University administrators work with the Scholarly team to have workflows — such as Annual Performance Reviews, Promotion & Tenure processes, and Leave Applications — built within the Scholarly platform.
Once a workflow has been created, university administrators can create and manage cycles, which are the individual instances of that workflow scheduled to run during a specific period.
Creating a New Evaluation Cycle
Navigate to Faculty Evaluations > Managed Evaluations.
Click Add New.
If your institution runs multiple workflows, you will see a list of available Workflow Definitions. Select the workflow you would like to use for the new cycle.
Enter the required setup details (fields marked with a red asterisk are required).
Click Create to generate the new cycle.
The cycle will now appear under Managed Evaluations.
Creating Groups During Cycle Setup
When creating a new evaluation cycle, you can choose to:
Create groups for each department
Assign faculty to their department groups
Since groups are most often reflective of departments, these options make it faster to launch cycles like Annual Reviews where all faculty need to be enrolled and grouped by department.
👉 For more information on creating Groups and assigning Faculty, see [Managing Groups and Admin] and [Managing Faculty Assignments].
Managing an Evaluation Cycle
Navigate to Faculty Evaluations > Managed Evaluations.
Find the cycle you want to update and click View.
Find and select Settings.
From the Settings page, you can:
Edit the Cycle Name, Evaluation Period, and Overall Due Dates.
Place the cycle into Draft Mode by checking the box.
Draft Mode allows you to make edits while hiding the cycle from any assigned faculty or reviewers.
Add Links to the cycle (for example, to a faculty handbook or instructional document).
Notes on Repeating Cycles
If you need to run another cycle of the same workflow, simply repeat the “Add New” process above.
If the workflow itself requires updates or iteration before starting another cycle, contact the Scholarly team for assistance.
Best Practices
Keep a cycle in Draft Mode until setup is finalized.
Use clear, consistent naming conventions (e.g., “2025 Annual Review – College of Arts & Sciences”).
Use the Links field to provide context or resources, reducing the number of questions from faculty and reviewers.