Email Templates
- Cameron Ahana
Email notifications must only be sent to the real recipients in the PROD environment. For all non-prod environments, send the email notification to tenure-technical@lists.hawaii.edu.
Subject Line for all notifications: "Tenure and Promotion Notification"
Application Created Template
To: applicant
cc: coordinator, unit coordinator
Bcc: tenure-technical@lists.hawaii.edu
From: no-reply@hawaii.edu
Your <application year> electronic application has been created in the Tenure and Promotion site at https://tenureandpromotion.hawaii.edu.
Application ID: <application ID>
Application Type: <application type>
Drive Name and URL: "Tenure and Promotion Application <application ID>" <drive url>
Training will be provided to guide you through the electronic application process.
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Note: This is a system generated notice, please do not respond to this email.
Colleague Review Template
To: colleague
cc: applicant
Bcc: tenure-technical@lists.hawaii.edu
From: no-reply@hawaii.edu
Your colleague <applicant name> is working on their Online Tenure and Promotion dossier and is requesting your assistance in reviewing it before it is submitted. Logon to https://tenureandpromotion.hawaii.edu and click on Application ID <application ID> to access their online dossier.
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Note: This is a system generated notice, please do not respond to this email.
Empty Dossier Template
To: applicant
cc: coordinator, unit coordinator
Bcc: tenure-technical@lists.hawaii.edu
From: no-reply@hawaii.edu
Aloha <applicant - firstname lastname>,
It appears that you have a <a href="https://www.hawaii.edu/tenure/application/<app ID>#!#dossier-attachments">dossier</a> for the current year which currently has no content - the Dossier tab is empty. Any materials for reviewers’ access needs to be housed in your dossier’s Google Drive AND linked from the Dossier tab. The application deadline is less than 48 hours away.
Dossiers are automatically submitted at the deadline, if applicants do not manually submit them prior. Dossiers without content at the deadline will not be processed, and applicants will be ineligible for review this year.
If you plan to withdraw your application, or if you need assistance in completing your dossier, please contact the <a href="https://www.hawaii.edu/tenure/help/contact">coordinator</a> assigned to your unit.
Mahalo for your attention.
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Note: This is a system generated notice, please do not respond to this email.
Submitted Template
To: applicant
cc: coordinator, unit coordinator
Bcc: tenure-technical@lists.hawaii.edu
From: no-reply@hawaii.edu
Your <application year> <application type> application has been successfully submitted! Please note that you no longer have access to your Shared Drive.
You can periodically login to the Tenure and Promotion site to check your application's progress at https://tenureandpromotion.hawaii.edu.
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Note: This is a system generated notice, please do not respond to this email.
Review Template
To: all committee members
Bcc: tenure-technical@lists.hawaii.edu
From: no-reply@hawaii.edu
An electronic application for <application type> is ready for your review.
Applicant: <applicant - firstname lastname>
Application ID: <application ID>
Application Type: <application type>
Login to the Tenure and Promotion site at https://tenureandpromotion.hawaii.edu to begin the review process.
Reminder for TPRC chair: In order to maintain anonymity of the committee members, your committee's recommendation report must not include any members' names or signatures.
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Note: This is a system generated notice, please do not respond to this email.
Review Template for DC at DPC level
To: DC
Bcc: tenure-technical@lists.hawaii.edu
From: no-reply@hawaii.edu
An electronic application for <application type> is at the DPC. You can review the application as the department chair.
Applicant: <applicant - firstname lastname>
Application ID: <application ID>
Application Type: <application type>
Login to the Tenure and Promotion site at https://tenureandpromotion.hawaii.edu to review this application.
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Note: This is a system generated notice, please do not respond to this email.
Review Dossier after 1st DPC Review Template
To: applicant
cc: coordinator, unit coordinator
Bcc: tenure-technical@lists.hawaii.edu
From: no-reply@hawaii.edu
The Departmental Personnel Committee (DPC) has completed their first review.
Login to the Tenure and Promotion site at https://tenureandpromotion.hawaii.edu, go to your application, and click on the "Edit Dossier" button. Selecting "Yes" will give you access to the DPC's first assessment on the Reviews tab, give you access to edit your dossier and give you access to edit your application's <a>shared drive</a>. Selecting "No" will send your dossier to the DPC for their final review.
Once you have completed your edits, click the "Edit Complete" button and your dossier will be sent to the DPC for their final review.
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Note: This is a system generated notice, please do not respond to this email.
