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Create a Position

Administrators and Committee Managers are able to configure a position in Faculty Search by adding information about their searches, such as instructions for applicants, document requirements, search committee members, and evaluation criteria.

This article explains the steps involved in creating a position in Interfolio Faculty Search.

 

 

To Create a Position:

Select "Positions" under Faculty Search in the left hand navigation bar

Click "New Position" at the top right of the Positions page

Select position type from the dropdown menu, and search for or select the unit in which to create the position. See our article for more information on Position Categories and Types

Note: The unit for a position cannot be changed once the position has been created.

 

 

To clone a position:

Select "Clone from an existing position", then search for and select the position to clone before clicking "Create"

 

Cloning a position will copy over all information from the previous position other than start date, committee members, and previous applicants. Please note that cloned positions can only be created as the same type/unit as the original position.

 

Choose to create a new position from scratch or clone an existing position

To create a new position from scratch:

Select "A new position", then click create. This will allow you to create a new position from scratch.

 

 

Note: By creating a position you will also generate a landing page that applicants will use to learn about and apply for your position.

During the position creation process you can set this page to be Public, and available for applicants to find and apply online, or Private,  meaning the position will not be discoverable in any public position  feeds managed by Interfolio

 

Follow the steps below to create your position

1. Add description and dates

1.1. Provide general information about the position


  • Position Title: e.g., Assistant Professor
  • Location
  • Position type
  • Position Opens: Date when new applications will first be accepted for the position.
  • Deadline: Choose between a rolling deadline or a specific date

1.2. Describe the position including specific qualifications


Describe the position in as much detail as possible, and list specific qualifications. Consider separating out qualifications and application instructions to make your description more readable.

Consider separating out qualifications and application instructions to make your description more readable.

 

1.3. Provide instructions for applying (required documents, formats, etc.)


1.4. If necessary, enter an Equal Employment Opportunity Statement


Note: Your institution may already have the EEO statement set up for you.

 

1.5. Indicate the Advertising Setting


The advertising setting determines whether or not the position will be available for applicants to find online.

If marked Public, the position will be available for applicants to find and apply online.

If marked Private, the position will not be discoverable in any public position feeds managed by Interfolio.

If marked Private, you will also need to select a Reason for Private Search from the dropdown list, and fill in the "Explain the reason for waiving the mandatory search process."

For more information please see our article on Advertising Settings: Public and Private Positions.

 

 

2. Add required documents

Here you can add the documents your applicants must submit with their application. You can set the document type such as C.V., or Peer Evaluations, and set the number of documents necessary to fulfill the requirement. For instance, you might require one C.V. and three peer evaluations.

Your applicant can upload these documents and submit them electronically when applying for a Faculty Search position. The applicant will need to upload the exact number of each document type that you set in order to fulfill the requirement. When a requirement is filled the check mark will turn green.

The "Number Required" sets the number of individual documents the applicant will need to upload to satisfy the requirement. If, for instance you want three references, but want them in one document, you will need to set the number required to one, instead of three.

 

We accept the following file types from applicants:

  • DOC
  • DOCX
  • DOT
  • ODT
  • WPD
  • RTF
  • TXT
  • HTML
  • PDF
  • Links to webpages
  • Links to videos hosted by YouTube and Vimeo
 

2.1. Click "Add Requirement"


2.2. Select the document type from the dropdown list


You will be presented with a list of typical documents such as cover letters, C.V., transcripts, and letters of recommendation.

2.3. Set the number required of that document type


The "Number Required" sets the number of individual documents the applicant will need to upload to satisfy the requirement. If, for instance you want three references, but want them in one document, you will need to set the number required to one, instead of three.

 

2.4. Add an optional note with any special instructions or other information about the requirement and click "Save" when you are finished


2.5. You have the option to allow applicants to add additional documents


 

3. Create an automated message to send applicants when they submit an application

You can also create an automated message to go out to applicants when they submit their application and use a message template from your account to populate the email.

3.1. Check the box to send a message on application submission.


3.2. Create an email / use a message template


You can choose to insert a message template from your account for the message, or create a new message to send to applicants.

If you choose not to use a message template, simply enter the From Name, Reply to address, Subject, and the Body of the email and click to Update.

Or click Insert Message Template and select a template from the dropdown menu.

The email template you select will be sent to applicants as in the example below.

