CRCS Subcommittee Functionality

This guide describes the implementation of subcommittee reviews/discussions in the Curriculum Review and Consultation System (CRCS). The subcommittee functionality allows a single proposal workflow step to contain any number of subcommittees for review of a proposal. Subcommittees can use this functionality to vote on proposals as well as use a discussion forum-style discussion on any vote or any proposal itself.

Roles

The roles for subcommittee workflow steps consist entirely of a subcommittee step administrator(s) as well as subcommittee member(s).

Subcommittee administrators are those people who are responsible for:

  • Managing and creating subcommittees and their membership
  • Opening and closing voting for a subcommittee for a proposal
  • Determining whether a proposal should be moved forward/rejected/require minor edits

Managing and Creating Subcommittees and Their Membership

The subcommittee administrator is responsible for managing and creating the subcommittees themselves. This can be achieved in the same way that all consultation groups are handled, through use of the Consultation Groups tool.

To create a subcommittee:

  1. On the CRCS home page, from the navigation menu on the left, select Tools.
    Screen capture of main menu indicating tools link.
    Select tools.
  2. Select Consultation Groups. The Manage My Consultation Groups screen will display.
    Screen capture of Consultation Groups link under Tools.
    Select Consultation Groups.
  3. Click the Add a Group button to add a new group which can be designated as a subcommittee.
    Screen capture of Manage My Consultation Groups screen indicating Add a Group button.
    Click Add a Group.
  4. In the Add a New Consultation Group pop-up window that appears, enter the Group Name, select the subcommittee level from the Define usage of group: pull-down menu, then click the Add Group button.
    Screen capture of Add a New Consultation Group pop-up window.
    Add a New Consultation Group pop-up window
  5. The resulting Add a user to Group pop-up window will prompt you to add the first subcommittee member. Note that at least one member must be added to a group at any time. In the UserID field, once you enter the first several characters, a list of applicable names will appear for selection; selecting the appropriate user from the list will then populate the Name field. Click the Add User To Group button.
    Screen capture of Add a user to Group pop-up window with partial entry of user I D displaying list of names.
    Begin to enter the UserID to display a list of names from which to select.
  6. You should now see the subcommittee in your list of consultation groups. To continue to modify the group membership, you can:
    • Click the Add a new user to group (people) icon to add a member.
      Screen capture of Add a new user to group icon to the left of the group name.
      Add a new user to group icon
    • Click the toggle (plus sign) icon to expand to view a list of existing members.
      Screen capture of toggle icon.
      Toggle icon
    • After expanding the view to the list of members, click the Edit Consultant (pencil) icon to the left of a name to edit the user's name.
      Screen capture of Edit Consultant icon next to a name.
      Edit Consultant icon
    • Click the Delete Consultant (trash can) icon to the left of a name to delete that member.
      Screen capture of Delete Consultant icon next to a name.
      Delete Consultant icon

These groups will now appear in the Committee Administrator Portal for your use.

To access the Committee Administrator Portal, from the navigation menu on the left, select Tools, then Committee Admin Portal.

Screen capture of Committee Admin Portal link under Tools.
Select Tools, then Committee Admin Portal.

Opening and Closing Voting for a Subcommittee for a Proposal

In the Committee Administrator Portal, you will see list of all of the subcommittee steps for which you are an administrator. Below each listing will be a list of proposals that are at that particular subcommittee step.

Screen capture of Committee Administrator Portal with list of proposals assigned to those levels.
Committee Administrator Portal with list of proposals assigned to those levels.

Most of the functionality on this page consists of selecting the applicable proposal(s) and then selecting an action to perform.

To open or close voting for a subcommittee on one or more proposals:

  1. Select the check box of the appropriate proposal(s). An Action pull-down menu will display.
  2. From the Action menu, to open voting, select Enable Voting; to close voting, select Revoke Voting.
    Screen capture of Action menu with Revoke Voting selected.
    From the Action menu, select the appropriate action.
  3. From the Select Subcommittee pull-down menu, select the appropriate subcommittee for which you wish to open or close voting on the specified proposal(s).
    Screen capture of Select Subcommittee pull-down menu.
    Select the appropriate subcommittee.
  4. Click the Perform Action button.
    Screen capture of Perform Action button.
    Click Perform Action.

The At Committees column above will show that the selected subcommittee has either been added or removed for the proposal(s) based on your action and subcommittee selection.

