May 2018: Changes in DivData Review

The latest round of enhancements to DivData Review have been released in conjunction with this year’s “CALL for Academic Personnel Actions.” Read about these changes below, and expect to see more improvements in the future!

See the latest Training & Open Lab Schedule to learn more about the new features, get answers to specific questions, or receive in-person training.

A few Annual Reminders for Review Managers:

  • Confirm default Department Assignments and make any necessary updates (due to changes in chair, lead reviewers, faculty rank or Bylaw 55 participation status) before initiating the online files. These default Department Assignments are accessible via a link at the top of managers’ dockets.
  • Spring courses will be available for inclusion in Review files in mid-June, after the Spring Course & Evaluation Load.

Summary of Changes

Expanded pre-initiation file setup: Review managers have broader ability to set up an online file before sending the candidate email notification. This includes the option to add course evaluations and nonconfidential department documents (the prior biobibliography, for example) prior to sending the candidate notification.

For more information, see Biobibnet-Review Integration.

The initial Checkpoint To Assure Fairness now comes before Review Setup, making it the first step candidates take in DivData Review. This provides additional flexibility in allowing candidates to complete this checkpoint promptly, then proceed to setup and file building when their schedule allows.

The Biobibnet-sourced Biobib and Courses documents are now combined into one Cumulative Biobibliography. The changes in course evaluation functionality described below allowed us to merge the “Biobib” and “Courses” files into one cumulative biobibliography, which is more in line with the intention of the document.

The Cumulative Course History report (formerly "Courses") is still available for nonBiobibnet-linked reviews. Candidates control whether or not it gets included on the Dossier tab; the default is to include it. (Content on the course evaluations tab is still controlled solely by review managers.)

  • The Cumulative Course History now disconnects from Biobibnet, or snapshots, when the department accepts the candidate's materials. The subset of courses on the Course Evaluations tab can still be adjusted by the department in the Dept/Unit Add Materials state if needed. Corrections to the Course History report would only be necessary if the department accepts the candidate file with missing or incorrect records on the report.

For more information, see Managing Course Records in DivData Review: Include or Exclude Cumulative Course History.

Candidates’ Biobibnet choice is now available during File Building. We’ve added the ability for candidates to change their initial selection of whether or not to use Biobibnet to provide their biobib and scholarly/creative works for review. This setting is available to candidates on the “Review Settings” tab (formerly “Manage Access”), and candidates’ selections are visible to review managers.

  • There is also an additional option for researchers and others for whom Biobibnet use is not required; they have the option to remove the Cumulative Course History report in the event that this information is either not relevant to the review, or provided in their own cumulative biobibliography or CV.

For more information, see Candidate Overview: Review Settings Tab

We’ve changed the way Course Evaluations get included in the review file.

  • Course records and evaluations are now copied from Biobibnet into the Review file's Course Evaluations tab at the time the review manager selects them (rather than being temporarily linked and copied at a later stage). Course selection may be updated beginning when Up For Review and until Candidate Review of Added Materials.
  • Review managers can now add course evaluations during Dept/Unit Add Materials in any pass. (Earlier passes are view-only.)
  • To update courses on the Course Evaluations tab, review managers will make any needed changes in Biobibnet (now the single place to edit course information), and then Update Course Selection in the Review file.

 For more information, see Managing Course Records in DivData Review.

The “Type of Review” section on the Edit Review (Edit Settings) screen has been updated to provide some guidance in selecting appropriate combinations when capturing the type of departmental review.

  • Check boxes have been reorganized to clearly distinguish primary Review Types from review type Modifiers.
  • When a Review Type is selected, remaining types that cannot be combined with the selected type become grayed out and disabled. (Note that not all available combinations may be appropriate for a given action, as this varies by title series. Refer to policy or your divisional academic personnel coordinator with questions.)

For more information, see DivData Review: Selecting "Type of Review".