How do I log in to the system?
Follow this link and use your CNet ID and password to log in: https://iam-api.interfolio.com/users/sso_redirect?tenant_id=15989. This direct link to the administrative dashboard cannot be bookmarked for repeat use due to the Shibboleth authentication feature. Here are instructions for creating a permanent bookmark to our UChicago login page.
Note that the administrative dashboard is the same link and login process for each type of user (Administrator, Committee Manager, Evaluator). What will differ is the content you see when you log in.
What training and support is available?
Support is available through Interfolio at email@example.com or 9am-6pm EST at 877-997-8807. There is also robust help documentation available on their Product Help site, which can be accessed from within the administrative dashboard by selecting the dropdown menu under your name (top right).
If you are a department administrator seeking help and you were unable to attend one of the training sessions in Winter/Spring 2019, please reach out to your divisional administrators for assistance. If you are a divisional administrator or an evaluator and you would like to do a larger training for your unit or search committee, contact firstname.lastname@example.org.
Where do I find Interfolio user guides?
When logged in to the administrative dashboard, click on your name (in the top right corner of the screen) and select “Product Help” from the dropdown menu.
I'm getting marketing emails from Interfolio after creating an account. How do I turn these off?
To turn off marketing emails, first log in to the administrative dashboard (see “How do I log in to the system?” for help). In the dropdown menu under your name at the top right, select Account Settings. The page that opens will look different than the previous one because it is tied to your individual Dossier account rather than to the university’s Interfolio license, though you are able to access both from within the administrative dashboard.
On the Settings page, choose Email & Communications from the navigation menu on the left. At the bottom of the page that comes up, uncheck the box that says “Yes, I’d like to be contacted by email about product updates, news, and best practices.”
If you continue to receive marketing emails after following the steps above, please submit a ticket to email@example.com.
Note that you do not need to create an individual Dossier account to run searches. Many people have created individual Dossier accounts because they wish to sample the applicant experience, or because they have previously used one for applications or writing letters.
How do I add my unit’s logo to our postings?
To add a logo, a unit Administrator can sign in to the administrative dashboard, select the “Administration” tab on the left, then select “Logo” from the list that comes up. Using the “Change” button, an alternate logo can be uploaded. Note that if you have any units nested under yours in the hierarchy (e.g. sections within a department), they will all inherit the logo you add. If you are in a department or other unit within a division/school, your division/school academic affairs leads may have decided to set a higher level logo for your searches.
Can I create template messages?
Yes, if you have an Administrator or Committee Manager role in a unit. To add a new template message, log in to the administrative dashboard and select the “Administration” tab on the left. Select “Messages Templates” from the list that comes up, and then select “+ Add” on the right. You must type in at least the “Subject” and “Message” to save a new template. Please note that what you add in the “Subject” field will appear both as the choice in the template list for administrators, as well as the actual subject line of the email the applicants will receive. You should not use internally-meaningful subject lines that are not appropriate for applicants to receive.
If you are in a department or other unit within a division/school, your academic affairs leads may have already created templates for you to use.
I made a message template for my unit. How do I use it to email applicants?
When you change the status of an application or a batch of applications, the system will give you the option of messaging applicants. You can choose from your available templates there. If you wish to use a message template to email applicants without changing a status, simply select an application or a batch and use the “Email” button.
Can I create forms for applicants to fill out with their application?
Yes, if you have an Administrator or Committee Manager role in a unit. To add a new application form, log in to the administrative dashboard and select the “Administration” tab on the left. Select “Application Forms” from the list that comes up, and then select “+ Add” on the right. You must type in a Form Title to begin a new form. Use the “+ Add Question” button and related dropdown menu at the bottom to build your form. Note that if you add text to the “Form Description” box, you must use the “Save” button that appears to retain that information. Selecting “Done” at the bottom of the form will only save the questions you have built out.
If you are in a department or other unit within a division/school, your academic affairs leads may have already created required/optional forms for you to use.
I want to change a form that I’m using for positions in my unit. Will it affect my searches?
Potentially. If you make any changes to an existing form that in any way adds additional requirements (either to the individual questions or to the entire form itself), any applications from open or closed positions will be automatically set to “incomplete.” If you are updating an existing form that is not currently required, and you do not set it or any of its questions to “required” after the updates, it should not affect your old postings.
