HSDO
Create A&P Record
The H&S Dean's Office Faculty Affairs team is responsible for creating A&P records in Handson. There are four types of A&P records that can be created based on the appointment or promotion process you wish to conduct:
Appointment - for faculty that are being recruited, where an offer will be madeNote: Recruitment Candidate list is populated with names from active Recruitment records. An Appointment A&P record must be created before marking the corresponding Recruitment record as Accepted.
Reappointment - for Assistant Professors who will be reappointed
Promo to Tenure - for faculty who will be promoted into a tenured rank
Promo to Full - for faculty who will be promoted to the Full Professor rankNote: When the action is Reappointment, Promo to Tenure, or Promo to Full, the Faculty Record list is populated with names from Faculty records in the system
Create A&P Record - Appointment
Click All Operations
Click Appointment & Promotion
Click New A&P record
Select Appointment from the Action list.
Click the Recruitment Candidate field, and select the name of the candidate who is being recruited.
Select the appropriate rank from the Proposed Rank list.
Click Proceed
Click Save Changes.
Click OK to acknowledge that changes have been saved.
Click Back to go back to the Appointment and Promotion module home page.
On the Appointment and Promotion home page, H&S Dean's Office Faculty Affairs will see active A&P files for their cluster in the Active Records section.
To provide feedback on the A&P Form version, you may wish to simply add comments rather than upload a marked-up version of the form. To do this, you should add replies to the system generated comment related to the A&P form version, by clicking on Reply on the comment.
Create Other A&P Record Types
Reappointment
Click New A&P record.
Select Reappointment.
Select a faculty name.
Select the rank for reappointment.
Click Proceed then save the record.
A new Reappointment A&P record will be created.
Promotion to Tenure
Click New A&P record.
Select Promotion to Tenure.
Select a faculty name.
Select the proposed associate professor rank.
Click Proceed then save the record
A new Promotion to Tenure A&P record will be created.
Promotion to Full
Click New A&P record.
Select Promotion to Full.
Select a faculty name.
Select the proposed full professor rank.
30. Click Proceed then save the record.
31. A new Promotion to Full A&P record will be created.
A&P Form Review and Adding Comments
A&P Form Review
When a department uploads an A&P form, the appropriate Staff Associate on the H&S Dean's Office Faculty Affairs team will be notified via email and an Inbox notification. You can click on the Inbox notification to be taken to the A&P record. You can also access the record from the Active Records section on the home page, or through simple or advanced searches.
Click on Attachments to view the A&P form.
Click on the File Name to download the A&P form for review.
Provide feedback via comments
To provide feedback on the A&P Form version, you may wish to simply add comments rather than upload a marked-up version of the form. To do this, you should add replies to the system generated comment related to the A&P form version, by clicking on Reply on the comment.
Click in the Notify User(s) field to add the name(s) of individuals in the department you wish to notify.
Add your reply in the Reply Text field.
Click Post Reply to post your reply and notify the users you added in the previous steps.
You can close the comment thread by clicking on the X in the top right corner of the comments section.
If you chose NOT to upload a new A&P Form but rather only provide comments, you'll need to set the Review Status to Department (see below).
While you should use the auto-generated conversation thread for the A&P Forms, you can create a conversation thread at any time for other documents, such as the HSDO Packet, if you wish. Simply use the Notify User(s) field and New Conversation Text field to notify a user and type your comment. Click on the Start Conversation button to post the comment. below the
Click on the General tab.
Provide feedback via marked-up A&P form
If you prefer to provide your feedback via a marked-up version of the A&P Form, you will need to add it as a new version of the A&P Form. To do this:
Click on Add Attachment.
Click in the Attachment Type field and select A&P Form.
Click Browse... to select the file you wish to upload.
While not required, you may wish to add an Attachment Description. Again, note that the A&P Form will be marked with a new version number automatically.
Click Save when you are finished adding all details to the attachment upload.
Note: each time you upload an attachment with an Attachment Type of A&P Form, the previous version of the form will be removed. The A&P record will only contain the most recent version of the uploaded form.When saving an A&P Form upload, you will receive a message indicating the removal of the previous version. Click Yes, proceed if you wish to remove the old version and save the new version to the record.
You can of course also add a comment after uploading a new version of the A&P Form. You'll notice that you can no longer reply to the first comment thread. Please make sure you reply to the comment on the new version thread by selecting Reply rather than creating a new comment thread.
Click Save Changes when you are finished adding the attachment and/or making other edits to the A&P record.
Change Status of A&P Record
An A&P record has a document-level Status which indicates the overall status of the record:
In Progress
Sent to Provost
Complete
Canceled
- In Progress: The status for an A&P record is automatically set to In Progress when the record is created. The status should remain at In Progress for the duration of the iteration between the HSDO and Department.
- Sent to Provost: When the A&P Form is complete and sent to the Provost's office (this happens outside of Handson), the status should be changed to Sent to Provost. When the status is changed to Sent to Provost, a Sent to Provost date will automatically be populated.
- Complete: When the Provost has approved the A&P Form, the status should be changed to Complete. When the status is changed to Complete, a Completion date will automatically be populated.
- Canceled: if for some reason the A&P does not proceed normally and the record needs to be canceled or closed for any other reason than a successful approval by the Provost's office, the status should be changed to Canceled.
To change the status on an A&P record, select the Status drop down and select the appropriate status. Click Save to save the record.
