Review Committee Chair Instructions

Review Committee Chair and members receive an ACRS triggered email when school AP sends the case forward in the workflow. Step 1: You may click on “ Review Candidate” button in the email to get into the ACRS system.

Step 2: If you are logging into the system for the first time, you will be prompted with the page below. Please click on “Partner Institution” button to log in via secure single sign on (SSO).

Step 3: Please type in “merced” and UC Merced will show up in the dropdown. Please select “University of California-Merced” and click on “Sign in” button.

Step 4: Please type in your UCMNet ID and Password and click on “login” button in the page (below).

Step 5: You will be presented with the following screen when you log into SSO. The tab “Case Materials” has the candidate uploaded documents along with some school AP uploaded documents. And the tab “Case Details” has all the instructions and checklist for the review committee chair and members.

Step 6: Please click on the “Case Details” tab first and scroll down to view the committee members and your checklist.

Step 7: Please toggle back to “Case Materials” tab to read through the case to accomplish the first step in checklist. Please click on “Read” button to open the reader.

You may either click on the documents on the left hand menu to read through them, or click on “next material” button to move to the next document. You may also read the previous action documents by clicking on the “Previous action documents – uploaded by school AP” section on the left hand menu.

If you prefer to read the case offline, please click on “download” button located on the top right corner of the screen.

You may also add annotations to the candidate documents for your reference. These annotations will be private to your account and cannot be viewed by any other member. To add annotations. Click on the edit icon (in the bottom right corner) and choose the type of annotation you would like to use. There are three choices “Point”, “Area”, ”Text” to choose from.

Annotations can also be exported in the form of PDF. To export all your annotations, Please click on the “Annotations” tab and then click on the export button shown with an arrow in the screenshot below.

Step 8: Please click on “Return to Case” to go back to the case. At this point if you need some additional documents from the candidate. Please send the case backward.

As soon as you hit “return to case”, the “Send Backwards” button will appear. Please click on it to send an email to school AP.

Once the additional materials are added to the system by the candidate, you will receive an email. You may then proceed with discussing the case with the committee members to draft the case analysis and uploading it to the system. Step 9: To upload the Case Analysis, please click on “Add File” button in front of the “Committee Documents” section.

Step 10: Please click on “Browse to Upload” button

Step 11: Please select the drafted “Case Analysis” document from your desktop to upload.

Step 12: Click on “Save”. This way the Case Analysis will be uploaded in ACRS.

Step 13: Toggle to “Case Details” tab.

Step 14: Click on “Add” button.

Step 15: Type in your approval and click on “Add” Step 15: Type in your approval and click on “Add”. Please keep in mind to not add your signature or your name in the “Case Analysis” for confidentiality purposes and approve the case analysis you uploaded in comments section only.

Step 16: Click on “Email” button to email the Review Committee Members that the Case Analysis is uploaded and that their feedback on it is required to move forward.

Step 17: In the “To” field, the committee is selected by default Step 17: In the “To” field, the committee is selected by default. So a mass email is sent to all the committee members.

Step 18: Draft the “Subject” and “Message” as shown in the screenshot below so that the members are aware of their action item (adding “I approve” comment in the comment section only). You may add any other customized text if you would like.

Step 19: Please log into ACRS system periodically to check if the feedback has been added in the comments section by the members. Step 20: Toggle to “Case Details” tab and view the comments on the right hand side of the screen as shown in the screenshot below.

Step 21: Once you have received the feedback Step 21: Once you have received the feedback. Please click on “Send Forward”.

Step 22: The system provides you the information about which committee will gain access next and also prompts to enter a “Subject” and “Message” for the email that will be triggered.

Step 23: Please make sure to leave the “Send message to the reviewers gaining access” checkbox checked and hit the “Continue” button to send the email.

Step 24: Sign Out of the account once you have sent the case forward.