The old way
Manually written reminder emails
A customized manual nudge for every step, every cohort, every deadline, and a document that gets longer every year.
No live view of where things stand
Who’s at which step, who’s overdue, who’s up for review next year. The answer lives in a spreadsheet and someone’s memory.
Faculty re-enter what you already have
Publications, grants, courses, and service get typed in again every cycle, even though the data already exists in your systems.
Your process has to fit the software
Every new form, step, or cycle goes back to the vendor and comes back weeks later, and anything your handbook requires that the system didn’t anticipate becomes a workaround.
With Scholarly
Run your exact process on Scholarly
Your handbook is the result of decades of shared governance decision making, and it shouldn’t be up for revision because of a software purchase.
Scholarly starts from your policies. We map your steps, your committees, your deadlines, your forms, and your routing rules into a live workflow, and keep the process recognizable to the faculty who have to use it. And if it needs to evolve later? A shift to Scholarly makes it easier to manage any changes later on.
01
Start from your faculty handbook
Send us the policy documentation. With Scholary’s AI, we turn it into a working draft of your workflow with your unique steps, roles, forms, and routing already in place. Templates aren’t built from scratch, so there’s no need to spend weeks mapping your process by hand.
02
Refine with your team
Adjust the parts only your office knows, and reconsider the steps that only exist to work around your old system.
03
Launch, then evolve
When your policy changes, the workflow changes with it. Next year's revisions are an edit, not a rebuild.
Faculty workflows Scholarly supports
Promotion & tenure
Reappointment, RTP, non-tenure track, and appeals
Annual review
Faculty activity reporting and chair evaluations
Merit review
Scoring, ratings, and results that feed compensation
Sabbatical
Application, review, approval, and next eligibility
Leave requests
Parental, medical, partial, and flexible work arrangements
Conflict of interest
Disclosures and outside activity reporting
Interim reviews
Third-year, fourth-year, triennial, and developmental review
Onboarding & appointments
New faculty, adjunct reappointment, and appointment letters
Course releases & workload
Buyouts, credit bank, and committee service assignment
If it’s in your faculty handbook, it can run on Scholarly.
Workflow Automation
The process can move forward without you in the middle of it
Steps advance when everyone assigned marks them complete or when the deadline passes. Conditional logic sends a case down the right path based on track, rank, department, or any field on the faculty profile. Time-released steps open when they're supposed to. Send a case back a step, with a note, even after the workflow has closed.
No one has to sit at a screen advancing cases by hand.
Collaborative Review
Committees, voting, and who sees what
Assign a step to one reviewer or a whole committee. Collaborative steps let members work a case together; voting steps capture anonymous votes with comments, and tallies flow straight into the next phase without anyone retyping them.
Permissions are set per step, per role. Hide internal deliberation from the candidate. Limit exactly which materials an external reviewer can see. Everything is tracked and logged.
External Letters
The external review letter process, in one place
Nominate reviewers, send branded invitations with the materials attached, and let reviewers submit through a login-free link. Declines are captured with a reason. AI can optionally flag potential conflicts of interest. Submitted letters become reviewable material for the appropriate step automatically.
One office was tracking twenty-five prospective reviewers per candidate in a spreadsheet. That's the workflow this replaces.
Live Case Tracking
Every case on one screen
A live grid of every case and every step: who's in progress, who's overdue, where the bottleneck is. Save the views you check weekly. Drill into a single case, adjust a specific deadline, or send reminders across everyone who's behind. Export to CSV or Excel or download a full case as a single ZIP.
Reviewers change. Deadlines move. Cases keep going.
A finished workflow updates your records
When a sabbatical is approved, Scholarly can automatically create the leave record and recalculate the faculty member's next eligibility based on custom institutional logic. When an appointment is finalized, the appointment record updates. Generated letters use your letterhead and attach to the notification automatically.
Every answer submitted in a workflow lands in the report builder with the rest of your faculty data. How many faculty requested a course release this year, and from which departments? That's a report now, not a manual count.
Trusted by Scholarly
Frequently Asked Questions
Can Scholarly run our process exactly as written in our faculty handbook?
Who builds and configures the workflows?
How are permissions handled? Can we keep deliberations confidential?
Can we migrate from our current system?
How long does implementation take?
Unlock the power of your data, automate your workflows, and improve the lives of your faculty.
