Email Candidate, Share Case Materials with a Candidate, and Allow Candidate Response/Rebuttal
Unit Administrators, Case Managers, and Committee Managers can share packet materials such as committee documents with the candidate, and allow or disallow a candidate's response or rebuttal to the shared material. This is useful, for example, if the organization requires that the candidate is given an opportunity to respond to a committee's decision about the candidate, or if for any reason the candidate needs to view or respond to materials added to their case packet. This article explains the process of sharing files with a candidate and allowing or disallowing a candidate's response or rebuttal.
Candidate Notification
When sharing case materials with the candidate, the candidate will get a notification that materials have been shared with them, and it will indicate if a response is allowed or required. They must log in to their account to view the shared files. It can be specified whether or not the candidate can submit a response to the shared files within the platform. There is also the option to let the candidate know the reason for sharing the file and to set a binding deadline for a response.
Privacy and Confidentiality
- Documents added to the External Evaluations section using the Add File button, or evaluations requested through the External Evaluation section using the Request Evaluation button are uploaded as confidential documents that cannot be shared with the candidate, even when they are moved to another part of the packet.
- It is possible to share non-confidential documents, even when those documents have been moved into the External Evaluations section.
- The candidate will be able to download any files shared with them.
- As with all activity in the system, the case Activity Log will record and document when files are shared.
Share Case Materials
- Navigate to the Cases page and click the desired case Name to navigate to that case's page. Ensure the Case Materials tab is selected and check the boxes next to the desired materials to share with the candidate.
- Select With Candidate from the Share dropdown on the right-hand side of the blue toolbar above the Candidate Packet.
This will only appear if the appropriate permissions have been turned on.
- Compose a message to the candidate. You can attach files under the Share Files section and Enable File Response by checking the box on the right-hand side.
It is recommended that you include the due date in your message otherwise the candidate will not see the due date until logging into their account.
Files will not be directly attached to the email. The candidate will receive an email notification that files have been shared and they will need to log in to their account to view the shared files.