Contributing to a Submission as a Reviewer

Overview

This article explains how reviewers contribute to submissions in the Faculty Success Workflow module. It outlines the differences between reviewer roles, including Administrative Reviewer, Committee Chair, and Committee Member, and describes how to access submissions, submit responses, and manage committee-specific workflows. The article also covers reminders, routing options, send-back actions, and how reviewers finalize or complete their involvement in the review process.

Accessing a Submission

Reviewers will have a similar level of access to submissions as candidates do, allowing them to engage with the material in a similar manner. This means that they can not only review the submissions but also provide their insights and feedback effectively. For those who are unfamiliar with the process, the article titled Contributing to a Submission as a Candidate offers comprehensive information about the functionalities that reviewers and candidates can utilize during the submission process.

Reminders and Notification

Reviewers receive reminder emails for approaching deadlines based on the Workflow configuration. Deadlines are considered soft deadlines. Submissions will not automatically advance to the next step if a deadline is missed.

Note: If an auto-advance date is set by a Workflow Administrator, submissions will automatically advance on the specified date. This ensures materials do not progress before the participant is ready.

Contributing to a Review Process

Differences between the candidate experience and reviewer experience are highlighted below, reflecting your role in the process.

• Administrative Reviewer: If you are the sole reviewer of a submission, you will only have your contributions to consider.
• Committee Chair: You are responsible for submitting the committees findings and material. You will also have access to any material submitted by committee members to use as part of your submission.
• Committee Member: As a committee member, you may have your own form to fill out and submit for review by the committee chair. Any material you submit is only available to the committee chair and will not be saved to the overall submission.

Committee Experience

Unique to the committee response steps is the separation of the collaborative member forms and committee response. If enabled for your step, there will be two sections for providing a response: "My Response" and "This Committee Response."

My Response: Provide your review of the candidate materials for the committee chair and other members (if enabled) to review. Once the step is completed, the member responses will not be published or saved as part of the committee response.

This Committee's Response: Fields in this section may only be edited by the committee chair. This is the response which will remain as part of the official submission.

Submitting a Response

Two options are available in the Actions menu, which is accessible by clicking on the Actions button in the upper right corner.

Save Draft: Save a draft of the review. This does not submit the response.

The second option varies depending on the workflow template configuration:

Publish My Response to Chair: If there are fields to complete, this option will be available. The response is published to the committee or the chair.

• If member visibility is enabled, the option will be to publish to the committee and chair.
• If member visibility is disabled, the option will be to publish to the chair.

Mark as Reviewed: If there are no fields to complete, this option indicates the candidate's submission has been reviewed.

• If member visibility is enabled, the option will be to mark as reviewed for the committee.
• If member visibility is disabled, the option will be to mark as reviewed for the chair.

Routing the Submission to Another Step (Action Menu)

The Action menu is used to finalize your current involvement in a submission and route it to another step in the process. Routing options vary by participant and step, and by default administrative reviewers and committee chairs have the ability to move the submission one step forward or one step backwards.

Submit to a Future Step

To finalize your involvement, select the "Submit to [Step Type]" option. A clockwise arrow will indicate the submission's progression to the next step.

Additional options may be available depending on the process configuration, allowing you to skip steps. For questions on which option to select, reach out to your Workflow Administrator.

Send a Submission Back to the Previous Step

Note: This feature is only available to an administrative reviewer or committee chair. Additionally, it is important to save the contents of your review before sending a submission back. This ensures that your review materials are retained.

Send back a submission to the previous step if it is incomplete, contains incorrect information, or requires clarification. Sending a submission back to a previous step will be denoted by a counterclockwise arrow.

1. From the submission, select the Actions menu

2. Choose Send Back to Previous Step

   

3. Compose a message for the participant detailing the required revisions

4. Select Send Back

   

An email notification is sent to the participant in the previous step. The email includes the message and a direct link to the submission.

The send back action will not update the due date for the preceding step. If auto-advance is configured and the prior step due date has passed, the step will auto-advance back to the current step within a few minutes. In these cases, a Workflow Administrator should process the Send Back from the Submissions page instead.

End the Process at the Current Step

Some steps may allow reviewers to finish a candidate's submission early. This is represented by a circled "X" icon, and clicking it will complete the submission permanently.