Submitting and reviewing promotion applications in Vibe

Initial points: Use of electronic means for submitting promotion applications is regulated by MOA#103 Vibe will house the materials of Standard Application, final recommendations and applicant’s responses to recommendations Supporting materials can be submitted either in Vibe or in hard copy Only individuals and groups who are responsible to take action will have access to applications at the appropriate times

STAGE I: Application submission Academic Affairs will populate Vibe with the list of promotion applicants. Only this group will have permission to create entries with their applications Each applicant will receive an email with the link to the promotion application’s cover page The applicant will fill out the cover page and upload documents that they have at that time

What the applicant sees when follows the link given by Academic Affairs:

Applicant filling out the cover page the first time and click “save and continue”:

“Access denied” is seen the first time the applicant clicks Save and Continue:

Having filled out the cover page and uploaded any documents, the applicants have initiated their application Now applicants receive a second email with the link to their application This second link is used for any continuing modifications or file uploads

The second email with the link to the application itself:

After following the link in the email, the applicant will see “The folder is not accessible”. Applicants will click OK to continue to the application.

Instructions for updating the application will be at the top of the form. Applicants will be able to upload additional documents by clicking the “modify” button. They will be able to “save and continue.” The application will remain in this state until they click “OK” confirming that they have uploaded all required documents, after which applicants will no longer access the application until the PRC will have reviewed and submitted their recommendation.

Browsing for and uploading documents. Examples here are Browsing for and uploading documents. Examples here are .txt, although the applicants are required to upload PDFs.

Once the applicant will have clicked “OK” confirming that they have uploaded all required documents, the entry will be sent to Departmental PRC. The applicant will no longer have access to the application. The message will say “This entry no longer exists”, but only because applicants will not have access to it. The entry itself will continue to exist moving to the next stage in the process.

STAGE II: Departmental PRC’s review Once the applicant will have affirmed that their application is complete, members of departmental PRC will receive an email notification with the link that will take them to the application in Vibe.

An email with a link to the application:

Following the link, members of departmental PRC will see the applicant’s application. Instructions will be at the top of the page and the documents to be reviewed will be at the bottom of the page.

The application will now remain in the departmental PRC folder while the Committee considers the application and deliberates At this stage, only members of departmental PRC have access rights to the folder with applications   Departmental PRC will send their initial recommendation to the applicant by hard copy or email attachment not using Vibe Departmental PRC will meet with the applicant, if the applicant so requests. Members of PRC and the applicant will sign the recommendation Now the Chair of departmental PRC will upload the final recommendation and answer the question “Send final recommendation to the candidate” as “OK” in Vibe. After this, departmental PRC members will see “Access denied” if they use the link they received any further

Once departmental PRC’s final recommendation has been uploaded, the applicant will receive an email with a link to the entry. They will now be able to access the PRC’s final recommendation and upload a written response, if they so chose.

Instructions on how to proceed are at the top of the page Instructions on how to proceed are at the top of the page. The PRC’s recommendation can be found in the list of documents at the bottom of the page.

At this point, the applicant can choose to “Proceed” or “Withdraw” If they will choose to withdraw, their application be removed from the process. No one, but the IT will have access to the application If applicants wish to have copies of their documents, they may call the help desk and IT will email their copies

STAGE III: Dean’s review  

If the applicant chooses to proceed, they will lose access to the application and an email will be sent to the respective Dean

The Dean will follow the link to review the application The Dean will follow the link to review the application. Instructions will be at the top of the page

Documents to be reviewed will be at the bottom of the page

  Dean will send his/her initial recommendation to the applicant in hard copy or email attachment not using Vibe If requested by the applicant, Dean will meet with the applicant After the meeting, Dean will upload his/her final recommendation and answer the question “Send final recommendation to the candidate” as “OK” in Vibe

Once the Dean has uploaded his/her final recommendation and clicked OK, the applicant will receive an email. The applicant will be able to access the Dean’s final recommendation and upload a response, if they so chose

At this point, the applicant will be able to choose “Proceed” or “Withdraw” as before

STAGE IV: CPC’s review Once the Dean has uploaded his/her final recommendation, the application will be moved to the CPC’s folder Members of CPC will receive an email notification with the link in Vibe where to review a new application. Only members of the CPC will have access to the CPC folder. The applicant’s access to their entry will be removed while the application is being reviewed by CPC

The members of the CPC will receive an email with a link to the applicant’s entry.

The CPC members will follow the link to review applications The CPC members will follow the link to review applications. Instructions will be at the top of the page. Document will be at the bottom of the page.

CPC deliberate and then send its initial recommendation to the applicant by hard copy or email attachment not using Vibe If requested by the applicant, CPC will hold an appeal hearing The Chair of CPC will upload CPC’s final recommendation on Vibe. The Chair of CPC will click “Yes, send to the Provost” and “OK” The Chair of CPC will send the list of applicants recommended for promotion to the President in hard copy or email attachment

STAGE V: Provost’s review Once CPC’s recommendation has been uploaded, the Provost will receive an email notification

At this point, the Provost will follow the procedure outlined on the page and ultimately upload a final recommendation.

The applicant will receive an email with a link to Provost’s recommendation.

The candidate can review the Provost’s recommendation, upload their response to the Provost’s recommendation and decide to “Proceed” or “Withdraw.” Proceeding will send the application to the President.

STAGE VI: President’s review If the applicant chooses to proceed, an email notification will be sent to the President The President will be able to review applications, including Provost’s recommendations and applicants’ responses, by following the link from the email

The President will receive an email containing a link to the folder with all applications

At this point, the President will follow the procedure outlined on the page and ultimately upload a final recommendation. The President will transmit his/her recommendations in hard copy or email attachment to the Board of Trustees.

Once the President has clicked OK, the application is moved to a “Completed” folder. No one except IT has access to the application. All applications will be stored and archived for the length of time that Academic Affairs requires.