Running Searches with Interfolio ByCommittee
What is Interfolio:
Since the summer of 2012, Brown has used Interfolio ByCommittee for most faculty searches. This online applicant tracking and recruitment system allows you to collect, view, and discuss application materials securely from anywhere that you can reach the internet. The first time your unit runs a search through Interfolio, a member of your administrative staff should meet with a representative of the Dean of the Faculty's office to walk through the application. Administrative staff will then be relied upon to train faculty members in the basic functionality of Interfolio.
Getting Started:
After you have received training in Interfolio, and your hiring plan has been approved, you can start setting up your search. To get started all that you'll need is an Interfolio account (which the DOF can set up for you).
Start by selecting "add a position." As you work your way through the position creation process, consult either the Interfolio Committee Manager User's Guide or Evaluator User's Guide (depending on individual role), if you have any problems. Some Brown-specific requests:
• Please refer to the May 2013 memo from Assistant Dean Revill on the faculty hiring process
• 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)
• For now, please add your FPA number in the "Job Requisition Number" box. Eventually this will link to a WorkDay ID number.
• "Required Applicant Information" and "Multi-stage Application" options are up to the hiring unit, though it is important that, if you use a multi-stage application, you be sure to archive all applicants who are not in your second stage so that they won't be able to see the new document requirements.
• 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 announce the closing date of your search for at least three days before the committee wants to discuss applications. Interfolio takes 24 hours (occasionally more) to process applications, so expect applications to trickle in for a day or two after your closing date.
Troubleshooting:
The first stop for questions about Interfolio is the Interfolio Users' Guides: Committee Manager or Evaluator. In addition, you may consult the Interfolio FAQ page on this website. If you are still having trouble setting up your search or viewing applications, please contact the office of the Dean of the Faculty.
A few things to be careful of as you work through the process:
• Applicants' files will not be visible to your evaluators until you set an applicant status. This status can be anything (including "new").
• 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 "view applications" 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 Brown's federal diversity reporting requirements.
• Interim Pool Reports and Compliance Reports have been modified. Please use the new forms available on the DOF website for both reports, and consult the updated Handbook of Academic Administration for more details.