A Candidate's Guide to Interfolio Review, Promotion, and Tenure
We have created 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 service.
You can generate a PDF and print this article from the sidebar to the left of this page.
If your institution uses Interfolio Review, Promotion, & Tenure to conduct reviews online, you will be asked to submit a packet of review materials through Interfolio.
Before you begin, an administrator will create a case for you that includes instructions for submitting your packet with all the required documents and forms.
You should be notified that your case is ready via email.
Select “View Case” in the notification email
When you select “View Case” in this email you will be prompted to create a password that generates the Interfolio account you will use to collect and submit materials for your packet.
If you already have an Interfolio account, the "View Case" button will take you to your account dashboard.
Activate your account
You may need to enter a password to activate your Interfolio account.
Enter a password, accept our Terms of Service and click to activate your account
Select your country and set your communication preferences
The first time you log in, you will be asked to indicate which country you live in, and whether or not you would like to be contacted about product updates, news, and best practices. You can change these settings at anytime from you account page.
View your packet instructions and requirements:
Select your institutional account
You will have both an institutional account and a personal Dossier account. Select to your institutional account when prompted.
Click the link to "Your Packets" from the navigation bar, or use the link in your homepage action items
Not seeing it?
If you do not see this in your navigation bar, you might be on the Dossier page, switch accounts using the account menu at the top right of the page.
Select the packet you want to work on
Tip: You can view past packets in the section below the Active Packets
You will see an "Overview" page listing the required materials and forms you will need to add to your packet.
If your packet includes a Faculty Activity Reporting (FAR) Vita, that will appear in a special Faculty Activity Reporting Vita section of your packet as shown below.
Click "View Instructions" to read instructions provided by your institution for assembling and submitting your packet
Your packet will likely be divided into sections, each with a list of materials you will need to upload in order to complete each section.
If a due date has been set, you will also see the due date 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.
If enabled by an administrator, you may also be able to add sections to your packet. If this feature is enabled, when you open the "Packet" tab, you will see an "Add Section" button.
Add files to satisfy packet requirements:
Click the "Edit" button for the section to which you want to add your files
Click "Add" next to the requirement
On the "Choose Existing" tab you can add existing files you have already uploaded to your Dossier
Or you can add new files including video and webpages:
When uploading files, make sure you give the materials in your packet a meaningful title because reviewers will see the titles you provide as bookmarks to the left of the page when reviewing your documents.
By default, the name that will appear to reviewers is the name of the file as you upload it, but you can also edit the title of a file after adding it to your packet.
You can add files from packets you have submitted for previous reviews run through RPT:
Or, you can add files from collections you have created in your Dossier:
If you need to edit or replace a document, click the "Edit" action
You can edit the title of the file, or click "Replace" to choose a new file to replace it.
Files can also be added (suggested) by an administrator
If a file is added to your packet by an administrator, it will appear as "Suggested by..." and the administrator's name. You can choose to keep the file or remove it.
Note that you cannot delete responses you have submitted to committee files that have been shared with you.
Submitting Candidate Forms
Forms to be completed by the candidate appear along with required documents.
Click "View" to open the section and access the form
You may need to click Edit to open the section and view the form.
Click "Fill Out Form" to open the form
Complete the form and click "Return to Packet"
Click to submit the form along with the rest of the section when you are ready to submit
The form will appear as completed but not yet submitted until you submit it. You can edit the form and make changes as necessary until you submit.
Viewing and Responding to shared files:
The committee reviewing your case may share files for you to review. The committee may also allow you to respond to the shared files in writing, and may set a date when the response is due.
If the committee shares files with you, you will get an email prompting you to log in and view the shared files.
Please Note: The response due date is a hard deadline, and you cannot respond to the shared files after the due date.
You will need to be logged in to view and/or respond to files shared with you by the committee. Log in to Interfolio and select your institutional account.
You will see an action item indicating that a file has been shared and an indication if a shared file is open for a response. You can click your name to view the packet.
-or- click "Your Packets" in the left hand navigation and select the case
Open the "Shared Committee Files" tab of the case packet
Files shared with you will appear listed
You can download the file, or copy it to your Dossier where it will appear in your Dossier materials.
If you click "Copy to Dossier," you will have the option to add the file directly to a collection of materials (if you have any collections available).
You can also click the "Actions" button to the right of the page to copy or download all shared files.
You can preview completed packet sections or your entire packet before submitting:
You can preview how your packet will appear to reviewers:
The preview shows exactly how the packet you are submitting will appear to your committee.
Click "Preview Packet" at the top right of the page
You can click to select multiple sections and preview the selected sections in the document reader
You can also preview individual sections of the packet
-and- preview individual documents by clicking the document title
You can drag-n-drop required documents on the packet tab:
- You can move one or more fulfillments from one requirement to another
- You can reorder fulfillments within the same requirement
- However, you can’t move or rearrange fulfillments in a locked requirement
Locked Sections
If a section is labeled as "Locked," this means your institution has opted to restrict editing after submission. Please contact an administrator at your institution if you have questions about a locked section.
Submitting candidate packets
When you submit a section:
If the section doesn’t have the required number of materials, you will see a window with a message that about missing items needed to submit:
When submitting a section that meets the required number of materials, you will see a confirmation message shown below:
After you successfully submit a section, you will see a confirmation notice in lower left corner of browser indicating that the section is now available to the appropriate committee members for review.
We have also taken measures to prevent you from adding more than the required number of documents for a given document requirement before submitting your packet.
When you add more documents than the required number, the number added changes color and is bolded to draw attention to the error.
If you try to submit a section with too few or too many materials for the given requirements, you will see a message 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.”
Viewing and editing a Faculty Activity Reporting (FAR) Vita as part of your RPT packet
If you are a Candidate working on a case or submitting sections, and your institution is using our feature that allows the transfer of FAR vitas and attachments into Interfolio Review, Promotion & Tenure cases, you will now see a dedicated vita section containing your vita and any attachments (pulled in from FAR) as part of your RPT packet.
When you take advantage of this connection between FAR and RPT, a key piece of your candidate packet assembly work, namely the upload of files, will take place in the FAR module instead of the Review, Promotion & Tenure module. For some types of reviews, this may give new significance to the activity input periods.
Please note: Currently, this feature is available on an opt-in basis for clients that use both the Interfolio FAR and Interfolio Review, Promotion & Tenure modules.
If you are the institutional administrator for these modules at your institution, and you would like this feature activated, please contact your Interfolio Project Manager (if currently in implementation) or Account Manager (if implementation of both modules is complete at your institution).
You will see the vita as part of your packet
Make sure you open the Packet tab. Here you will see a dedicated section containing your vita and attachments pulled in from FAR.
Note that the Details column lists the date the vita was generated.
Click "Preview Packet" in the upper right hand corner of the page to preview how the case will appear to reviewers
The preview will include the vita section as shown below:
Regenerating/Editing your vita:
Locked vita
A Candidate viewing a packet with a locked Vita section, as shown below, will NOT see an option to edit the vita and CANNOT change the Start and End Dates for the Term Range AND/OR regenerate the Vita and its corresponding attachments.
Vitas are locked by Administrators when creating or editing a template or case.
Regenerate/Edit an unlocked vita
Candidates cannot add, change or remove a Vita Template from an RPT Case, but under certain circumstances, an Administrator may be able to change the Start and End Dates for the Term Range, and/or regenerate the Vita.
If your vita is marked as Unlocked, you should see an option to regenerate the vita. Click Regenerate.
When you select to Regenerate the vita, you will see any errors displayed on the Regenerate Vita window.
If no errors are present, click Regenerate button and confirm your choice.
Warning: 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.
