RPT Training for Chairs/Directors

August 2021

Crystal Graziano, Business Intelligence Analyst, IntOffice of the Provost

crystal.graziano@nau.edu

Astrid Klocke, Interim Vice Provost, Faculty AffairsOffice of the Provost

astrid.klocke@nau.edu

Overview

What is FAAR?What is RPT?Activity timelineRPT review workflowCandidate packet viewEvaluator packet viewInstructionsRPT caveatsAction item reviewHelp

• FAAR: Activity reporting module for faculty to enter activities, workload, and SOEs and perform annual reviews. FAAR generates a CV based on entered activity and has reporting functionality.

• RPT: New module for reviewing and managing faculty applications for promotion, tenure, and sabbatical.• Piloted by CHHS for Fall 2020 P&T review.

• Positive feedback!

FAAR vs RPT

FAAR/RPT Activity Timeline

SOE for current AY

Fall Spring Summer Fall

New Faculty

Returning Faculty

Chairs/Directors

SOE for next AY

(due Apr 1)

Self-eval of Fall (Jan)

Self-eval of Previous AY (Aug 30 – Oct 8)

Spring “Workload”

Spring “Workload”

Fall “Workload”

Apply for P&T/Sabbatical(due Sep 24/Aug 31)

Cont. Annual Review(Sep 28-Dec 1)

P&T/Sabb Review (due Nov 5/Oct 1)

1st Yr Retention Review (Feb 5-Mar 9)

Apply for P&T/Sabb(due Sep 24/Aug 31)

Fall “Workload”

Dates Applicable to 2021-22 Only.

Faculty can fill out activity at any time. The workload is a semester snapshot of activity.

P&T/Sabbatical Pre-check (due Sep 24/Aug 31)

Chairs/directors can edit dates and evaluators on annual reviews.

P&T/Sabb Pre-check (due Sep

24/Aug 31)

RPT Review Workflow

CandidateChair/DirectorPre-submission

check

Faculty Status Committee

Chair/Director P&T Committee

Dean

Provost

President

After first section submission:1. Email notification

is sent to chair.2. Case becomes

available on Cases screen.

Chair forwards completed packet before FSC-level open date. Optional email notification.

Chair performs evaluation, but does not forward packet.

7+5 day response windows are opened and case is forwarded by liaison or provost analyst.

Provost admin creates case and notifies candidate.

Faculty View of Your Packets

Your Packets

• Access by clicking Your Packets link on main navigation.

• Current and past packets are available for view.

• Submission status and Response status are indicated for each packet.

Faculty View of Packet - Overview

Overview View

• Initial view. Access by email link, link on Home page, or Your Packets area.

• Overview shows status of all sections –requirements, upload count, progress graphics.

• View Instructions shows packet instructions.

• Edit takes you into Packet view.

• Preview Packet takes you into the document reader.

Faculty View of Packet - Packet

Packet View

• This view shows section/document instructions, and allows uploads.

• The CV is loaded from FAAR and must be Regenerated to reflect newly entered activity.

• Add opens document uploader.

• Fill Out Form opens applicant info form.

• Submit submits the section, which notifies the chair.

• Each section can be submitted independently.

Faculty View of Packet – Doc Reader

Document Reader

• Access by clicking any document, Preview button, or Preview Packet.

• Attachments to CV are loaded as separate documents to view.

• Hamburger button hides navigation menu.

• Option to only show submitted sections is at the top.

• Bottom has page toggles and zoom toggles.

• Return to previous view by clicking X.

Evaluator View of Case List

Cases View

• Access by clicking Cases on the navigation menu.

• Evaluators will only see cases that are currently at their evaluation step (i.e., the 2nd one, but not the 1st)

• The top has options to Search or useFilters.

• The status is set by administrator after final decision is made. Please ignore.

• Evaluators can see if required documents are still needed.

• Click a candidate name to access the packet.

Evaluator View of Packet – Case Materials

Case Materials

• Initial view of packet. Access by clicking Cases, then candidate name; clicking email link; or clicking candidate name from Home page list.

• There is a Candidate Packet portion and an Internal Sections portion – Internal Sections is hidden from candidate, houses documents from committees, and is where one requests (click Request Evaluation) or uploads External Evaluations (click Add File).

