Progress. Instruction manual. Professor, Research Professor, Clinical Professor

Transcription

1 Progress Instruction manual Professor, Research Professor, Clinical Professor Biennial Review

2 Table of Contents Table of Contents... 2 Section 1 Introduction... 4 Section 2 - How do I log in?... 4 Section 3 - Using Progress as a Professor, Research Professor, Clinical Professor... 5 Logging in... 5 Accessing the Review Form... 5 Review period Staff members on confirmation path Saving the submission... 7 Entering your achievements in Teaching, Research/Professional Practice/Service and More Information... 7 Applicant statement - Leave... 7 Uploading supporting documents... 8 Removing supporting documents... 8 Declaring the accuracy of the submission... 9 Reviewing the submission... 9 Exporting your submission to a PDF document Submitting your review Adding documents/changing your review after you have forwarded your submission to your Reviewer Section 4 - Using Progress as a Head of Department/First Reviewer Introduction Logging-in The Dashboard Accessing a staff member s review form Staff members on confirmation path Reviewer Comments Reviewer Supporting Material Removing supporting documents Submitting the Review What to do for incomplete submissions Section 5 -Using Progress as a Dean (Health Sciences) or Pro-Vice-Chancello Introduction The Dashboard

3 Logging-in Accessing a staff members review form Staff members on confirmation path Accessing uploaded documents Submitting the final decision What to do for incomplete submissions Section 6 Human Resources role Section 7 Accessing letters of the outcome of the review Printing and saving outcome letters APPENDIX A Workflows for the review Professors (all Divisions) APPENDIX B Meanings of the various status of reviews

4 Section 1 Introduction The Human Resources Division has developed an on-line system, Progress, to facilitate the biennial review of the performance of Professors, Research Professors, and Clinical Professors Section 2 - How do I log in? Log in via the link: with your University username and password. For more information on the university username: 4

5 Section 3 - Using Progress as a Professor, Research Professor, Clinical Professor Logging in 1. Click on the link contained in the sent to you in September letting you know that the submission period has started for the Professor, Research Professor, Clinical Professor, biennial review. 2. Alternatively, you can log in to Progress using the link stated in Section 2 above. Accessing the Review Form 3. The link will take you to the Progress Dashboard. If this is your first review using Progress, there will only be one Workflow Type option, Biennial Review, available. The workflow option should be highlighted in yellow to show it is active. Go to the Actions section at the bottom of the screen, and click on the Workflow Title link (this should be Biennial Review Professor 2017 ). This will take you to the Submission Review form (see 5 below). 4. Staff who have completed a review previously in Progress can see the history on the Dashboard. There may be more than one Workflow Type and year. You will need to ensure you choose the correct workflow, Biennial Review, and year Once you have selected the correct review Workflow Type and year, go to the Actions section at the bottom of the screen, and click on the Workflow Title link (this should be Biennial Review Professor 2017 ). This will take you to the Submission Review form. 5

6 5. The Submission Review form will look like this: 6

7 Review Period 6. The start date of the review period, and the reason for the start date, can be found in the PERSONAL DETAILS section at the top of the Submission Review form. Staff members on confirmation path 7. If you are on confirmation path, there will be a statement to this effect in the SPECIAL INSTRUCTIONS section. Staff members on confirmation path, if they wish, may include as an attachment a copy of their most recent confirmation report instead of the summary of achievements (see the information below Uploading supporting documents ). Supplementary comments may be required if the report is several months old or is the first report only. You will need to add a comment to each of the APPLICANT STATEMENT sections Confirmation path report(s) attached. Saving the submission 8. At any time you can save your review form by clicking the Save button at the bottom of the page. Entering your achievements in Teaching, Research/Professional Practice/Service and More Information 9. Enter details for your teaching, research/professional practice and service for the review period into the appropriate text boxes. You may include information in the section More Information which does not relate to teaching, research and service. Text is compulsory for the first four boxes. If you are in a research position and do not teach, you may state Not applicable for the teaching text box. Progress will allow up to 15,000 characters in total for the four text fields. If you have further information which will exceed the character limit, you may insert this information into a Word document and upload that document. See the information below Uploading supporting documents. Note: a space is one character, a line break is 2 characters. The character count is displayed on the Submission Review form. Applicant statement Leave 10. Please enter if you have been on leave during the review period for a significant amount of time e.g. on Research and Study leave (RSL), on parental leave. 7

