Definition: ad hoc (from Latin, meaning “for this”): Formed, arranged, or done for a particular purpose only.
An owner (PI, preparer, contacts), a person with assigned read/write access, or an approver, can modify the approval flow by adding an ad hoc reviewer. These manually added reviewers can be for a particular role, such as a department reviewer, or a specific person.
Note: A preparer can only add an ad hoc reviewer when the eGC1 is in Routing or In OSP status, that is, not while in Withdrawn or Returned status.
On the approval flow, there are three Graph Options: Add Comment, Add Approver, and Add Watcher. The first option allows the approver to add a comment to the History & Comments page. The other two options add an ad hoc node to the graph for an approver or a watcher. Clicking on the link opens the Add Approver or Add Watcher pop-up dialog. The pop-up for both approver and watcher has the same options. This example adds a Watcher.
First, select whether the node will be for a Role or just one Person, and fill in the related details.
- If you choose Person, a Look Up Person button will display. Click it to search for and select the individual.
- If you choose Role a drop-down menu will appear from which you can select the desired reviewer role.
If the role you choose is limited by organization code, a Look Up Organizational Code button will appear. Use it to pick the org code at the corresponding level (dept, div, dean).
Next, choose where on the graph the node will appear. This is a two-step process.
- The “Location on graph… ” drop-down menu lists all of the nodes currently on the graph. Pick the one you want the ad hoc node to be next to.
- Then choose if the ad hoc node will be before, parallel with, or after the selected node.
Finally, provide a reason for why you are adding this ad hoc reviewer. This is a required field. Click the “Add Watcher” button to complete the process.
This is an example of the graph before adding the ad hoc node.
The following example shows the pop-up screen with options selected and the resulting graph with the new ad hoc Watcher node added “before” the Dean Reviewer node for Arts & Sciences, as seen by the person who added it. Note the “Delete” option. The person who adds the ad hoc reviewer is the only one who can delete it.
When other reviewers see the node for the ad hoc reviewer it will indicate who added it.
If you need to add an ad hoc node, you should add it “before” the “OSP Approver” node. OSP staff who do not have signing authority to submit proposals can add their manager “ad hoc” to let the manager know that they have reviewed the eGC1, and it is ready for manager approval prior to submission.