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Bylaws and Criteria

PowerDMS

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Overview

Bylaws Policy
Bylaws and Criteria Workflow
Introducing PowerDMS
PowerDMS Link
Step-by-Step Guide
Help Resources

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Bylaws Policy ACD 111-02

All colleges and academic units must have bylaws, approved by a majority of the unit faculty. With the consent of all college deans to which a unit reports, the faculty of the unit may choose to utilize the college’s bylaws as their unit bylaws. Bylaws outline the structural framework of colleges and academic units and are considered to be the permanent rules under which they operate. Additional operating procedures will be written as standing rules. Bylaws must be consistent with Board of Regents and university policies and bylaws. Prior to approval, bylaws must be reviewed by the supervising dean(s) and the Office of the Provost of the University. Prior to the final approval by the Office of the Provost of the University the bylaws will be reviewed by the Office of General Counsel. If problems are identified, the bylaws will be returned to the unit for reconsideration and must be resubmitted to the dean(s) and the Office of the Provost of the University for approval. The current version of unit bylaws must be distributed to all faculty and academic professionals and must be on file in the offices of the University Senate and the Office of the Provost of the University. Bylaws of newly established units must be in place within one year of the unit being established. Bylaws are binding upon current and future administrative officers and members of the academic unit or college, however, the president or designee may ask for a review of bylaws at any time to ensure they are consonant with university and board policy. If either faculty or administrators wish to deviate from procedures outlined in the bylaws, they must go through the specified amendatory procedures that are included in the bylaws. If members of a unit believe there has been a violation of bylaws, a complaint may be brought to the Governance Grievance Committee following the usual grievance policies and procedures (see ACD 509–02, “Grievance Policy for Faculty,” and ACD 509–03, “Grievance Policy for Academic Professionals”). If the Governance Grievance Committee finds that there has been a violation of bylaws, the committee must report its findings in writing to both the president of the university or designee and the president of the University Senate.

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Bylaws Workflow

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3 Steps to Submit Bylaws

Complete Bylaws and Criteria Submission Request

The first step to submitting your bylaws for approval is complete the Google Form and attaching your Bylaws and/or Criteria. Must be a Word Doc.

Sign into PowerDMS – Bylaws and Criteria

If asked to enter a site key, please enter ASU. You should be prompted to log-in using SSO. Once in the system check your “To-Do” List for action items. You can sign in using the link or go in using a Welcome Email you will receive when a workflow has begun with PowerDMS.

Make edits that come through PowerDMS

You will receive a Notification Email when you have action items. You will also see item(s) to complete on your “to do” list in PowerDMS. Click on document> Edit on Desktop>Open Author>Make changes in Word doc use “Track Changes” feature>Save and exit out>Add comment about how you addressed>Cast your vote to approve(NOTE: NEVER hit DENY, this will end the workflow and you would need to start again). If more edits need to be made, still send forward with notes in comment section.

Quick Start

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Submitting your Bylaws

The first step to submit your bylaws for approval is complete the Google Form and attaching your Bylaws and/or Criteria as a Word Doc.

Document type (Bylaws and Criteria, Criteria Only, Bylaws Only)
What group is impacted by the change (Tenured/Tenure/Track, Career track, Fixed-Term Academic Professionals, Continuing status Academic Professionals, None)
Nature of Request
Date Approved by Faculty
Date Reviewed by Dean
Cover sheet template you may use if the title page of your document does not already have the required information. Please note that we do not need signatures on the cover sheet. If you use the cover sheet, it must be the first page of the content document (i.e. not a separate one-page document by itself.

Date of faculty approval is on the first page of your bylaws/criteria.
The academic unit mission statement & objectives can be measured.
Unit structure is explained.
Membership and voting rights in the faculty assembly are clearly

defined.

Processes for voting are clearly articulated.
Standing committees are defined and standard operating procedures are described.
The categories of faculty work to be evaluated are included and

defined (teaching, research, service; criteria only).

Language acknowledging the primacy of ACD and ABOR policies over that of the bylaws is included.