 

4. Create custom evaluation criteria and edit evaluation settings

If your institution allows, you can establish custom evaluation criteria for rating applicants on a 5-star scale. This allows Evaluators to rate and compare applicants on criteria such as scholarship, teaching, research, publishing, or whatever criteria you add. We will calculate the average score of an applicant by both category and overall rating. You can set whether or not Evaluators can view comments and ratings given by other users.

4.1. Click "Add Criterion"


4.2. Type in the evaluation criterion and click "Save"


4.3. Specify "Blind Review" if you don’t want evaluators to see the comments and ratings of their fellow committee members


 

5. Attach custom application forms to the position

  • Application forms are used to gather additional information from applications
  • Admins and Committee Managers can create forms for the units they administer and
  • Forms can be specific to any institution, college, department or position

Note: Application forms are attached during the process of creating or editing a position, but forms are created from the Administration page.

5.1. Click "Add Form"


5.2. Select form from the dropdown list and click "Save"


A list of forms that have already been created (from the Administration page) will appear in the dropdown list.

5.3. You can click "Preview" to see how applicants will see the form you have added


 

6. Attach EEO Forms to the position

  • EEO forms are used to gather EEO information from applications
  • Forms can be specific to any institution, college, department or position
  • Only users with EEO access (such as an EEO officer or admin with EEO access) can view the answers to EEO questions

Note: EEO forms are attached during the process of creating or editing a position, but EEO forms are created from the Administration page.

6.1. Check the box labeled "Applicants must complete an Equal Employment Opportunity form."


6.2. Select the form from the dropdown menu and click "Save & Continue" when you are done adding forms


 

7. Create a search committee

You have the option to add members to a search committee as part of the position creation process. Note that in order to be assigned to a search, potential committee members must be added to the program as Interfolio faculty Search users.

Note: You can also add committee members after a position is created from the Review Position screen. For more information, see How do I add members to a search committee?

7.1. Click "Add Member" to call up a list of available Faculty Search users who can serve on your committee


7.2. Search for the user by first or last name, and click "Add" to add them to the committee


As you are typing, matches of existing Faculty Search users will appear. If you don't see the user you are looking for, you may need to add them as Faculty Search user.

7.3. Click "Add Manager" to call up a list of available Committee Managers for your committee


7.4. Click "Add" to add the user as manager for the committee


This list displays users who have been assigned the role of Committee Manager for the unit in which you are creating the position. If you don't see the user you are looking for you may need to add them to the program as a ByCommittee user, or assign the user the role of Committee Manager for the unit in which you are creating the position.

7.5. Keep adding members and/or managers until you have your committee assembled, and click "Save & Continue"


To remove a member, simply click the X next to the user's information.

 

 

8. Enter internal notes

You will be taken to the "Internal Notes" page of the position. Internal notes are optional, are only accessible to users at your institution and will never be seen by applicants. They are available to all committee members for the position.

Here you can add a position ID number, enter a salary range, select a term length for the position you have created, identify the funding source, writer out a hiring plan, add general notes, and upload files that will become available for committee members evaluating the position.

 

9. (If required) Submit your position for approval by an administrator before it can be published

If approval is required, click "Submit for Approval." An email will be sent to the administrator responsible for approving the position and he or she will be notified that your position requires approval when they log into the program.

You may continue making edits and preparing the position while awaiting approval. You will receive a notification once your position is approved or if changes need to be made to the position.

You will be notified if changes need to be made before the position can be approved


You will receive a notification once your position is approved and you can continue with the steps below


 

10. Review and Set a Position Status

Your position will automatically be published when the Open date passes -or- you can click "change" to publish the "Apply Now" page manually.

Click "Update Status" to set an initial status for the position


You will need to set an initial status for the position (such as "Accepting Applications").

Select the initial status from the dropdown list, or click "Add New Status" to create a new one


Set permissions related to the status


Set whether or not applicants can view or update their materials, and whether or not evaluators can review applications when the status is active.

 

11. Publish Your Position

When the open date passes your "Apply Now" page will automatically be published, but you can click "change" to publish it manually.

The URL of your position will display on the review page. You can use this URL wherever you want to announce your position.

Position Announcement:


After you create a position and the position has passed it's open date, or you have manually published the URL, Faculty Search generates a landing page announcing the position.

The landing page includes details and application instructions. It also provides applicants with a free Interfolio Dossier account, which they use to apply for your position.

Landing Page - Apply Now Button