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Aggregated External Reviewers
The "Aggregated External Reviewers" section is available during the External Review type step. This section will collect responses from all previous steps' "External Review" fields and will be accessible only to the on-campus reviewer. The on-campus reviewer is the owner of the External Reviewer step. External reviewers will be organized according to the step that suggested them, each reviewer collected can be Skipped or Approved, and additional reviewers can be added.
Approval and Skip Process for Suggested Reviewers
The on-campus reviewer can approve or skip an external reviewer by clicking the appropriate button on the reviewer's card.
Approved external reviewers will be surrounded with a green border, with a checkmark in the upper-right corner of their “card”. Skipped external reviewers will be surrounded by a black border, with a “cancel/stop” icon in the upper-right corner of their “card”.
If a suggested reviewer is skipped, the skip can be undone by clicking on the Undo Skip hyperlink on the reviewer's card.
Adding External Reviewers
In some cases, there may be a need to add an external reviewer outside of the suggested reviewers due to insufficient suggestions, unqualified suggestions, or lack of approval for existing suggestions. The on-campus reviewer will be able to manually add an external reviewer in addition to all suggested reviewers by selecting the ADD REVIEWER button and entering the reviewer's information.
External Reviewer Responses
The External Reviewer Responses section stores all of the approved reviewer responses, as well as the ability to revoke access to a reviewer and send email invitations to a reviewer. The view of this section follows the experience outlined for Committee type steps with members. The on-campus reviewer can see each approved reviewer, as well as a snapshot of their meta data from the above table (intended to minimize scrolling and put that information front-and-center).
Send Email Invitations to External Reviewers
If the on-campus reviewer has Mailto set up in their browser, they can use the "Create Email" button within the Open Details action. This will insert the email detail values into an email as a shortcut. To begin, the on-campus reviewer will go to Actions, then Open Details, and generate a URL for the reviewer by clicking the "Generate URL" button. They will then be able to select the "Create Email" button at the bottom of the modal.
If Mailto is not enabled, there is an easy click-to-copy experience for all the email details material in the top portion of the modal to assist the on-campus reviewer in creating their email to the external reviewer. Hovering over the values will provide the simple click-to-copy experience.
Note: All generated URLs are valid for 15 days, and the date/time at which they will expire displays below the link. If the on-campus reviewer, has Mailto setup in their browser, they can use the “Create Email” button towards the bottom of the modal.
External Review Status Meaning
Once a link is generated for an External Reviewer, their status on the main task view will change to "Awaiting Response".
Once an external reviewer accepts the invitation, their status will update to “Accepted” on the main task view along with the date that they accepted.
If an external reviewer declines the invitation, their status will update to “Declined” on the main task view, along with the date that they declined.
When an external reviewer submits an evaluation, their status will update to “Response Received” on the main task view, along with the date they submitted.
How to Revoke an External Reviewer's Access
If an invitation was sent in error, or an external reviewer was Approved when they should have been Skipped, the on-campus reviewer can use the “Revoke Access” action to undo an Approval. This action will revoke access by disabling the link that may have been sent to an external reviewer, and if that person is currently conducting a review, the contents will be deleted. This action cannot be undone. The suggested reviewer will then be marked as "Skipped" in the Aggregated External Reviewer view, and they will be removed from the task table.
How to Delete an External Reviewer's Response
If a response was received that was malicious, from the wrong user, or for the wrong user, the response can be deleted. When a response is deleted, it is permanently deleting what the External Reviewer submitted, so if a copy is required for HR purposes it should be downloaded before the response is deleted. This action cannot be undone. The suggested reviewer will then be marked as "Skipped" in the Aggregated External Reviewer view, and they will be removed from the task table.
How to Reopen an External Reviewer's Response
If a reviewer needs to submit a corrected review, you can reopen their response and send them a new link to re-submit their review. Once the reviewer receives the new link, they will be able to make any changes to what they previously submitted and resubmit their review. Reopening a response will remove the reviewer's response until they submit their new response.