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A Candidate's Guide to Interfolio RPT

Interfolio has a secure, user-friendly interface that allows candidates to quickly and easily assemble a packet of materials for their review and submit these materials online. This article explains what to expect as the candidate of a review conducted using Interfolio's Review, Promotion & Tenure (RPT) service. 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? Free eLearning courses are available on Interfolio's Product Training page. Check out the eLearning course for RPT Candidates.

 

Getting Started

1. Navigate to the Interfolio account dashboard through the email

Navigation: Email > View Case > Account Dashboard

  1. Click View Case in the email.
    Demo University email with View Case button below 
    • 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.
      • Enter a password
      • Accept Terms of Services
      • Click to activate account
      • Select country and set communication preferences (these settings can be changed at any time)
    • Have an account already: The account dashboard will display.
 

2. View Your Packet Instructions

Navigation: Your Packets > Packet Name > View Instruction

  1. Click Your Packets from the navigation bar.
    Your Packets selected under the Home button

    If this is not showing up in the navigation bar, it may be because this is the Dossier page. Switch accounts using the account menu at the top right of the page.

     
  2. Click the Name of the desired packet.

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

     
  3. If the packet includes a Faculty Activity Reporting (FAR, Faculty180) Vita, that will appear in a special FAR Vita section of the packet as shown below.
    Faculty Activity Reporting Vita section with View button

    If a due date has been set, the due date will be seen for each section. Each section of the packet can be submitted once all requirements for the section have been met. Note that individual packet sections can have unique due dates.

     
  4. Click View Instructions to read instructions provided by the institution for assembling and submitting packet.
    View Instruction clicked above Preview Packet
 

3. Add sections and files

  1. Select the Packet tab.
  2. 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
  3. Select a section to expand it.
  4. Click Add adjacent to the desired requirement.Add button selected above the section
  5. Select the existing files (that were already uploaded to Dossier) to include in the packet under the Choose Existing tab.
  6. Click the Add New File tab to add new files, including videos and webpages.

    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.

     
  7. Click the Add button 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.

     
  8. Click Edit under the Actions column adjacent the 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. 

       
 
 

4. 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.

 
 

5. 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 can not 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.
    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.
 

6. Preview packet

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

 
  1. Click Preview Packet at the top right of the page. Select the tabs below to view more information on reviewing section(s) of a packet.

    Review multiple sections

    1. Select the Packet tab.

    2. Select the applicable section(s) using the checkboxes.

    3. Click Preview Sections to view the sections in the document reader or click Preview Packet at the top of the page.
    Packet tab selected with Preview Sections button selected

     
     

    Review one section

    1. Select the Packet tab.

    2. Click the Preview button adjacent to the desired section to view.

     
     

Documents can be dragged and dropped within the Packet tab to:

  • Move one or more fulfillments from one requirement to another
  • Reorder fulfillments within the same requirement
  • Cannot move or rearrange fulfillments in a locked requirement
 

If a section is labeled as Locked this means the institution has opted to restrict editing after submission. Please contact an administrator at the institution for further questions about locked sections.

 
 

7. Submit candidate packets

  1. Click Submit adjacent to each section when finished filling out the required information.

If the section doesn’t have the required number of materials, a message will appear about missing items needed to submit. When submitting a section that meets the required number of materials, a confirmation message will be seen.

 

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.”

 
 

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

A Candidate working on a case or submitting sections within an institution that is using the feature that allows the transfer of FAR vitas and attachments into RPT cases, there will be a dedicated vita section containing the vita and any attachments (pulled in from FAR) as part of the RPT packet. If taking advantage of this connection between FAR and RPT, a key piece of the candidate packet assembly work, namely the upload of files, will take place in the FAR module instead of the RPT module. For some types of reviews, this may give new significance to the activity input periods.

 

Currently, this feature is available on an opt-in basis for clients that use both the Interfolio FAR and RPT modules. The Institutional Administrator for these modules at the institution can activate this feature by contacting the Interfolio Project Manager (if currently in implementation) or Account Manager (if implementation of both modules is complete at your institution).

 
  1. Click the Packet tab. Here there will appear a dedicated section containing the vita and attachments pulled in from FAR.
    • The Details column lists the date the vita was generated.
  2. Select the tabs below to view more information on regenerating vitas in locked and unlocked vita sections.

    Locked

    A Candidate viewing a packet with a locked Vita section will not see an option to edit the vita and cannot change the Start and End Dates for the Term Range or regenerate the Vita and its corresponding attachments. Vitas are locked by Unit Administrators, Case Managers, or Template Administrators when creating or editing a template or case.

     
     
     

    Unlocked

    Candidates cannot add, change or remove a Vita Template from an RPT Case, but under certain circumstances, a Unit Administrator may be able to change the Start and End Dates for the Term Range, and/or regenerate the Vita.

     

    1. Click Regenerate. This option is only available when the vita is marked as unlocked.

    2. The Regenerate Vita window will display with any errors.

    3. Click Regenerate and confirm choice if no errors are present.

    Regenerating the vita will create a PDF of the vita with any new information added to activities or any information removed from the activities within the specified term range.

     

    Annotations will be removed from any activities that no longer exist.