e-Dossier Overview Questions and Suggestions
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e-Dossier Overview Questions and/or suggestions: edossier@indiana.edu
Project Goals Replace disparate local technical solutions and/or a paper process with an online process that facilitates the building of a Dossier by the candidate Allow for inclusion of elements of scholarship not previously possible (e.g., hyperlinks to blogs and personal web sites) Provide overall consistency in the dossier structure Provide administrators and reviewers secure access to dossiers anytime and from anywhere Improve overall efficiency of the process
Design Objectives Two primary design drivers: The system must be easy to use and it must be useful Deploy embedded workflow technology Workflow logic reflects the P&T process Supports automatic notifications when a change in status has occurred Allows e-dossiers to move independently of each other Secure 24-7 access Built using the Kuali Rice framework
Design Components What sets e-dossier apart? P&T process and routing logic Repository Kuali Workflow - - - - Checklist Evaluations/Votes Unique features Push & pull content Reporting - Flexibility Reviewers Administrators Candidates Local Staff Tools/Templates
Candidate Side Log-in through Onestart During e-dossier preparation, the checklist (main and subfolders) are visible to the candidate Before submission and through the e-dossier system itself, the candidate may designate delegates who can view and/or assist in uploading materials After the department chair signs-off and the e-dossier formally enters the review process: The candidate s e-dossier is frozen Delegate permissions expire At this point, candidates may give guest access to anyone, but only for viewing of candidate- submitted materials A Supplemental folder is activated and serves as the means through which the candidate can add materials to his/her e-dossier External letters, internal evaluative letters and vote records are not accessible/viewable to the candidate at any time during the review process Access to any of these should be managed outside the e-dossier system and according to policy and local practices
Reviewer Side Access is given to eligible reviewers (faculty, administrators) and staff Reviewers are given access permissions in light of their eligibility to view particular types of cases (e.g., P&T vs. Promotion) After logging into the system via Onestart, reviewers and staff see a list of all e-dossiers they are eligible to access Access at a given level All the materials a candidate has submitted are viewable by reviewers External letters are viewable to reviewers Solicited letters (i.e., former students, co-authors, service) are viewable to reviewers Evaluative letters and vote records are only viewable for one s own level and lower (i.e., one cannot view higher level evaluative letters or votes) While reviewers may wish to save and/or print materials the candidate submitted, they should not save, print, or share any external or evaluative letters or votes
Routing e-dossiers move (or route ) individually from one level to the next via Kuali Workflow Principal routing responsibility rests with certain individuals at each level Principals: Department Chair, Chair of School Committee, Dean, Chair of Campus Committee, Vice Provost/Chancellor, and Provost/Chancellor Certain actions (i.e., vote recording, uploading of evaluative letter) must be met before an e-dossier can be routed forward Through the e-dossier system itself, the principal may designate a delegate who can route and/or assist in routing activities; however, delegates may not acknowledge or acknowledge with action the addition of supplemental materials After routing, reviewers will receive an email notification alerting them that an e-dossier has arrived at their level and is now accessible to them How a level manages the review process itself is up to local practice and policy (e.g., a committee may meet before any action is taken)
Department Eligible Faculty Workflow Department Chair Using e-dossier tools, they will set-up access lists Admin Support School Committee Some may also serve as principal delegates Chair Dean Does Your School Follow a Different Workflow? PAC/TAC Chair Admin Support Vice Provost/ Chancellor Provost/ Chancellor Admin Support President
Supplemental Documents A candidate may add supplemental documents at any time Documents will be date and time-stamped When a supplemental document has been submitted, workflow notifications will be sent as a function of where the e-dossier currently is in the review process Current level: for your information You are being informed that Candidate X, whose e-dossier is currently under review at your level, has added material(s) to the supplemental folder. [Please notify others at your level (i.e., committee members) of these materials.] No other action is required. Past level: Candidate X, for whom you have already voted on, has added material(s) to their supplemental folder. Please consider these materials [and notify others at your level (i.e., committee members) to do so as well]. Choosing Acknowledge means that upon review, no further action will be taken. Choosing Acknowledge with Action means that upon review, a formal response (i.e., letter and possible revote) will be uploaded. Acknowledge with Action by an earlier level of review: A notification will only be sent to the principal at the current level In response to the addition of new materials by Candidate X, a formal response has been offered by an earlier level of review. Please consider these responses [and notify others at your level (i.e., committee members) to do so as well]. No other action is required. A delegate cannot acknowledge
Supplemental Notifications & Actions I
Supplemental Notifications & Actions II
Departmental Level Candidate Submits e-dossier Candidate Revises & Resubmits Department Chair Notified Department Chair Reviews Checklist Pending NO YES Department Reviewers Notified From this point forward, the candidate must use the Supplemental folder, now active, to add materials Evaluative folders/letters and vote record are now visible Departmental Review & Vote Departmental Letter & Vote Uploaded/Recorded Department Chair Routes to Self Chair Review & Vote Chair s Letter & Vote Uploaded/Recorded Department Chair Routes to Next Level Department Chair cannot route until both letters are uploaded and vote records recorded
School & Dean Levels Committee Members Notified School Committee Review & Vote School Letter & Vote Uploaded/ Recorded Dean and/or Surrogates Notified School Committee Chair Routes to Next Level School Chair cannot route until the letter is uploaded and vote recorded Dean Review & Vote Dean s Letter & Vote Uploaded/Recorded in e-dossier Dean Routes to Next Level Dean cannot route until the letter is uploaded and vote recorded
Campus Level VPFAA - Academic Personnel Policies & Services Notified Campus Committee Notified PAC/TAC Committee Review & Vote PAC/TAC Letter & Vote Uploaded/ Recorded Vice Provost Notified Campus Committee Chair Routes to Next Level Chair cannot route until the letter is uploaded and vote recorded Vice Provost Review & Vote Vice Provost s Letter & Vote Uploaded/Recorded in e-dossier Vice Provost Routes to Next Level VP cannot route until the letter is uploaded and vote recorded
e-Dossier Workflow Overview edossier@indiana.edu
