Online Faculty Review System

UT Faculty Senate RetreatSept 3, 2010

Shane Colter, OIT

Dave Stinnett, OIT

Online Faculty Review System—Details

• Seven-step workflow based on Part II.B. of the Manual for Faculty Review

• Department heads manage the process (II.B.1.)

• Works with all modern browsers/computers• Supports 22 file types for attaching supporting

documents. – PDF, Word, Excel, images, audio, video, text, etc.

• Users can only delete attachments they submitted and only at the same workflow step

Online Faculty Review System—Details

• Supports additional rating areas for each college

• Reviews may be “rolled back”– Roll back and deletion are only available to dept

heads as per the Manual

• Addresses the two-week response in writing requirement by placing a review on “hold” for duration or the respective user releases hold

Online Faculty Review System—Details

• Electronic notification– Faculty members via email

• When initiated

• When dept head signs/confirms

• If/when dean changes ratings

• When complete

– Dept heads, deans, & Provost via system• Worklist

• Dashboard

• UTK Portal/FYR integration

Dept Head View

The Worklist is a web page that lists faculty reviews that the Dept Head has initiated but not yet signed.

The Worklist is a web page that lists faculty reviews that the Dept Head has initiated but not yet signed.

The Dashboard is a web page that lists all faculty reviews that the Dept Head has initiated. The reviews may be in various stages of the review

process indicated in the Review Status column.

The Dashboard is a web page that lists all faculty reviews that the Dept Head has initiated. The reviews may be in various stages of the review

process indicated in the Review Status column.

Faculty View

WF Step (Workflow Step) – indicates the stage of the review process at which the file was uploaded.

Note: A document can be deleted only by the person who added it and at the stage of the review process when it was

attached.

WF Step (Workflow Step) – indicates the stage of the review process at which the file was uploaded.

Note: A document can be deleted only by the person who added it and at the stage of the review process when it was

attached.

Dept Head View

The Roll-back button/page can be used to return the faculty member’s review to any of the previous steps of the workflow.

Note: Attached documents are not removed after the review is “rolled-back” to previous steps of the review.

The Roll-back button/page can be used to return the faculty member’s review to any of the previous steps of the workflow.

Note: Attached documents are not removed after the review is “rolled-back” to previous steps of the review.

Faculty View

Faculty View

Next steps:

• Dept Head & faculty member have a conference to discuss review– This action happens outside the online system.

• Dept Head confirms/digitally signs the review– After the meeting 2 scenarios are possible:

• Dept Head confirms/digitally signs the Faculty Annual Review as is.

• Dept Head changes the ratings that s/he previously entered and confirms/digitally signs the Faculty Annual Review.

Next steps:

• Dept Head & faculty member have a conference to discuss review– This action happens outside the online system.

• Dept Head confirms/digitally signs the review– After the meeting 2 scenarios are possible:

• Dept Head confirms/digitally signs the Faculty Annual Review as is.

• Dept Head changes the ratings that s/he previously entered and confirms/digitally signs the Faculty Annual Review.

Dept Head View

Faculty View

Dept Head View

Faculty View

Dean’s View

Faculty View

Two options for submitting a written response:1.As an electronic document (via Attachments button)2.By typing on the web page (via the Comments textbox)

Faculty View

Online Faculty Review System—Next Steps

• Help materials vs. training– PDF User Guides by role

• Demo/presentations• Volunteer depts to test/utilize