UVaCollab for Group Review of Documents Anne Dickey UVa Office Technology Conference June 10, 2009

Consider Using For Interdisciplinary Programs Training Grant Applications Scholarship and Award Committees Promotion and Tenure Committees Search Committees for Faculty or Staff Hires Any two-tiered groups (inner circle/outer circle) Your ideas?

Benefits You May Gain Don’t have to carry documents around “More secure” computing Users can access at any time, including from home Easy to add users later and catch them up to speed Don’t have to be co-located with your group Tremendous paper, time, and aggravation savings

Screen Shots: Overview Set-up and Management: Structure Set-up and Management: Confidentiality, etc Application Review: Uploading and Moving Application Review: File Name Triage Interview Prep: Setting the Role for Users Interview Prep: Making Groups Interview Prep: Assigning Groups Interview Phase: Shown and Hidden Files Post-Interview: Rankings, Merit P.S.: Excel and Access can help!

Applications Structure

Uploading and Moving Applications

Uploading and Moving Applications Folder empty: reviewed files moved to 1 and 2 above and to interview folders

Use File Names to Triage MCAT GPA School Financial Status Residency Status

Setting the Role for Users We’ll come back to this

Setting Role Exec Cttee Member; administrator status allows me to “hide” documents so that only they can see them.

Making Groups

Making Groups

Making Groups Only these site members can see a folder that is linked to this group. Control-click for multiple selections

Assigning Groups To hide folders and set groups

Assigning Groups To have the folder visible to a subgroup within your site, click “Display” then select your group. 1 2

Assigning Groups Further down the same screen, to hide and show folders: Folder should be shown if using groups. Folder should be hidden if only administrators and owners should see.

Assigning Groups Always press “Update”!

Assigning Groups …yet access was changed here only Now all access says “Select Groups” (vs. “Entire Site”)…

Post-interview Folder

Post-interview Shown files visible to group “Inter-viewers Nov 2-4” Files hidden to mem-bers of group; visible to Admin only Hide files using the same procedure as hiding folders: Actions | Edit | Hide

Folder Structure Post-Interview Numbers on folders so they appear in logical (not alphabetical) order Interview folders for specific dates removed after use for added confidentiality

Post-Interview: Files Moved, Rankings Added Incentive offers to top candidates Post-interview ranking with NIH review scale (1 high, 5 low); candidates sort by rank automatically

Excel and Access Can Help!

Excel and Access Can Help!

Example of Instructions to Faculty To get into Collab: 1. go to http://collab.itc.virginia.edu 2. click on "UVA login" in the upper right hand corner 3. enter your Netbadge information (if you are not already authenticated) 4. wait (the next screen can be slow to load) 5. click on "MSTP" in the tabs across the top of the screen 6. click on "Resources" 7. click on "FY09 Admissions" 8. click on “FY09 Interviews” 9. click on "8. February 25-27" to view applications.

Confidentiality FERPA compliant Use when no other option for sharing documents Delete groups, files, or folders as soon as not needed Clean up regularly – do not use for storage Advise site members to delete files, download to secure computers, and empty cache

Empty Folders from FY08 – files removed per Collab security standards Interview folders for specific dates removed after use for added confidentiality All folders here are greyed out because the entire folder is “hidden” except from Administrators Other uses of Collab

Summary: Tips for this Kind of Use Use a combination of groups and the hidden/shown files to control who sees what Be clear about who needs to know what, when Make your inner circle “administrators” (so they can see hidden files). Hide files OR folders. Use file names as a triage tool: have a formula Use folders to track status: move files to new folders as status changes Add rankings, etc, to file name to aid tracking Keep instructions to site users simple Excel or Access for complex tracking or stats