Interfolio Support Resources
Note: The following resources are for current Interfolio users. Please visit the Interfolio page to learn more and request an account.
Signing into Interfolio
Getting Started Guides
- The Administrator's Guide to Faculty Search
- Managing Users and Settings
- Creating a Position Posting
- Adding or Editing Document Requirements
- Managing a Position
- A Committee Manager's Guide to Faculty Search Faculty Search
- An Evaluator's Guide to Faculty Search Faculty Search
- An Applicant's guide to applying to a Faculty Search position
- Help Evaluating Applications
- Finding the Faculty Webinar
Interfolio Customer Service
Interfolio provides technical support to clients at firstname.lastname@example.org and (877) 997-8807, Monday- Friday from 9am–6pm EST.
Creating a Search in Interfolio Faculty Search
Start by selecting "add a position." As you work your way through the position creation process, there are a few things to keep in mind:
- Leave the "Closing Date" field blank. If you do need to include a closing date, make sure that it is at least a month after the published due date for applications
- Be sure to include your unit and/or the field in the name of the search (e.g. Postdoctoral Fellow in Museum Studies, or Assistant Professor of Classics)
- If you are cutting and pasting text from a Word document, please move it through a simple text program, as Word imbeds formatting into your text, which can cause browser problems.
- Plan to post a due date for applications at least two days before the committee wants to discuss applications. Interfolio takes one business day to process applications, so expect applications to trickle in for a day or two after your closing date.
- Remember that comments made on a computerized system are on the record forever; while the administration will not read your comments, they are nonetheless a permanent record of search practices.
- It is worth reminding search committee members that they can view application materials online by selecting any relevant applicants and clicking the "read" button. This will reduce the number of sensitive documents downloaded to faculty computers.
- You are requested to regularly update applicants' statuses. These can be set so that applicants are not aware of status changes, but a log of status changes is an important part of Tufts University federal diversity reporting requirements
Understanding User Roles in Interfolio Faculty Search
There are four types of users in Faculty Search Faculty Search. A user's role determines their capabilities in the program.
- Evaluators are the Faculty Search users with the least access to the system. As members of a review committee, their role is generally limited to reviewing applicants and comes with no administrative capabilities. Evaluators can view applications, add tags to applicants, and—if given access—rate and comment on applications. All Evaluators are assigned to one or more search committees by an Administrator or Committee Manager.
- Committee Managers supervise searches at the department level, therefore they have some administrative privileges. Committee Managers can edit settings and statuses, view reports, communicate with applicants, and evaluate applications.
- Administrators have the most capabilities in Faculty Search Faculty Search, but their role is still limited by the organizational level to which they are attached. If a user is an Administrator on the college level, for instance, they can create, manage, and monitor searches at that college—the same goes for Administrators at a department. Institutional Administrators can control settings and view positions, applications, and reports across an entire institution.
- The fourth category of user in Faculty Search Faculty Search is an EEO Officers. Generally, EEO Officers are staff from Human Resources, Institutional Diversity, or another campus office who are responsible for EEO standards and practices at your institution. EEO officers monitor and run EEO reports on open positions to which they have access. They also flag positions that may not meet an institution's diversity requirements. In some cases, Administrators may also be granted EEO access, which allows them to perform some duties of an EEO Officer, such as viewing EEO reports and flagging positions.
I set up my search, and now it's lost! How do I find it?
Switch the "filter" box in the "positions" page to "view closed positions" and your search should appear.
How do I find the URL candidates should use to apply?
Go to the "applications list" page, and click the three vertical dots next to the edit button on the top right of the page. Choose "view details" and you will see the URL.
How do I know what roles to assign members of my department?
All staff should be assigned a "committee manager" role. Faculty should be assigned either an "evaluator" role or a "committee manager role." The committee manager will have a more complicated interface and some abilities irrelevant to faculty members, but will also be able to send bulk messages and run reports, which some faculty members may wish to do. If you would like to control permissions so that the search committee chair has additional access to comments and evaluations, use the "set evaluators" section of the setup page.
I am running a search with committee members from a different department, how do I add them as evaluators?
You should be able to add any faculty member to your search committee as evaluators, regardless of their home department.
My committee wants to collect additional documents from the short-list candidates, is this feasible?
Yes. You should:
- Set the initial document requirements for all applicants
- Create an application status (e.g. "long list") for candidates from whom you wish to collect additional documents and be sure to set this status to allow applicants to edit their dossiers
- Set all long-listed applicants to the "long-list" status, and send them an email (or set a message template using Interfolio) requesting more material
- Create a status for all other candidates (e.g. "no further consideration") and be sure that candidates in this status cannot edit their dossiers
- Set this status for all relevant candidates
- Add new required documents for the second stage of the search.
I am running an open rank search, how do I collect letters from assistant-level candidates and lists of recommenders from associate- and full-professor level candidates?
There are a number of ways to proceed with open rank searches. The easiest is to clearly identify how to apply as a junior and a senior candidate in the "application instructions" section of your landing page, including specific instructions that junior rank candidates should submit three letters of reference and senior candidates should submit a list of five referees.
When you choose your required documents, choose "confidential letter of reference," but set the required number to zero, then click "allow applicants to upload additional material. This will allow junior candidates to upload their three letters without requiring any letters of senior candidates.
For senior rank candidates, follow the process detailed above under "I am running a senior-rank search," but set the required number of other documents (references) to zero.
Do I still need to maintain paper files from my unit's searches?
No. You should not maintain paper files for any searches run through Interfolio. Search records will be archived by Interfolio for a retention period of 10 years. In addition, you should download all search related data once the search has closed, and save it on a cd or a hard drive.