adds the packet to the For Review page• Faculty with a packet on the For Review page will receive a weekly reminder• Three buttons help you add individual reviewers, committees, or the chair

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Assign the Packet for Review• Add Reviewer opens a search bar that searches Advance for reviewers• You can set a Review Due date before the search or after• The system will set a Due Date seven days from the day you add a reviewer

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Assign the Packet for Review• Remember that Review Committee = group of reviewers• Click Add Review Committee to see the committees you have access to• Select one or more committees to add the members of that committee• Apply a due date here or the system will default to seven days from now

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Assign the Packet for Review• Advance maintains a list of Chairs• Click the Add Chair button to add Chair(s) for this packet

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The Faculty Vote• The Manage Vote link will display all faculty eligible to vote on the packet• Change the Vote Due when 7 days (default) is too long or short• Be sure to de-select those “voters” who have a conflict of interest• Click Send to Vote to notify a voter and to add the Vote to For Review

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Manage Packet• Manage Packet has two new sections: Checklist and Notify Candidate• Checklist tells you when items have been added to the packet• Notify Candidate sends an email to the candidate, opens additional pages for

the candidate to see, and automatically routes the packet

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Packet Content• The Content tab shows the APA what the Reviewer will see• This is where the APA will work on/review the packet, except references

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The Summary page• The Summary page displays• Packet definition, the candidate’s years at rank and step, the candidate’s

packet history, and the recorded recommendations for this packet

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The CV• The Packet CV contains the data copied over from the candidate’s My CV• It tells you when the CV was last copied into the packet• And it has a filter to show the reviewer only the past few years of data

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Attachments• The Attachments page enables the APA to select PDF documents to add…• And to identify the type of document from a drop down list• Click the Upload button to attach the document and Delete to remove it

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Teaching Evaluations• Like the Attachments page, the Teaching Evaluation page accepts PDFs• But here you type in the document description (no drop down list)• Click the Upload button to attach the document and Delete to remove it

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References• This is the view that the Reviewer sees; to work on the references process,

go to the Packet/Manage References page• Click the View Ref hyperlink to view the submitted reference

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Chair Letter• Chair Letter: based on the form developed by the Vice/Associate Dean’s• Includes the four areas of evaluation (only three for non-faculty)• Plus fields for Contributions to Diversity and Additional Comments

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Chair Letter• The Chair Letter automatically records the Vote and has a field to record the

Overall Department Assessment• There is a section for the accelerated action justification• And Save as Draft and Certify buttons

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• What the APA does– Create committees– The packet process

• Create the packet• Add attachments and teaching evaluations• Review the packet contents• Invite Reviewers to review the packet• Invite faculty to Vote• Draft the Chair Letter• Invite the Chair to certify

– Invite Joint Chairs to review/certify

• Invite the Candidate for a final review

– Route the packet

APA recap

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• New Tabs• My Packet

– Summary– CV– Referee List– Attachments

• My Packet AFTER Notify Candidate– Teaching Evaluations– References (redacted)– Chair Letter

2.6 Walk through – Candidate

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New Tabs• No changes to Overview, Salary, Packet tracking, My CV, or Proxy pages• For Review enables the user to review other packets assigned to him/her• My Packet give the Candidate pages for compiling his/her packet(s)

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My Packet• Clicking My Packet displays the Summary page• The Candidate can view the pages he/she has access to• If there are multiple packets, they are displayed on the right

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The Summary page• The Summary page displays• Packet definition, the candidate’s years at rank and step, the candidate’s

packet history, and the recorded recommendations for this packet

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The Packet CV• Navigate to the My Packet CV page to copy the My CV data to the packet• A few messages are designed to help the candidate understand what to do• Candidate must acknowledge Attachment A issues before copying the CV

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The Packet CV• The Packet CV contains the data copied over from the candidate’s My CV• It tells you when the CV was last copied into the packet• And it has a filter to show the reviewer only the past few years of data

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The Referee List• Candidate can enter referees to be contacted for the action• Candidate selects the type of referee• Delete entries by clicking Delete and then Save

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Attachments• This page will display some documents attached by the APA• The candidate can attach a PDF doc in response to the department review• Click the Upload button to attach the document and Delete to remove it

