2016-12-28 Meeting notes

Owned by Cameron Ahana
Jan 20, 2017
2 min read

Purpose of the project

  1. Achieve consistency how dossiers look and standardization on the form

  2. Electronic process and review because 8 members need to get together to review it and they’re across 10 campuses

Challenge

  • Keep them engaged in an electronic process to do the tenure and promotion process even though interfolio sucks

13 live applicants going through the process

  • Still going through it until end of Spring

  • Doesn’t meet their requirements so looking to ITS to create something

  • Morton needs to let interfolio know by April if UH will continue

  • Work with interfolio started in summer but app deadline is the 1st Friday in October 4:30pm

  • Manoa is sitting back to see how CCs like it

  1. Complete application form (sandra had to make UH ones electronic)

  2. Reporting

    1. Useful for knowing approving/disapproving

  3. Visual of workflow levels approving or disapproving tenure

  4. Consistent dossier form with appropriate headings with attachments

    1. Hyperlink to a place within the form (html anchors)

  5. Workflow

  • Each level has a chair that can push it to the next level of approval

  • Hardly ever got sent back when it was done manually

  • DPC and TPRC members are to be kept confidential

    • They change annually

    • The 5 members of TPRC are different between applicants

    • Sandra would like to delegate adding members to the committees to the Chancellor’s secretary; Sandra did it for interfolio since it was only 13 people

  1. Rebuttal option for applicant to review again if the committee is not recommending tenure

  2. Integration with PeopleSoft (1st phase?)

    1. Need to work with Lance to figure out which fields we can pull

  3. Integration with eCafe for faculty (optional because faculty might want to choose specific courses)

  4. Sticky notes feature on attachments in order to annotate

    1. Reviewers cannot download the documents so we need an inline viewer with annotation capabilities, show/hide annotations and it’s per reviewer

    2. Reviewers go back and delete an annotation then it should be deleted from the system

  5. Applicants cannot take back attachments, they can only add attachments

  6. Only UH users will be using the system

  7. Acceptable Attachments

    1. Pdf, doc, pptx, xls

  8. Hard deadlines throughout the tenure process

    1. If you don’t meet it or submit your app by x, then you’re out

Common for reviewers to ask for clarification

  • Committee members need to ask the Chancellor to coordinate with because applicants are not allowed to contact the committee

Tenure comes up at year 4 and a half so Morton’s idea was that faculty would build up their case in years 1 - 4; if they miss it, then the faculty is terminated and they can apply for the position that they were working on! Idiots!  This first phase is just tenure and promotion; years 1-4 are contract renegotiation.

Sandra Likes

  • Workflow is nice

Sandra dislikes

  • If-then-else conditional workflow cannot be accommodated

Brain Dump post meeting

  • Create application form

  • Standardize on dossier sections

  • Custom workflow with notifications to reviewers

  • Grouper groups for the reviewers

  • Voting (use survey monkey)