Section 3 - Administrative Settings

The third section focuses on updating the institutional templates and settings that are being used to run a search. Administrators at an institution or unit level can create standardized forms or templates, and also set position and applicant statuses that fit the needs of their institution's and/or unit.

Learning Goals:

  • Set up Position Statuses
  • Set up Application Statuses
  • Set up Message Templates
  • Set up EEO Statement
  • Set up EEO Form
  • Set up Administrative Settings

Vocabulary

  • Position Status - An essential position management tool to manage the committee process,  stages of the search, as well as automated applicant communications.
  • Application Status - An applicant management tool to manage and organize application packets
  • EEO - Equal Employment Opportunity, relevant to institutions within the United States.
  • EEO Message - A legally required message regarding equal employment opportunity for positions within the United States. Institutions can create and manage their own and send down to subunits.
  • EEO Form/Template - A legally required form regarding equal employment opportunity for positions within the United States. Institutions can create and manage their own and send down to subunits.

Interfolio Concepts

Position and Application Statuses

Position and Application Statuses are used to mark the stages of a search and track the progression of an applicant. Statuses are useful for sorting positions or applications and can be a very effective tool for managing search processes that involve several steps.

Statuses in Interfolio Faculty Search can also be tied to settings in the product that control the levels of access evaluators and applicants have to materials. For example, depending on your settings, statuses can be used to determine when applicants can submit materials or when Evaluators can review applications.

About Position Statuses

Position statuses indicate where a position is within the committee's workflow. Some common position statuses are "Accepting Applications," and "Reviewing Applications." These statuses are useful for viewing or sorting a list of open positions.

In addition, each position status can carry its own set of rules that impact permissions in the program. When creating a position status, you have the option of choosing whether:

  1. Evaluators can review applications while this status is active
  2. Applicants can update their application materials while this status is active
  3. Applicants can see this status when it is active.

For example, when changing a status from "Accepting Applications" to "Reviewing Applications," you can set the program so that Evaluators can review application materials, but applicants can no longer submit or update application materials.

About Application Statuses

Application statuses are applied to individual applicants to indicate where their application is within the search process; for instance, you might use "Not Selected", "Longlist", or "Shortlist" as possible application statuses. This feature is particularly useful for sorting applicants and controlling when subsets of applicants can and cannot update their applications.

Message templates are associated with these statuses to help control messaging to applicants.

When creating an application status, you can control whether:

  1. Applicants can update their application materials while this status is active.
  2. Applicants can see this status.

If a search process requires applicants to add additional documents at a later time, application statuses are the best way to accomplish that process. For instance, you might want to see another letter of recommendation just from the top candidates halfway through your search. By creating a "Shortlist" application status, you can allow just those applicants to submit more materials. Application statuses are also beneficial because they help organize and narrow down large lists of applicants.

Applicant/Application Form Management for Administrators

As part of the process of applying for a position, Interfolio's Faculty Search collects data such as the names, emails, and contact information of applicants along with typical documents such as cover letters, CVs, and letters of recommendation.

Administrators can collect additional information by creating custom application forms. Once created, Administrators can add the forms to new or existing positions within their Interfolio account.

These forms are also a filtering mechanism - you are able to go from 500 applicants to the 'Top-15' based on applicant responses to institutional questions. 

For instance, if an institution is tracking where an individual went to undergrad to earn their bachelor's degree, they can easily run a report to display that information and even filter by it. 

Administrators can also mandate that a form be required for every position created within their unit. This means that lower level administrators will not be able to remove the form requirement when creating a position.

Some examples of recommended forms: 

  • Marketing form (where did you hear about this position)
  • Specialization form - select all that apply,
  • Additional education form (for MA, PHD, etc)

EEO Forms and EEO Statement

Equal Employment Opportunity Forms and the related EEO Statement are required by U.S. law for all institutions offering employment. While the default forms and statement cannot be modified institutions have the ability to create their own forms and clone the Interfolio default form, to make any modifications to align with local regulations.

Message Templates

Committee managers and administrators can create message templates that notify applicants when the status of a position or application changes. 

These help reduce the administrative burden because administrators don't need to spend time sending individual emails and also they ensure that applicants receive the same messages.
 and reduces the risk of one-off or ad-hoc messaging that may occur during the faculty search process.

Message templates are created on the Administration page. When changing the status of an applicant or position, you can select one of the message templates you've created and send it out to applicants notifying them of the change. Of course, you will always have the opportunity to edit and confirm messages before you send them.

Learning Materials

Required Learning

  • About the Faculty Search Administration Page - This article will give administrator users a good overview of the Administration page and the abilities it provides. This article links to outside articles that are optional in relation to this guide, but may never-the-less be beneficial to administrators.
  • Managing the EEO Statements - Manage the Equal Employment Opportunity message that appears to all applicants as they apply to this position. This statement is mandated by the US Government and ensures that applicant diversity and personal information will remain private.
  • Create and Edit a VEVRAA/503-compliant EEO Form/Template - Along with the EEO Statement above, the EEO Form is a standard form that is available to all Faculty Search institutions at Interfolio. The Interfolio provided form cannot be edited, but you can easily make a copy and make your own alterations, or start over with your own draft.
  • Managing EEO Form/Template - Manage the Equal Employment Opportunity form that appears to all applicants as they apply to this position. Learn to create and configure this form to fit requirements of the institution and local policies.
  • Create a Custom Application Form - Application forms are the primary way that institutions can prompt applicants for information that would normally be captured via a standard form. These forms can be configured to obtain information in a number of formats to ensure that institutions can get a holistic view of their candidates for consideration.
  • Video or Additional Materials on Application and Position Statuses -
  • Create and Manage Message Templates - Learn how to create your own message templates to automatically and consistently communicate with applicants to the committee's search. The following article provides sample templates that are beneficial to many institutions.
  • Sample Message Templates - A collection of messages that institutions can use when setting up their message templates within Interfolio Faculty Search
  • Best Practice Guide: Installing an Institutional Set of Statuses - This guide is meant to help institutions reset their old statuses and establish new, institutionally set statuses, and includes information on restricting the creation of new statuses to ensure consistency within the subunits.
  • Create and Manage Position Statuses - Manage position statuses within Interfolio to create standardized statuses for subunits. Committees use position statuses to indicate the current stage and process and also use these statuses to setup automated messaging.
  • Create and Manage Application Statuses - Manage application statuses within Interfolio to create standardized statuses for subunits. Committees use application statuses to indicate the current status of an application (ie- shortlist, longlist, interview, etc), and also use these statuses to setup automated messaging.

Optional Settings within Interfolio

  • Turn off Evaluator Comments and Tags - Administrators can setup a unit to disable all evaluator comments and tags. When this is selected, no comments and no ratings may be made on any applicant materials for a given unit.
  • Require Approval for New Positions - Administrators can require all new committee searches to go through an approval process. This will cause an email notification to be sent to the administrator and require the approval before a position may proceed with the search.
  • Setup Position Change Emails - Administrators can setup Interfolio notification emails to a particular address so that the user knows if any position details have changed in any searches within the unit.