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RPT Welcome Kit

Interfolio’s Scholar Services team will act as the primary contact for product and technical support for each institution’s administrators, faculty, and staff. This guide will walk through the Scholar Services team structure as well as some of the most commonly asked questions, best practices, and helpful resources.

 

Logging into Review, Promotion & Tenure

Institutions may allow their users to log in with credentials specific to Interfolio, or with Single sign-on (SSO). SSO is an authentication method that enables users to securely authenticate with multiple applications and websites by using just one set of credentials.

Interfolio will partner with Institutional Administrators and the institution's IT department to set up and manage the SSO integration. It is crucial to maintain the SSO integration and for the institution to provide Interfolio with notice of any changes to their SSO such as updated metadata, servers, or shared attributes. 

 

Our Team

Tier 1 - Scholar Advocates

Initial issue triage; product education and support for “how-to” questions for faculty members.

Channels:

  • Phone (Press 1): 9:00am - 6:00pm ET
  • Email: 5:00am - 10:00pm ET
 
 

Tier 2 - Customer Success Advisors (CSA)

Our CSAs handle complex troubleshooting, bug triage, and product support for all users in Interfolio FAR.

Channels:

  • Phone (Press 2): 9:00am - 8:00pm ET
  • Email: 9:00am - 8:00pm ET
 
 
 

Terminology

  • Review, Promotion & Tenure (RPT): An Interfolio module used to facilitate the review process anytime a candidate submits materials for committee review.
  • Cases: The lifecycle of the standardized review cycle, including candidate/committee requirements and associated documentation.
  • Packet: The collection of materials uploaded by the candidate based on the requirements specified by the institution.
  • Dossier: A tool for candidates to store and manage job, fellowship, and promotion or review documents in one place and subsequently upload to their packet.
  • Committee: Groups of users that can review the candidates’ case at a given step of the review process.
 

FAQs

How do I send the case to the candidate after sending the case to the first review step in the workflow?

The case must be shared with the candidate prior to the start of the review workflow. If the case is sent to Step 1 before the candidate is notified, there is no way to involve the candidate and allow them to upload documents to their packet. The case will need to be re-created and the candidate notified first in order for them to have access.

 
 

Why can the case not be moved forward even though the required documents have been uploaded by the committee?

Documents may be uploaded on the Case Materials page, but the requirement must be marked as fulfilled on the Case Details page. If the requirement is not fulfilled on Case Details, the case will not be able to move forward even if the necessary document was uploaded to Case Materials.

 
 

Why is the review committee unable to see documents uploaded by the candidate?

The committee will only see documents in sections that have been submitted by the candidate. If the committee cannot see documents in the section/packet, it is likely that the candidate has not yet submitted. There are a couple of ways to confirm that this is the case:

  • When looking at the case list, the review step will be indicated beneath the candidate's name. If this says Case is with Candidate, this means that the candidate has not yet submitted any sections of their packet.
  • Packet sections automatically lock after submission. If a candidate's case cannot be opened and there is a button that says Lock, then the section is unlocked. Unless a section has been manually unlocked post-submission, this indicates that the candidate has not yet submitted the section. 

Packet sections can be locked/unlocked for candidate editing by a Unit Administrator or Case Manager.

 
 
 

What are the abilities of each of the different user roles?

A user's role determines their capabilities and permissions in RPT. These roles are:

Committee Members

Have the most basic permissions within the system. They can be assigned to one or more cases in order to:

  • Review/download documents
  • Leave comments
  • Complete required forms

They cannot make any changes to the case configuration or upload documents.

 
 
 

Committee Managers

Have all the abilities of committee members with a few added permissions, such as the ability to:

  • Add documents (and fulfill document requirements)
  • Move the case forward or backward
  • Email the candidate and committee members
  • Record committee votes
  • Add files to a case

In order to make a user a Committee Manager, Case Manager, or Unit Administrator, they must be manually selected to serve this role.

 
 
 

Case Managers

Have the ability to:

  • Create new cases
  • Edit cases within assigned unit
  • Manage case-level settings and committees
  • View case details and packet materials
  • View all closed cases at their level in the hierarchy

Case Managers cannot manage templates, view reports, or change account settings. Template Administrators and Unit Administrators have this ability.

 
 
 

Template Administrators

Have the ability to create and edit templates within assigned unit.

Template Administrators cannot create cases, view reports, or manage any account settings. Case Managers and Unit Administrators  have this ability.

 
 
 

Unit Administrators

Have the second highest level of access (Institutional Administrators have the highest access). These users have all the abilities of a Case Manager, plus the ability to:

  • Create, manage, and monitor all cases within assigned unit. This includes:
    • Accessing documents
    • Emailing candidates and committees
    • Moving. a case forward or backward
    • Create templates, forms, and cases within assigned unit
  • Control settings and permissions for users and committees within assigned unit.
 
 

Institutional Administrators 

Users granted the highest permissions in RPT. These users have all the abilities of a Unit Administrator, plus the ability to:

  • Act as a Unit Administrator for any template or case at the institution (except where recused)
  • Control the institutional branding, enable/disable comments and downloads, create a default list of case statuses as well as the voting.

Institutional Administrators are the only users able to control the institutional branding, enable/disable comments and downloads, create a default list of case statuses as well as the voting

 
 
 
 
 

How do I send a case back to a candidate?

Once the case has progressed to the first review step in the workflow (either because the candidate submitted a section or because the case was sent forward manually), it cannot be returned to the candidate step.
Sections can be manually unlocked, however, in order to allow the candidate access to make edits. Once the candidate has made their changes, they will need to submit the section again in order for the committee to see the changes.