Committee Member's Guide to Interfolio RPT
When added to a committee at an institution that uses Interfolio Review, Promotion, & Tenure (RPT), easy and secure participation in the case review process is possible online. A Unit Administrator or Case Manager at the institution conducting the review will manage the case and candidate packet. An email will be received when the case is available for the committee to begin review. Once the free account is activated and logged into, case access will be given to anyone added as a committee member.
A notification will be sent to the user added to RPT.
Navigating RPT
Access Assigned Cases
Navigation: Cases > Name
- Click Cases under Review, Promotion & Tenure (RPT) on the navigation menu.
- Click the Name of the desired case to view it. The Case page will display.
Case Page
View Case Materials
The case page is the central workspace for Committee Members in Review, Promotion & Tenure (RPT). It provides access to candidate materials, forms, and communication tools needed for evaluation. Committee Managers, Case Managers, and Unit Administrators can perform administrative functions such as advancing or returning a case, managing materials, applying statuses, and communicating with candidates and Committee Members. This article explains how Committee Members can access materials and what to expect on the candidate's case page.
View Case Materials
- Navigate to the Cases page and click the Name of the applicable case to navigate to that case's page.
On the Case page, materials and forms available to committee members can be accessed and materials submitted by a candidate can be viewed and downloaded.
- You can Search case materials by title in the searchbar. This acts as a filter, displaying only materials with a matching title.
- To download materials as a PDF or ZIP file, check the boxes next to one or more materials from the list. Then click Download on the blue toolbar.
If downloading is not allowed by the institution, the Download option will be unavailable. Some documents may also have individual downloading restrictions.
- Click Read Case to load all accessible case materials, or click the Title of a document to open it in the document reader for online viewing.
The document reader organizes materials by sections, navigable using the keyboard keys. If enabled, materials can be downloaded, annotated, and searched as PDFs. Reviewers can add annotations to a candidate’s file and export them as a PDF for offline access, making it easy to highlight important parts and revisit thoughts during evaluation.
- Click Return to Case to go back to the case's page. Ensure the Case Materials tab is selected.
The Case Materials tab is divided into two main parts that can each contain one or more sections; the Candidate Packet and the Internal Sections.
-
The Candidate Packet: The candidate packet consists of sections visible to the candidate when adding materials. These sections include materials added by the candidate or on their behalf, as well as required forms. The candidate can replace or delete files in an unlocked section before submitting the packet for review.
Materials here are visible to the candidate and available for them to use in their current case.
-
Internal Sections: Materials needed as part of the review can be found here, such as candidate documents, are found here. Internal section materials can be shared with the candidate by a Unit Administrator, Case Manager, or Committee Manager.
Available to Committee Members reviewing the case, but cannot be viewed by the candidate.
- There will be a section labeled External Evaluations if the institution has elected to to use the feature for requesting and collecting evaluations from external reviewers.
- There may be a section labeled Migrated Case Materials which contains materials originally in the Candidate Packet section that have been moved as a precaution, by Interfolio, since materials in the Candidate Packet are visible to the candidate.
-
The Candidate Packet: The candidate packet consists of sections visible to the candidate when adding materials. These sections include materials added by the candidate or on their behalf, as well as required forms. The candidate can replace or delete files in an unlocked section before submitting the packet for review.
- Scroll back to the top and select the Case Details tab.
The Case Details tab is where other members of the committee can be viewed. If enabled, comments from other committee members can be seen and comments can be left on the case.
If a committee vote has taken place using Interfolio's voting tool and the results have been recorded by the Committee Manager, Case Manager, or Unit Administrator, those results can be seen at the bottom of this tab. Scroll to the bottom of this tab to see the results of a committee vote.
FAQ
Why does an unsubmitted candidate form show as "Complete, Not Yet Submitted" when the candidate should not be accessing the form at this stage of the review process?
When a candidate opens a Candidate Form, the auto-save feature is triggered. This updates the form's status from the Administrator's view to “Complete, Not Yet Submitted.”
What if you are assigned to more than one committee that has access to the case at the same time?
Multiple committees can have access to a case at a given case review step. If a user is assigned to more than one committee with access to a case at the same step, they can switch to view the Case page from the perspective of any one of their assigned committees.
Click Change next to the committee currently under the Reviewing as section on the Case Details tab and then select the Committee desired to use to review the case.
Is there a size limit for RPT packets?
Yes, there is a 5GB limit.
View and Respond to Files Shared by a Committee
Unit Administrators, Case Managers, or Committee Managers in Interfolio RPT can share case materials with members of a committee they are managing, or other committees in the workflow of a case. Committee Members can view materials (and respond if enabled) when they log into their account.
When files are shared, an email message will be received with the prompt to log into the account and view the files. If a response is requested, that will be seen as an Action Item on the Homepage along with a due date for the response. Click the link to view the file and respond.
- Click View adjacent to the desired file on the Committee Shared Files page
- Shared files will load in the document reader. Read the document, and prepare a response.
- Click Respond to upload the response.
- Give the response a Title and Browse to upload the file
- Click Send when finished.