If you need to change a required form, the best way is to create a new form and make it required for all new postings, then remove the “required” portion from the old form.
If you use the forms to separate applicants by area of specialization, for example, how do you preserve those differences in reporting?
When logged in to the administrative dashboard, select “Reports” on the left. Select the “Form Report” tab at the top, and follow the on-screen steps to choose the unit, position(s), and form you want to report. Select “View Report” at the bottom, and the applicant responses will show up at the bottom of the screen. Depending on your level of access, you may be able to see a summary of responses, detailed applicant responses, or both. You can also choose “Download (CSV)” to create a report that can be shared.
Note that you should consider the kind of report you want to receive when creating an application form. Putting dropdown menus or checkbox/multiple choice questions will offer more data integrity in reporting than free-form fields, for example.
Do I need to add a deadline when I'm creating a new position?
The system provides two options: “Rolling Deadline” or “Specific Date.” If your review and hiring is ongoing, the rolling deadline may be appropriate. If you can choose a specific date, however, it is recommended that you do so. With a hard deadline, the system will be able to remind applicants with incomplete applications 7 days and 24 hours before that deadline. You can extend the deadline, if needed.
Do I have to input the committee members and evaluation criteria in order to post an ad?
Not from a system standpoint. However, your unit’s academic affairs leads or approvers may wish to see this information as they are reviewing the position. If it is not required upfront in your unit, you can return to the committee and evaluation sections later (before or after the ad is posted) to edit the members and criteria.
Do we have to use the rating system for applicants?
You are not required to use the star rating system, but it provides a convenient way to establish clear and specific evaluation criteria for a search committee, and supports the University’s policy on using a disciplined, evidence-based approach to evaluation to reduce implicit bias. The evaluation criteria must be outlined in the search narrative when making a recommendation for appointment. See “Establish clear screening criteria” in the Academic Search Policy Guide.
I want to allow applicants to submit recommended documents in addition to the required ones. How do I do that?
There are two ways to do this:
Option 1 (recommended): add a required document of the type you want. When looking at the list of required documents, click the pencil icon for that document and change the number to 0. This will show up on an application as a specific document upload option, but will not show as required. It is helpful to also include some instructions in the “Requirement Note” for your applicants.
Option 2 (not recommended): when on the “Required Documents” page, check the box that says “Applicants may add additional documents.” This will allow applicants to upload any number of other documents to their application. However, you will not be able to specify what types of documents you recommend, and there is no limit on what they could upload.
I want applicants to submit 3 of one type of document (e.g. letters of recommendation). How do I do that?
When you select the “Document Type” you want to add, set the “Number Required” to 3. You do not need to add three separate requirements. For “Confidential Letters of Recommendation,” the system would then require applicants to add three names and email addresses. For all other document types, they would have to add three separate documents.
Can an application be submitted without the required documents?
No, except in the case of confidential letters of recommendation. As long as an applicant has added the required names and emails, they can submit without letters. Note that the document requirements cannot tell what kind of document has been submitted or if it correctly corresponds to the requirement.
I need to include the unique Position URL in my position description before the ad is approved. How do I find it?
Once you save the first two pages in the position creation process (1. Create Position, 2. Description & Dates), you can do the following:
- Select the “Positions” tab from the left side of the dashboard
- In your position list, locate the position you were beginning to work on and select it
- In the top right corner, select the “Position Actions” dropdown menu
- Click “View position details”
- A popup will open that will show the “Position URL.” It should now be populated with the unique numbers associated with that posting.
- Copy that link and close the popup
- Click “Edit Position”
- Click “Edit” next to the “Description & Dates” heading, and you can paste that URL into the position description and continue on with filling out the position’s details
If the position URL is listed as “apply.interfolio.com/null” when you follow the steps above, you may need to complete more of the position creation process before checking the position details.
ACO generated the position number automatically. Is this the same in the Academic Recruitment module?
When you create a new position, the Academic Recruitment module automatically generates a “Position ID” and unique “Position URL.” The Position ID is internally-facing and you will be able to see this ID in your position list after it has been created. The Position URL will lead applicants directly to your posting and should be used in public ads.
