Create or Edit a Template to Use as a Starting Point for Cases
A template added to any organizational unit will be available as a starting point for cases created within that unit or its subordinate units.
Manage Templates
1. Navigate to the Templates page under Review, Promotion & Tenure (RPT) on the navigation menu and click the Add Template button at the top of the page.
- You can also click the Options dropdown and Preview, Edit, Duplicate, or Delete templates from this page.
Downstream Effects of Editing a Case
- Changing a template's title updates it for all existing cases (Open and Closed).
- Changing requirements will only affect future cases created after the update.
- Changing an internal section's title and description will only affect future cases created after the update.
- Editing internal sections of a template used in existing cases may show an in use tag if documents are present. To remove such sections, manually delete the documents in existing cases first.
- Editing internal sections of a template used in existing cases may show an in use tag if documents are present. To remove such sections, manually delete the documents in existing cases first.
Templates can be deleted even after cases have been created from them, but they cannot be retrieved once deleted. Deleting a template does not affect the existing cases; cases and the template’s historical record will remain in the system. It is recommended to archive templates for future use, as archived templates can be reactivated anytime.
2. Fill out the New Template window that appears and click Continue when finished.
3. Check out the information below on Case Sections for further guidance on each step of the template creation process.
Case Sections
1. The Template Information Section
Fill out the Template Information form and attach optional Case Data Forms then click Save & Continue to move to the Candidate Requirement page.
About Case Data Forms
- Candidates will never see the questions or answers.
- Unit Administrators Create Case Data Forms.
- Unit Administrators or Case Managers fill this out when creating a case.
2. The Candidate Requirements Section
In this section, users can adjust packet settings, deadline rules, and assembly instructions. Note that all packet settings created here will become available for any case built using this template.
| Section | Details |
|---|---|
| Candidate Packet Settings |
Click Edit Packet Settings to display the Candidate Packet Settings window. Here you can set the deadline type, which applies institution-wide. Under the Candidate Packet Section Settings you can allow candidates to add their own sections to their packets.
|
| Candidate Instructions |
Provide the candidate with instructions on assembling their packet, including procedures, policies, deadlines, and any relevant links to forms or resources. Links to required forms/online resources can be included. These instructions will appear for any case built using this template.
|
| Faculty Activity Reporting Vita |
This option will only appear if the institution uses both RPT and Faculty Activity Reporting (FAR, Faculty180).
|
| Packet Requirements |
By default, the Candidate Documents section appears, but new custom sections can be created for additional materials. Each section can have a soft deadline and description, but a hard deadline overrides all soft deadlines. To ensure candidates see the section requirements, they must be added, even if optional. Users can create custom sections by clicking the Add Section and filling out the Add Section window that displays. Users can add requirements by clicking Add Requirement and filling out the Add Requirement window that displays. |
Click Continue to move onto the Internal Case Sections page.
3. Internal Case Sections
Create internal case sections to organize review documents for committee members or individual users, which are not visible to the candidate. These sections should group related materials together to help committee members and individual users organize documents added during the review process. Internal case sections will not be visible to the candidate.
Note that an Internal Case Sections creates a space to organize documents added to the case by committees and reviewers. Specific document requirements can be created for reviewers of the case when adding case review steps.
Click Continue when finished to move onto the Case Review Steps page.
4. Case Review Steps
Add Case Review Step
Click the Add Step button in the upper left-hand corner to navigate to the Add Case Review Step page and fill out the Step Details and Academic Levels sections before saving each step.
Check out this article on how to Edit Case Review Steps for more information
5. Template Summary
The Template Summary page lets you review the template and return to previous sections to make any changes.
With Dossier, you can allow users to view guidelines for cases built with this template, including descriptions, instructions, and requirements. Click Enable Dossier Visibility to activate this feature and help users prepare for upcoming reviews.
Click Preview to see how the information will appear to Dossier users at the institution.
Next Steps
Our Sample Template Guide offers insights on building advanced templates and transitioning to RPT, covering candidate requirements, forms, case routing, and internal case sections, with examples for Faculty Awards, Equity Adjustments, Tenure Clock Extensions, and Alternate Work Locations.