Tenure Candidate Electronic Evaluation Packets (eportfolios) Information and Instructions Table of Contents 1. Overview 2. Access and Viewing Instructions 3. Permissions 4. Contents 5. Instructions for Tenure Candidates Assembling and Submitting Your Evaluation Packet in PDF 6. Instructions for Tenure Coordinators and Administrators Adding and Editing Documents within the eportfolio 7. Instructions for Administrators (Dean of Evaluation, PG&E Chair) How to Create and Setup a Tenure Candidate eportfolio 1. Overview Starting fall 2014, Tenure Candidate evaluation packets will be available electronically, as online eportfolios. Tenure Candidate eportfolios are secure, password protected document repositories for each Tenure Candidate s evaluation materials available for online viewing (given appropriate access permissions) within the MiraCosta College Portal. The eportfolios are organized by evaluation cycle and will contain all relevant tenure documentation previously assembled within the paper evaluation packets maintained in the Office of Instruction. All reference to evaluation packets within the Tenure Candidate handbook and related forms indicates material that will now be contained in the eportfolios on the Portal. 2. Access and Viewing Instructions Access to the Tenure Candidate eportfolios is available within the MiraCosta College Portal via the Committees > Tenure Review menu option (https://portal.miracosta.edu/committees/tenure_review/sitepages/home.aspx). Login to the MiraCosta College Portal site requires a SURF ID and password. Individual Tenure Candidate eportfolios are displayed by Tenure Candidate name and organized by evaluation cycle, but unavailable to anyone lacking appropriate access permissions. To find the Tenure Review eportfolios in the MiraCosta Portal: 1. Login to the portal from the MiraCosta website with your SURF ID and password. Note: If away from your office computer, you will need to add usa\ in front of your user/surf id in order to access the portal. If using an on campus computer lab, you may need to switch user and use your SURF ID and password to login. For best results and added security, it is recommended that you use Firefox or Chrome as your browser. 2. Visit Committees > Tenure Review. 3. Click on the name of the Tenure Candidate whose eportfolio you wish to view. You will only see the names of those Candidate s that you have been granted access permissions to view. To view documents in the eportfolio: 1. Choose an "Evaluation Cycle" by clicking on the cycle you wish open/expand. 2. Click on any document you wish to view. It will open within the portal. 3. Click on Tenure Candidate name at the top left or hit the "back" button to return to the eportfolio.
3. Permissions Access permissions are governed by the PG&E committee and enabled by the Dean of Evaluation or PG&E Chair. Only Tenure Coordinators, the PG&E Chair, and the Dean of Evaluation (or the administrative assistant for PG&E) may add documents to or modify documents within the eportfolios. Tenure Candidates, TRC members, and others (as applicable) are assigned view only permissions. Permissions are established using the following roles and schedule: 1. As of Monday of Week 1 in Fall and all weeks: Tenure Candidate (view only), Tenure Review Committee members (view only), Tenure Coordinator (view, contribute, edit, delete), PG&E Chair (full control), Dean of Evaluation (full control), and respective Vice Presidents (view only). 2. As of Monday of Week 1 in Spring and as needed through recommendation and appeal processes, concluding no later than March 15: ASC members (view only) and PG&E members (view only). Note: ASC members may review all eportfolios and make final recommendations on all Candidates. PG&E members will only have access to and review those evaluation packets mandated by the Tenure Candidate handbook (in cases of hearings or appeals). 4. Contents All tenure related documents will be stored online within each Tenure Candidate s eportfolio library on the portal. In each evaluation cycle, the Candidate is responsible for assembling the required documents of their evaluation packet into a single Acrobat PDF file and then providing this file electronically (e.g. via email attachment) to their Tenure Coordinator (see #5 Instructions for Tenure Candidates Assembling and Submitting Your Evaluation Packet in PDF). The Tenure Coordinator will upload this Evaluation Packet file into the eportfolio on the portal. Additional documents (added after the evaluation packet is compiled and/or revised documents if applicable), such as the Tenure Plan and Tenure Review Committee report will also be uploaded by the Tenure Coordinator. Student Survey results will be uploaded by the Dean of Evaluation and do not need to be included within the evaluation packet PDF file. Below is a summary of the documents that may be included and who is responsible for compiling and/or uploading these documents. Documents compiled by the Candidate into a single Evaluation Packet PDF file (due to Tenure Coordinator by Friday of Week 13): Statement of Intent for Early Tenure Form (in cycle 1, if applicable)* Statement of Application for Early Tenure (in cycle 2, if applicable)* Copy of Job Announcement List of Courses Taught (for classroom faculty) Survey Options Report Observation Schedule Report TRC Observation and Discussion Reports (+) Response to Observation and Discussion Report(s) (optional)* (+) SGID Team Student Comment Report (if applicable) * Response to SGID Evaluation Report (optional, if applicable)* Professional Growth and Activities Report (in cycles 2 4) D/WG Responsibilities Observation Report (if applicable)* Response to D/WG Responsibilities Observation Report (optional, if applicable)* Dean s Report on Classroom Management (if applicable)* Response to Dean s Report on Classroom Management (optional, if applicable)* Self Study and Reflection Revised Materials (optional)*
