As an administrator in PROMOTE, you will:
Add candidates into the system
Create committees to review the candidate dossiers
Help candidates prepare their dossiers
Send emails to external reviewers/evaluators requesting letters
Manage committees to review the candidate dossiers and move the candidates through the promotion, tenure, and/or review process.
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.
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.
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
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.
Ensure the pre-populated information at the top of the dossier page is correct and make sure that your candidates review their information for accuracy as well. For Tenure on Appointment candidates, enter all of the information at the top manually. Make any edits as necessary and click Save.
Candidates cannot edit the pre-populated information at the top of their dossier themselves. If a candidate notices anything that is incorrect, they will need to reach out to an administrator to have them correct the information.
Note that you will lose the ability to edit the information at the top of the candidate dossier once the candidate submits their completed dossier.
Help the candidates upload any of their dossier components as necessary.
Note that only the candidate can upload an Access Waiver, as this component requires a digital signature that only a candidate can provide.
For a step-by-step guide on uploading materials, check out our detailed user guide on how to upload materials for candidates in PROMOTE.
Optionally, add coaches to the candidates' dossiers before they submit. Coaches can view a candidate's dossier in PROMOTE and make suggestions for how the dossier can be improved.
For more information on coaching in PROMOTE, check out our detailed user guide on adding and deleting coaches, managing coaches' access, and emailing coaches in the system.
Ensure that all candidates are aware of the deadline to submit their dossiers.
Deadlines vary by department and process and are not enforced inside the system. It is up to the administrators to communicate any internal department deadlines and ensure they are met by the candidates.
Note that in all processes except Tenure on Appointment, only candidates can submit their dossiers. Administrators cannot do this on their behalf.
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
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.
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.
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.
Navigate to the Internal Review page for your specific process in PROMOTE and click the card of the committee you would like to manage.
To give the committee members access to view a candidate's dossier assigned to that committee, double click the Select Status column in the Candidates grid and select Review in Process. For more information on candidate statuses within a committee, check out our detailed user guide on changing the status of a candidate.
Please note that you will not be able to change the status of a candidate to open up access if the candidate is not currently active on that committee review level. Candidates will appear greyed out in the Candidates grid if they are not active on that committee level yet. If you are unsure of the order of committee levels that your candidates are required to go through in the system, navigate to the candidate's dossier page and click the progress bar nodes at the bottom of the page to view the committees the candidate should be reviewed by.
Once the access is opened up, committee members will automatically receive an email letting them know of the dossier that is ready for them to review at 6:00 PM that night. If you would like to send those emails immediately, click Send Email Now. If you would like to skip the email notification entirely, click Skip Emails. For more information on the email notifications, check out our detailed user guide on notifying committee managers and committee members.
When the committee has their final votes and/or letters for the candidate, click Enter Votes above the Candidates grid on the committee page to enter the votes in. Click Upload Letter in the correct candidate's row in the Candidate's grid to upload the final PDF letter for that committee.
When the candidate has the required votes/letters uploaded and they are ready for the next level committee's review, select the candidate in the left-most column of the Candidates grid and click Advance, followed by Submit to move the candidate to the next level.
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