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| Note |
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The ability to perform the tasks laid out in this guide requires various types of administrative user roles. Every department at Georgia Tech divides these administrative responsibilities up a little bit differently. While some departments might have one administrator perform all of the tasks spelled out in this document, others may divide the tasks (and associated user roles) up between multiple administrators in your deparment. If you are responsible for any of these tasks for your department and do not currently have the ability to perform those in the system, please reach out to Faculty Affairs to ensure you have all of the right user roles. Check out our guide on user roles in PROMOTE for more information on what roles you may need. |
Adding Candidates into PROMOTE
Log in to PROMOTE.
Select the appropriate process on the home screen of PROMOTE (Academic Promotion & Tenure, Research Faculty Promotion, Critical Review, or Academic Non-Tenure Track).
Click Add Candidate.
Search for the candidate using the candidate's name, email, GTID, or Georgia Tech username and select the candidate from the dropdown list.
This will populate the candidate record page with the candidate's data from OneUSG Connect.
Review and edit any of the pre-populated information for the candidate as needed.
Note that only administrators can edit this information at the top of the candidate record. You will be able to edit this information until the candidate submits their completed dossier in the system.
Click Save.
Once you click Save, the candidate record will be created in the system. The record will show up on the correct process's candidate grid.
At this point, the candidate receive an automatic email from the system letting them know that they have access in the system and can start uploading their dossier materials.
Repeat steps 1-6 to add all of your candidates into PROMOTE for this cycle.
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For a step-by-step guide on adding and deleting candidates in PROMOTE, check out our detailed user guide on adding and deleting candidates.
Creating Committees to Review the Candidate Dossiers in PROMOTE
Navigate to the Internal Review page for a specific process in PROMOTE.
Click Add Review Level.
Fill out the committee details at the top of the page. When you're finished click Save to create the committee.
For more information on creating a committee, check out our detailed user guide on creating a review level committee.
Add the committee members in the middle grid on the committee page by clicking +Add, using the search bar to find and select the Georgia Tech committee member, setting the committee member type as appropriate, and clicking Save.
For more information on adding committee members, check out our detailed user guide on adding and deleting committee members.
Assign the candidates that are supposed to be reviewed by this committee in the bottom grid on the committee page by clicking +Add, selecting the correct candidates from the list, and clicking +Add Candidates.
For more information on assigning candidates, check out our detailed user guide on assigning and removing candidates on committees.
Helping Candidates Prepare their Dossiers in PROMOTE
PLEASE NOTE: Unlike the other processes, the candidates in the Tenure on Appointment process do not do anything in PROMOTE with their own dossier. The administrator is responsible for uploading all of the candidate information and submitting the dossiers for Tenure on Appointment candidates. For more information on this process, check out our detailed user guide on submitting dossiers. For a quick overview of helping candidates in all of the other processes in PROMOTE, check out the steps below.
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After the candidates submit their dossiers, the dossiers must be confirmed by the unit and then Faculty Affairs. Only a select few administrators in the system will be able to complete the unit confirmation for the dossiers. For more information on dossier confirmation, check out our detailed user guide on confirming candidate dossiers.
Sending Emails to External
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Reviewer/Evaluators to Request Letters in PROMOTE
Navigate to the candidate's External Reviewer Manager page.
For a step-by-step guide on how to find this page for a specific candidate, check out our detailed user guide on finding the external reviewer manager page.
Add any reviewer suggestions not already listed in the Suggested Reviewers grid.
For more details, check out our detailed user guide on how to add and edit reviewer suggestions.
Select the reviewers you would like to email by clicking +Add.
Optionally, set up your email defaults form by clicking Manage Email Defaults and filling out the form to the default information that you would like your emails to include. When you're finished setting your defaults, click Save.
Click Send Email for the selected reviewer you would like to email.
If you don't see the Send Email button for your selected reviewers, you will need to reach out to Faculty Affairs to request the correct permissions in the system so that you can send emails to reviewers. If you see the Send Email button for your selected reviewers but it is greyed out, then you need to ensure the candidate has a Biosketch and CV uploaded to their dossier before you can send any reviewer emails.
Review their email form (which should be populated with the email defaults set above) and make any changes as necessary for the email to that particular reviewer. Use the Body Preview section to review what the reviewer will be receiving in the content of their email.
Select the reviewer's Salutation.
Send the email by clicking Send at the bottom of the email window.
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Reviewers that receive their letter request emails through the PROMOTE system will be able to accept or deny the request to write a letter as well as view the candidate's appropriate dossier materials and upload their letters in the system themselves. If a reviewer doesn't use the system to indicate their response to the request or upload their letter, check out our detailed user guide on working in the details section for external reviewers to do this process on behalf of the reviewer. Check out our detailed user guides on managing external reviewer information and letter collection and sending reminder emails for more information on the external reviewer letter process in PROMOTE.
Managing Committees to Review the Candidate Dossiers in PROMOTE
Once the candidates reach a specific committee level in the review process, you will be responsible for managing the committee review process by opening the access for the committee members to review the dossiers, assisting with uploading letters and entering votes on behalf of the committee, and advancing the candidates to the next committee level when the review process on the current level is complete. For more information on setting up these committees initially in PROMOTE, please reference section 2 on this page or check out our detailed user guide on creating a review level committee.
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