Documents added/uploaded by the Dean of Evaluation: Student Survey Results (+) (uploaded by the end of Week 11) Documents added/uploaded by the Tenure Coordinator: Evaluation Packet (provided as PDF file by Candidate, uploaded by Monday of Week 14) Tenure Plan Tenure Review Committee Report Response to TRC Report (optional, included if provided by Tenure Candidate)* Corrective Action Plan* (if applicable) Any revised documents or materials from the evaluation packet (if applicable) Documents added/uploaded by the PG&E Chair: Appeal to PG&E Form (optional, included if provided by Tenure Candidate)* PG&E Report* Notes: * Document is either optional or not included in every packet. (+) Document may be submitted in multiple or include more than one version. 5. Instructions for Tenure Candidates: Assembling and Submitting Your Evaluation Packet in PDF In each evaluation cycle, the Candidate is responsible for assembling the required documents of their evaluation packet into a single Acrobat PDF file and then providing this file electronically (e.g. via email attachment) to their Tenure Coordinator (by Friday of Week 13). Adobe Acrobat Professional for viewing or creating PDF files is part of the standard software installation on all district computers. It is possible to scan a batch of documents directly to PDF using available document scanners in the TIC or the Human Resources office on the Oceanside Campus, faculty workrooms on the San Elijo campus, or elsewhere. To scan a document or batch of documents to PDF: 1) Open Acrobat Professional. 2) Turn on the scanner and place your documents face down. 3) Choose File > Create > PDF from Scanner > Color or Black and White scan. It is also possible to create a PDF from a collection of electronic documents (Word docs, Excel docs, PDF docs, etc.) by choosing File > Create > PDF from File. After an initial PDF file is created, you can add additional files/pages to it using the Tools menu and choosing to Insert Pages > Insert from File or Insert Pages > Insert from Scanner. You can also choose to Combine Files into PDF which lets you select multiple documents at once. Acrobat will also allow you to delete or reorder pages until you are able to compile the full Evaluation Packet into a single PDF file. If the file size of the document gets unwieldy, you can choose to File > Save As Other > Reduced Size PDF or divide the packet into two PDF files.
6. Instructions for Tenure Coordinators and Administrators: Adding and Editing Documents within the eportfolio The eportfolio system on the portal enables any tenure related document to be uploaded individually by Tenure Coordinators or administrators designated by PG&E. However, most of the documents will be housed together in a single PDF (the initial evaluation packet) provided by the Tenure Candidate in each evaluation cycle. Therefore, most commonly, the Tenure Coordinator will only need to upload the Evaluation Packet, Tenure Plan, and TRC Report. The Dean of Evaluation will upload all student survey results. To upload/submit documents to the eportfolio: 1. Login to the portal using your SURF ID and password (see Access and Viewing Instructions above for more information) and select the applicable Tenure Candidate s eportfolio. 2. Click on the "+ Add Document" link underneath the Evaluation Cycle document libraries. 3. Click "Browse..." and find the file on your computer. 4. While there appears to be an option to "Upload Multiple Files", do not use it. Each document upload must be assigned unique properties, so they must be uploaded one at a time. Leave the "Add as a new version to existing files" box checked. There is no need to add version comments, unless you are replacing an earlier version (see notes regarding editing or deleting below). 5. Click Okay. 6. Fill out or select the appropriate fields for your document as per below: 1. Name (required): The "Name" of the document should match the file name that you selected for upload. Do not edit this field. 2. Evaluation Cycle (required): Choose the evaluation cycle in which the document belongs (i.e. the Candidate's current cycle). 3. Standard Title (required): Choose a "Standard Title" from the drop down menu that matches the document type/title you are uploading. This ensures that all documents are named correctly and consistently within the eportfolio. Evaluation Packet, Tenure Plan, and TRC Report are the most common titles Tenure Coordinators would use. Student Surveys is the most common title administrators would use. 4. Unique Title (optional): Use a unique title for any document that would have the same Standard Title and same Evaluation Cycle as other documents within the eportfolio. For most individual documents, it can be left blank, but should be used for documents submitted in multiple such as Student Surveys. The "Unique Title" is used to uniquely identify two documents of the same type (with the same Standard Title and same Evaluation Cycle) from one another. It allows the documents to be given unique names (appended to the Standard Title) so that they do not conflict with the file names of other documents in the eportfolio. For Student Surveys, for example, the Unique Title should include the course name and section number (e.g. PGE 101 Section 1414). Do not use special characters such as numeral signs (#) or other characters (%$&!?, etc.) in the title. 7. Click on "Save" to upload the document into the appropriate cycle of the eportfolio. To edit or delete a document in the eportfolio: 1. Documents uploaded to the eportfolio are considered final. Avoid uploading/submitting documents into the eportfolio until they are correct and complete. However, it is possible to edit and/or delete files if necessary. 2. To edit a file: 1. First "Check Out" the file by rolling over the file you wish to edit with your mouse cursor and using the arrow drop down menu on the right side to select "Check Out." By checking out the file, you are able to add version comments to the versioning history when you check in the file. 2. Click on the document you wish to edit to open it within the portal.
