Section 4 - Creating and Distributing a Position Search

This section of the guide focuses on creating a search, setting requirements, assigning forms and templates within Interfolio, and then also distributing the URL that applicants will use to navigate to the application landing page. This landing page, the first page that applicants will see when navigating position, that contains general position information and a button to apply. Also, Interfolio Faculty Search keeps track of all receiving sources of the potential applicants to inform institution search committees of the most productive messages and postings that they have made.

Learning Goals:

  • How to Create and Edit a Position
  • Required and Optional Materials
  • Custom Criteria and Ratings
  • Distributing a Search URL
  • Managing Committee Members

Vocabulary

  • Landing Page - The page that applicants first encounter when navigating to the application. It contains basic information regarding the position's salary, benefits, and responsibilities
  • Position/Search - A single search within Interfolio Faculty Search
  • Open Date - The date that the position will automatically publish the position and open it for submissions by new applicants UNLESS that position is created on the same day.
  • Close Date - The date that the position will automatically close to submissions by new applicants.
  • Publish Page - To make the landing page public, with the open date and/or 'Apply Now' button. There are three ways an applicant can find a position, 1. By way of distributing the URL, 2. By way of the Dossier position search, 3. By way of the API and an institutional job site. 
  • Blind Review - To turn off evaluator's ability to read and review other evaluator's comments and ratings on application packets for the search.
  • Application Packet/Applicant Materials - The materials, forms, and personal information that an applicant submits to be considered for the open position at the institution/organization.
  • Rating Criteria - The standards and qualities that an institution uses to rate and consider the candidates for search. These ratings are on a 1-5 scale for evaluators to choose from.
  • Position Approval - A setting within Interfolio Faculty Search that requires all newly created positions to be approved for the position approval before it is allowed to be published.
  • Position Approver - When enabled, this individual will receive an email and notification that a position is waiting for approval. When approved, the position may be posted and begin accepted new applicant submissions.
  • Search Committee - A group of users, generally consisting of a committee manager(s) and evaluator(s), that gather to evaluate and review candidate materials for a position within the organization.

Interfolio Concepts and Vocabulary

Creating a Position

It is possible to bypass some of these steps with temporary, placeholder information and edit later.

Before you begin to create your position within Interfolio Faculty Search, make sure you are ready to perform some of the following tasks:

1. Add a Position Description and Dates

Both the open date and the close dates of the search are flexible and can be modified at any time. Applicants who have begun the process but not yet submitted their application will be notified by the deadline via e-mail, 7 days and 24 hours before the close date as set in the product.

2. Add Required Documents

 Additionally, institutions can allow users to choose to submit Additional Documents for the committee's consideration. By setting a document requirement to 0, the selected document type will be listed and optional. This is useful for an Open Rank search where you may have applicants with different requirements. 

3. Create an Automated Message to Respond to New Applicant Submissions

This is distinct from message templates via statuses because it is position specific, all new applicants to a particular position get a unique email relevant to that search.

4. Create a Custom Evaluation Criteria and Edit Evaluation Settings

When an institution takes the time to translate the evaluation criteria to the Faculty Search ranking system, then evaluators will be able to work easily within their browser without having to enter their data or translate it through an outside rubric. Additionally, Interfolio Faculty Search will be able to report on this information via the application report and other data exporting methods. Savvy users can even export their ratings and weight them if necessary to assist in the decision making process.

5. Attach Custom Application Forms to the Position

Defaulted/required forms will be automatically be appended to new positions. These forms are great for filtering and capturing all the information that you are interested in, as mentioned in the previous section.

6. Attach EEO Forms to the Position

Defaulted/required forms will be automatically be appended to new positions, depending on the settings, and also can be restricted.

7. Create a Search Committee

Search committees are created in each position and are made up of evaluators and committee managers. Administrators in a unit can access all searches in those units. In order for a user to be assigned as a committee manager, they have to be assigned that role, at that unit, otherwise they will now show up in the user list. Anyone added as a user in faculty search, in a relevant unit, can be added as a committee member or evaluator.

8. Enter Internal Notes

Committee Managers can use general notes to put comments that they want their committee to see. For example, the internal notes field can be used to indicate the exact descriptors for a 1-star rating, versus that of a 5-star rating, also attach a hiring plan or diversity initiative. These fields can also be used for a variety of other purposes.This field can be used for alternative purposes. 

9. If Required, Submit a New Position to an Administrator for Approval

This is an option that can be enabled or disabled, per an institution's needs.

10. Review and Open your Position

Once you are ready to answer most or all of these decisions, you can get started creating a position. Don't worry if you may need to edit it later, Interfolio makes it easy to adjust the search as needed.

Editing a Position

Once a position has been created within Interfolio Faculty Search, it is very easy for an Administrator or a Committee Manager to make changes that are necessary. By navigating to the position page, simply click the edit button or click the relevant section to begin altering the search details, requirements, committee, or other information.

From the administration page, an administrator can be set up to be notified regarding any changes or modifications to a position in a given unit.

Previewing the Landing Page and Distributing the URL

By previewing the landing page, administrators, EEO officers, and committee managers can all check to ensure that all information is valid and appropriate for public distribution. Additionally, they can provide the link directly to interested applicants for an easy way to share a job posting. Even if the position is not accepting materials yet, it is possible for applicants to bookmark a page to begin their application once the open date has passed.

Learning Materials

Required Learning

  • Creating a Position (w/Video) - A step-by-step guide to creating a new position and filling out all of the necessary information to get the position posted and ready to accept new applicant materials.
  • Edit an Existing Position - Once a position has been created, you can easily edit a position by navigating to the position page.
  • Adding and Editing Required Materials for a Position - After a position has been created, the material requirements (or options) can easily be added or edited through the position page.
  • Establishing Custom Ratings Criteria and/or Set up a Blind Review - In order to give your evaluators the best experience possible, we recommend that you take the time to set-up the relevant criteria for the evaluation of the applicant. By entering all of the evaluation criteria, evaluators will be able to easily rate on a 1-5 scale for each applicant.
  • Opening a Search and Distributing the URL - If you want your landing page to display to the public, or to generate a URL for distribution, then you may open your search easily from within the position's settings.
  • Add/Edit the Search Committee Members - If you have to suddenly make a change in committee membership, you can do so with little effort on the position screen.

Optional Learning

  • Submit a New Position for Approval- If the position approval setting has been enabled for an institution/unit than this guide will show you how to submit a position for approval.
  • Run a Multi-Stage Search: Request Additional Materials from Selected Applicants - When an institution wants to run a multi-stage search or to have multiple stages of document requests for the applicants, they can do so easily within Interfolio Faculty search using application statuses (and position statuses) and the archive tool (referenced later).
  • Create an Open Rank Search- If an institution is running an open rank search (ie- different requirements for different levels of a position; assistant vs full, full-time vs part-time, etc) Interfolio Faculty Search can accommodate with optional document requirements and application statuses.
  • Why can't Evaluators see the Applicants - If evaluators can find a position, but is unable to view the applicants or their materials, it is likely due to a position status setting.
  • I don't see the position I'm looking for. What now? - If evaluators are unable to find a position, it could be that they were not properly assigned, or they are unable to find the correct 'unit' or 'view' within the position navigator.
  • How to Weight the Evaluator Ratings - If your institution has different criteria, but weights them differently, then this guide will show you how you can export the scores. Then you may weight the scores using a spreadsheet program like Google Sheets or Microsoft Excel.