Overview
In Summer 2018, Monarch Workflow Manager (MWM) was launched to handle Academic Affairs processes through a web-hosted platform that is accessible on and off campus by faculty, administrators, and reviewers. This platform supports established workflow processes within a consistent and transparent environment, ensuring that materials are made available step-by-step to those involved in each review stage. MWM also sends automated email notifications when materials are ready for review and provides deadline reminders at designated intervals. Faculty and administrators can securely track the status and progress of their workflows at any time within the system.
If you have any policy questions associated with these workflow processes or encounter any technical difficulties, please contact workflow@odu.edu.
Accessing Monarch Workflow Manager
Monarch Workflow Manager (MWM) is a module within the Faculty Activity System (FAS). To access MWM, log into FAS or follow the link on the right.
Note: You will only see the "Workflow" button in your FAS profile if you are currently involved with an active workflow process or have already been a MWM user. The button will remain hidden until you participate in a workflow process for the first time.
If you experience difficulty logging into MWM, send an email to workflow@odu.edu. As a last resort, you can contact Watermark Digital Measures/Faculty Success Technical Support atÌý800-311-5656. If you call the 800 number, be sure to choose Option #6 from the calling menu.
Workflow Processes
Monarch Workflow Manager will be used for the following administrative processes:
Ìý
- Annual Review for Reappointment of Lecturers and Clinical Assistant Professors
- Annual Review for Reappointment of Lecturers, Clinical Assistant Professors & Research Faculty
- Annual Review for Reappointment of Senior Lecturers, Master Lecturers, and Clinical Associate Professors
- Annual Review of Assistant Deans and Associate Deans
- Annual Review of Tenured Faculty
- Annual Review of Tenured Faculty Serving as Chairs
- Annual Review/Reappointment of Tenure-Track Faculty and Faculty of Practice
- Conversion from a Lecturer Position to a Non-Tenure Eligible Clinical Track Position
- Conversion from a Non-Tenure Eligible Position to a Tenure-Eligible Position
- First-Year Faculty (Mid-Year) Review of Tenure-Track Faculty, Faculty of Practice, Clinical Assistant Professors, Lecturers, Senior Lecturers, and Master Lecturers
- First-Year Faculty Review of Tenure-Track Faculty, Faculty of Practice, Clinical Assistant Professors, Lecturers, Senior Lecturers, and Master Lecturers
- In-depth (every 6 years) Review of Senior and Master Lecturers
- Librarian Extended Contract Review
- Pre-Tenure (Mid-Year) Review
- Pre-Tenure Review
- Promotion in Rank – Lecturer to Senior Lecturer
- Promotion in Rank – Librarians
- Promotion in Rank – Senior Lecturer to Master Lecturer
- Promotion in Rank Review – Clinical Faculty
- Promotion in Rank Review – Full Professor
- Promotion in Rank Review – Research Faculty
- Tenure and Promotion (Mid-Year) Review
- Tenure and Promotion Review
Once the processes are initiated, candidates will receive an email notification with a clickable link to start uploading the necessary documentation for their specific workflow. At each subsequent stage, the relevant administrators and review committee members will be notified when the workflow reaches their step for review. Both candidates and reviewers are encouraged to attend the Monarch Workflow Manager informational sessions (listed below).
If you have any policy questionsÌý 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 KerrÌý(skerr@odu.edu;Ìý757-683-3413) orÌýat workflow@odu.edu.
Frequently Asked Questions (FAQ)
Access the using your Ïã¸ÛÁùºÏ²Ê×ÊÁÏ 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.
Yes. Monarch Workflow Manager is accessible anywhere you have an internet connection.
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.
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.
If you experience technical difficulties with Monarch Workflow Manager or any of the workflows, Ìýemail workflow@odu.edu or contact Stephen Kerr (skerr@odu.edu; 757-683-3413).
Vice Provost for Faculty Affairs, Dr. Yvette Pearson (ypearson@odu.edu), will be the primary point of contact for questions regarding University policy toward administrative processes, such as those that take place within Monarch Workflow Manager.
Yes, Academic Affairs plans to hold additional sessions. Dates for those sessions will be announced, but you are welcome to email workflow@odu.edu directly for assistance regarding upcoming sessions.
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.
File content requirements for processes such as Promotion & Tenure, Promotion in Rank, Pre-Tenure, and similar workflows are available on the . This site provides guidance on accessing Monarch Workflow Manager, naming files, compiling a research portfolio, and organizing your CV.
All documents should be uploaded in PDF format. Any individual file up to 1GB (1024MB) in size is accepted.
For more information on how to create a PDF, please visit:
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.
Before adding any additional materials to your workflow, you must first receive approval from your dean:
- Submit the materials to your dean and request their approval.
- If approved, email your request along with a copy of the dean's approval to workflow@odu.edu.
