Monarch Workflow Manager

Overview

In Summer 2018, Monarch Workflow Manager (MWM) began to manage Academic Affairs processes in a web-hosted venue that is accessible from on and off campus to faculty, administrators, and reviewers. The platform manages our established processes in a predictable, transparent environment. The MWM ensures that materials are made available in a stepwise manner to those involved with the various levels of review in our processes. The workflow platform also provides automated e-mail notifications when materials are ready for review and reminders of deadlines at pre-set intervals. Faculty and administrators are able to track the status and progress of their processes at all times in a secure web-hosted system.

If you have any policy questions associated with these workflow processes or encounter any technical difficulties please contact Academic Affairs Help Desk Support Technician, Sara Anderson (workflow@odu.edu; 757-683-3413).

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Monarch Workflow Manager Training Scheduled Sessions:

Accessing Monarch Workflow Manager

The Monarch Workflow Manager is a module within the Faculty Activity System (FAS). To access MWM, log in to FAS from the ODU homepage or by clicking here.

Note: you will only see the "Workflow" button in your FAS profile if you are currently involved with a workflow process or have already been a workflow user before. Until your first time being involved with a workflow process, the button will not be visible.

If you experience difficulty logging in to the workflow, you can either contact Academic Affairs Help Desk Support Technician, Sara Anderson (workflow@odu.edu; 757-683-3413) or you can contact Watermark Digital Measures/Faculty Success Technical Support at 800-311-5656. If you call the 800 number, be sure to choose Option #6 from the calling menu.

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Workflow Processes

In Academic Year 2022-23, the Monarch Workflow Manager will be used for the following administrative processes:

• Promotion & Tenure Review
• Promotion to Full Professor
• Research Faculty Promotion
• Lecturer Promotion
• Clinical Faculty Promotion
• Pre-Tenure Review
• Six-Year In-Depth Review of Senior and Master Lecturers
• Conversion of Non-Tenure Eligible to Tenure-Track Position
• Conversion of Non-Tenure Eligible to Clinical Track Position
• Annual Evaluations of Full-Time Faculty (selected colleges)

Once the processes have been opened, candidates will receive an e-mail alert with a clickable link to begin uploading the documentation required for their respective process. At subsequent steps in the processes, the appropriate administrators and review committee members will receive alerts when a process has arrived at their step for review. Candidates and reviewers are welcome to attend the Monarch Workflow Manager informational sessions (listed above under the Overview heading).

Process user guides that outline document requirements, formatting, and schedules for each process can be found at this link.

If you have any policy questions associated with these workflow processes or encounter any technical difficulties please contact Academic Affairs Help Desk Support Technician, Sara Anderson (workflow@odu.edu; 757-683-3413).

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Frequently Asked Questions (FAQ)

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General

How do I access Monarch Workflow Manager?

Click here to access the Faculty Activity System using your ODU MIDAS credentials. If you have an active process, you will have the "Workflow" tab on the blue horizontal menu banner across the top of the screen.

Can I access Monarch Workflow Manager from off campus?

Yes. Monarch Workflow Manager is accessible anywhere you have an internet connection.

I can't see the Workflow tab on the banner on top of the FAS page. Why?

You will only see the Workflow tab if you have an active invitation to submit or review materials. You will receive an email from Digital Measures letting you know when you have access.

How do I advance the process from my step once I have uploaded all the appropriate documents and materials?

Once you have uploaded all of your materials, click the Actions drop-down button at the top-right corner. Depending on your role in the Workflow process, you may have the option to Submit the materials to the subsequent reviewers as well as the option to Send Back the process to the previous step.

In some cases, there may be more than one option when choosing how to advance the process forward. In these cases, the options will be appropriately labeled.

Who can I reach out to for technical assistance with the Workflow Manager?

If you experience technical difficulties with the workflow, you can either contact Academic Affairs Help Desk Support Technician, Sara Anderson (workflow@odu.edu; 757-683-3413) or you can contact Watermark Digital Measures/Faculty Success Technical Support at 800-311-5656. If you call the 800 number, be sure to choose Option #6 from the calling menu.

Who can I reach out to for policy-related questions for the Workflow Manager?

Academic Affairs Help Desk Support Technician, Sara Anderson (workflow@odu.edu; 757-683-3413) will be the primary point of contact for questions regarding university policy toward administrative processes, such as those that take place on the Monarch Workflow Manager.

I missed all of the Monarch Workflow Manager sessions that have been held so far. Will there be more scheduled?

Yes, Academic Affairs plans to hold additional sessions on the subject. The dates for these upcoming sessions are to be announced.

What internet browser is recommended to access the Monarch Workflow Manager?

Popular internet browsers such as Chrome and FireFox have shown to provide the best experience when interacting with the Monarch Workflow Manager. Some technical issues have been observed when attempting to access Workflow through the Internet Explorer browser, so its use is not advised.

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For Review Subjects

What files am I expected to upload for the various promotion processes?

