Accepting Files

Department/Unit Accept

Once the candidate has submitted their materials, the chair/unit head, review manager, and any lead reviewer will be able to view all materials in the file. At this state, neither the department/unit nor the candidate can upload or edit materials.

This is the point at which the candidate's materials should be examined to confirm they are complete and correct.

AUDIT BEFORE ACCEPTING

"Accepting" the Review file ends the candidate’s ability to edit its contents. For candidates using Biobibnet, it also disconnects the biobib and scholarly/creative works in Review from their Biobibnet profile. This means that the candidate’s materials should be complete, accurate, properly annotated and ready for reviewers at the time they are accepted. If they are not, choose Return to Candidate to allow for corrections.

Some items to consider before accepting the candidate's materials:

  • Are the expected candidate materials in the file and appropriate to the proposed action? (Refer to the Document Inventory Matrix for campus material requirements.)

  • Do the required candidate materials fall within the review period?
  • Are the biobibliography and scholarly works properly annotated? On both the Biobibnet and Review scholarly/creative work tabs, the entries corresponding to work submitted for consideration should be correctly numbered, asterisked, and annotated as "new," "revised," or simply in file, as appropriate. (This is especially critical if Biobibnet is the source.)

  • Do all of the entries n the scholarly/creative work tab have the associated attached files, URLs, or hard copy reference? (See Candidate Material Guidelines regarding use of URLs or hard copies.)

  • Do the URL links function and are the files accessible/readable?

Next steps:

There are three main options to continue the Review process from the "Dept/Unit Accept (DP-35)" state.

If the Candidate materials are not complete and/or need editing:

  • Return to Candidate for editing and resubmittal: Select this option if additions or corrections need to be made to the candidate-provided materials. This is especially important for Reviews connected to Biobibnet, as it is the only option that keeps the two connected, allowing the necessary corrections in Biobibnet to be automatically reflected in the Review file. This action sends the file back to File Building (DP-30) so the candidate can make changes.

REVIEW FILE MATERIALS

"Materials" are the documents and other items (provided by the candidate and department) upon which the departmental recommendation is based. (The recommendation itself is not referred to as "material.")

If the candidate’s materials are in good shape and ready for review, choose whether or not to add materials before proceeding to the recommendation step:

  • Add letters or other dept/unit materials: Use this option if you need to add more materials or solicit letters and prepare the file for the candidate’s review and comment prior to department/unit assessment and recommendation.

Upon acceptance, the file moves to Dept/Unit Add Materials (DP-40). The candidate materials and course evaluations will be released to departmental reviewers (if they have been assigned to the file). Any departmental documents will be held until the file is complete, including any letter solicitation and candidate review of added materials, and then released to faculty reviewers upon entering Department/Unit Faculty Review.

  • All file materials are included and ready for recommendation: Use this option if all materials on which the recommendation is to be based are present, the candidate has had the time required by policy to review and comment on any non-confidential departmental materials already uploaded, and the file is ready for the recommendation to be made/added.

Upon acceptance, the file moves to Department/Unit Faculty Review (DP-60). (Remember to Set Faculty Assignments if an accepted file is to be reviewed by a committee or departmental faculty other than the chair or lead reviewer.)

List of Department Manager Help Topics

See Also