Interfolio Instructions for School/College Staff
Refining School/College Template
- BEFORE you create any cases using a given template, on the “Templates” page, click on the template you wish to refine
- If your school/college has any specific candidate requirements beyond those requested centrally, you may configure those with “Candidate Requirements”
- Committees, Chairs, and Deans may be assigned within “Case Review Steps”
- Click on “Edit” next to a given step
- Committees/reviewers may be added and managed here; this is necessary in order to ensure the correct faculty have access to a cases at the correct levels of review
Create Case
- On the “Cases” page, click the “Create Case” button in the top-right corner
- Select the candidate from the list of users
- Click “Continue”
- Select the Unit for the case (should be the faculty’s department)
- Select the type of case
- “Tenure” for tenure cases
- “Promotion” for promotions without tenure review
- Select template (should be the correct year, case type, and school/college) and click “Continue”
- Select a soft deadline for candidate’s materials submission, if applicable
- Under Settings, indicate that that candidate will be involved during the case. This will allow them to upload their own materials (e.g. Part II, supporting materials, etc.)
- You can choose to either notify the candidate now or later that the case has been created; candidates will be unable to upload materials until they are notified
- Click “Create 1 Case”
Managing Committees and Reviewers
Upload Candidate Documents
- Once notified that a case has been created for them, a candidate may upload the required materials
- You may also upload materials on a candidate’s behalf, if necessary
- On the “Cases” page, click the candidate’s name to open their case page
- Click “Add File” to add required documents (Part II form and CV), as well as any supporting materials
Upload External Letters
- From a candidate’s case page scroll down to “External Evaluations” within “Internal Sections” and click “Request Evaluation”
- Fill out the first/last name and email address for evaluators you would like to solicit letters from
- Complete the Message to Evaluator section; Provost’s Office templates for evaluation requests may be found here
- Select which of the candidate’s files should be made available to the evaluators
- Set a response deadline for the evaluators (the system will automatically send them reminders)
- Access should be set to “Administrators & Entire Committee”
- Click “Send Request”
- You may also upload letters on behalf of external evaluators
- From a candidate’s case page scroll down to “Internal Sections” and click “Add File” to add each external evaluator letter
- Make sure the file names are consistent and clearly labeled with the evaluators’ names because they will be used to automatically create bookmarks for those reading the case
Initial Administrative Review
- At the top of the candidate’s case page click “Send Case” and send it to Initial Administrative Review
- Within the candidate’s case page click the “Case Details” tab click the “Case Details” tab
- Under “Required Items” click “Add” to upload the completed external evaluator worksheet and sample external evaluator solicitation letter to the “External Evaluations” section
- Scroll down to the “Committee Members” section and click “Edit”
- Add yourself as a committee member
- The page will refresh and you will now be able to click “Fill Out Form” to submit the Narrative Summary in the forms section
- At the appropriate time click “Send Case” and send it to Department Review
Department Review
- Departmental faculty will review and vote cases according to their standard practices
- At the appropriate time click “Send Case” and send it to Chair’s Report
Chair's Report
- Once a Chair has reviewed a case, they will upload their report and fill out their recommendation
- You may also complete these steps on the Chair’s behalf, as needed
- Within the candidate’s case page click the “Case Details” tab
- Under “Required Items” click “Add” to upload the Chair’s Report
- Scroll down to the “Committee Members” section and click “Edit”
- Add yourself as a committee member
- The page will refresh and you will now be able to click “Fill Out Form” to submit the Department Vote and Chair’s Recommendation form
- Type the Chair’s name in the digital signature section; Interfolio will record that you did this on their behalf
- At the appropriate time, click “Send Case” and send it to APT Report
APT Report
- Once the APT has reviewed a case, the APT Chair or committee manager will upload their report
- You may also complete these steps on the APT Chair’s behalf, as needed
- Within the candidate’s case page click the “Case Details” tab
- Under “Required Items” click “Add” to upload the APT Report
- Scroll down to the “Committee Members” section and click “Edit”
- Add yourself as a committee member
- The page will refresh and you will now be able to click “Fill Out Form” to submit the APT Vote form
- Type the APT Chair’s name in the digital signature section; Interfolio will record that you did this on their behalf
- At the appropriate time click “Send Case” and send it to Dean’s Report
Dean's Report
- Once a Dean has reviewed a case, they will upload their report and fill out their recommendation
- You may also complete these steps on the Dean’s behalf, as needed
- Within the candidate’s case page click the “Case Details” tab
- Under “Required Items” click “Add” to upload the Dean’s Report
- Scroll down to the “Committee Members” section and click “Edit”
- Add yourself as a committee member
- The page will refresh and you will now be able to click “Fill Out Form” to submit the Dean’s Recommendation form
- Type the Dean’s name in the digital signature section; Interfolio will record that you did this on their behalf
- You will not be able to access the case once it moves on to UAPT review; to save a case for school/college records, within the candidate’s case page click the “Case Materials” tab and then click “Read Case”
- This will pull together the candidates’ materials, evaluator letters, and various reports into a single dossier, which you can download to save for school/college records.
- Inform Faculty Affairs that the case is ready for UAPT review
Interfolio Support
Scholar Services Support:
Phone: (877) 997-8807
Email: help@interfolio.com
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