Note that there is a blank “Position ID or Requisition Number” field on the Internal Notes page that some units use to further associate the posting with an internal numbering system. Applicants will not see this number.
I used to add the Posting Number to all my position descriptions in ACO. Do I need to do the same with the Position ID in the Academic Recruitment module?
No. The Position ID is only visible to you as the administrator of the position, so it will not have any meaning for an applicant and they will not be able to use it to find your posting on the job board. You should only provide the direct URL to your posting.
My position says it has to be approved before it can be published. Who decided the approval process for my unit, and how can I edit it?
Approval workflows are determined by the divisions, schools, and stand-alone units. When you submit a position for approval, the system will tell you who the approver is. (Some units may not have an approver, or the person creating and approving the position may be the same). If you believe this information is incorrect, please contact your lead academic affairs administrator in your division/school/other unit. If you are the lead administrator for a division, school, or stand-alone unit and your approval workflow needs to be updated, please contact firstname.lastname@example.org.
My unit’s staff members have changed and I need to add a new user to my approval workflow. How do I do that?
Each step in the approval workflow is associated with a particular title assignment in the module (e.g. “Divisional Academic Affairs Administrator). The lead academic affairs administrator for your division/school/other unit has been given a guide to your specific workflows (if you have them), which can be consulted when you need to change approvers. Please reach out to email@example.com if you have any issues or would like the approval workflow guide to be resent.
If two people are added to the same step in an approval workflow, do they both have to approve something for it to move forward?
No. You may add two people to the same step in an approval workflow so that they can function as backup for each other. All listed approvers will receive notification that a position needs approval, but only one will need to approve it.
Can positions be sent back and forth in the approval workflow if changes need to be made?
Can people work on postings at the same time?
No. Once a position is created, someone with the same level of access at the same level or at a higher level would be able to edit it, but the system will not recognize two people working at the same time, and would overwrite changes each time one person saved their work.
Can I skip steps in an approval workflow?
No. If you are looking to skip over someone’s approval step temporarily while they are out of office, the best way to do this is to assign another person to that step in the workflow. The same person can be assigned to multiple steps if needed.
How do I know who made changes in the system or when steps were approved? Is there version control?
You can view changes to the position in the activity log by selecting the position you want, choosing the “Position Actions” dropdown menu in the top right, and selecting “View position activity Log.” Core changes to the position’s details and statuses will be shown here with timestamps and users who made the change.
Does the ad approval workflow record iterations in posting language?
Yes, through system logs. The module separately records changes to each field in a position along with the date and user who changed it. To view this information as an administrator, go to the “Reports” section of your administrative dashboard and choose “Logs” from the tabs at the top. Under the “System Logs” dropdown menu in the top right, choose “Position Detail Changes.” If you have more than one position, select the one you want to see and click “View Report” at the bottom right.
Can a position be edited after it has been approved?
Yes. However, it is a policy that positions should NOT be edited after they have been given final approval, unless those additional edits have also been approved by the appropriate people. Changes to a position will be recorded in the system logs, so if a position has been edited after approval, this can be verified by viewing a log report. The question “Does the ad approval workflow record iterations in posting language?” contains information on how to obtain this report.
I created a new position that’s ready to accept applications, but I don’t see it on the job board. How do I publish it?
Follow these steps to publish your position:
- Select the position you want to publish from your list of positions in the administrative dashboard
- From the “Position Actions” dropdown menu in the top right, choose “Edit Position”
- Under “This Position Is,” check to ensure the “Apply Now” page says “published.” If not, click “change”
- Under “Position Status,” click “Update Status” and choose “Accepting Applications” (note that you do not have to complete this step for people to apply, but it is a good practice to help track the movement of a position through the stages of the search process).
The system will automatically publish any new, approved searches at 6:30am EST. If a position has been created and set to open on the same day, you will most likely need to manually publish the landing page (unless it is created/approved before 6:30am EST). Similarly, if a position is created but hasn’t been approved by the date the position was set to open, it will not be automatically published.
Is there an integration with HERC for job advertisement?