8 Uploading supporting documents 11. You may upload documents in the format of doc, docx, xls, xlsx and pdf into the CV and Supporting Material area. The limit of the size of each document is 15MB. Examples of supporting documents could be your CV, teaching evaluations, etc. To upload the documents, click on the arrow on the right hand side of Supporting Materials to expand the section. To attach the documents click Browse to locate your documents (note, depending on your screen size, you may need to scroll down and/or across the screen to locate the Browse button). When the document appears in the area File, click on the Upload File button at the bottom left hand corner of the page. You may wish to use the File Description box if you wish to change the name of an uploaded document. If you are uploading confirmation path reports, you follow the same process. NB: Once you have submitted your review submission (see below), you are not able to further edit your review and/or attach documents until your Head of Department has returned the submission to you. There are instructions in the Head of Department Section outlining how this is done. Removing supporting documents 12. If you want to remove a document after you have saved it, click on the X button beside the file name in the CV and Supporting Materials area. Declaring the accuracy of the submission 13. Declare the information supplied is true and accurate in the Declaration area by ticking the box. Then click the Save button at the bottom of the page. 8

9 Reviewing the submission 14. Before you submit your review to your HOD/First Reviewer, you may wish to preview the information you have entered by selecting the submission for the current year on your Dashboard: Biennial Review as outlined in step 2 of Logging in. You must save your review prior to being able to preview. Once saved you can preview your review by clicking on the preview button at the top of the page If you make any changes, you will need to reconfirm the information is true and accurate by ticking the declaration box (paragraph 13 above). Exporting your submission to a PDF document 15. When you have clicked the Preview button you may save your review as a PDF document by clicking on the Export to PDF button. The PDF document will not include your CV or any other supporting documents you uploaded. You can then either print your review, or save onto your device/computer. 9

10 To get back to your review, click on the back button of your browser. 10

11 Submitting your review 16. When you are ready to submit your review to your HOD/Reviewer, open your review and click on the Submit Forward button at the bottom of the page. Once you have submitted your documentation, you will see a message at the top and bottom of the screen Submitted successfully. On your Dashboard, the status will change from Draft to First Review. Your review will be accessible to your reviewer at that point. Adding documents/changing your review after you have submitted your review to your Reviewer 17. It is not possible to change your review or upload documents when it is in any other status apart from Initiated or Draft. However, it is possible for your Reviewer to change the status back to Draft. See Section 4 below in What to do for incomplete submissions. 11

12 Section 4 - Using Progress as a Head of Department/First Reviewer Introduction Heads of Departments and appropriate departmental administrators will have access to a Dashboard in Progress that enables them to keep track of the status of submissions in their Departments. The Dashboard will be available in September, at the same time as the Professors, Research Professors, and Clinical Professors receive their to confirm this submission is available. When a Professor, Research Professor, or Clinical Professor submits their review with their supporting documents attached, you will be able to access that staff member s submission via the Dashboard. You will need to assess whether the performance of staff member is satisfactory and if they should be awarded a salary increase. Please note the default has been set to unsatisfactory performance. Logging-in 1. Log in via the link: with your University username and password. The Dashboard 2. The dashboard will show all workflows for your Department. Select the Workflow Type Biennial Review. It will be yellow when it is selected. Ensure that the User Type is Reviewer. It will be yellow when it is selected. 12

