Extramural Letter Extramural Letter Upload Feature in Upload Feature in

MIVMIV

Megan RottMegan Rott

Analyst, Academic PersonnelAnalyst, Academic Personnel

4-46174-4617

RequirementsRequirements

Beginning in 2011-2012 all Beginning in 2011-2012 all actions submitted via MIV must actions submitted via MIV must utilize the MIV Extramural Letter utilize the MIV Extramural Letter Upload featureUpload feature

Upload feature is only accessible Upload feature is only accessible for those with MIV Department for those with MIV Department Admin access and higherAdmin access and higher

Only departments listed as Only departments listed as “primary” can utilize this feature“primary” can utilize this feature

Where do I find the Where do I find the Extramural Letter Extramural Letter upload?upload? Home page:Home page:

– Open ActionOpen Action Manage Open Manage Open ActionAction Search Search Search Results Search Results Open ActionOpen Action

Dossier must be at the Dossier must be at the “department” level for letters to “department” level for letters to be uploadedbe uploaded

Recommend searching by user name, so you do not accidentally select the wrong candidateRUNNER

Select the correct candidate (primary dept only)

Selecting your user takes you Selecting your user takes you to the dept level “open to the dept level “open action” page where all action” page where all uploads take placeuploads take place

Select “Add” Extramural Letters

Add "Extramural Letter" Add "Extramural Letter" PDF UploadPDF Upload

PDFs only

Radio buttons allow you to select “redacted” or “non-redacted”

Help link re: redacted vs non-redacted

Redacted vs Non-Redacted vs Non-RedactedRedacted REDACTEDREDACTED

– Version that the Version that the candidate may reviewcandidate may review

– All identifying All identifying information needs to information needs to be removed (i.e. be removed (i.e. letterhead and within letterhead and within and below signature and below signature line)line)

– APM 160—outlines APM 160—outlines access to personnel access to personnel records, records, confidentiality, etcconfidentiality, etc

NON-REDACTEDNON-REDACTED– Version that Version that

administrators and administrators and dossier reviewers dossier reviewers can viewcan view

– Letter stays “as is” Letter stays “as is” and no information is and no information is removedremoved

Words of Warning…Words of Warning…

Imperative that the dept admin Imperative that the dept admin understands redacted vs non-redacted understands redacted vs non-redacted and selects accordinglyand selects accordingly

If a candidate were to see the non-If a candidate were to see the non-redacted version of an extramural redacted version of an extramural letter, that particular referee could letter, that particular referee could never serve as a referee for that never serve as a referee for that candidate again candidate again

Integrity of the packet is at stakeIntegrity of the packet is at stake

Uploading Non-Redacted Uploading Non-Redacted Letters (Not for Letters (Not for candidate view)candidate view) SOM wants SOM wants oneone PDF upload only PDF upload only This PDF should contain:This PDF should contain:

– 1.) Sample solicitation letter1.) Sample solicitation letter No addressee includedNo addressee included Label in upper right-hand cornerLabel in upper right-hand corner

– 2.) List of referees2.) List of referees With short bios includedWith short bios included Notation made for those selected by ChairNotation made for those selected by Chair

– 3.) Each extramural letter received3.) Each extramural letter received In order of List of refereesIn order of List of referees Labeled in upper right corner with letter #Labeled in upper right corner with letter # Stamped confidentialStamped confidential Includes referee signatureIncludes referee signature

Uploading Redacted Uploading Redacted Letters (For candidate Letters (For candidate view)view) SOM wants SOM wants oneone PDF upload only PDF upload only This PDF should include all letters This PDF should include all letters

that were received and ONLY these that were received and ONLY these lettersletters

Label in upper right-hand corner Label in upper right-hand corner should indicate appropriate should indicate appropriate extramural letter # (ex: Extramural extramural letter # (ex: Extramural letter #3) which corresponds to letter #3) which corresponds to the List of Reviewers documentthe List of Reviewers document

Once both versions of the letters are uploaded, you may view for accuracy and delete if necessary