Launched in Summer 2024, the Track Review activity hub within Meridian (the Medical School’s faculty lifecycle management suite) is a software tool designed to assist the Office of Faculty Affairs track and process 3^rd and 6^th year Faculty Reviews for junior faculty in the Tenure, Research, and Clinical tracks.

Key Areas

Faculty Roster for Track Reviews

The Faculty Roster for Track Reviews lists faculty members eligible for a 3^rd or 6^th year track review. The Roster has the following columns:

• • Legal Name (& uniqname)
  • Current Appointment(s)
  • Track Review Years In (Tenure, Research, Clinical)
    • The amount of time per the criteria below as of the beginning of the month.  The Years In data is updated in the source database on the first Thursday of each month.  A value is present only if the faculty member is in a junior rank.
      • Tenure: Years in any tenure-eligible rank for faculty without tenure.
      • Research: Years in Research Assistant Professor or Assistant Research Scientist ranks.
      • Clinical: Years in Clinical Assistant Professor rank.
  • Status
    • Similar to the normal Meridian Roster, the Status column showcases when faculty are on a Short Work Break, Leave with Pay, Leave of Absence, or have an active Promotion in the system. This additional data can help inform whether a faculty member should have a review started at any given time, in addition to the Track Review Years In columns.
  • Reviews
    • Lists In Progress, Completed, and Skipped Reviews for the faculty member. Click on the Review hyperlink to access the specific details of the Track Review.
  • Initiate Review
    • Clicking the button in this column initiates a new review for a faculty member.

The Roster uses row coloring to indicate a faculty member’s status: a blue row indicates that a faculty member has a Track Review in progress, a green row indicates that a faculty member has an active Promotion in process within Meridian, and a tan row indicates that the faculty member may be overdue for a track review.

The Roster also has an overdue warning icon that indicates when a faculty member is overdue for any track review. This overdue warning will appear for the faculty member when the Track Review Years In value goes above 3 or 6 years with no completed Track Review.

The Roster can be filtered to narrow down your view by upcoming Review Type, or to show all faculty in the department, regardless of their eligibility for a track review.  Filters are remembered when you enter the application next.

Track Review Workflow Detail

Track Review workflows are initiated via the Roster Initiate Review column for a specific faculty member.

The high level process flow has the following statuses in order:

• • Scheduling Review: Track Review Coordinator is working with the faculty member to schedule their review. A Faculty invitation email is sent out during this status. To proceed to the next status, the Scheduled Date must be set.  
  • Awaiting Review: The Track Review is awaiting the Assistant Dean to facilitate the review discussion, fill out the Track Review Assistant Dean Review fields, and generate the Track Review document via the Review & Sign button.  In this status, once the review document has been generated, the Assistant Dean or Track Review Coordinator can distribute the review to others for comment prior to completing the review.
  • Review Submitted: This is an optional step.  In this scenario, the assistant dean has had the discussion with the faculty and generated the Track Review Document but has chosen to submit the review for Track Review Coordinator to review and then to complete.  In this status, the Assistant Dean or Track Review Coordinator can continue to distribute the review as needed.
  • Completed: The Assistant Dean can directly complete the review after generating the final Track Review Document, without submitting to the Track Review Coordinator for further review.  Even once completed, the Assistant Dean or Track Review Coordinator can distribute the review as needed.

The Detail page contains a header to understand where you are in the process.  It displays either a grey, orange, or blue ball next to the corresponding section name (SCHEDULE or REVIEW). A grey ball indicates a section that has not been started yet, an orange ball indicates the current active section or sections of the review, and a blue ball indicates a completed section.

Track Review List Page

The Track Review List page shows in progress Track Reviews and includes filters to expand or narrow the range of Track Reviews included.  For each Track Review, it includes the faculty member’s name, uniqname, RID (Review ID), Scheduled Date, Admin Department, and current Track Review section and its status.

Use the Review List page to find in progress, completed, skipped, and cancelled workflows. Click the Filters button to help narrow down the search:

• • Include Completed toggle: Use this toggle to show completed Track Review workflows.  By default, it will show all completed reviews, or use it in combination with the Status filter:
    • • Completed status: Workflows that have been initiated and completed within Meridian
      • Completed Externally status: Workflows that were completed and migrated from the previous OFA SmartSheet that was used for the Track Review process
  • Include Skipped toggle: Use this toggle to show skipped Track Review workflows
  • Include Cancelled toggle: Use this toggle to show Cancelled Track Review workflows
  • Review Type filters
    • Tenure (3^rd) and Tenure (6^th)
    • Research (3^rd) and Research (6^th)
    • Clinical (3^rd) and Clinical (6^th)
  • Status filters (by section - Schedule or Review)
    • Schedule
      • Scheduling Review
      • Scheduled
      • Skipped: This is an action that can be applied to any Track Review workflow to indicate a faculty member's review was skipped within Meridian
      • Completed Externally
      • Completed Externally – Revising: Workflows that were completed and migrated from the previous OFA SmartSheet and are now being edited within Meridian
    • Review
      • Awaiting Review
      • Review Submitted
      • Completed
      • Skipped
      • Completed Externally

Track Review Distribution Page

The Track Review Distribution Page is a separate landing page for recipients to gain access to a faculty member’s CV, Track Review document, and Track Review Summary documents. It is accessible once a review document has been generated and is unique per recipient that a user sends an invitation to. As mentioned above, the ability to send an invitation for a recipient to see Track Review documents is always open, even in a completed status.