Be Prepared With:

Confirm prior to submission:

Bylaws and Crit eria Submission Request

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Accessing PowerDMS

Link

Welcome Email

While you are waiting for the Provost to upload your bylaws into PowerDMS, consider using the link to make sure you can access the system. See next page for instructions.

You can access the system through a welcome email for new users or through an email requesting your attention.

OR

See next 2 slides for details

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��Accessing through Link:�PowerDMS - Bylaws and Criteria��

If asked to enter a site key, please enter ASU.

You should be prompted to log-in using SSO.

Once in PowerDMS, you should see your “To Do” list.

Note – If you have difficulty getting in using SSO, please contact your IT dept.

Bookmark this

Link for quick access

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�Accessing and activating account with welcome email��

Look for the email below sent to new users for access and activation

Welcome to the PowerDMS site for Arizona State University

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Bylaws Ready to Review:�

Once your Bylaws have been received and uploaded to PowerDMS by the Provost Office, you will receive a Notification Email advising you have action items. You will also see items to do on your “to do” list in https://powerdms.com/

NOTE – You will continue to receive emails daily notifying

you have a task to complete. It will continue to send email notifications until your action item is complete. Unfortunately, we cannot change the frequency of the notification.

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Editing the Document

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Once you see the bylaws document in your to-do list, follow the steps below:

Select the document and click to EDIT ON DESKTOP:

It will ask you to open in AUTHOR:

(This is the system that allows editing through Microsoft Word)

If you haven't downloaded PowerDMS Author, the system automatically prompts you to do so. If you have already downloaded Author, then you may need to sign in again.

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Installing PowerDMS Author

**If you are unable to access AUTHOR, you will need to contact your IT department. If your technical support team is having an issues they can contact Matthew.P.Brown.1@asu.edu. (Do NOT contact Matt directly. Work with your tech support team first and have them contact Matt if assistance is needed)

Once PowerDMS Author is installed, you can open and edit the Microsoft Word document by opening the document you want to work with and clicking Edit on Desktop from PowerDMS and launching PowerDMS Author.

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Editing the Document

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Make edits in Word document. Use the Track Changes feature(Select Review-Track Changes) :

Note: You can file save and close while you are working in the document. Do not hit approve until you are ready to move it ahead in workflow.

SAVE EDITS every 30 min to ensure

changes are saved

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To close out of the document, FILE>SAVE>CLOSE.

If you are having trouble, click the X after making edit. Click the SAVE when pop-up asks to save as local copy.

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Advancing your documents in PowerDMS

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SAVE and exit out. This will take you back to PowerDMS page

Click DISCUSS and add brief comment about what you did and add any other necessary comments:

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Select the APPROVE button – NEVER hit DENY. If you select deny, it will end the workflow and we will need to start it over. You cannot move backwards in the workflow. Use the discussion button to discuss concerns rather than select decline. Once you select the GREEN APPROVE button, your document will progress to the next level of the workflow.

X

Comments are viewable by everyone

in workflow

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Bylaw Workflow:�

If you would like to see the progress of your bylaws, you can select,

WORKFLOWS

Other Features

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Your Documents in a Workflow:�

If you have documents in a workflow, you may receive notifications in your PowerDMS inbox under Inbox and Messages when edits are made. These notifications simply indicate that your document is under review and may be undergoing edits, but no action is required on your part. You should only make edits when the document reaches your step in the workflow.

Use the Document tab to see if you have an action or task to complete.Go to the Inbox, select the Documents tab, and navigate to the CURRENT section. Click on the document, verify that the workflow is at your step, and make any necessary edits before approving. DO NOT use the HISTORY tab to make edits.

X

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Your Documents in a Workflow:�

Do not make edits to documents in the sidebar document section.

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Completion of Workflow

Once the workflow is completed and your bylaws have been APPROVED, the

Provost Office will upload your approved bylaws/criteria to the website https://academicpersonnel.asu.edu/personnel-processes/bylaws-criteria-documents

If your bylaws were NOT approved, they will enter another workflow called the Revision Workflow

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Need Help?�

Assistance with PowerDMS

Ashley Heath | Provost Office

Ashley.T.Heath@asu.edu

Slack channel: #powerdms-bylaws

Chantel Powers | Provost Office

cpowers@asu.edu