13 3. You will see all of the records from previous reviews. To identify the Professors in your Department eligible for a 2017 review, use the filters in the Submissions area. E.g. Year = 2017 Status = First Review Please note the default for the outcome has been set as To be reviewed when the Professor has completed their review and submitted it to the HOD/First Reviewer. Note: the list of staff members cannot be exported into excel. Accessing a staff member s review form 4. To access the staff member s review, click on their name highlighted in blue text. This will take you to the Submission Review form, which will look like this: Note: the review period is included in the Personal Details section. Staff members on confirmation path 5. If a staff member is on confirmation path and has attached relevant documentation instead of completing the submission fields, there should be a comment in the compulsory Submission Report fields to this effect. Reviewer comments 6. The First Reviewer can write comments in the text box in regards to the staff member s performance. Enter the date of the meeting to discuss the review. The default is No to the 13

14 two questions apart from the last question if the staff member is at the top of the scale. If the answer to Satisfactory Performance is No, comments in the text box are compulsory. The staff member will be able to read the comments if they log into Progress after the final decision has been notified by Human Resources (the Review status will change to Decision Notified at this stage). Reviewer Supporting Material 7. You may upload supporting documents in the format of doc, docx, xls, xlsx and pdf. The limit of the size of each document is 15MB. To upload the documents, click on the arrow on the right hand side of Supporting Materials to expand the section. To attach the documents, click Browse to locate your documents. When the document appears in the area File, click on the Upload File button at the bottom left hand corner of the page. Removing supporting documents 8. If you want to remove a document after you have saved it, click on the X button beside the file name in the Reviewer Supporting Materials area. Submitting the Review 9. When you have selected the three options (two if the staff member is at the top of the scale), click the Submit Forward button at the bottom left hand corner of the screen. This 14

15 will forward the submission to the Dean (in the Division of Health Sciences) or Pro-Vice- Chancellor. You will see a submitted successfully message at the top right of the screen. What to do for incomplete submissions 10. HODs/First Reviewers can send the submission back to the staff member if the staff member needs to add further information. This can be done from the Dashboard within the Actions area. Select the box to the left of the staff member s name in blue text and click the Return to Previous button. The HOD/First Reviewer will need to let the staff member know that they have sent the submission back to them and the reason for this. 15

16 Section 5 -Using Progress as a Dean (Health Sciences) or a Pro-Vice- Chancellor Introduction You and appropriate administrators will have access to a Dashboard in Progress that enables you to keep track of the status of submissions in your School or Division. You will review the Heads of Departments recommendations and finalise the decisions. Logging-in 1. Log in via the link: with your University username and password. The Dashboard 2. The dashboard will show all the Professors in your School/Division, the status of their review, overall outcome and year of the review. Select the workflow type Biennial Review. It will be yellow when it is selected. Ensure that the User Type is Reviewer. It will be yellow when it is selected. 3. You will see all of the records from previous reviews. To identify the Professors in your Departments eligible for a 2017 biennial review, use the filters in the submissions area. E.g. Year = 2017 Status = Second Review (or Third Reviewer if appropriate) 16

17 Accessing a staff members review form 4. To access the staff member s review, go to the Dashboard which appears when you log in. Click on the staff member s name highlighted in blue text. This will take you to the Submission Review form, which will look like this: Note: the review period is included in the Personal Details section. Staff members on confirmation path 5. If a staff member is on confirmation path and has attached relevant documentation instead of completing the submission fields, there should be a comment in the compulsory Submission Report fields to this effect. Accessing uploaded documents 6. The staff member and their HOD/First Reviewer can upload supporting documents. To access these, click on the arrow that points to the right and the area of CV and supporting material and the area will open. See below for the Staff member s documents. 17

