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A Candidate's Guide to Interfolio RPT

This article explains what to expect as the candidate of a review conducted using Interfolio's Review, Promotion & Tenure (RPT) product. If RPT is used to conduct reviews online, a packet submission will be requested to review the materials through Interfolio. A Unit Administrator or Case Manager will create a case that includes instructions for submitting the packet with all required documents and forms. An email will be sent out notifying the candidate when the case is ready.

 

Looking for additional resources to learn how to use Interfolio RPT? Check out the eLearning course for RPT Candidates.

 

Getting Started

1. Navigate to your Packet

From your Interfolio Account

Navigation: Your Packets > Packet Name > View Instruction

  1. Select Your Packets from the navigation bar.
    Your Packets selected under the Home button
  2. Select the name of the packet under the Active packets section
    Active packets will display on the candidate's Your Packets page.

    Past packets can be viewed in the section below the Active Packets.

     
  3. The Packet Overview page will be displayed
 
 

From the Case Initiation Email

Navigation: Email > View Case > Packet Overview

  1. Click View Case in the email.
    Demo University email with View Case button below
    • If you do not have an account yet: A prompt will display to create a password to generate the Interfolio account to be used to collect and submit materials for the packet.
    • If you have an account already: The Packet Overview Page will be displayed
 
 
 

2. Packet Overview and Deadlines

The packet overview page provides a high level overview of the different sections, requirements for each section, and progress fulfilling each of the requirements. To continue fulfilling requirements or to submit a section, select Edit within a section or select the Packet tab.

 

About Packet Deadlines

  • Soft deadline: If the deadline type is a soft deadline, each individual section must be manually submitted, even after the deadline has passed. Administrators will be able to see to the date the materials were submitted.
  • Hard deadlines: If the deadline type is a hard deadline, all sections will be automatically submitted and locked on the due date indicated. To have sections unlocked for editing after this date, reach out to an administrator of the case .

Individual sections may have due dates indicated. These dates are always soft deadlines. If the overall packet has a hard deadline, then all sections will be automatically submitted on the packet due date, not the individual section due date.

 
 

3. View Instructions and Preview Packet

View Instructions from institution

  1. From within the packet, select View Instructions at the top right of the page.
    White View Instructions button with to the left of the Preview Packet button
  2. Any instructions that the institution has provided will appear in the window. 
    The Candidate instructions window.
 
 

Preview Packet

  1. Select Preview Packet at the top right of the page.
  2. The document reader will open and materials can be previewed here.

 The preview shows exactly how the packet will appear to the committee.

 
The document reader window with packet materials in a table of contents window on the left side and preview of the document to the right.
 
 
 
 

4. Add Files and New Sections

Add Files to Fulfill Requirements

  1. Select the Packet tab.
  2. Click Add adjacent to the desired requirement.
    Add button selected above the section
     
  3. Select Choose Existing to add files from your Dossier account or Add New File to add new files from your computer or link to videos or webpages. 
    The add file window with "Add New File" selected.

    When uploading files, make sure to give the materials in the packet a meaningful title because reviewers will see the titles provided as bookmarks to the left of the page when reviewing the documents. By default, the name that will appear to reviewers is the name of the file when it was uploaded, but the title of a file can be edited after adding it to the packet.

     
  4. Select Add when finished.

    Note that it is possible to select an entire folder to be uploaded to a packet. However, after the folder is added to the packet, each of the files within the folder will show up individually.

     
  5. Click Edit under the Actions column adjacent to the desired file needed to be edited or replaced.
    • Edit the Title of the file to change the name.
    • Click Replace to choose a new file to replace it.

Files can be added by a Unit Administrator or Case Manager. If a file is added by a Unit Administrator or Case Manager, it will appear as Suggested by [Administrator's/Manager's Name]. The user will then choose whether to keep or remove the file.

 

Note that responses submitted to committee files cannot be deleted. 

 
 
 

Rearrange Files

If you add a file to the wrong section, you can quickly rearrange and move files by selecting that file and dragging and dropping it to the correct section.

A selected file being dragged to a new section.
 
 

Add New Section

There will be an Add Section button at the top of the Packet tab, if enabled by a Unit Administrator, where sections can be added to the packet by individual users.