For the Promotion & Tenure, Promotion, Pre-Tenure, and other similar processes, file content requirements can be found within this document. This includes information about accessing the Workflow Manager, naming your files, compiling the research portfolio, and organizing your CV. This is the same document handed out at any Monarch Workflow Manager workshop.

What file types are accepted on the Workflow Manager?

Many common file types are accepted on Workflow. However, the administration requests that users upload their documents, as much as possible, in .pdf format in order to preserve the style and structure of the original document. Any individual file, up to 1GB (1024MB) in size, is accepted.

Can I edit the documents/information in a Monarch Workflow Manager process after I have submitted the materials?

No. Once you've submitted your materials, no edits may be made (by anyone) to the documents/information, so be sure to review your documents carefully before submitting.

How do I handle additional materials that surface after my submission date?

Additional materials need to be approved by your dean before they can be posted to the workflow. You should submit those materials to your dean and ask for approval for the additional materials to be posted. Once your dean has given permission, then email the additional materials, along with an email from your dean indicating approval, to Academic Affairs Help Desk Support Technician, Sara Anderson (workflow@odu.edu; 757-683-3413). She will upload them to the workflow for you.

I see that the Workflow and Faculty Activity Systems are on the same platform. Am I able to pull my publications and other faculty data into the Workflow form?

While the Workflow platform does have the functionality to pull information from FAS and use it for Workflow forms, the university has chosen not to activate this feature currently. However, the use of this feature by the university is expected in the coming years.

When naming the 'EVAL' files, should the date reference the year the review was conducted, or the subject year of the review?

Your file names should correspond to the year in review.

For example: if a review taking place during AY18-19 is reviewing the activities of AY17-18, you should name the file 'EVAL 17-18'.

While uploading my materials, do I replace "DEPT", "CLGE", and so on found on the file name conventions with my particular college, department, etc.?

No. You will only replace "LAST NAME, FIRST NAME" and "YY-YY" with the appropriate information. In the case of the latter, you should replace it with "17-18", for example.

Under the Teaching Effectiveness section, submitters are asked to upload student opinion survey documents. Do I need to add course abbreviations and numbers to the file name?

You have two options here. You can merge all of the student opinion files into one, and clearly distinguish them there, or you can add the course abbreviation and number immediately preceding the "-- LAST NAME, FIRST NAME".

Do I include information from summer courses in the Teaching Effectiveness section?

Yes, you should.

Do I need to include proof of service in the Service section?

Yes, if possible, you should.

What can I do if there is a factual error in one of the recommendation letters?

Factual corrections do not require prior approval from your chair or dean. Please email any factual corrections along with any supporting documentation to Academic Affairs Help Desk Support Technician, Sara Anderson (workflow@odu.edu; 757-683-3413). She will upload them to the workflow for you.

Where can I get a copy of the Department Criteria for Evaluation of Scholarly/Creative Activity?

Please confer with your Chair to obtain a copy of this document. It may be titled differently, depending on the department.

Where do I upload my pre-tenure review letters?

You should upload the pre-tenure, or third-year, review letters to the Annual Evaluations section. Additional directions can be found on the form.

I was hired at the beginning of an academic year. Should I upload all of my reviews, including the one I received in the spring of my first year of appointment, even though it only covers one semester?

Yes, you should upload all of your reviews and evaluations you have received.

I was hired mid-year. Should I upload the mid-year review of my first semester with the rest of my full year reviews?

Yes, you should upload all of your reviews and evaluations you have received.

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For Reviewers

How do I download materials for offline viewing and printing?

To download materials on Workflow, you must click the small Download button at the top-right corner of the screen. The Workflow Manager will begin exporting the review packet and, within 1-2 moments, will begin downloading the review packet in .zip format to your browser.
After downloading, your next step will depend on what type of operating system you are using.

Windows Users: Right click the .zip file containing the review packet, and click Extract All. Follow the prompts and a new fully-accessible folder will be extracted to the same folder that the .zip was found in.

Mac Users: Simply click to open the .zip file containing the review packet and a new fully-accessible folder will be extracted to the same folder that the .zip was found in.

I'm a review committee member and I've completed my review of the materials. How do I close the task and inform the rest of the committee that I have done so?

If you are a reviewer (but not a committe chair or other administrator who is responsible for uploading recommendations), you will need to click the Close button in the upper-right corner of the MWM form screen (Windows users: not the 'X' that would close the window altogether). Doing so will indicate that you have reviewed the materials. If you close the browser window before clicking Close, it may appear in Workflow that you have not yet reviewed the materials.

Where can I view the the additional materials and factual corrections provided by a submission candidate after they have submitted their original review packet?

Additional materials and factual corrections will be included at the next available step in the workflow. The reviewers at that step will be able to see the new materials. However, the additional materials and factual corrections will not be visible to the candidate until the workflow advances to the next step.

I'm having problems viewing materials uploaded to the system. What can I do?

If materials are not displaying in the Workflow preview window properly, you are encouraged to save your current progress (if applicable), log into the Monarch Workflow Manager on a different internet browser, and attempt to view the materials there.

The preview window seems to behave more problematically on the Internet Explorer browser, relative to the other popular browsers like Chrome and FireFox.

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