Electronic Dossier Prep and Submission

Electronic Dossier Prep and Submission

2020-2021 Promotion and Tenure Review Applicants

BEFORE YOU START…

You will need PDF editing software and the Promotion and Tenure dossier instructions

Make sure you have downloaded the dossier instructions from the Office of the Provost’s website.

• www.usm.edu/provost/promotion‐and‐tenure

Adobe Acrobat Pro

Foxit Software – PhantomPDF (Educational Version/Discount)

• https://appstore.foxitsoftware.com/appstore/app-list

This is not an endorsement – just the least expensive full-featured application.

$9.95/year with USM email address

Preparing and Submitting Your Dossier 2

https://appstore.foxitsoftware.com/appstore/app-list

Overview

• Dossier format and instructions (get these from the Office of the Provost website) – you’ll need these to create and organize your dossier

• Upload location to submit dossiers

• Promotion and Tenure CV template (located in Digital Measures - required)

• Suggestions on organizing your document storage “Architecture”

• PDF Basics

• Combining files

• Editing PDFs

• Bookmarks


Working with PDF filesDocument Storage and File Creation


Document Organization Suggestions

• Create a separate folder for each section of the dossier

• Place all files and artifacts for that section in that folder

• Makes it easy to name, organize and compile PDF files into single Section file


Document Storage Architecture


Files of the Dossier – Total of 8

1. Guidelines – Poppins_Mary_Guidelines

2. Personal Essay – Poppins_Mary_Essay

3. Curriculum Vita – Poppins_Mary_CV

4. Annual Evaluations – Poppins_Mary_annualevaluations

5. Teaching or Librarianship – Poppins_Mary_Teaching

6. Student Course Evaluations (separate file) –Poppins_Mary_courseevaluations

7. Research/Creative Activities – Poppins_Mary_Research

8. Service – Poppins_Mary_service


For Example: Files 1 – 4 would be in the DOCUMENTS folder on your computer – if you use that architecture.

Composition of Files

• Files 1-3: usually from a single existing file

• Guidelines

• CV

• Essay

• Files 4 – 8: single PDF files created by combining multiple individual files (Example: RESEARCH) See the next several slides for more information.


The Big Picture of Bookmarks and PDFs


Creating and Combining PDF FilesBookmarks and Combined Files


Bookmarks – be kind to your reviewers

• Created automatically when individual PDF files are combined

• Allow for easy navigation in the large document

• Work like “hyperlinks” to a specific section of the dossier file

• Can be added or edited or moved

• Location of the bookmark doesn’t necessarily correlate with location in the document – so be careful!

• If files with bookmarks are added, the Bookmarks are included underneath the file name (which is now a Bookmark in the larger file)


Example of a PDF file with bookmarks that were created when multiple files were combined.


Working with PDF files

• Ways to create PDF files

• Save as…

• Print to…

• Convert to…

• Combining existing documents…

• Tutorials are the best way to learn – Adobe site has excellent ones


Combining documents into PDF

• Creates a “binder” that you need to rename

• You can reorder the files before you finalize

• Creates a “Binder” (of all pages (documents) in one file)

• Rename the file to the section or subsection of the dossier (i.e. Research or Peer Reviewed Publications)

• File names of combined documents become the Bookmarks


Combining Documents

• From File Explorer by selecting files and right clicking (Windows)

• From within the PDF application, File/…Combine files into a single PDF (PC/Mac)


Combining Files




Multiple files– located in single folder


Combining multiple individual files in PDF software


Combined file of individual files with bookmarks created by combination action – still needs to be renamed


Remember Bookmarks – be kind to your reviewers

• Created automatically when individual PDF files are combined

• Allow for easy navigation in the large document

• Work like “hyperlinks” to a specific section of the dossier file

• Can be added or edited or moved

• Location of the bookmark doesn’t necessarily correlate with location in the document – so be careful!

• Architecture works the same if already bookmarked files are added


Big Picture

• Think individual documents/files/items/artifacts in a folder

• RESEARCH/Publications/Journal Articles/Journal Article #1, Journal Article #2

• Combine these documents into a PDF file

• Journal Articles.pdf

• Course JournalArticles.pdf becomes ONE of the individual files that will be combined into the overall Research.pdf file


WORKFLOW by Digital Measures

Submitting your Dossier


WORKFLOW

• Dossiers will now be submitted via Workflow (a component of Digital Measures)


Advantages of Workflow

• You can save your progress before you hit the final SUBMIT button

• Allows you to see where you are in the process

• No more waiting for “the letter” to be in your mailbox to know

• Can download entire submission at the end (except for confidential external reviewer letters)


Workflow in Digital Measures

• Electronic notebook (dossier) is transmitted electronically

• Faculty will still create their electronic dossier sections – they will now be uploaded in Workflow

• Will also use a standardized CV template “Promotion and Tenure CV Template” from the Reports menu in Digital Measures so that there is consistency for review committees


Digital Measures Login – www.usm.edu/provost



Uploading and Submitting Files

• Access: after you log into Digital Measures, navigate to Workflow/Tasks/Inbox

• Enter Information: Click on the Pending Task

• Upload: Enter the information and upload the files as indicated on the screen

• Save/Submit: You can save your progress before you hit the final SUBMIT button


Home Screen after you log in


Workflow Inbox and History


Sample submission screen (yours may look slightly different)


1: Information

2: For Tenure applicants only

3: Upload Files (this is the same process for uploading the other section files –teaching/librarianship, research/creative activities, service)

4. Save Button: Allows you to save your work as you go. You can save and the Enter your information - this takes the place of the former Recommendation Form

5. Route: Click here and send to the next level. You will see #4 and #5 at each level of the process.

Viewing the progress

• The process follows the current process and outlined in the Faculty Handbook

• You can see the status of the review process in the History

• When a review level recommendation is uploaded, you will be able to view the recommendation and the letter.

• You will need to submit the acknowledgment to progress your dossier to the next level of review.


WORKFLOWInbox – Active Tasks waiting on your action. Click on the task to begin the submission processHistory shows completed tasks and status of application review process

Saving your completed review submission

• Click on the Download Button

• Downloads a Zip File with everything in it


CV TemplateRunning the report and downloading the template


Promotion and Tenure CV Template in Digital Measures

• If you haven’t entered anything – don’t worry! This report provides a standard format and template as a Word document that you can edit.

• Will pull data already entered into Digital Measures (but you can add to it)

• You can add subsections that are specific to your discipline or delete

sections that are not applicable to your submission

• Do not change the order of the sections – the reviewers want a consistent

template for CV review



Running the CV Template Report


1. Select the date range

2. Keep file format as Microsoft Word so you can edit the document. You will save it as a PDF later and upload it to your file.

3. Click Run Report

4. Once report has been run, choose to Open With or Save File (pay attention the location)

5. When you are ready to upload your CV, make sure to either EXPORT it to PDF so that any links will stay active. Test the links before you submit!

IMPORTANT REMINDER

• BREATHE!

• You can do this!