• Send Case moves the case forward. This is only available during pre-submission check.

• Case Options allows emailing the candidate and adding an internal section (do not use).

• Each section has a Locked/Unlocked indicator, and a Lock/Unlock button.

• Ignore Select Status link, for admin use.

Evaluator View of Packet – Doc Reader

Document Reader

• Access by clicking Read Case button on Case Material page, or by clicking any document name.

• Shows candidate submissions AND prior committee decision letters. No downloading or digging for past evals in their CV!

• Hamburger button hides navigation menu.

• Bottom has page toggles, zoom toggles, and icons are for adding, deleting, and toggling view of annotations.

• Click Annotations at the top left to view a list of personal annotations.

• Search and Download are other features on the top right.

• Leave this view by clicking Return to Case.

Evaluator View of Packet – Case Details

Case Details

• Committee submission area is accessed by clicking Case Details at the top.

• Includes evaluator instructions.

• Indicator shows if required items are missing.

• Required items: recommendation letter (click Add then upload into appropriate section) and form to indicate decision (click Fill Out Form). There are no required items during pre-submission check.

• An Email can be sent to all committee members.

• Committee manager can Edit members – recuse a member, add a member, and choose a different manager.

• Click Add Comment to share comments among committee members, not seen by candidate.

Instructions: Request External Eval

Requesting External Evaluations

• Only applicable to some candidates on Case Materials page, under Internal Sections.

• Option 1: Request Evaluation.

1. Click Request Evaluation

2. Enter evaluator(s)

3. Enter message to evaluator

4. Choose files in packet to send

5. Set response settings.

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External Evaluator View

Instructions: Upload External Eval

Uploading External Evaluations

• Only applicable to some candidates on Case Materials page, under Internal Sections.

• Option 2: Upload Evaluation.

1. Click Add File

2. Click Browse To Upload

3. Set a file name and access privileges

4. The evaluation is now available in Document Reader for those with permission. It is not available to the candidate.

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Instructions: Send case to FSC

Forward the case(s)

• Only available during pre-submission check, not actual chair review period.

• Option 1: Within a case, click Send Case, then Forward to FSC. This sends the only the current case.

• Option 2: On the Cases screen, select the cases to forward and press Send Forward. This sends a batch of cases.

• With either option, you can send an email message to the next committee.

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Instructions: Submitting Decision (Form)

Filling out the decision form

1. Go to Case Details.

2. In Required Items section, click Fill Out Form.

3. Make the selection and click Submit Form.

4. The decision is now available in the Document Reader for future evaluators.

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Instructions: Submitting Decision (Letter)

Adding the recommendation letter

1. Go to Case Details.

2. Click Add on the document name line.

3. Click Browse To Upload.

4. Name the letter and select the appropriate section.

5. Your letter is now uploaded and available for sharing to candidate (liaison or provost analyst shares letter and invites candidate to respond.)

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RPT Caveats

• Packet templates are established by colleges.

• Emulate user feature is not yet available in RPT.

• Candidates must meet all requirements of a section in order to submit the section.

• Upon candidate submission of one section, chair/director is notified by email for the pre-submission check.

• Chair can unlock sections, request or upload external evaluations, and forward the caseto the first review committee.

• RPT has no internal deadlines. This avoids having to re-open and extend due dates.

• Follow Personnel Action Calendar for timing on moving cases forward to first committee.

• Until futher notice, all subsequent forwarding will be done by college liaison or provost office analyst.

• When requesting an external evaluation, the FAAR CV is not available as an attachment.

Chair/Director Action Items Review

• Review the candidate's packet for completion. Unlock sections on Case Materials page for candidate to revise if needed.

• Request or upload external evaluations if applicable.

• Move the case forward to Faculty Status Committee on before FSC open date.

• Wait a while.

• On or after the chair-level open date, review the packet and the FSC recommendation.

• Upload recommendation letter, making sure to choose the Chair or Director section.

• Fill out form with decision.

• Relax.

Help

Faculty Chair/Director College Liaison Provost Analyst

InterfolioHelp links

• Packet instructions for faculty video

• RPT instructions for Chairs/Directors

• Interfolio: Help for RPT candidates

• Interfolio: Help for RPT case evaluators

Thank you