- The additional materials will be uploaded to your workflow within 48–72 business hours.
While the Monarch Workflow Manager platform does have the functionality to pull information from the Faculty Activity System and use it for workflow submissions, the University has chosen not to activate this feature currently.
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'.
No, you only need to replace "LAST NAME, FIRST NAME," and "YY-YY" with the appropriate details. For "YY-YY," use "24-25" to indicate the relevant academic year for the document as an example.
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".
Yes, you should.
Yes, if possible, you should.
Factual corrections do not require prior approval from your chair or dean. Please email any factual corrections along with any supporting documentation to workflow@odu.edu. ÌýThe factual corrections will be uploaded to your workflow within 48–72 business hours.
Please confer with your Chair to obtain a copy of this document. It may be titled differently, depending on the department or school.
You should upload the pre-tenure, or third-year, review letters to the Annual Evaluations section. Additional directions can be found on the form.
Yes, you should upload all of your reviews and evaluations you have received.
Yes, you should upload all of your reviews and evaluations you have received.
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.
Access the using your Ïã¸ÛÁùºÏ²Ê×ÊÁÏ 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.
Yes. Monarch Workflow Manager is accessible anywhere you have an internet connection.
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.
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.
If you experience technical difficulties with Monarch Workflow Manager or any of the workflows, Ìýemail workflow@odu.edu or contact Stephen Kerr (skerr@odu.edu; 757-683-3413).
Vice Provost for Faculty Affairs, Dr. Yvette Pearson (ypearson@odu.edu), will be the primary point of contact for questions regarding University policy toward administrative processes, such as those that take place within Monarch Workflow Manager.
Yes, Academic Affairs plans to hold additional sessions. Dates for those sessions will be announced, but you are welcome to email workflow@odu.edu directly for assistance regarding upcoming sessions.
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.
File content requirements for processes such as Promotion & Tenure, Promotion in Rank, Pre-Tenure, and similar workflows are available on the . This site provides guidance on accessing Monarch Workflow Manager, naming files, compiling a research portfolio, and organizing your CV.
All documents should be uploaded in PDF format. Any individual file up to 1GB (1024MB) in size is accepted.
For more information on how to create a PDF, please visit:
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.
Before adding any additional materials to your workflow, you must first receive approval from your dean:
- Submit the materials to your dean and request their approval.
- If approved, email your request along with a copy of the dean's approval to workflow@odu.edu.
- The additional materials will be uploaded to your workflow within 48–72 business hours.
While the Monarch Workflow Manager platform does have the functionality to pull information from the Faculty Activity System and use it for workflow submissions, the University has chosen not to activate this feature currently.
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'.
No, you only need to replace "LAST NAME, FIRST NAME," and "YY-YY" with the appropriate details. For "YY-YY," use "24-25" to indicate the relevant academic year for the document as an example.
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".
Yes, you should.
Yes, if possible, you should.
Factual corrections do not require prior approval from your chair or dean. Please email any factual corrections along with any supporting documentation to workflow@odu.edu. ÌýThe factual corrections will be uploaded to your workflow within 48–72 business hours.
Please confer with your Chair to obtain a copy of this document. It may be titled differently, depending on the department or school.
You should upload the pre-tenure, or third-year, review letters to the Annual Evaluations section. Additional directions can be found on the form.
Yes, you should upload all of your reviews and evaluations you have received.
Yes, you should upload all of your reviews and evaluations you have received.
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.
Monarch Workflow Manager Informational Sessions Schedule
|
What: |
When: |
Where: |
|
First-Year Annual Review Information Sessions |
Tuesday, November 19: 12:30 – 1:00 p.m. Tuesday, November 26: 12:30 – 1:00 p.m. Monday, December 2: 10:00 – 10:30 a.m. Wednesday, December 11: 11:30 – 12:00 p.m. |
Via Zoom by invitation only |
|
First-Year Mid-Year Faculty Annual Review (2024-2025) |
Upcoming |
Via Zoom by invitation only |
|
Tenured Faculty Annual Review |
Tuesday, January 14: 12:30 – 1:30 p.m. Wednesday, January 15: 11:30 – 12:30 p.m. |
Via Zoom by invitation only |
|
Tenure & Promotion |
Upcoming |
Via Zoom by invitation only |
|
Promotion to Full Professor |
Upcoming |
Via Zoom by invitation only |
|
Promotion to Associate or Full Clinical Professor |
Upcoming |
Via Zoom by invitation only |
|
Promotion to Associate or Full Research Professor |
Upcoming |
Via Zoom by invitation only |
|
Promotion in Clinical Rank |
Upcoming |
Via Zoom by invitation only |
|
Promotion for Lecturers |
Upcoming |
Via Zoom by invitation only |
|
Conversion of Non-Tenure-Eligible to Tenure-Eligible |
Upcoming |
Via Zoom by invitation only |