New Faculty Appointment: Search Report Paperless Process

Transcription

1 Faculty Head Referee and other outside Search, DFA HR New Faculty Appointment: Search Report Paperless Process Open Position: Obtain Position Number from PeopleSoft Assign long form to proper Enter source of salary support Read search report, enter needed Start long form: Position info, people, roles (ongoing) Enter search members Enter names of outside to be contacted Download template, edit, upload completed letter Enter ad data and upload sample ad Scan, upload info, from outside Enter each s data; add to affirmative action grid Indicate finalists Enter extension date if needed Enter final Upload asst prof referee Read and edit search report, enter needed More? no yes Display checklist Checklist complete? Identify outside to contact Identify names for pool Determine finalists, Write finalist explanations Identify Write applicant pool explanations Edit search report; indicate when finished Apply for the position, send CV s Provide updated CV if needed Send info, ( ? Hard copy? Upload to system?) For asst profs, send referee Appoint search commtittee If needed: Write extension memo Edit search report; indicate when finished search extension Check search report, indicate needed More? Minor or no Minor and yes Search report From system, To Chief/ Chair, and s: Search is open + Instructions Letter? ? From Chief/Chair To outside requesting info, nominations, referee From system, To Chief/ Chair, s: search expiration reminders periodically system, To Chief/Chair, s: When 1 month to expiration and identified :: Extend search or expire? Search es run for 18 months, after which they expire or they can be renewed (how many times once?), Chair/Chief Start offer letter, Referee grid Div to Search Report Ready to Search comm chair, chair/chief with search rpt All Edits finished to Search Report Ready school to With search rpt school to, search comm ch, chair/chief Search rpt approved A. Search members B. Outside contacted Letters to outside requesting info & nominations Info, from outside C. Affirmative action Grid and description D. Applicant pool information form E. Finalist list E. Finalist Priority explanation, results of affirmative action d Search report Waivers?

2 Faculty Head Referee and other outside Evaluation, DFA HR Reappointment Still under construction Scope: CE s? Instructors? In addition to other faculty? Does HR do anything and if so, when? Assign Long Form to appropriate It looks like the system will have to start a skeleton long form, or no one can upload any documents. We can t depend on to start one. Enter source of salary support Scan, upload 5 articles Set up Long Form Begin referee grid Enter evaluation names Document recommendation Provide 5 articles (faculty appts only) Write s statement (faculty appts only) Update CV, Identify trainees Suggest references How much would enter into the system? How much would enter into system? Promotions only Appoint evaluation commtttee 1 year in advance of end of faculty appt: DFA,, Chair, Chief Get ready for reappt 1 year in advance of end of faculty appt: faculty: Update CV & other instructions 6 months in advance of end of CE appt: CE: Update CV & other instructions 3 months in advance of end of instructor appt: system to instructor: Update CV & other instructions to Upload CV, Cand. Stmt, trainees, suggested refs to Chair Appt Evaluation After period of inactivity (tbd), again??????? calculates when to send based on end of appointment in PeopleSoft system. s Statement 5 Articles CV Referee Grid (In ) Counseling letter, if required To Referee Grid preparation

3 Faculty A&P Comm. Referee, trainee, clinical eval Head, DFA Referee Grid and Initial Copy of CV Check Referee Grid, request More? Consider making referee grid part of initial setup screen Begin Referee Grid Enter offer letter sent/ signed dates Enter/update CV Enter/update full referee list Edit referee grid Indicate finished Nominate potential referees Provide or uploadupdated CV if needed Appoint full referee list Edit referee grid. Indicate finished yes Edit referee grid. Indicate finished referee grid Check Referee Grid, and CV, request More? No, we re done referee grid yes, Chair/ Chief Start offer letter, Referee grid chair/chief to Nominate referees Update your CV, start stmt Chair/ Chief has nominated Div to : Check referee grid to Div with referee grid to A&P, Chair/Chief Check referee grid A&P Comm (chair), referee grid to Check & approve referee grid, CV to Div/ with to Div/ with ref grid approval chairdhief to referees Will you accept? To next page CV d referee grid

4 Faculty A&P Comm. Head Referee, trainee, clinical eval, DFA Referee Letters, s Statement, Future Work Statement Enter referee response if referee replies to Compose and print request letter Scan letter into system, link to Request more referees Record refusal Enter s statement including future work into system if does not. more referees Prepare s statement including future work. Enter into system. Respond to request: Yes or No Accept refereeship? Send reference letter Send Refusal No response for X days Reminders sent? No Response: Try 2 more times more referees chair/chief to referees Will you accept?, Chair/Chief with response Request Letter of Reference CV Reminder chair/chief to referee : No response from referee after 3 attempts ton contact Div to Need approval for more refereees to Need approval for more refereees to More refereees approved (From prior Page) chair/chief to Nominate referees Update your CV, start stmt When a certain %age of received: Chair/Chief Start working on scholarship d Referee Grid CV Sample request letter Reference Reference Reference Letters Letters Letters Scholarship Evaluation

