Submitting and Accessing 5-year Post-Tenure Review Materials in Vibe (2017-18)

Initial points: Five-year post-tenure review is stipulated by both NJ Statutes and the NJ-AFT Agreement; process is governed by MOA 99 5-year review is tied to the career development funding MOA 99 indicates that all materials generated for and by this process will be in electronic form The College is currently using Vibe to manage its personnel processes

STAGE I: Submission of materials by the reviewee Every semester, Academic Affairs will populate Vibe with the list of faculty members scheduled to undergo five-year review that semester. Only this group will have permission to create entries with their applications Reviewees will receive an email with the link to the 5-year review’s starting page

This is what the starting page will look like This is what the starting page will look like. Click on “New Five Year Review” to begin:

After clicking “New Five Year Review,” each reviewee will see this page. Reviewees should fill out the three fields at the top of the page and follow the other instructions.

After filling out and saving the initial page, which creates the “cover page” of the application, each reviewee will receive an email from Vibe with a subject line Your submission for Five-Year Review has been received and message body with their name as clickable link Reviewees should keep this email. The link will take them to their Five-Year Review dossier in Vibe. Reviewees will return to this page to add or update materials, to submit materials by the September 15 (or February 15) deadline, and for any later stages of the process that may require their input

Please note that the 5-Year Review Process (unlike the Promotions process) requires the the submission only of Course Summary Reports, not all individual student feedback response reports. All student evaluations from Fall, 2014 and later are stored in PAWS. Unfortunately, PAWS does not currently allow you to share only the Summary Sheets. Therefore, you have two choices: You may share access to all of your student feedback with the PRC, even though you are not required to do so, from within PAWS. See https://recreg.tcnj.edu/files/2014/11/How-to-Print-to-PDF-your-Course-Feedback- Individual-Student-Responses-and-Class-Summary.pdf for instructions. You may print all of the summary sheets, then scan them (or export to PDFs). If you choose this option, you will need to combine all of the PDFs into one file. Student evaluations from Spring, 2014 and earlier exist only in paper form. You will need to scan these and combine into one PDF.

Using the link provided in the email from Vibe, reviewees will be taken to a page like this one to upload their materials. Reviewees should carefully follow instructions listed on the page, which differ slightly from those in this example. After clicking “submit” reviewees will receive the following email “Your Departmental PRC has received your dossier. You will be notified again when they forward it to your Dean.”

Stage II: PRC review Once a reviewee clicks “OK to send materials to PRC,” all PRC members will receive an email from Vibe with the subject line Reviewee’s dossier is ready for departmental review and message body with reviewees name as clickable links PRC members can either follow the link to access the reviewee's materials or log into Vibe, click My Teams in the Menu bar, and select the appropriate team listed as the department name followed by “5-year”

PRC members will see this:

After clicking the name of the reviewee whose materials they wish to see, PRC members will see this. ONLY the chairs of PRCs should follow the instructions regarding sending materials back for revision and uploading the letter.

The PRC will meet with the reviewee and, if needed, request revising of the materials If the PRC asks for revisions, its Chair will click on “Send back to reviewee for revising.” The reviewee will receive an email from Vibe with the subject line The review committee has asked you to revise your documents and the message body containing a clickable reviewee’s name The reviewee will use this link to get to their materials, then revise them as requested by the committee. To return the revised materials to the PRC, the reviewee should follow the instructions on the page

Having received the message from the PRC, the reviewee will see this:

When the reviewee has submitted the revised documents to the PRC, Committee members will receive an email with the subject line Reviewee has finished revising documents and message body with the reviewee’s name as clickable link. The PRC members will follow the link, review the revised documents, and decide whether they concur with the revised documents or not. The PRC will write a letter indicating their concurrence or non-concurrence, citing evidence in support of their observations. All PRC members will sign the letter. ONLY the PRC chair will attach Committee's letter and follow the instructions in Vibe to move the entry on to the Dean. The reviewee will receive an email “Your Departmental PRC have uploaded their letter and forwarded your dossier to your Dean. You have read-only access at this point.”

This is what the PRC members will see*: *The version of the revised document will display as v1.1, not v1.0

To aid in their review, PRC members can easily access the original versions of any revised document under the “File Versions” tab

Stage III: Dean’s review Once the PRC chair submits the Committee’s letter, the Dean will receive an email with the subject line Reviewee’s dossier ready for Dean’s review and message body with reviewee’s name as a clickable link The Dean will follow the link to access the reviewee’s materials and Committee’s letter Or, alternatively, the Dean logs into Vibe, clicks My Teams in the Menu bar and selects their school’s name ending with “5-year”

This is what Dean will see:

The Dean will select the materials they want to review, and will see this:

If the Dean does not concur with the PRC’s conclusion, the Dean will meet with the reviewee. The Dean may also choose to meet with the reviewee if they agree with the PRC If the Dean asks for revisions, they will click the button to send it back to the reviewee The reviewee will then receive an email with the subject line The Dean has asked you to revise your documents and message body with their name as a clickable link The link will take the reviewee to their materials, where they can make revisions as requested by the Dean. Once the revisions are done, the reviewee should follow the instructions on Vibe to return their materials to the Dean

The reviewee will see this, when following the link from the email:

When the reviewee has submitted their revisions and sent their materials back to Dean, the Dean will get an email with the subject line Reviewee has finished revising documents and message body with the reviewee’s name as a clickable link The Dean will follow the link, attach their letter and move the entry on to the Provost as per instructions in Vibe The reviewee will receive an email “Your Dean have uploaded their letter and forwarded your dossier to the Provost. You have read-only access at this point.”

The Dean will see this:

Stage IV: Provost’s acknowledgment Once the Dean has forwarded the materials to the Provost, the reviewee will no longer have access to their materials. The link in previous emails will no longer work for the reviewee, but it will continue to work for the Dean The Provost will receive an email with the subject line Reviewee’s dossier ready for Provost’s acknowledgement and message body with the reviewee’s name as a clickable link The Provost will follow the link to access the reviewee's materials and acknowledge the receipt of materials according to instructions on Vibe page

The Provost will see this:

The Provost selects the materials they want to review and sees this:

Once the Provost clicks OK to archive the materials, the process in Vibe is complete Reviewee will receive an email “The Provost has acknowledged your 5-year dossier. Your 5-year review is complete and your dossier has been archived. You no longer have access to your dossier in Vibe.” The reviewee’s entry is moved to an Archive folder. Deans retain read-only access and Academic Affairs has full access to manage the archive.