Monarch Workflow Manager

Overview

In Summer 2018, Monarch Workflow Manager (MWM) was launched to support Academic Affairs processes through a secure, web-based platform accessible to faculty, administrators, and reviewers both on and off campus. MWM provides a consistent and transparent environment for managing established workflow processes, ensuring that materials are securely routed and made available to the appropriate individuals at each stage of the review process. The system also automates email notifications when materials are ready for review and sends deadline reminders at designated intervals. Faculty and administrators can securely access MWM at any time to monitor the status and progress of their workflows throughout the review process.

If you have any questions associated with these workflow processes or encounter any technical difficulties, please contact workflow@odu.edu.

Accessing Monarch Workflow Manager

MWM is a module within the Faculty Activity System (FAS). To access MWM, log in to FAS or follow the link on the right.

NOTE: The Workflow option at the top of the screen will only be visible in your FAS profile if you are currently engaged in an active workflow process or have previously used MWM. If you have not yet participated in a workflow process, the Workflow option will remain hidden until you are involved in a workflow for the first time.

If you experience difficulty logging into MWM, send an email to workflow@odu.edu.

Workflow Processes

Monarch Workflow Manager will be used for the following administrative processes:

· Reappointment/Annual Review or Non-Reappointment of Tenure-Track Faculty and Career-Track Faculty in Academic Colleges or Schools in the First Year of Employment

· Reappointment/Annual Review or Non-Reappointment of Tenure-Track Faculty (Second and Subsequent Years)

· Reappointment/Annual Review or Non-Reappointment of Career-Track Assistant Professors in Academic Colleges or Schools (Second and Subsequent Years)

· Reappointment/Annual Review or Non-Reappointment of Career-Track Associate Professors and Professors in Academic Colleges or Schools (Second and Subsequent Years) Undergoing a Sixth-Year Review (required every 6 years)

Conversion from a Teaching-Track Position to a Clinical-Track Position
Conversion from a Career-Track Position to a Tenure-Eligible Position
Pre-Tenure Review (Tenure-Track Faculty in Second and Subsequent Years of Employment)
Promotion in Rank Review: Clinical Faculty
Promotion in Rank Review: Full Professor
Promotion in Rank Review: Librarians
Promotion in Rank Review: Teaching Faculty
Promotion in Rank Review: Research Faculty
Tenure and Promotion Review
Annual Evaluation of Tenured Faculty
Annual Evaluation of Tenured Faculty Serving as Chairs or Directors
Annual Evaluation of Assistant and Associate Deans

Once a Workflow process is initiated, candidates will receive an email notification containing a link to access the system and upload the required documentation for their specific Workflow. As the Workflow progresses, the appropriate administrators and review committee members will receive notifications when the materials reach their respective stage for review.

Candidates and reviewers are encouraged to attend the Monarch Workflow Manager Informational Sessions listed below to become familiar with the system and workflow process.

User guides outlining document requirements, formatting, and schedules for each process are hosted on the . Click the box to access the user guides.

If you have any policy questions, contact the Vice Provost for Faculty Affairs, Dr. Yvette Pearson (ypearson@odu.edu; 757-683-4423).

If you encounter any technical difficulties, send an email to workflow@odu.edu.

User guides outlining document requirements, formatting, and schedules for each process are hosted on the . Click the box to access the user guides.

If you have any policy questions associated with these workflow processes, please contact the Vice Provost for Faculty Affairs, Dr. Yvette Pearson (ypearson@odu.edu; 757-683-4423).

If you encounter any technical difficulties, please contact please contact Stephen Kerr (skerr@odu.edu; 757-683-3413) or at workflow@odu.edu.

Frequently Asked Questions (FAQ)

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

The Workflow option at the top of the screen will only be visible in your FAS profile if you are currently engaged in an active workflow process or have previously used MWM. If you have not yet participated in a workflow process, the Workflow option will remain hidden until you are involved in a workflow for the first time.

As you upload your materials, please be aware that the system does not automatically save your progress. To avoid losing any information or uploaded documents, it is recommended that you save your work routinely throughout the process.

Once you have uploaded all required materials and saved your progress, click the Actions drop-down menu located in the top-right corner. Depending on your role in the Workflow process, you may have the option to Submit the materials to the next stage for review or Send Back the process to the previous step.

In some cases, you may have more than one option for advancing the Workflow. When this occurs, the available options will be clearly labeled to help you select the appropriate action.

Email Worflow@odu.edu

Vice Provost for Faculty Affairs, Dr. Yvette Pearson at ypearson@odu.edu.

Yes, Academic Affairs plans to offer additional Monarch Workflow Manager informational sessions. Dates and details for upcoming sessions will be announced as they become available. In the meantime, you may email workflow@odu.edu with any questions or for assistance regarding upcoming sessions.

You can also visit the to access information and resources shared during previous informational sessions.

Use Google Chrome to interact with Monarch Workflow Manager. Users have reported various problems when using Mozilla Firefox, IE, Edge, or Safari.

Information about the required documents for each workflow process is available on the . The site provides helpful guidance on accessing Monarch Workflow Manager, naming files, compiling a research portfolio, and organizing your Curriculum Vitae (CV).

Each upload field will accept an unlimited number of files, each with a maximum file size of 1 GB.

UPLOAD ALL FILES IN PDF FORMAT. For assistance in converting files to PDF, please visit or use the .

No. Once your materials have been submitted, no further edits can be made to the documents or information by anyone. Please carefully review all materials for accuracy and completeness before submitting them.

Before adding any additional materials to your Workflow, you must first obtain approval from your dean.

Submit the additional materials to your dean and request approval.
If approved, email your request, along with a copy of the dean’s approval, to workflow@odu.edu
Once approved, the additional materials will be uploaded to your Workflow within 48–72 business hours.

Although Monarch Workflow Manager has the functionality to retrieve information from the Faculty Activity System for use in workflow submissions, the University has not currently enabled this feature.

Factual corrections do not require prior approval from your chair/director or dean. Please email any factual corrections, along with supporting documentation, to workflow@odu.edu. Once received, the corrections will be reviewed and uploaded to your Workflow within 48–72 business hours.

Each department/school has a document outlining the criteria for the proper evaluation of research, scholarship, and creative activity as appropriate to their discipline. The department/school chair/director will be able to provide this document to you.

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.

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.

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.

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.