Important reminders about Comments:
- They are not private; they can be read by any user of the system.
- They can not be deleted; they are retained permanently in the system and can be viewed after the proposal stage.
- They can not be edited once added.
- Each user in a comment thread will receive email notifications for each subsequent comment in the thread.
Appropriate uses of the comment feature
- To collaborate during the proposal drafting and reviewing states.
- To request assistance with a proposal from the Office of the Registrar or a faculty undergraduate office.
- To request an early review of a proposal from the Office of the Registrar or a faculty undergraduate office.
- To request edits from another user.
- To ask questions about a proposal when the question/answer would also be beneficial for other users.
Best practices
- Add only necessary users to the conversation thread.
- Use several comment threads to track different ideas or to target different system users.
- Only refer to the proposal being commented on; this might mean your comment needs to be copied/pasted to several proposals.
- Keep in mind some basic principles:
- Focus on the situation, issue, or behaviour, not the person.
- Maintain the self-confidence and self-esteem of others.
- Maintain constructive relationships.
- Be clear and concise.
- What is the purpose: Are you asking a question, soliciting help, or requesting an edit?
- Does the reviewer have enough context to read your comment and take action, if applicable?
- Things to avoid:
- Using short-form/acronyms: they might be known among users in the conversation, but perhaps not by all reviewers in the governance path.
- Having personal discussions (e.g., weekend plans).
- Having arguments: these are best handled outside the system (email or in person).