18 Submitting the final decision 7. In the Dean (Health Sciences) and/or Pro-Vice-Chancellor (Second and/or Third Reviewer) Comments area, you will need to make two decisions relating to performance and a salary progression if the staff member has not reached the top of the scale. Comments are required when a staff member s performance is not satisfactory. The staff member will be able to read the comments if they log into Progress after the final decision has been notified by Human Resources (the status will change to Decision Notified at this stage). 8. When you have selected the options and made comments if required, click the Submit Forward button at the bottom left hand corner of the screen. For Deans as Second Reviewers, this will forward the submission to the Pro-Vice-Chancellor. Pro-Vice-Chancellors forward the submission to the HR Promotions and Remuneration team. What to do for incomplete submissions 9. Deans (Health Sciences) and Pro-Vice-Chancellors (Second and/or Third Reviewers) can send the submission back to the Head of Department/First Reviewer if further information is required before they decide on the outcome of the review. This can be done from the Dashboard within the Actions area. Select the appropriate staff by ticking the box to the left of their name in blue text. Then click the Return to Previous button. The reviewer will need to be notified separately so that they are aware of this. 18

19 Section 6 Human Resources role The HR Promotions and Remuneration Team will process submissions and prepare documents for consideration by the Vice-Chancellor. Notification letters will be finalised and ed to each staff member by HR via the account progress@otago.ac.nz. Each staff member will then be able to view all of the reviewers comments. At this stage the staff member s status in the Dashboard will be Decision notified. 19

20 Section 7 Accessing letters of the outcome of the review When a staff member s review is in the status Decision Notified, a pdf version of a letter confirming the outcome of their review has been sent to them by . The pdf can also be downloaded from Progress. Printing and saving outcome letters 1. Administrators and Reviewers can print out all of the outcome letters for the staff in their Department. Ensure you have selected the correct year by using the filters. Select the staff by ticking the box against each name and clicking on the Bulk Letter Print button on the Dashboard. 2. If you do not wish to print out the letters you can export them to a zip file by clicking on the Bulk Letter export button. 3. If you wish to print out or save one staff member s letter, insert their name into the Submitter Name field or their employee number into the Employee No. field and click on their name. Scroll down to the end of the review and under the Letter section, click on the link with their name. The file will then open. 20

21 APPENDIX A Workflows for the review Professors sent to Professors with link to Progress Professor completes the submission form in Progress Professor submits form to HOD HOD reviews submission and makes recommendations HOD submits form to Dean [Health Sciences only] or PVC [Health Sciences only] Dean reviews submission and makes comment [Health Sciences only] Dean submits form to PVC PVC reviews submission, recommendation and comments, and makes decision PVC forwards form to HR P&R Team Manager, HR P&R Team, prepares report for VC s consideration VC advises HR P&R Team of confirmed decision HR P&R Team process form and creates letters 21

22 APPENDIX B Meanings of the various status of reviews Initiated Draft First Review Second Review Third Review HR Review Vice-Chancellor Review Decision Notified Exported The review information has been ed to the staff member and their reviewers The staff member is working on their review but has not completed it and sent to their reviewer The HOD can now access the staff member s review and make their recommendation In the Commerce, Humanities, Sciences, Academic and Research Divisions, the PVC is the Second Reviewer. In the Health Sciences Division, the Dean is the Second Reviewer. The Dean/PVC can access the staff member s review as well as the HOD s comments. If the PVC is the Second Reviewer, they make the final decision for Senior Lecturers / Senior Research Fellows beyond the bar If the Dean is the Second Reviewer, then the Pro-Vice-Chancellor is the Third Reviewer. The PVC can access the staff member s review as well as the HOD and Dean s comments and make the final decision for Senior Lecturers / Senior Research Fellows beyond the bar All reviewers have completed their assessment and the information is with HR to check For Associate Professors only, the Vice-Chancellor reviews the staff member s review and any comments in discussion with the PVC, as appropriate HR has checked the outcome and has made the review available to the staff member to see the reviewers comments. A letter has been ed to the staff member confirming the outcome of the review. Payroll have been notified of staff who will receive an increment on the following 1 February. 22