Not yet. This is under construction at Interfolio and they will update the user community on the timeline. This integration would allow a client who is a HERC subscriber to automatically post all jobs to HERC.
Will the Academic Recruitment module generate a PDF ad for external postings (like journals, etc.)?
No, not at this time. This has been noted by multiple units as a core need, and has been submitted to Interfolio as a feature request. The Provost’s Office will continue to investigate this issue.
In the interim, you can use the posting on the job board to create an ad. Locate your posting through the job board or the Position URL included in the details of your position. Copy and paste the information from your posting into a Word document and include your branding. You MUST include the EEO Statement from the posting in any external ads. If you have the software to manipulate PDFs, you can also save the posting from the job board directly to a PDF and remove the “”Apply Now”” button and other artifacts of the digital environment.”
Committee Setup & Access
I'm trying to add a Committee Manager to my search, but it tells me there are "no available users." How do I add a CM?
In order to add a Committee Manager to a search, you first have to assign the Committee Manager role to a specific person for that unit. If you are an Administrator, go to your “Users & Groups” tab in the administrative dashboard and search for the user you want. Under “Permissions,” click “+ Add Role,” choose the unit, and select “Committee Manager.” You will then be able to edit your position to assign them as the CM for that search.
Note that you cannot assign the Committee Manager role to someone who already has an Administrator role at that unit or a unit above it. The Committee Manager access level is lower than the Administrator, and an Administrator for a unit will be able to see and manage searches for that unit without being assigned to a CM role. If you wish to make someone a Committee Manager and they are already an Administrator, you will have to remove the higher access level (Admin) to replace it with the lower access level (CM).
Can I add a member of another department or unit to my search committee?
Yes. All faculty and OAAs have been pre-added to the system, so you can search by first or last name and add an evaluator from any unit to your committee. Some common names may have multiple entries, so you may need to check the user’s email address to verify.
Note that the system does not currently recognize searches that include both the first and last name, which has been flagged for Interfolio.
Can we add committee members outside the organization?
If you need to add an external evaluator, please reach out to firstname.lastname@example.org.
Is there any way to do view-only access for search firms?
No. Applications can be shared with an individual for review, and a letter of recommendation can be requested from anyone, but there is no view-only access enabled.
Can I assign evaluators to specific applications so that they don't see the full list of applicants?
No. The system does not currently have the ability to assign evaluators to subsets of the application pool. This has been submitted to Interfolio as a feature request.
In the interim, you can tag groups of applications with a specific evaluator’s name or initials, and then the evaluators can filter out any applications that aren’t tagged for them. Applications can also be archived by selecting a group and choosing the blue button with the three dots, then selecting “Archive.” Archiving applications that have already been reviewed can help keep the list of unread applications smaller and more easily visible.
Can delegate or proxy access be enabled?
No, that type of access is not available in the Academic Recruitment module. You may be able to accomplish what you need through temporary role assignments. For example, if you are an administrator, you could temporarily assign someone as an evaluator for a given search committee if you need them to view applicants, and remove that when the need for access is concluded. You can also temporarily give someone higher permissions in order to perform a task. Note that you do not have the ability to assign users to a level of access that is higher than your own, though you can assign them to the same level.
I want to start reviewing applications, but my position isn't closed yet and I want new applicants to be able to apply. What application status do I use?
“Reviewing Applications.” This status will allow for evaluators to access submitted applications, but will not prevent new applicants from continuing to apply.
Can anyone see incomplete applications or the names of applicants who have not yet submitted?
No. Applicant names and applications are only visible after they have been submitted. Submitted applications are always visible to administrators (or committee managers assigned to that search). They are not visible to evaluators unless the position status has been set to “Reviewing Applications.”
If you have set a deadline, the system will automatically send reminders to applicants with incomplete applications prior to that date.
What can each user role see before a position is open for evaluation?
- An Administrator can see any closed, open, or pending position for the unit to which they are assigned, regardless of whether the position is open for evaluation.
- A Committee Manager can see any position(s) to which they have been assigned, regardless of whether the position is open for evaluation.
- An Evaluator can log in to the system and see the position to which they have been assigned, but they will not be able to see submitted applications until the position has been opened for evaluation.
