The Electronic Packet After Departmental Review

The Electronic Packet After Departmental Review

June 2011

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• Assumptions• Training Goals• Exercises• Things to Consider

Electronic Packet Training

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• You understand the UCSF Appointment and Advancement (“packet”) business processes

• You play a role in the packet process in a Dean’s Office or Vice Provost’s Office

• You are familiar with Advance– APA pages

• Overview• Candidate Mgmt

– Packet pages

– Faculty/candidate pages• For Review

– Packet pages

Assumptions

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At the end of training you should be able to:1.Review a packet

2.Add someone with a Dean or VPAA role to a packet

3.Draft/Certify a Dean Letter

4.Draft/Certify a “Decision”

5.Create and send a Notification from the Decision page

Training Goals

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1 – Log into Advance

2 – Review the packet for completeness

3 – Add Dean to the Reviewer List

4 – Draft Notification (when appropriate) OR

4alt – Route packet to VPAA or CAP

5 – Send Notification

6 – Complete packet (move to history)

Packet Review – Dean APAs

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Step 1 – log into Advance• Log into myaccess-stage.ucsf.edu• Select “Advance UAT (future)”

Step 2 – Review the packet for completeness• From the Overview page:

– Click the Action hyperlink for a packet

• On the Packet page, review the checklist– Click the ? Button to learn more about packet

requirements

Dean APA – Steps 1 and 2

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• Click the Content tab to review the packet– Summary – check certifications– CV– Attachments– Teaching Evaluations– References– Chair Letter– Dean Letter– Decision (if available)

• Ready for Dean review? Proceed to Step 3• Not ready? Route packet back to Dept

Dean APA – Step 2

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Step 3 – Add Dean to Reviewer List• From the Packet tab click Reviewer List– Click Add Dean button

• Deselect any Dean names you do not want to include in the Reviewer List

• Click Add• Modify Due Date, if necessary• Click Save Changes

Dean APA – Step 3

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Step 4 – Draft Notification (when appropriate)• From the Content tab click Decision– Select a Decision

– Type text into the Additional Information box

– Click Save As Draft button

NOTE: When a packet requires a Joint Dean review, add the Joint Dean as a Reviewer and work with Joint School APA to make sure the packet gets certified by the Joint Dean

Dean APA – Step 4

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Step 4alt – Route packet to VPAA or CAP• From the Packet tab click Manage Packet– In the Route This Packet section, select the correct

next location for the packet• CAP• VPAA

– Click Save

NOTE: Dean Letter must be certified before you can route the packet to CAP or VPAA

Dean APA – Step 4alt

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Step 5 – Send Notification• From the Content tab click Decision– Review the content of the Additional Information

box for possible corrections– Click Send Notification

Dean APA – Step 5

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Step 6 – Complete packet (move to history)• From the Packet tab click Manage Packet– In the Decision for This Packet section

• Review the displayed decision (must be a decision to change Packet Status to Complete)

• Change Packet Status to Complete• Enter text into the Notes box• Click Save

NOTE: Changing Packet Status to Complete cannot be reversed – packet moves to history

Dean APA – Step 6

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1 – Log into Advance

2 – Review packets on For Review page

3 – Write/Certify Dean letter (Deans only)

4 – Draft Notification (when appropriate)

5 – Certify Decision (when appropriate)

Packet Review – Dean/VPAA

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Step 1 – log into Advance• Log into myaccess-stage.ucsf.edu• Select “Advance UAT (future)”

Dean/VPAA – Step 1

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Step 2 – Review packets on For Review page• From the For Review page:

– Click the Name hyperlink for a packet– Review packet pages

• Summary• CV• Attachments• Teaching Evaluations• References• Chair Letter• Dean Letter• Decision (if available)

Dean/VPAA – Step 2

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Step 3 – Write/Certify Dean letter (Deans only)• On the Dean Letter page:

– Slide the bar to the rate each category– Select a School Recommendation– Enter Additional Comments– Click the Save as Draft to save your work and

return later to complete it– Click the Certify Button to finalize the School

Recommendation

Dean/VPAA – Step 3

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Step 4 – Draft Notification (when appropriate)• From the Decision page:

– Select a Decision for the packet• Note the template text that appears based on the

selected Decision

– Enter Additional Comments– Click the Save as Draft to save your work and

return later to complete it

Dean/VPAA – Step 4

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Step 5 – Certify Decision (when appropriate)• From the Decision page:

– Review/Modify the Decision and the text that will be sent as a notification of the decision

– Click the Certify button to finalize the Decision and notification text

Dean/VPAA – Step 5

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1. Packets Effective October 1, 2011, or later must be reviewed/decided electronically

2. The paper electronic transition– During 2011 you may see both packet types

Things to consider

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3. Some series do not require My CV data and so will have nothing on the CV page (the CV will be on the Attachment page)– Volunteer Clinical– Titles that do not undergo academic review:

• Emeritus • Recall• Clinical Associate• Research Associate

– Adjunct WOS and HS Clinical WOS – EXCEPT those who are paid by affiliates

Things to consider

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• This is new software – you will adjust to it; what you may find challenging at first will become second nature after repeated use

• If have policy/procedure questions– 1. Ask a co-worker– 2. Ask the Office of the VPAA

• If you run into a problem with Advance:– 1. Try it again– 2. Ask a co-worker or a VPAA APA– 3. Try it again– 4. Email AdvanceProject@ucsf.edu

Other Things to consider