3. If it is a Word document, you can choose to "Open in Word" (recommended) and then edit the document within Word. 4. Once you've completed your edits, be sure to "Save" the file, which will save it back into the portal. If you checked the file out, it will prompt you "Check In" the file and make "Version Comments" where you can explain your revisions. 3. To delete and/or replace a file: 1. Roll over the file you wish to delete with your mouse cursor and using the arrow drop down menu on the right side, select "Delete." 2. Once you've deleted a file, you can upload a new file to replace it. DO NOT attempt to replace a file by uploading a new version of it until you have deleted the current version on the portal (this will create workflow error). 4. All revisions within the eportfolio are tracked using a "Versioning History" that shows when edits are made and by whom. Be sure to add "Version Comments" as needed to clarify why revisions were necessary. You can do this by choosing to "Check Out" the file and then adding version comments upon "Check In." 7. Instructions for Administrators (Dean of Evaluation, PG&E Chair) How to Create and Setup a Tenure Candidate eportfolio 1. Create eportfolio Site: 1. From the top left, click Site Actions drop down. Select New Site 2. In the Create window, scroll down, click Tenure Candidate eportfolio 3. For Title, type the Candidate's full name. For URL name, type the Candidate's username 4. Click Create 5. After processing, new site will be created! 2. Change Heading and Text: 1. From the top, click the white notepad Edit icon (or click Page tab, then Edit tool button) 2. Change Tenure Candidate to full name of Candidate 3. Change informational text as appropriate 4. From the top Tool Ribbon, click Save & Close 3. Change eportfolio Name: 1. From the left Quicklaunch sidebar, click Tenure Candidate (or click the Title of the Web Part displayed "Tenure Candidate") 2. From the top, click the Library tab 3. On the right, click Library Settings 4. From General Settings, click Title, description and navigation 5. Change Tenure Candidate to full name of Candidate 6. Click Save 7. To go back to home page, click the Candidate's Name at the top left (or click the MiraCosta Logo) 4. Navigation: 1. From the top left, click Site Actions drop down. Select Site Settings 2. From top right Look and Feel, click Navigation 3. From Global Navigation, select Display the same navigation items as the parent site 4. Click OK 5. Set Site Permissions: 1. From the top left, click Site Actions drop down. Select Site Permissions 2. It is currently inheriting from its parent. Click the Stop Inheriting Permissions tool button. Click OK 3. Check all permissions you want to remove. Click the Remove User Permissions tool button. Click OK. 4. Click the Grant Permissions tool button. 5. In the Select Users field, enter users (usernames separated by semi colons works well. Can use the Address Book icon if needed) 6. Click the Grant users permission directly radio button. Check the permission level desired. 7. Uncheck the Send welcome e mail to the new users checkbox if they do not need to receive automated email
8. Click OK 9. Click the Browse tab to go back to Home 6. Setup Workflows: 1. From the left Quicklaunch, click All Site Content 2. Under Document Libraries, click Setup Files 3. Click the drop down for TRC_Update_Name_of_Document 4. Select Send To > Download a Copy. Click Save As and save the file to your Desktop 5. From the left Quicklaunch, click Tenure Candidate's Name (or click the Title of the Web Part displayed "Tenure Candidate") 6. Click the Library tab. On the far right, click Workflow Settings drop down, select Create a Workflow in Nintex Workflow (Note: You may need to use the Internet Explorer browser for this step to work correctly). 7. A pop up window should appear. Leave the default "Blank" as is, on the right click the Create button 8. From the Tool Ribbon, click Import, then click Browse 9. Browse to your Desktop and select TRC_Update_Name_of_Document.nwf 10. Click Import 11. Click Publish, then Submit. Then OK 12. To go back to the library, click the Browse tab, then Candidate's Name from the top