RPT Training for Chairs/Directors - August 2021 Crystal Graziano, Business Intelligence Analyst, Int
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RPT Training for
Chairs/Directors
August 2021
Crystal Graziano, Business Intelligence Analyst, Int
Office of the Provost
crystal.graziano@nau.edu
Astrid Klocke, Interim Vice Provost, Faculty Affairs
Office of the Provost
astrid.klocke@nau.edu
Overview What is FAAR? What is RPT? Activity timeline RPT review workflow Candidate packet view Evaluator packet view Instructions RPT caveats Action item review Help
FAAR vs RPT • 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/RPT Activity Timeline
Fall Spring Summer Fall
SOE for Self-eval of
current AY Fall (Jan)
New Faculty Fall Spring
“Workload” “Workload”
Faculty can fill out activity at any time. The workload
is a semester snapshot of activity.
Self-eval of Previous AY Fall Spring
(Aug 30 – Oct 8) “Workload” SOE for “Workload”
Returning Faculty next AY
Apply for P&T/Sabb (due Apr 1) Apply for P&T/Sabbatical
(due Sep 24/Aug 31) (due Sep 24/Aug 31)
Chairs/directors can edit dates and evaluators on annual reviews.
Cont. Annual Review 1st Yr Retention
(Sep 28-Dec 1) Review (Feb 5-Mar 9)
Chairs/Directors
P&T/Sabb Pre- P&T/Sabb Review P&T/Sabbatical Pre-check
check (due Sep (due Nov 5/Oct 1) (due Sep 24/Aug 31)
24/Aug 31)
Dates Applicable to 2021-22 Only.
RPT Review Workflow
Provost admin
7+5 day response windows are opened and
creates case and
case is forwarded by liaison or provost analyst.
notifies candidate.
Chair/Director
Faculty Status
Candidate Pre-submission Chair/Director P&T Committee
Committee
check
Chair performs
After first section Chair forwards evaluation, but
submission: completed packet does not forward
1. Email notification
Dean
before FSC-level open packet.
is sent to chair. date. Optional email
2. Case becomes notification.
available on
Cases screen. Provost
President
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 use
Filters.
• 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
2
1
4
Requesting External Evaluations
• Only applicable to some candidates on Case
Materials page, under Internal Sections.
• Option 1: Request Evaluation. 5
1. Click Request Evaluation
2. Enter evaluator(s)
3. Enter message to evaluator
4. Choose files in packet to send
5. Set response settings. 3External Evaluator View
Instructions: Upload External Eval
1
2
Uploading External Evaluations
• Only applicable to some candidates on Case
Materials page, under Internal Sections.
• Option 2: Upload Evaluation. 4
1. Click Add File
2. Click Browse To Upload
3. Set a file name and access privileges
4. The evaluation is now available in 3
Document Reader for those with
permission. It is not available to the
candidate.Instructions: Send case to FSC
1
2
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. 3Instructions: Submitting Decision (Form)
1
2
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.
3
4. The decision is now available in the Document
Reader for future evaluators.Instructions: Submitting Decision (Letter)
1
2 3 4
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 5
or provost analyst shares letter and invites candidate to respond.)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 case
to 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 Help links • Packet instructions for faculty video Interfolio • RPT instructions for Chairs/Directors • Interfolio: Help for RPT candidates • Interfolio: Help for RPT case evaluators
Thank you
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