UVaCollab for Group Review of Documents

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UVaCollab for Group Review of Documents

• Anne Dickey
• UVa Office Technology Conference
• June 10, 2009

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Consider Using For

• Interdisciplinary Programs
• Training Grant Applications
• Scholarship and Award Committees
• Promotion and Tenure Committees
• Search Committees for Faculty or Staff Hires
• Any two-tiered groups (inner circle/outer circle)
• Your ideas?

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Benefits You May Gain

• Dont have to carry documents around
• More secure computing
• Users can access at any time, including from home
• Easy to add users later and catch them up to
  speed
• Dont have to be co-located with your group
• Tremendous paper, time, and aggravation savings

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Screen Shots Overview

• Set-up and Management Structure
• Set-up and Management Confidentiality, etc
• Application Review Uploading and Moving
• Application Review File Name Triage
• Interview Prep Setting the Role for Users
• Interview Prep Making Groups
• Interview Prep Assigning Groups
• Interview Phase Shown and Hidden Files
• Post-Interview Rankings, Merit
• P.S. Excel and Access can help!

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(No Transcript)
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Applications Structure
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Uploading and Moving Applications
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Uploading and Moving Applications
Folder empty reviewed files moved to 1 and 2
above and to interview folders
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Use File Names to Triage
MCAT
GPA
School
Financial Status
Residency Status
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Setting the Role for Users
Well come back to this
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Setting Role
Exec Cttee Member administrator status allows me
to hide documents so that only they can see
them.
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Making Groups
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Making Groups
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Making Groups
Only these site members can see a folder that is
linked to this group.
Control-click for multiple selections
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Assigning Groups
To hide folders and set groups
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Assigning Groups
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To have the folder visible to a subgroup within
your site, click Display then select your group.
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Assigning Groups
Further down the same screen, to hide and show
folders
Folder should be shown if using groups.
Folder should be hidden if only administrators
and owners should see.
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Assigning Groups
Always press Update!
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Assigning Groups
yet access was changed here only
Now all access says Select Groups (vs. Entire
Site)
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Post-interview Folder
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Post-interview
Shown files visible to group Inter-viewers Nov
2-4
Files hidden to mem-bers of group visible to
Admin only
Hide files using the same procedure as hiding
folders Actions Edit Hide
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Folder Structure Post-Interview
Numbers on folders so they appear in logical (not
alphabetical) order
Interview folders for specific dates removed
after use for added confidentiality
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Post-Interview Files Moved, Rankings Added
Incentive offers to top candidates
Post-interview ranking with NIH review scale (1
high, 5 low) candidates sort by rank
automatically
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Excel and Access Can Help!
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Excel and Access Can Help!
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Example of Instructions to Faculty

• To get into Collab 1. go to http//collab.itc.v
  irginia.edu 2. click on "UVA login" in the upper
  right hand corner3. enter your Netbadge
  information (if you are not already
  authenticated) 4. wait (the next screen can be
  slow to load)5. click on "MSTP" in the tabs
  across the top of the screen6. click on
  "Resources"7. click on "FY09 Admissions"
• 8. click on FY09 Interviews
• 9. click on "8. February 25-27" to view
  applications.

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Confidentiality

• FERPA compliant
• Use when no other option for sharing documents
• Delete groups, files, or folders as soon as not
  needed
• Clean up regularly do not use for storage
• Advise site members to delete files, download to
  secure computers, and empty cache

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Empty Folders from FY08 files removed per
Collab security standards
Interview folders for specific dates removed
after use for added confidentiality
All folders here are greyed out because the
entire folder is hidden except from
Administrators
Other uses of Collab
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Summary Tips for this Kind of Use

• Use a combination of groups and the hidden/shown
  files to control who sees what
• Be clear about who needs to know what, when
• Make your inner circle administrators (so they
  can see hidden files). Hide files OR folders.
• Use file names as a triage tool have a formula
• Use folders to track status move files to new
  folders as status changes
• Add rankings, etc, to file name to aid tracking
• Keep instructions to site users simple
• Excel or Access for complex tracking or stats