DPC 2nd Review Template
To: all committee members
Bcc: tenure-technical@lists.hawaii.edu
From: no-reply@hawaii.edu
An electronic application for <application type> is ready for your final DPC review.
Applicant: <applicant - firstname lastname>
Application ID: <application ID>
Application Type: <application type>
Login to the Tenure and Promotion site at https://tenureandpromotion.hawaii.edu to begin the review process.
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Note: This is a system generated notice, please do not respond to this email.
Review Completed Template for Chairs
To: the committee chair
Bcc: tenure-technical@lists.hawaii.edu
From: no-reply@hawaii.edu
You have successfully completed the <DPC,DC,Dean,TPRC> review.
Applicant: <applicant - firstname lastname>
Application ID: <application ID>
Application Type: <application type>
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Note: This is a system generated notice, please do not respond to this email.
Send Back to Committee Template
To: committee members
cc: coordinator, unit coordinator
Bcc: tenure-technical@lists.hawaii.edu
From: no-reply@hawaii.edu
An electronic application for <application type> has been sent back to <state>.
Applicant: <applicant - firstname lastname>
Application ID: <application ID>
Application Type: <application type>
Comment:
Login to the Tenure and Promotion site at https://tenureandpromotion.hawaii.edu to review.
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Note: This is a system generated notice, please do not respond to this email.
Review Dossier for Negative Recommendation Template
To: applicant
cc: coordinator, unit coordinator
Bcc: tenure-technical@lists.hawaii.edu
From: no-reply@hawaii.edu
All committees have reviewed your dossier and there was a negative recommendation from one or more committees. If you wish to review the recommendations and provide a rebuttal, you must login to the Tenure and Promotion site at https://tenureandpromotion.hawaii.edu and click on the "Review and Provide Rebuttal" button by midnight <date calculated as 5 days if Tenure Only, 10 days otherwise from date of this email>. If you do not click on the "Review and Provide Rebuttal" button by midnight <date>, your application will be automatically sent to your Chancellor/Provost for review.
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Note: This is a system generated notice, please do not respond to this email.
No Action Taken on Review and Provide Rebuttal Template
To: applicant
cc: coordinator, unit coordinator
Bcc: tenure-technical@lists.hawaii.edu
From: no-reply@hawaii.edu
You were sent an email on <date> notifying you that there was a negative recommendation from one or more committees. You did not login to the Tenure and Promotion site at https://tenureandpromotion.hawaii.edu and click on the "Review and Provide Rebuttal" button by midnight <date>, thus your application has been automatically sent to your Chancellor/Provost for review.
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Note: This is a system generated notice, please do not respond to this email.
Review and Provide Rebuttal Template (update per FT-520)
To: applicant
cc: coordinator, unit coordinator
Bcc: tenure-technical@lists.hawaii.edu
From: no-reply@hawaii.edu
You have elected to review your dossier and provide a rebuttal due to a negative recommendation from one or more committees. If you choose not to provide a rebuttal after reviewing the committee recommendations, click on the "Decline Rebuttal" button located at the top right of your electronic application and your application will be automatically sent to your Chancellor/Provost for review.
If you choose to provide a rebuttal after reviewing the committee recommendations, you have 10 days (midnight on xx/xx/xxxx) to upload additional evidence to your electronic dossier under the "Dossier" tab in the section entitled "Rebuttal to Negative Reviews". A google doc named "Rebuttal" has been created under this section if you choose to write your rebuttal in google docs. Click on the "Submit Rebuttal" button when you're done to send the application to the next stage. If you do not submit a rebuttal by midnight on xx/xx/xxxx, your application will be automatically sent to your Chancellor/Provost for review.
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Note: This is a system generated notice, please do not respond to this email.
Declined Rebuttal Template (draft)
To: applicant
cc: coordinator, unit coordinator
Bcc: tenure-technical@lists.hawaii.edu
From: no-reply@hawaii.edu
You have elected not to submit a rebuttal due to a negative recommendation from one or more committees. Your application has been sent to your Chancellor/Provost for review.
Applicant: <applicant - firstname lastname>
Application ID: <application ID>
Application Type: <application type>
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Note: This is a system generated notice, please do not respond to this email.
Submitted Rebuttal Template (draft)
To: applicant
cc: coordinator, unit coordinator
Bcc: tenure-technical@lists.hawaii.edu
From: no-reply@hawaii.edu
Your rebuttal was successfully submitted.
