A new version of this site was created, following the June 24 Bylaws update. This is now the ARCHIVED site.
Common mistake: candidates erroneously believe they can simply click the "share with others" button at the top of the screen, fill in the name of their department chair, and that will grant viewing permission to everything in the file. Instead, that "share with others" button at the top of this screen grants viewing permissions to the "editing" version of your site, and not the finalized, public version.
All Google products have hierarchical (or "nested") permissions. That means...
if you're uploading a freestanding Google Doc, you'll need to change the permissions on that single item.
if you're uploading a freestanding PDF, that's not a Google product-- no permissions necessary!
BUT if you're uploading Google Docs or PDFs that you've collected into a Google FOLDER, then a folder is the outside layer of the nest (and a Google product, of course): it means you only have to change viewing permissions at the "folder" level, which automatically takes care of all materials accounted for inside them.
So: if you've been collecting materials for this site in individual Google folders, there's a quick fix. Change the permissions on each folder using the directions below.
IMPORTANT: work from the Google item on your Drive, NOT on the Google Site itself. So...
Open the folder containing the item in your Google Drive.
For all these Google products, look for the means to click "Get shareable link" (on a Doc, this will be through the blue "SHARE" button. For a file, it will be an option on a drop-down menu, etc.).
Switch toggle to "Link sharing on." Text should read, "Anyone with St. Mary's address can view." // OR IF THIS IS YOUR RESEARCH FOLDER FOR EXTERNAL EVALUATORS, Text should read, "Anyone with link can view."
This is a good moment to go back to the Home Page, scroll down to the bottom, and review the part about Permissions and Access to your File. Now's the time to make sure you're happy with your choice about who can view your file (Anyone? Anyone at SMCM? Just certain People?). At the very minimum,-- if you're standing for tenure or promotion to full professor -- make sure that the evaluators in the list on that page have VIEWING access to the PUBLISHED site (not the editing version of the site) by adding their names at the upper right through the "Share with Others" icon. (If you're submitting a post-tenure review file, just make sure the provost's name is added -- no other evaluators necessary).
all members of your Program Evaluation Committee (typically all tenured colleagues in the department)
all current CEC members (see the list on the home page of this site)
the VPAA/Dean of Faculty (klgantz)
the president (tcjordan)
Mai Savelle (mlsavelle)
anyone else you may want to see your file, including in draft form before final submission
IMPORTANT: as you add email addresses to the permissions, be sure you 1) select "PUBLISHED VIEWER" (and not "EDITOR") from the drop down menu, and 2) DE-SELECT THE CHECKBOX FOR "NOTIFY PEOPLE." It's confusing when your whole string of evaluators receives an invitation to view your Site on the day your file is due instead of on the day the file is required to advance up the chain.
you include them in the permissions
you PUBLISH the site, and
they're sent the URL to the PUBLISHED site. You only send it once (to your chair/Mai in most cases, or to the VPAA/Mai for a post-tenure review) -- the rest of the time, it's someone else's job to pass along the link.