Help CenterHelp for ByCommittee Promotion & Tenure Communicating with Candidates and Committee MembersShare Case Materials with a Candidate and Allow Candidate Response/Rebuttal

Share Case Materials with a Candidate and Allow Candidate Response/Rebuttal

Adminstrators and Committee Managers can share packet materials such as committee documents with the candidate, and allow or disallow a candidate response or rebuttal to the shared material.

This is useful, for example, if your organization requires that you give the candidate an opportunity to respond to a committee's decision about the candidate, or if for any reason you need the candidate to view or respond to materials added to their case packet.

When sharing case materials with the candidate, the candidate will get a notification that materials has been shared with them, and indicating if a response is allowed or required. They must log in to their account to view the shared files.  

You can specify whether or not the candidate can submit a response to the shared files within the platform. When sharing files with a response allowed, you are required to set where (in which packet section) the candidate's response will appear in the packet. You also have the option to let the candidate know your reason for sharing the file, and to set a binding deadline for a response.  

This article explains the process of sharing files with a candidate and allowing or disallowing a candidate reponse or rebuttal.

Important: Users concerned for privacy and confidentiality issues should rest assured that:

  • External evaluations are never shared with the candidate. The system will not allow it.
  • It would be hard to accidentally share materials by using the "Share" feature.
  • Only Administrators and Committee Managers of the current case can share files.
  • As with all activity in the system, the case Activity Log will record and document when files are shared.
  • During the implementation process, Client Success Managers will work with institutions to ensure that faculty and staff receive comprehensive training on P&T and that institutional policies are well documented and understood.

Select the materials you want to share with the candidate

Click "Share" and select "With Candidate"

Compose your message to the candidate

Shared files are listed at the bottom left of the window

Click "Add" to add more files, or the "x" to remove shared files.

No files will be directly attached to the email. The candidate will recieve an email notification that files have been shared, and will need to login to their account to view the shared files.

To allow the candidate to respond to the file, check "Enable" under "File Response" at the right of the screen

Enter a reason for the message, and set a deadline for a response

This is a hard deadline. Candidate's will not be able to submit a response after the deadline you set here.

Select the packet section in which the candidate response will appear in the packet once it is recieved

You can preview your message and "Send" when ready

The candidate will receive an email indicating that files have been shared and prompting them to log in to Interfolio

Once logged in, candidates can access shared files in two ways:

When viewing their packet, candidates see a link to the "Committee Files" screen where they will find the shared files

-Or- candidates can acces shared files from their "Notifications" page

Candidates can review shared files in our materials reader and send their response if one is allowed

If a response is due, the candidate will see the due date and can click "Send Response" to respond.

When a candidate responds to shared files, their response will appear in the packet section designated when creating the email