Interfolio  FAQ:

I set up my search, and now it's lost!  How do I find it?

Switch the "status" field from "open" to "not open" and your search should appear.

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 Brown faculty members 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 feasable?

- Yes.  Be sure to check the "allow applicants to submit additional documents" button under "required documents."  When you are ready to solicit additional documents, just email the shortlisted candidates and tell them what to submit.

I am running a senior-rank search, how do I collect letters usable by TPAC?

- Since all potential referees for TPAC cases must be vetted by the Dean of the Faculty, it is easiest to request a list of at least five prospective referees (with institutional affiliation and contact information) as a supporting document for senior-rank searches.  (Use the "other" document type, and in the notes field define it as "contact information for five referees").  Be sure to state clearly in your advertising and in Interfolio that candidates should not have letters submitted to the department.

You can then solicit letters by email or post, scan them, and upload them to Interfolio so that they will become part of the candidate's dossier.  Be sure to upload such letters as the "confidential letter of recommendation" document type, and name them in a way that does not display who they are from (e.g. "letter 1," "letter 2").  

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, do not make letters of reference required.  Instead, ask candidates to use the "additional documents" fields to upload their confidential letters or their list of referees as appropriate. 

For senior rank candidates, follow the process detailed above under "I am running a senior-rank search."

You can also make three letters required, then manually change all senior candidates' files to "completed" once they have provided everything except letters of recommendation.

Will the administration be able to see comments or ratings that evaluators attach to applications?

The Dean of the Faculty's office and the office of the Associate Provost for Academic Development and Diversity are committed to maintaining the autonomy and confidentiality that departments currently expect during the search process.  Both offices have agreed that they will not read the comments or the rankings that evaluators attach to applications, that rankings and comments will be treated as confidential departmental discussions, and that the administration will not use these the rankings or comments in any way during the search process.  As a longer-term solution, we are working with Interfolio to block the Dean's office and the Office of Institutional Diversity from viewing comments and ratings.

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 the five-year records retention period required by Brown.  In addition, you should download all search related data once the search has closed, and save it on a cd or a hard drive.  

Do I still need to submit Pool and Hiring reports?

- Yes, in some form.  You will no longer have to provide paper copies of CVs or candidate logs.  Look for more information on this in a forthcoming communication from the DOF.

You still haven't answered my question.  What now?

- First, look through either the Interfolio ByCommittee Committee Manager User's Guide   or the Evaluator User's Guide.  If you still can't find the answer to your question, contact the Dean of the Faculty's office.