5 Faculty A&P Comm. Head Referee, trainee, clinical eval, DFA Teaching Evaluations, Clinical Excellence, Other Activities Note: Since SoM has no uniform collect teaching evaluations, the will collect them, enter data (tbd) into a web form, and optionally upload a document. When? Obtain teaching evaluations Enter teaching evaluation data into structured web form Hand out hard copy clinical evaluations Enter names & (opt), dates, and number of forms given. summarizes clinical evaluation forms. can override. indicates Clinical eval summary can be written indicates Other Activities evaluation can be written indicates Cover memo can be written Display a long form checklist. checks off completeness. Fix problems in long form (This could require notifications, revisions, etc. Long form complete? yes Fill out clinical evaluation forms Write teaching evaluation, enter into text boxes on web form Write clinical evaluation, enter into text boxes on web form Write other activites evaluation, enter into text boxes on web form Write cover memo Write counseling memo if req d Required based on the form, but allow the school to say it s req d after the default is not to have one. to chair/ chief or designate Write teaching evaluation to Teaching evaluation done to clinical evaluators whose names, have been entered Fill out Clin Eval form to chair/ chief or designate: Write Clinical Evaluation to chair/ chief or designate: Write other activities evaluation to Scholarship, Teaching, Clinical Eval, Other Activities done to chair/chief or designate: Write Cover memo to Long form ready for review Teaching evaluations: Structured form, plus 2 text only narratives. Clinical Evaluation: Structured form, plus 2 text only narratives. Other Activities evaluation 2 text only boxes LONG FORM Ready for review and A&P

6 Faculty A&P Comm. s, Head, DFA Department A&P and Department Review of Long Form This is looking very much to me like a pretty sophisticated notation system, in which we track versions, who made the notes (and on what version), and which has rules for who can change what, and when something can be changed, and when it s locked. Read and suggest to long form We need a concept of a particular piece of the form not being allowed to be edited until somebody assigns it or unlocks it (or something) Indicate that long form is ready for dept review Indicate who should review on a web form Read and suggest to long form Coordinate to long form, indicating who should edit what and indicating when to editors Edit parts of long form assigned to ; make minor changes Enter A&P meeting date for review of this form Referee letter from previous page Finalize and lock the form: no more department changes until unlocked Edit s statement, CV, future plans Who gets to actually edit what at this point? What are the rules? Read long form, indicate, edit parts of form Medicine: All chiefs: Review CV, Cover memo Designated chief: Read entire form. Indicate, indicate when review is complete. All members: Read entire form. Indicate. Indicate when review is complete. Vote? no Enter edit notes into system Request additional (optional) Write the vote Summarization narrative Read form and enter editing notes Who gets these? to reviewers of completed long form. Reviewers are id d at setup time. Review the long form As are complete, the system will notify the If are late, the system will harass the late editor(s) to various editors of form Fix your stuff What are the rules? AP To with suggested to school: Long form ready for school review Additional Referee Long form with A&P vote

7 Faculty Head Chief Referee, trainee, clinical eval Candidat e, DFA Review of Long Form Review Indicate needed? Form OK? yes long form with school At this point, there will likely be a lot of to various parts of the form, to be completed by several individuals. Not sure if the system should know who to notify at the point the school is done, or if the DFA should indicate or what. Seems like we need to have an owner of each piece of the long form (indicated at setup time), and we d be able to assign to that person and them when they had to take action, and track them. Review school with chair/ chief Indicate who should edit what??? Edit portions of the long form Review completed (with whom?) Form OK? Update CV, statement, future plans if reeqested Scan, upload Referee letter from previous page Letters, trainee evals, clinical evals can come in at this point Review with Edit portions of the long form Edit portions of the long form Initial read of long form. Many are usually required at this point. Indicate needed, and indicate when finished editing. Detailed review of long form approval? no Indicate additional Request additional From prev page to school: Long form ready for school review school to, Chair/Chief: review complete and indicated from dept to Div Edits for long form to Chair/ Chief Edit your part of the long form from Chair to Done from Chief to Done to Edit your part of the long form from to Done Div to Ready to with more At this point, the long form can be submitted to the. It has been edited and re-edited by the department; the department s A&P has voted, and all parts are complete. Completed and edited (by dept) long form Additional Referee Long form as approved by

8 A&P Comm Faculty Chief, DFA Packaging and A&P Review Prepare cover for each group of forms Request Edits Long form copy groups, Cover, articles Generate pdf of entire long form and print Make photocopies as per request Request 5 articles from What do we do with the articles? Scan and upload? Hard copy at this point? The to collect is essentially the same as on the previous page. Therefore it is not shown in detail here. Coordinate (see prev page) Only the pages to be edited are photocopied and inserted into the main Long Form copy. How with this change in a web based system? Provide 5 articles Provide Edits Provide Edits Enter copies needed: #single sided #double sided Stapled, not stapled, etc. Receive long form copies Add appointment to the s schedule; record in system Enter requested Enter A&P approval into system Enter University approval date Review long Can also request additional forms, referee see previous Request page Inform of approval school to : Make copies to Send 5 articles to A&P Edits to, Chair, Chief A&P s the counseling memo to the Long form as approved by At this point, the form goes to the University (Provost?) who may request more, and may even request additional references. It s not done until it has been signed by the President. Long Form approved by A&P Where does the system end?

9 es Faculty Referee and other outside, DFA HR Administrative Processes in Support of the Setup: Indicate who reviews the completed long form Status page: All forms in for the division Status page: All forms in for the department Status page for individual forms Specify and re-specify approval hierarchy Div Chair & assoc chairs Maintain list of depts and valid user to begin long form Status page: All forms in for the school Set up new outside user ID and password Forgot password facility for outside users Tickler remind the right person when a certain amount of time has passed (depending on what s needed) and escalation if not complete.

10 Faculty Head Search, Eval Comm, DFA HR Offer Letter Packet DFA prepares source of salary support? Ensure offer letter packet completeness (, DFA) Offer letter packet Coordinate of offer letter pkt Prepare offer letter packet Does search do anything? Sign offer letter & return to department Write offer letter (or search comm chair?) Edit offer letter packet (Copy to Dean) Signed offer letter Are there any automatic notifications in this? Do any docs from this go into system? Signed offer letter