Uploading information into the RTP SharePoint Site

This article is meant for faculty who need to submit dossiers for the Reappointment, Tenure and Promotion cycle with a notification date of June 2021. The information in this document will be only pertinent for the individuals undergoing review during this specific review cycle. 

If you will be participating in the review of dossiers there is a separate article specifically for your use of SharePoint forthcoming. 

Overview

The June 2021 RTP notification group will be using SharePoint to compile and for all phases of the RTP process.

After careful consideration and reviewing several options, the college has decided to use SharePoint since it will allow faculty to submit their dossiers in an fully electronic format, maintain proper procedural security and ensure a fully contactless review process. The SharePoint process will be administrated by the Office of the Provost. For full details about the process development and training support options please see the notifications from the Office of the Provost. Any questions should be routed to Margaret Kemp at kempm@newpaltz.edu.

For more information on the Reappointment, Tenure, and Promotion process, including dossier preparation, please see the following link on the Academic Affairs site: https://www.newpaltz.edu/acadaff/faculty-personnel-procedures/reappointment-tenure--promotion/

Confidentiality

Given the importance and sensitivity of the RTP process maintaining proper confidentiality was a central concern during the development of the SharePoint interim process. The security of dossiers will be maintained by individual file access being granted and taken away at each stage of the review based on the unique reviewers involved in each RTP case. For example, department reviewers will only be able to see the dossier while it is under department review. Once a letter has been submitted from the department committee, the committee will no longer have permission to view the dossier. While labor intensive, doing individual access updates for each file ensures that only those individuals who are actively engaged in the review process have access to the files at that time. 

Please be aware that at no time will faculty participating in the RTP process be able to see their external evaluation documents.

How the submission process works

The submission process will start when Academic Affairs staff shares a folder with you via SharePoint.  You'll get an email like the following (though instead of the folder being called "Jane Doe" it will have your name).  We recommend you either keep this email, or bookmark the Open link.

Once you click on the Open link - you'll be presented with a list of folders, as in the screenshot below. These folders are laid out as per the guidelines of the SUNY Board of Trustees (see https://www.newpaltz.edu/acadaff/faculty-personnel-procedures/reappointment-tenure--promotion/ for more info on this). 

For your submission - you will need to add your own files such as your CV, faculty reports, etc., to their appropriate folders.  As an example, the steps below will show how to add files to the "E. CURRICULUM VITAE" folder.

1. Click on the folder you want to add files to (for example, "E. CURRICULUM VITAE").
2. Click the Upload button near the top of SharePoint and choose File to upload a single file.  You can also choose Folder to upload an entire folder.  If you upload a folder, that entire folder will be placed inside the current folder you are in within SharePoint.
   
   
3. If you choose File you'll be prompted to navigate to the file on your computer that you want to upload.  If you choose Folder, instead of File, the same will come up but you'll have to select a folder instead of a file.
4. Just repeat this for any files that you need to upload. 

Creating Subfolders

Note: If you prefer to have more your dossier further organized, you can create as many additional folders as you want within the existing folder structure.  To do so:

1. Open the folder you want to create a subfolder in.
2. Click the New button at the top and choose Folder
   
3. You can then enter that folder and upload files as per the previous steps.

What to do when your submission is complete

That's pretty much all for this. When you're done - just email Margaret Kemp (kempm@newpaltz.edu) in Academic Affairs to let her know that you've completed your submission.