Screen capture of Proposals At Committee Review Status list.
The subcommittee is indicated in the At Committees column.

Determining Whether a Proposal Should Be Moved Forward/Rejected/Require Minor Edits

It is up to the subcommittee administrators to determine whether a proposal is ready to be moved forward, or whether it needs to be rejected.

Once this determination has been made, to perform the decided action:

  1. Select the check box of the appropriate proposal(s). An Action pull-down menu will display.
  2. From the Action menu, to move the proposal(s) forward, select Move To Next Workflow Step. To reject the proposal(s), select Reject Proposals.
    Action pull-down menu with Reject Proposals selected.
    Select the determination from the Action pull-down menu.
  3. Enter any comments that may be applicable to this review. The comments will be sent to the submitters of the proposal(s) for review and action.
  4. Click the Perform Action button.

Proposals can also be moved forward, rejected, or sent back for minor edits by clicking on a proposal in the Requests For My Consultation panel on the CRCS home page.

Subcommittee Member Actions

Subcommittee members have two ways of interacting with proposals:

  • On the CRCS home page in the Requests For My Consultation component
  • On the Subcommittee Member Portal accessed via the Tools menu

Vote on a Proposal Accessed via the CRCS Home Page

As a subcommittee member, to access a proposal from the CRCS home page to vote on it:

  1. In the Requests For My Consultation component, select the proposal’s Proposal ID or Designation. A Subcommittee Review dialogue box for that proposal will display.
  2. Vote by clicking the appropriate radio button. A comment can be entered below, as needed.
    Subcommittee Review dialogue box with options of Yes, Maybe Minor Corrections, Maybe Major Corrections, or No and a Comment field.
    Vote on the proposal and optionally add a comment.
  3. Click the Submit Vote button.

Vote on a Proposal Accessed via the Tools Menu

To access a proposal from the Tools menu to vote on it:

  1. On the CRCS home screen, from the navigation menu on the left, select Tools.
    Screen capture of main menu indicating Tools link.
    Select Tools.
  2. Select Subcommittee Member Portal.
    Screen capture of Subcommittee Member Portal link under Tools.
    Select Subcommittee Member Portal.

Once on the Subcommittee Member Portal page, the user is presented with a list of all the proposals that are at a review committee of which he/she is a member.

Screen capture of Proposals At Review Status list with Filter by College menu available to all users and the filter menu additionally available to S C C A reviewers.
Proposals At Review Status list

The user may collapse each committee independently of the other committees shown. To collapse a committee, click the minus on title bar to expand it, click the plus on the title bar.

Proposals At Review Status title bar with minus collapse toggle indicated.
Title bar expand and collapse

If the user is a SCCA reviewer, he/she will see the filter proposal tool, which affords the user the ability to filter by proposals that are within a specific college that requires his/her review, or all proposals. When filtered by "assigned to me," then only the proposals the user has been assigned to as an SCCA reviewer are displayed. The user can sort by ID, Designation, and CollegeID.

When multiple pages are displayed, the user can navigate to the second page of proposals by clicking on the page number.

Screen capture of page numbers.
Page navigation

At the left of each proposal listed are two icons. Clicking the first icon displays the proposal in print view; clicking the second takes the user to the discussion view, described below.

Screen capture of page icon indicating print view and notepad icon indicating discussion view.
Print View and Discussion View icons.

Discussion View

When the user clicks the Discussion View icon, he/she is presented with the current voting status and discussion for that proposal.

A proposal's current voting status, or tally, and voting discussion and a link to modify, enter, or review my vote.
Discussion view for a proposal.

On this portion of the page, the user can engage in a discussion with a vote on the proposal, change his/her voting status, view the total voting status, or view a printable version of the proposal. Selecting the Show Current Votes Only link will display the last vote for each of the subcommittee members. This is useful to see the votes as a point in time review, as well as to identify any outstanding issues with the proposal.

The Show All link shows all posts, while the Hide All link collapses all of the posts.

Clicking Comment On This Item creates a new top level post in the discussion thread.

The bottom panel shows the program discussion. This area facilitates discussion on the program itself, independent of voting. This permits the committee to discuss portions of the proposal that may need to be remedied without assigning a voting value.

Screen capture of a threaded Program Discussion for a proposal.
A threaded program discussion.

Clicking the plus/minus icon (+/-) to the left of the comment title hides the thread. Clicking the title of the comment shows or hides the post content.

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