Review Manager Overview: Getting Started

List of Review Manager Help Topics

Here are the basic steps involved in starting an online review for advancement:

1. Get "the Call" from APO (for Senate faculty and Continuing Lecturers) or from your division for other academic titles; let candidates know if they are on the Call or eligible to come up for review. 

Divisions and departments/units may wish to modify the templates used in prior years, since there is now a second email (which we refer to as the 'review initiation' email) that will be sent from within the system when initiating the candidate's online review file. The email is editable.

The review initation email does not include the required list of candidate materials. That information should either be added by the review manager or provided to the candidate outside the system. Refer to the document inventory matrices or forms for campus material requirements.

We also offer this sample communication that can be adapted to fit your process. 

IF letters will be solicited, there are a couple of ways to get the lists of suggested reviewers and, optionally, names and explanations of potentially unobjective reviewers from candidates before they submit the rest of their materials:

Option A: Candidate brings list(s) to meeting with chair/unit head, or sends via email by department-specified date; department/unit can upload to system along with other letter solicitation documentation.

Option B: Candidate uploads list(s) to system by department-specified date (but does NOT hit 'submit' button!). Department/Unit Review Managers have the ability to view these lists once the candidate uploads them, before the file has been submitted to the department/unit.

Departments may wish to choose which method they will use and incorporate this into their communication to faculty.

2. Candidates plan their advancement action in consultation with their chair or PI.

Based on title and eligibility, a candidate may decide to be reviewed as on the Call, be reviewed for a different or modified action, defer, or come up for review when not on the Call. The decision needs to be communicated to the department/unit manager so that the appropriate review action can be initiated.

3. Review Managers initiate the reviews in DivData Review, based on candidate decisions. Departments/units may create review records for candidates if the review has not already been created by the central or divisional call process.

The department/unit manager will set the review type, review period, deadline date, and customize and send an email to give the candidate the definitive list of materials for their review [Creating a Review - Initiating a Review]. The system offers default email text, which departments can customize according to their departmental and divisional processes. (Consider creating and saving your own department templates in a Word or Google document to cut-and-paste over the body text in the existing email template -- but be sure to leave the system's URL link intact.)

4. Candidates and Departments/Units begin the review process.

As soon as the review is initiated, departments/units can begin adding non-confidential materials to the file. It’s useful to add things that the candidate may want to use when preparing their materials, such as the prior biobib for Senate faculty.

Departments are encouraged to add teaching evaluations as soon as possible so that candidates have ample time to address their accomplishments in teaching.

The candidates' first steps in the system include choosing whether to use Biobibnet for publications (and, if so, the date range), whether to provide view access to their department/unit manager while they build their file, and signing off on the first part of the Checklist to Assure Fairness. They may then begin building their file. We recommend they update their biobibliography (including reference number, 'new' and 'revised' annotations) before they begin to upload pubs to the system. 

List of Review Manager Help Topics

See Also