Additional Information Requests

List of Department Review Manager Help Topics

Requesting Additional Information begins a formal process for adding new or corrected material to a candidate's online review file. The online procedure routes the file back to the candidate to sign off on additional Checklists to Assure Fairness after materials have been added.

Note: This procedure differs significantly from the informal process to Add More Materials to a file prior to making a departmental recommendation. For more information about adding and/or editing material in a review before the dept/unit recommendation, see Add More Materials to a File.

There are two ways that an Additional Information Request may reach you in the DivData Review system.

  • You or the department chair initiates a request
  • The Dean or EVC/Chancellor's office initiates a request

Departmental Requests for Additional Information

Departmental requests for additional information can be made before or after the final department recommendation is submitted.

To request additional information before the department recommendation

  1. The review manager or department chair adds the request as a Dept/Unit Letter in Dept/Unit Faculty Review (DP-60).
  2. The review manager or department chair clicks Submit Recommendation to move the file forward to the Prep for Candidate Review(DP-65) state.
  3. The review manager selects Request Additional Information.

To request additional information after the department recommendation

  • The department chair can select Request Additional Information during Chair/Unit Head Signoff (DP-74).
  • The review manager can select Request Additional Information in Dept/Unit Finalize (DP-75).

Regardless of when a request for additional information is made, as soon as it is submitted a new pass is created and the file moves to Dept/Unit Route for Additional Information (ADI-25). See “Dept/Unit Route for Additional Information” below. Once a new pass has been created, all materials added in the earlier pass(es) are view-only, and may not be edited or removed from the file.

Non-Departmental Requests for Additional Information

All requests coming from outside the department are directed through the Dean's office and accompanied by a system notification to the review manager and the department chair listed on the file. Candidates are not automatically notified by the system, so either the review manager or the chair should inform the candidate of the request.

Dept/Unit Route for Additional Information

Requests for Additional Information enter your docket in the State "Dept/Unit Route for Additional Information (ADI-25)". It will also be included on the Department Chair's docket, and both of you have the ability to route the file. You and the chair receive notification when this request comes from the Dean's office. You will not receive an automatic notification if your Department Chair initiates the request.

Actions to be taken in this state will depend on how you intend to route the file. There are two routing options:

  1. Dept/Unit Add Materials: Sends the file to the "Dept/Unit Add Materials (DP-40)" state, allowing you to add documents, solicit new external letters, and so forth.
  2. Dept/Unit Letter Only: Sends the file to "Dept/Unit Faculty Review (DP-60)", where it can be available again for faculty review, and/or a corrected department/unit letter may be included in the file.

Instructions on these options follow. **It is important to note that once additional information is requested materials may only be added to the file, above the blue "Pass" line. Materials included before the request may not be edited or removed.

Routing to "Dept/Unit Add Materials"

If additional candidate materials must be added to the file, or more solicited letters are required, this routing option is appropriate.

  1. Before Routing: Check to see if there is an Additional Information Request letter in the review file.
    Image of Additional Information
  2. If there is already a letter (likely from the Dean or EVC), continue to step 4. If no letter, continue to next step.
  3. Insert the department's request letter in the "Additional Information Request" line. You can choose to "add file" or drag and drop it into the box.
    Image of Additional Information file add
    It may be that there is no department letter, but you want to communicate to the candidate and future reviewers what was requested by the department. You can add a 'statement' line instead of a file in the Additional Information line for this purpose by selecting "add file," then typing in the statement, and saving.
    A.Image of text entry
    B.Image of additional information line
  4. Click on the "Dept/Unit Add Materials" button and confirm that you want to continue.
    Image of Department/Unit add materials
  5. The file will now be in in the "Dept/Unit Add Materials (DP-40)" state, and you can add materials that you have received from the candidate, or you can solicit more external letters if needed. If adding materials, they should be be put in the appropriate heading and category (Candidate Materials, Department Materials, Other Materials, Scholarly/Creative Work).
    Image of Additional Information ready for review
  6. Once you are finished adding materials, you can release the file to the candidate for the next Checklist to Assure Fairness that will acknowledge the additional materials added to the file. This checklist is generated by the system.
  7. The file should then proceed through department review as it did before, with the candidate's review, the department's review, and the final sign off of candidate and dept. chair.

Routing to "Dept/Unit Letter Only"

If changes only need to be made to the department letter and resubmitted to the candidate for review and signoff on a Checklist to Assure Fairness, this routing option is appropriate.

  1. Recommended step before routing: Include a 'statement' line instead of a file in the Additional Information line, which indicates that the Dept. Letter has been revised. You can do this by selecting "add file" in the Additional Information Line, then typing in the statement, and saving.
    A.Image of additional information free entry

    B.Image of Additional Information free entry 2

    C.Image of Additional Information free entry 3
  2. Click on the "Dept/Unit Letter Only" button and confirm that you want to continue.
    Image of Dept/Unit Letter
  3. The file will now be in the "Dept/Unit Faculty Review (DP-60)" state. Select "Add File" beside the "Recommendation/Decision Letters" line or drag-and-drop to add the revised Department Letter.
    Image of revising department letter
  4. Once you are finished, you can release the file to the candidate for the Checklist to Assure Fairness and opportunity to view the new Department Letter. This checklist is generated by the system.
    Image of Additional Information final
  5. The file will then proceed through the review as it did before - when the candidate submits the file it will go to the chair to certify the checklist and then you to finalize the file.

Next Steps:

After gathering Additional Information, the file will return to the review pathway it previously took, through the division for Dean-authority files, and on to Central for EVC and Chancellor-authority files. The candidate will be notified of the decision when the review is complete, and you will be copied on that notification.


List of Department Review Manager Help Topics

See Also