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Instructions for Evaluation Committee Members

Beginning in December 2017, the Periodic Review will be conducted in Digital Measures Workflow for all tenured, tenure-track, and fixed-term field-based Extension faculty, as well as professional faculty who deliver instructional content. Similar guidance for the faculty has been posted on the Digital Measures website. You are encouraged to view those as well so that you can fully understand the Workflow process.

Review committee participants have one of two assigned roles: committee chair or committee member.

The review process begins with a Digital Measures-branded email indicating that a faculty member’s annual review materials are available. Digital Measures will send weekly due-date reminders. This year’s faculty reporting deadline is January 15, 2018. Missing a submission deadline does not lock faculty out of Digital Measures Workflow.

Clicking the “Open Now” link in the email will take you to the Workflow environment. Alternatively, you can log in to Digital Measures and select “Workflow Tasks” in the left-hand menu.

PLEASE NOTE THAT ALL DEADLINES IN THIS PRESENTATION ARE FOR ILLUSTRATIVE PURPOSES ONLY.

Begin in your Workflow Inbox by selecting the “Supervisory Team Review” link for a specific faculty member.

You are taken to the committee view of the faculty self-evaluation.

  1. Find and review the Annual Activity Report.
  2. Below review the accomplishments, obstacles and goals entered by the faculty member.
  3. Faculty may upload one additional document; find this document, if any, below the list of goals.

Please note the following about the Workflow environment:

  1. Committee members have read-only access to faculty submissions.
  2. Committee members and committee chairs do not interact within Workflow
  3. “Soft” deadlines in Workflow ensure that faculty review material does not advance through the process until they have actively submitted it.

The next step in the review process is creation of the review letter. In BOX, the chair opens the OES_Annual_Reviews folder, and within the appropriate program area, creates a folder for each faculty member. Then:

  • The chair saves the template found in BOX à OES_Annual_Reviews à 2017 in each faculty member’s folder.
  • The committee collaborates to write the review letter.
  • The final review letter is saved as a PDF in BOX, and upload in the Evaluation Letter field in Workflow.
  • Only the committee chair may enter the rating, upload the letter and submit the review.

The faculty member will receive a Digital Measures-branded email inviting them to review the review materials. They will also receive a copy of the letter via DocuSign.

The faculty review is completed when the faculty member signs the letter in DocuSign, initials its receipt in Workflow and marks the 2017 review record “complete” in Workflow. The committee’ task is completed when all inbox items in Workflow Tasks have moved to the history area.

Applies To: 
Extension and Engagement