1. Online Faculty Review System UT Faculty Senate Retreat Sept 3, 2010 Shane Colter, OIT Dave Stinnett, OIT

5. Online Faculty Review System—Details Seven-step workflow based on Part II.B. of the Manual for Faculty Review Department heads manage the process (II.B.1.) Works with all modern browsers/computers Supports 22 file types for attaching supporting documents. –PDF, Word, Excel, images, audio, video, text, etc. Users can only delete attachments they submitted and only at the same workflow step

6. Online Faculty Review System—Details Supports additional rating areas for each college Reviews may be “rolled back” –Roll back and deletion are only available to dept heads as per the Manual Addresses the two-week response in writing requirement by placing a review on “hold” for duration or the respective user releases hold

7. Online Faculty Review System—Details Electronic notification –Faculty members via email When initiated When dept head signs/confirms If/when dean changes ratings When complete –Dept heads, deans, & Provost via system Worklist Dashboard UTK Portal/FYR integration

9. Dept Head View

10. The Worklist is a web page that lists faculty reviews that the Dept Head has initiated but not yet signed.

12. The Dashboard is a web page that lists all faculty reviews that the Dept Head has initiated. The reviews may be in various stages of the review process indicated in the Review Status column.

18. Faculty View

25. WF Step (Workflow Step) – indicates the stage of the review process at which the file was uploaded.  Note: A document can be deleted only by the person who added it and at the stage of the review process when it was attached.

26. WF Step (Workflow Step) – indicates the stage of the review process at which the file was uploaded.  Note: A document can be deleted only by the person who added it and at the stage of the review process when it was attached.

33. Dept Head View

37. The Roll-back button/page can be used to return the faculty member’s review to any of the previous steps of the workflow.  Note: Attached documents are not removed after the review is “rolled-back” to previous steps of the review.

38. The Roll-back button/page can be used to return the faculty member’s review to any of the previous steps of the workflow.  Note: Attached documents are not removed after the review is “rolled-back” to previous steps of the review.

66. Faculty View

70. Next steps: Dept Head & faculty member have a conference to discuss review –This action happens outside the online system. Dept Head confirms/digitally signs the review –After the meeting 2 scenarios are possible: 1.Dept Head confirms/digitally signs the Faculty Annual Review as is. 2.Dept Head changes the ratings that s/he previously entered and confirms/digitally signs the Faculty Annual Review.

71. Next steps: Dept Head & faculty member have a conference to discuss review –This action happens outside the online system. Dept Head confirms/digitally signs the review –After the meeting 2 scenarios are possible: 1.Dept Head confirms/digitally signs the Faculty Annual Review as is. 2.Dept Head changes the ratings that s/he previously entered and confirms/digitally signs the Faculty Annual Review.

72. Dept Head View

77. Faculty View

87. Dept Head View

88. Faculty View

89. Dean’s View

95. Faculty View

100. Two options for submitting a written response: 1.As an electronic document (via Attachments button) 2.By typing on the web page (via the Comments textbox)

109. Faculty View

114. Online Faculty Review System—Next Steps Help materials vs. training –PDF User Guides by role Demo/presentations Volunteer depts to test/utilize

115. What action triggers the status change in the review process? Review Status marked as: After the Department Head initiated the faculty review in the system 1. Initiated After the Faculty Member confirmed that all required documents are attached. 2. Dept Head evaluating After the Department Head entered ratings on the Faculty Annual Review page and confirmed the rating. 3. Dept Head Complete After the Department Head confirmed/digitally signed the review web page. 4. Faculty member signing After the Faculty Member confirmed/digitally signed the review web page. 5. Dean’s Office After the Dean confirmed/digitally signed the review web page 6. Provost’s Office After the Provost confirmed/digitally signed the review web page. 7. Review Complete