Packet tab with Add Section selected

 
 
 
 

5. Submit Candidate Forms

  1. Click Fill Out Form within the desired section under the Packet tab.
    Fill Out Form button clicked
  2. Fill out information and click Save Responses when finished.
    • If the form has already been started, click Edit Form to continuing submitting responses.
  3. Click Submit at the top of the section, when finished, to submit the form along with the rest of the section.

The form will appear as completed but not yet submitted until the submit button is pressed. After submission, edits can no longer be made.

 
 

6. View and Respond to Shared Files

The committee reviewing the case may share files. The committee may allow responses to the shared files in writing, and may set a date when the response is due.  

 

The response due date is a hard deadline, meaning responses cannot be given to the shared files after the due date.

 

Navigation: Email > View Files > Account Dashboard

  1. Click View Files in the email. Whenever files are shared, the recipient will receive an email message prompting them to log into their account to view the files.
     View Files button within email
  2. Log into account and view files. Select the tabs below to view more information on different ways to view the shared files.

    My Tasks

    Click the Name of the files that have been shared under My Tasks.
    Files have been shared with you link

     
     

    Your Packets

    1. Click Your Packets on the navigation bar.

    Your Packets selected under the Home button

    2. Click the Name of the desired packet to view files within.

    3. Select the Shared Committee Files tab.
    Shared Committee Files tab selected

     
     
  3. Files shared will appear listed. 
  4. Click Download to download materials.
  5. Click Copy to Dossier to copy to Dossier where it will appear in Dossier materials.
 

7. Submit Your Packet

  1. Click Submit adjacent to each section when finished filling out the required information. Sections can only be submitted when the requirements have been met.

When more documents are added than the required number, the number added changes color and is bolded to draw attention to the error. If attempting to submit a section with too few or too many materials for the given requirements, a message will appear indicating if the issue is too many or too few requirements. With the text: “You can submit the section once you have corrected any issues and added materials to meet the requirements for the section.”

 

If the packet has a hard deadline, all materials uploaded to your packet will be automatically submitted on the packet due date. You will receive reminders 7 days and 1 day before the due date.

 
 

8. Unlock a Section to Make Changes after Submission

Once you have submitted a section, that section will lock. Only an administrator of the case will be able to unlock that section to allow changes. Reach out to an administrator at the institution to request a section to be unlocked.

 
 
 

9. View and edit a FAR Vita as part of RPT packet

The FAR vita section will only appear if the institution is using Interfolio's Faculty Activity Reporting (FAR, Faculty180) product and has turned on the integration between the two products. Candidates cannot add, change or remove a Vita Template from an RPT Case, but may be able to update their activities within their FAR account and regenerate the vita in their packet.

For more information on using this feature, check out these articles:

 
 

 

FAQs

How do I submit my entire packet at once?

Each section must submitted individually. Be sure all sections are submitted by the due date. If there is a hard deadline set, all sections will be automatically submitted and locked regardless of if the requirements have been met. As soon as a section is submitted, the review committee will have access to those materials.

 
 

What happens when I submit a section?

You should not submit a section until it is complete. When a section is submitted, that section will lock and those materials become immediately available to the review committee. The review committee at the first step of the review will be notified that there are materials available for them to review (even if only one of the sections has been submitted.) Be sure to submit all sections by the due date. 

 
 

Help! I submitted a section and I need to make a change.

Reach out to an administrator at the institution to unlock that section. Neither candidates nor Interfolio can unlock a locked section. 

 
 

How do I edit the bookmarks in the document reader? 

Bookmarks cannot be edited directly from Interfolio. They must be edited or removed in the original document within Adobe.

Check out this article on how to Use Bookmarks for Packet Organization for more information.

 
 
 

How do I download or print my packet?

Packets cannot be downloaded or printed.

 
 

How do I review a previous cycle's packet?

  1. Navigate to Your Packets from the navigation menu.
  2. Scroll down the the Completed Section.
  3. Select the desired completed packet to review.

See this article on reusing materials from past reviews:

Reuse Materials from Previous Packets

 
 
 

What is the time zone for the application timestamp?

The timestamp that displays is in UTC, not the candidate's timezone.