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AFTER Chair Certification• When ready, the APA clicks the “Notify Candidate” button (Manage Packet)• For a seven day period, the candidate has access to three additional pages• Teaching Evaluations displays as it does for the Reviewer

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AFTER Chair Certification• The References link only displays the hyperlink to view the reference letter• And the view of the submitted reference text is redacted

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AFTER Chair Certification• The candidate can view the Chair Letter, including the comments, the vote,

and the recommendation.• The candidate has the opportunity to add a Personal Statement to the

Attachments page before the packet is routed to the Dean’s Office

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• What the Candidate does– Update their My CV data– Add CV to the packet/certify– Add referees to the packet– AFTER Chair certification

• Review packet• Attach Personal Statement

Candidate recap

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• Weekly notification from Advance• The For Review page• Reviewing a packet

2.6 Walk through – Reviewer

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Review notification• Anyone with a packet on their For Review page will receive a weekly email

from Advance encouraging them to login and review packets

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The For Review page• APA adds reviewers to packets; reviewers see the packets on For Review• The For Review page has two sections: an active and a completed section

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The For Review page• The Reviewer clicks the candidate name to view the packet contents• When the reviewer has completed his/her review of the packet, the Reviewer

returns to the For Review page and clicks Review Complete and Save

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The For Review page• Packets marked “Review Complete” move to the Review complete section• Review Complete is also indicated on the APA Reviewer List page

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Reviewer packet pages• After clicking the name on the For Review page, the reviewer is presented

with the candidate’s Summary page, and can view any of the packet pages

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Reviewer packet pages• The CV has a filter to enable the reviewer to focus only on the past few years• Click one of the filters to condense the CV into showing only those entries

that fall within the filter’s parameter

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Reviewer packet pages• The reviewer clicks on the hyperlink to open and view the attached PDF on

both the Attachments page and on the Teaching Evaluations page

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Reviewer packet pages• The reviewer clicks on the hyperlink to open and view the reference letter

submitted through the Advance references process

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Reviewer packet pages• The reviewer can view and draft the Chair Letter• This open design is to enable committee chairs, Division Chiefs, and APAs to

draft the letter. It is up to the department to manage this process.• Only the Chair can certify the Chair Letter

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• What the Reviewer does– Respond to notification from Advance– Access packets on the For Review page– Review packet

• Draft Chair Letter, if appropriate

– Indicate Review Complete

Reviewer recap

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• Notification from Advance• The Vote on the For Review page

2.6 Walk through – Voter

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Vote notification• The Vote is “called” by the APA using the Manage Vote page.• When the APA clicks the Send for Vote button, an email is sent to each voter

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The Vote• The Vote is recorded on the For Review page• When the Vote is called, a drop down list appears on the left• The Voter selects his/her vote and clicks Save

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• What the Voter does– Access packets that have been sent for Vote– Review packet– Vote

Voter recap

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• The Chair does what a Reviewer does• The Chair can certify the Chair Letter

2.6 Walk through – Chair

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Chair Letter• Chair Letter: based on the form developed by the Vice/Associate Dean’s• Includes the four areas of evaluation (only three for non-faculty)• Plus fields for Contributions to Diversity and Additional Comments

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Chair Letter• The Chair Letter automatically records the Vote and has a field to record the

Overall Department Assessment• There is a section for the accelerated action justification• And Save as Draft and Certify buttons

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• What the Chair does– Access packets for Review– Review packet– Chair letter/certify

Chair recap

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• APA Joint Chair procedure– Joint Chair is a Reviewer– Joint Chair can Certify Joint Chair section of the

Chair Letter

2.6 Walk through – others

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• On April 11 electronic packets debut• Any packet with an Effective Date of

October 1, 2011, or later will be required to be submitted electronically, including– CV– Review– Vote (if required)– Chair’s Letter Certification

Things to consider

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• How does the process used in your department “map” to Advance?

• What changes have to be made to the way your department does business?

• What does implementing APM 220-80(e) mean for your Chair?

Things to consider

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• This is new software – you will adjust to it; what you may find challenging at first will become second nature after repeated use

• If have questions about the packet process– 1. Ask a co-worker– 2. Ask the Dean’s Office

• If you run into a problem with Advance:– 1. Try it again– 2. Ask a co-worker or a Dean’s Office APA– 3. Try it again– 4. Email AdvanceProject@ucsf.edu

Things to consider