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

2. 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?

3. 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

4. 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!

6. Applications Structure

7. Uploading and Moving Applications

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

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

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

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

12. Making Groups

13. Making Groups

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

15. Assigning Groups
To hide folders and set groups

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

17. 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.

18. Assigning Groups
Always press “Update”!

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

20. Post-interview Folder

21. 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

22. 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

23. 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

24. Excel and Access Can Help!

25. Excel and Access Can Help!

26. Example of Instructions to Faculty
To get into Collab: 1. go to 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.

27. 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

28. 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

29. 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