How do I check whether evaluators are keeping up with their evaluations?
Administrators can run reports based on ratings and evaluators. Evaluators can proactively tag applications as evaluated and the Administrator can sort based on this self-reporting.
How do I download applications to share with my search committee?
Select the checkbox next to the name of an applicant or group of applicants, and click the blue button with the three dots to access a dropdown menu. Select “Download.” You will receive an email with a link to your download, which will be a .zip file with each applicant included as an individual PDF. More information can be found here.
Can you filter applications by date modified?
This is not a filter option, but you can sort them by “Date Updated” so that newest or oldest appear first. You could also run an report on the applications for a given position and choose a date range for final submission, which would allow you to look at applications modified after a certain date.
Can filter and sort views be saved?
Yes. To save a filter view and reduce the time needed to see applications in your preferred way, use the “Filter” button to create your custom view, and click “Save” at the bottom left of the filtering section. You will then find it under “Saved Views” when you return. If you use the arrows to sort columns top-down or bottom-up, the system will preserve your choice for the next time you log in.
Who can make comments on applicant materials?
Evaluators assigned to a search committee can make comments on the applications from that search.
Are comments and annotations discoverable?
Yes. Similar to how emails exchanged during an evaluation process are discoverable, any comments, annotations, or other notes put into the module are discoverable. These features are important for committee review and should be used in a manner consistent with University policy. Please contact email@example.com if you or your unit have questions about appropriate usage of these features.
Who can apply application statuses, and who can see them?
Only Administrators and Committee Managers can apply application statuses. All Evaluators assigned to a search can see these statuses once applied.
Updating Application Materials
How do I request additional documents from applicants during the review process, or let applicants update their materials with new information?
It is possible to “reopen” a posting for applicants who have already submitted an application by changing the application status you set. However, this will allow applicants to update all of their submitted materials, and could present issues with version control during evaluation (as well as generally with fair review). Though you are able to tell from the timestamp when materials have been updated, we do not recommend this as a best practice.
If an applicant wishes to update their materials after review has begun (if, for instance, they had a paper published that was under review when they applied), the best practice is to have the applicant send updated materials to the unit administrator for that search. The administrator can notify the search committee of the update. It is recommended that this practice be followed for additional documents your unit wishes to request as well, unless you are requesting letters of recommendation based on contact information that was submitted with the application. Letters can be requested on behalf of an applicant by the unit administrator.
Can I allow applicants to upload additional documents during the review process, but prevent them from changing things they've already submitted?
No. This has been submitted to Interfolio as a feature request. Please see the question “How do I request additional documents from applicants during the review process, or let applicants update their materials with new information?” for guidance on how to obtain additional documents during the review process.
Can confidential letters of recommendation be submitted after the application deadline?
Yes. As long as the contact information for the letter writers has been added to the system, the applicant will be able to submit and their application will be marked as “Complete-pending letters.” This will update when the letter writers have submitted their materials through the system. If you have a hard deadline for letters prior to beginning the review process, you may wish to email applicants whose letters are pending and inform them of that deadline so that they can contact their letter writers.
Closing Positions/Dispositioning Applicants
My unit wants to know where people are choosing to go when they decline an offer or withdraw their application. Is there a way to capture that in the module?
While the module will not capture that information automatically, you can use the Notes section at the bottom of each application to record and later report on this data. When adding a note, you can select the option to “Add an Application Note” or “Add a Hiring Note,” and then bring this field in as a column in reporting.
What is the difference between application statuses and disposition codes?
Application statuses show where an application is in the review process. Disposition codes are used to identify why an applicant is no longer being considered. The disposition code guide will tell you which disposition codes can be paired with which application statuses.
Who has permission to add disposition codes to applications?
Administrators and Committee Managers. Note that the list of disposition codes is set by the Office for Affirmative Action and cannot be changed. View and download the guide to disposition codes here.
Is a position automatically prevented from closing until all disposition codes are set?
No. However, it is University policy to disposition all applicants before a position is closed. Best practice is to disposition applicants throughout the review process as the list is narrowed, which will also reduce the amount of time needed to recall and add disposition codes to large applicant pools at the end of the review. For more information, please contact firstname.lastname@example.org.