1. The Electronic Packet and the On-line Review Process The Electronic Packet and the On-line Review Process April 2011 1

2. 2 Assumptions Training Goals Exercises Things to Consider The CV Module Training

3. 3 You understand the UCSF Appointment and Advancement (“packet”) business processes You are the GO TO person for faculty and staff in your department; people will come to you for help with Advance –This is now available to faculty, we are counting on you to help them get acquainted with how it works Assumptions

4. 4 You are familiar with Advance –APA pages Overview Candidate Mgmt –Packet pages Department Mgmt –Search page –Faculty/candidate pages My CV Proxy Assumptions

5. 5 At the end of training you should be able to: 1.Create a Committee, modify a Committee name, and change Committee membership. 2.Email a candidate from the Packet Definition page. 3.Assist candidates in navigating their My Packet items. 4.Manage referees added by the candidate. 5.Add attachments to the packet. 6.Assign the packet to Reviewers, Review Committee members, and Chairs. 7.Assist reviewers in navigating their For Review items. 8.Manage the departmental vote, per policy. 9.Determine what elements the packet should have. 10.Notify the candidate that his/her packet is ready for final review. Training Goals

6. 6 Log into UAT Navigate to the Department Mgmt page Click the Committee tab Click the Add Committee link – Committee Name –Select your department and click Add Click the Manage Membership link –Search for and add members to the committee Click the Return to Committee List tab Repeat to add more committees Committees

7. 7 Two packets are already created for you Create more, if you like From the Packet page: –Click the “Email Candidate” hyperlink DO NOT send the email! –Review the packet checklist Create Packets

8. 8 Click the Proxy Access link Select one of the training candidates –A candidate that we created a packet for you –This will be the packet you will focus on today Select My Packet Select CV –Try the filters (Last 1, 2, 3, 4, and 5 Years) –Scroll to the bottom of the page to see where the candidate can copy a newer version of his/her CV into the packet References (1)

9. 9 Select Referee List –Enter two referees, but use your own email address –Click SAVE Select Attachments –The Candidate can only attach a Personal Statement – other items he/she wishes to attach must be forwarded to the APA Click “Admin” to return to the APA mode References (2)

10. 10 Navigate to the packet you’re working on –Find the candidate on the Overview page –Find the candidate under Candidate Mgmt –Click the Packet tab Click the Manage References link –Review the referees you entered as a Proxy –Contact these referees Access your email and be the Referee –Opt in and View the online CV –Enter some reference data and submit References (3)

11. 11 Navigate to the packet you’re working on –Find the candidate on the Overview page –Find the candidate under Candidate Mgmt –Click the Content tab Click the Attachments link –Browse for/select one of the class documents –Select an Attachment Type and Upload –Add at least one that “Candidate cannot see” Click the Teaching Evaluations link –Browse for/select one of the class documents –Type in a description and Upload Attachments

12. 12 Navigate to the packet you’re working on –Find the candidate on the Overview page –Find the candidate under Candidate Mgmt –Click the Packet tab Review the Checklist on the Packet page Click the Content tab –Review the Summary, CV, Attachments, Teaching Evaluations, and References pages –Is this packet ready for departmental review? Review the packet

13. 13 Navigate to the packet you’re working on –Find the candidate on the Overview page –Find the candidate under Candidate Mgmt –Click the Packet tab Click the Reviewer List page Add reviewers/committees as necessary –Set a reasonable Review Due Date Add Chair (after the review process is complete) Add Reviewers

14. 14 Navigate to the packet you’re working on –Find the candidate on the Overview page –Find the candidate under Candidate Mgmt –Click the Packet tab Click the Manage Vote page If the packet requires a Vote, the list will appear –Indicate the ineligible voters for this packet –Modify dates if necessary –Click Send to Vote This button adds the voting capability to the voters’ For Review page and sends an email to the voters The Vote

15. 15 Navigate to the packet you’re working on –Find the candidate on the Overview page –Find the candidate under Candidate Mgmt –Click the Content tab Click the Chair Letter page Complete the Chair Letter and click the Save as Draft button The Chair Letter

16. 16 1.Packets Effective October 1, 2011, or later must be submitted electronically 2.The paper  electronic transition –What does this mean for your department? –Things the APA can do to prepare the Reviewers for online review Go over the For Review process at a faculty meeting Go over the Vote process (how does this change in your department?) Things to consider

17. 17 3.What do you do if your fully electronic packet is ready to route before June 6? –Route it to the Dean’s Office 4.Some series do not require My CV data –Volunteer Clinical –Titles that do not undergo academic review: Emeritus Recall Clinical Associate Research Associate –Adjunct WOS and HS Clinical WOS – EXCEPT those who are paid by affiliates Things to consider

18. 18 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.eduAdvanceProject@ucsf.edu Other Things to consider