Applicant: <applicant - firstname lastname>
Application ID: <application ID>
Application Type: <application type>
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Note: This is a system generated notice, please do not respond to this email.
TPRC 2nd Review Template
To: all committee members
Bcc: tenure-technical@lists.hawaii.edu
From: no-reply@hawaii.edu
An electronic application for <application type> is ready for your second TPRC review.
Applicant: <applicant - firstname lastname>
Application ID: <application ID>
Application Type: <application type>
Login to the Tenure and Promotion site at https://tenureandpromotion.hawaii.edu to begin the review process.
Reminder for TPRC chair: In order to maintain anonymity of the committee members, your committee's recommendation report must not include any members' names or signatures.
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Note: This is a system generated notice, please do not respond to this email.
All Positive Reviews After TPRC Template
To: applicant
cc: coordinator, unit coordinator
Bcc: tenure-technical@lists.hawaii.edu
From: no-reply@hawaii.edu
This is to notify you that the Tenure and Promotion Review Committee has made a positive recommendation for your Application for Tenure and/or Promotion. Your dossier has been forwarded to the Chancellor/Provost for further review and recommendation.
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Note: This is a system generated notice, please do not respond to this email.
All Positive Reviews for In-Rank Promotions Template
To: applicant
cc: coordinator, unit coordinator
Bcc: tenure-technical@lists.hawaii.edu
From: no-reply@hawaii.edu
Your application has received positive recommendations by the department committee, Chair and Dean. Your dossier has been forwarded to the Chancellor/Provost for further review and consideration.
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Note: This is a system generated notice, please do not respond to this email.
Negative Review for In-Rank Promotions Template
To: coordinator, unit coordinator
cc:
Bcc: tenure-technical@lists.hawaii.edu
From: no-reply@hawaii.edu
This in-rank promotion received a negative review and has been sent to the TPRC level. Add the TPRC members to the Committee's tab in the portal unless the applicant chooses to withdraw their application.
Applicant: <applicant - firstname lastname>
Application ID: <application ID>
Application Type: <application type>
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Note: This is a system generated notice, please do not respond to this email.
Chancellor Assessment Template
To: chancellor
cc: coordinator, unit coordinator
Bcc: tenure-technical@lists.hawaii.edu
From: no-reply@hawaii.edu
The <application type> application for <applicant - firstname lastname> has been reviewed by all committees and is ready for your assessment.
Login to the Tenure and Promotion site at https://tenureandpromotion.hawaii.edu to begin the assessment process.
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Note: This is a system generated notice, please do not respond to this email.
Contract Renewal Process Completed Template
To: applicant
cc: coordinator, unit coordinator
Bcc: tenure-technical@lists.hawaii.edu
From: no-reply@hawaii.edu
This is to inform you that the Chancellor/Dean has made a decision on your contract renewal application. You can access your document and assessments at https://tenureandpromotion.hawaii.edu/tnp/application/<application ID>.
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Note: This is a system generated notice, please do not respond to this email.
Google Shared Drive Copied Template
To: applicant
Bcc: tenure-technical@lists.hawaii.edu
From: no-reply@hawaii.edu
All of the files in your Google Shared Drive for your <application year> electronic application have been copied for your convenience, and you are the owner of it. This copy is available at the URL below.
Drive Name and URL: "Copy of Tenure and Promotion Application <application ID>" <copied drive url>
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Note: This is a system generated notice, please do not respond to this email.
Contract Applicant View Template
To: applicant
cc: department chair
Bcc: tenure-technical@lists.hawaii.edu
From: no-reply@hawaii.edu
Your contract renewal assessments are available for your viewing per article XII.E.2. This will be available for 5 calendar days and then forwarded to your Dean/Director.
Login to the Tenure and Promotion site at https://tenureandpromotion.hawaii.edu to view the DPC and Department Chair assessments.
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Note: This is a system generated notice, please do not respond to this email.
Withdrawn Template
To: applicant
cc: coordinator, unit coordinator
Bcc: tenure-technical@lists.hawaii.edu
From: no-reply@hawaii.edu
Your <application year> <application type> application has been withdrawn.
Applicant: <applicant - firstname lastname>
Application ID: <application ID>
Application Type: <application type>
Login to the Tenure and Promotion site at https://tenureandpromotion.hawaii.edu to view your withdrawn application and the committee assessments.
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Note: This is a system generated notice, please do not respond to this email.