July 2018: Changes in DivData Review

The latest round of enhancements to DivData Review have been released. Read about these changes below.

See the Help & Training page to learn more about the new features, find answers to specific questions, or sign up for in-person training labs.

Summary of Changes

DivData Review

The chair signoff and checklist certification are now one step. The chair’s certification of the Checklist to Assure Fairness has been consolidated into Chair Signoff (DP-74). This means that the Chair is now taken directly to file contents, and can first look for a candidate response to the recommendation, review the checklist report and other file contents, and take appropriate action if/as needed. In those cases where a chair needs to include a separate chair’s letter, they now upload it on Dossier tab prior to review signoff. (No change in access to the letter.) Their certification of the checklist is added to the report at the time they sign off on the Review file.

We’ve revised the descriptions of available system actions when auditing candidate file submissions in Dept/Unit Accept (DP-35), in an effort to make the choices clearer to review managers.

Review managers can now move a file back to Dept/Unit Add Materials (DP40) without creating a new pass, up to the point at which a department recommendation has been made. The Checkpoint: Candidate Review of Added Materials continues to be part of the process as appropriate. A new pass will still be required to request and/or add additional materials once the department recommendation has been made. In the event the department wishes to make a formal request for additional information during Dept/Unit Faculty Review (DP-60), the review manager or chair adds the request as a Dept/Unit Letter, then moves the file forward to the Prep for Candidate Review(DP-65) state. The review manager then selects Request Additional Information, at which time a new pass will be created.

The Checklist to Assure Fairness report now includes release dates. Beginning with this update, the system will include in checklist reports the dates on which reviews are initiated and when materials and recommendations are released to candidates.

The department recommendation is now captured earlier, and includes the opportunity to confirm or update review settings. The recommendation entry screen, on which review managers enter data related to the department recommendation and confirm review settings information, now appears at the time a review manager moves a file out of Dept/Unit Faculty Review (DP60).  There is still the opportunity for a final check, and updating if needed, before forwarding the file to the division. In addition to allowing department managers to do a final check of the file, this supports reviews where the chair moves the file forward at the time of department recommendation. Senate Review Type is now required to send the file to the division.

Added automated email acknowledgements and helpful text for External Reviewers. Brief instructions for reviewing the materials and uploading their recommendation are now included on the main screen. (The detailed help page is still available as well.) External reviewers will also receive an automated 'thank you' email acknowledging their participation. Related to the external reviewer’s acknowledgment email, review managers, chairs and lead reviewers will now receive notifications when external letters are added to a file.

"Regularization" has been added as a review type. It is typically used in conjunction with Reappointment and/or Merit review types of those in Acting Titles for reasons other than visa or degree status.* If an exceptional case warrants, it can be used on its own.
(*As a reminder, regularization as the result of visa or degree status changes does not involve an academic review of qualifications and is not processed through DivData Review. Contact your divisional AHR office with questions.)


Miscellaneous minor enhancements and bug fixes: One of the more notable bug fixes resolves an issue in which the use of an apostrophe in course evaluation survey response options (e.g. having “I don’t know” as a selectable option) prevented those graphs from displaying correctly.