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For PROMOTE administrator training recordings that walk through each step of the PROMOTE process for all administrators in detail, check out our PROMOTE Video Tutorials. |
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 candidates in PROMOTE, check out our detailed user guide on adding 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 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 candidates on committees.
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We encourage administrators to create the committees early in the PROMOTE process so that when the internal review stage begins, all of the committees are set up and ready to go. Please note that the internal review stage where the committees actually start reviewing dossiers does not start until the candidate has submitted their dossier, and the unit and Faculty Affairs have both confirmed the dossier submission. For more information on managing this part of the process when committees start conducting their reviews, see the last section of this guide. |
Helping Candidates Prepare their Dossiers in PROMOTE
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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, check out our detailed user guide on submitting Tenure on Appointment 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 Reviewer/Evaluators to Request Letters in PROMOTE
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This External Review stage is NOT applicable to the Critical Review process, or any Research Faculty Promotion candidates that are NOT going up for promotion to a Principle role. |
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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 updating the status of a reviewer response or uploading a letter to do these processes on behalf of the reviewer. Check out our detailed user guides on 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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