DPC Review Process – Applicant revisions allowed

This page illustrates the process a DPC and applicant go through when the DPC is reviewing an applicant's dossier for tenure and/or promotion in the UH online system. If their procedures allow, applicants can make revisions based on DPC feedback. If a DPC has feedback and revisions, they can “return” the dossier to the applicant. The steps below detail how dossiers can be returned to the applicant for revision, applicant edits made and how final DPC recommendations are submitted. Note: screenshots gathered from multiple applications, some for tenure and others for tenure and promotion. The process is the same regardless.

DPC members view of Recommendation tab
(no actions can be taken)

DPC chair’s view of Recommendation tab

When giving feedback (if procedures allow)
The system treats the DPC review as two stages:

Stage 1 – Initial DPC review:
a) Choose Strengths and Weaknesses
b) Do not record a vote
c) Uploading a document in this stage is optional (see note below).
When the DPC Chair submits in this stage, by default the dossier always goes back to the candidate, who decides whether to edit. If a document is uploaded or a vote is recorded, the candidate will have access to that information at this step.

Stage 2 – Final DPC review: After the candidate edits (or declines, or 5 days pass with no action), the dossier is returned to the DPC. Stage 2 is when the committee chair should record the votes and upload the final assessment. The final assessment document is required. When the DPC Chair submits the dossier, it then moves on to the Department Chair.

Note: Because all uploaded documents become a permanent part of the dossier, we suggest not uploading a document at the first stage (since it’s optional). If you do choose to upload a file, consider only including a single statement such as: “Feedback provided to the applicant on [date].” or “Applicant is making minor revisions based on DPC feedback.” Feedback can be provided to the applicant by other means which don’t get recorded in the dossier e.g. an emailed document, phone call, Zoom meeting, etc.

DPC chair clicks ”Review Complete” (twice)

DPC chair receives email alert

Applicant receives email alert

Applicant logs into hawaii.edu/tenure and clicks “Edit Dossier”

Applicant clicks “Yes” and “Continue”

DPC chair and members will no longer have access to applicant’s dossier (until applicant resubmits)

DPC chair may want to confirm with applicant that they once again see their original Tenure & Promotion Shared Drive folder in Google Drive.

Applicant finishes editing, then clicks on “Edit Complete” then “Submit” to resubmit dossier to DPC.

Applicant can no longer edit dossier after resubmission.

DPC members receive an email alert that applicant’s dossier is ready for review.

DPC chair submits final assessment
a) Chose Yes or No
b) Enter number of positive and negative votes
c) Upload final assessment in Word or PDF format (system will rename file)

DPC chair receives email alert

DPC chair and members will no longer have access to applicant’s dossier

Note to Applicants: When each review committee uploads its assessment, it can be viewed in the “Reviews” tab. Applicants will not receive email alerts when assessments are uploaded. All assessments become a permanent part of the dossier. After the final assessment, the full list of assessments can be downloaded by the applicant.