REGISTER NOW FOR THE 2023 INTERFOLIO SUMMIT

How Can We Help?

Search icon

Search Results

  • Share
  • Download
Run Multi-Stage and Open Rank Searches

This article explains how to run multi-stage searches, add additional requirements to a position, and then notify applicants on the shortlist. The article also explains how to run open rank searches to create optional requirements for applicants. A common search strategy is to conduct a two stage (or multi-stage) search in which the applicant field is narrowed down, and additional materials are requested from a select group of applicants. For instance, for a search with 100 applicants, after a first review, the committee may narrow the list down to just 20 applicants. From those 20 applicants, the committee needs to request three additional confidential letters of recommendation. This means the document requirements will need to be updated for the position. However, it is not desired to notify the rejected applicants of any changes in the position (such as updated requirements) until after a hire has been made.

 

These instructions will only apply if permissions allow the creation of application statuses, or if an Administrator has created the necessary Shortlist application statuses.

 

Run Multi-Stage and Open Rank Searches

1. Create an Application Status

Check out this article on how to Create and Manage Position and Application Statuses for further directions.

 
 
 

2. Apply application status to selected applicants

  1. Click Positions on the navigation bar.
    Positions selected under Faculty search
  2. Click the hyperlinked Name of the desired position.
  3. Select the checkboxes adjacent to the desired Applicant Names.
  4. Click the Status button that appear on the toolbar at the top.
    Status button selected in between Email and Tag above the selected applicant names
  5. Select the new status from the dropdown that appears.
  6. Click Save to confirm on the Change Status window that appears.

    Note that a personalized message can be sent to the applicants with this change by clicking the checkbox on this page. 

     
 
 

3. Archive applicants not moving forward

  1. Click the Filter button above the list of applicants.
  2. Select the Longlist checkbox to display applicants with an application status indicating they have not been selected to move to the second stage of the search.Longlist selected below Application Status
  3. Select the Applicant Name checkbox above the list of applicants to select all applicants in the filtered list.
    All Applicant names selected below filter box
  4. Click Archive when finished.
    Archive button selected above list of applicant names

Archiving an applicant does not delete their application. This will simply move them to another folder and freeze the applicant’s view and what they are permitted to do within the system. Archived applicants will not be notified of any updates to the position's document requirements. Although, if the applicant opens the application they will be able to see newly added requirements.

 
 
 

5. Add additional required documents for shortlist applicants

When shortlisted applicants sign into their account, they will see additional requirements for the position and be able to add additional materials or request additional letters of recommendation for this search. When archived applicants sign into their account, they will not be able to update their application unless they specifically open and enter their submitted application.

 
  1. Select Edit Positions from the Position Actions dropdown.
    Edit Position selected from the Position Actions dropdown
  2. Select the Required Documents section on the right-hand Edit Position… toolbar.
    Required Documents selected under the Edit Position... section
  3. Click the Add Requirement button.
    Required Documents section with Add Requirement button below
  4. Select the Document Type and Number Required with a Requirement Note if desired.
  5. Click Save when finished.
  6. Click Update when finished.
 
 

6. Notify shortlisted applicants of new document requirements

  1. Click Positions on the navigation bar.
    Positions selected under Faculty search
  2. Click the hyperlinked Name of the desired position.
  3. Click the Filter button above the list of applicants.
  4. Select Shortlist below Application Status.
  5. Select the checkbox adjacent to Applicant Name column title above the list of applicants to select all applicants in the filtered list.
    All Applicant names selected below filter box
  6. Click the Email button that appears on the toolbar at the top.
    Email selected above the list of applicant names, in between read and status
  7. Enter the From name, Reply to email address, Subject, and Body, or click Insert Message Template to automatically fill in the information from a previous message template in the account. 
  8. Click Send when finished.
 
 

Best Practices

Collect Additional Documents from a Subset of Applicants

A common strategy for narrowing down a large applicant pool is Running Multi-Stage and Open Rank Searches. After narrowing down an applicant pool, additional documents can be requested from the smaller list of applicants. Add additional document requirements (if necessary), and make sure to edit either the Position Status or the Application Status to permit those applicants to update their application materials.

 
 

Edit number of required document to zero

  1. Click Positions on the navigation bar.
    Positions selected under Faculty search
  2. Click the hyperlinked Name of the desired position.
  3. Select Edit Positions from the Position Actions dropdown.
    Edit Position selected from the Position Actions dropdown
  4. Select the Required Documents section on the right-hand Edit Position… toolbar.
    Required Documents selected under the Edit Position... section
  5. Click the Edit (pencil) icon adjacent to the requirement that needs to be optional.
  6. Type 0 in the number section, so 0 documents are required for this section.
    0 to the left of the personal statement section with a save button to the right
  7. Click Save when finished.
  8. Click Update at the bottom of the screen when finished.
 
 

Tips to improve two-stage or multi-stage search.

  • It is recommended to add and remove Committee Members at any time during the search process. One could add Committee Members for the first or second stage of the search.
  • Administrators can determine whether or not applicants can see their application status. For best results, be consistent and conscientious about allowing different categories of students access to view application statuses.
  • When editing positions, notes can be added or uploaded to be read internally by Committee Members on hiring best practices.
  • Create optional requirement for applicants during Open Rank Searches. To create optional fields for applicants, edit the number of documents required to zero.

    Note that all applicants must complete the full application prior to submitting in order for this to work.