Using Interfolio Faculty Search with Lifecycle Management
If you are an institutional administrator at an institution that uses both Interfolio Faculty Search and Interfolio Lifecycle Management, you can create a faculty record in Lifecycle Management for any individual applicant hired through a Faculty Search position.
When creating your applicant's profile in Lifecycle Management, you can choose to include the CV of your newly hired faculty member from their Faculty Search application.
If your institution requires that hires be approved using the selection approval workflow feature of Faculty Search, you will have the option to to create a profile in Lifecycle Management for an applicant without going through the selection approval workflow for that position.
To create a record in Lifecycle Management for your new hire, you will complete a form in Faculty Search that includes basic details about the applicant and the applicant's appointment information.
After you create the record you will see a link to that record available from that faculty members application in Faculty Search.
The article below explains the steps involved in creating a faculty record in Lifecycle Management for an individual applicant hired in Faculty Search.
Requirements to use this feature: Please note that in order to use this feature, an individual must have the user role of Institutional Administrator in both Faculty Search and Lifecycle Management.
Set Up Requirements: To successfully create a record for a new hire, the applicant's appointment must already exist in Lifecycle Management. This means an existing Series Name, Rank Name for the given appointment must exist in Lifecycle Management before you create the applicant's record.
In addition, you will need to know the applicant's hire date and the start date of the appointment.
Open the application page of the applicant for whom you want to create a faculty record in Lifecycle Management
Faculty Search applicants are added to Lifecycle Mangement from the application page of the applicant.
To open the application page, select the applicant from the list of applicants for a position
Looking at the list of applicants for a position in Faculty Search, select the applicant for whom you want to create a record in Lifecycle Management.
Click the "Actions" button and select "Send to Lifecycle Management"
Click the Actions button at the top right of the application page, and select "Send to Lifecycle Management."
Create Profile: Enter details about the applicant
You will need to enter Details about the Applicant to create their profile in Lifecycle Management.
Enter Personal Information
Start by entering Personal Information such as the applicant's name, email address, cell phone, and work phone number.
Note: The record in Lifecycle Management needs to have an institutional email address, not the personal email address they used to apply.
Attach the applicant's CV to the profile you are creating (optional)
You have the option to select a file from the applicant's materials to include as the default CV for their profile.
Select the file from the dropdown list of the applicant's materials
Enter address information
Enter the applicant's personal and institutional (work) addresses. This information will have been submitted by the applicant as part of their application.
Click to Continue and proceed to the next step.
Create Profile: Enter details about the applicant's appointment
Next, you will need to enter Details about the Appointment to create the applicant's profile in Lifecycle Management.
Select the Date Hired
Select the date the applicant was hired from the calendar.
Select the Unit
Select the Unit of the applicant's appointment from the dropdown list.
Select the Series Name
Select the name of the Series to which the applicant will be appointed. This list will be determined by the Unit selected. A list of Series Names specific to the selected Unit should appear in the dropdown list.
Select the Rank Name
Select the Rank Name of the applicant's appointment. This list will be determined by the Series Name selected in the previous field.A list of Rank Names specific to the selected Series should appearin the dropdown list.
Enter the Title of the appointment
Indicate a Start Date and Contract Expiration Date of the appointment
Select the Start Date and Contract Expiration Date of the appointment.
You must enter a Start Date of the appointment that is equal to or before the current calendar date. Entering a Start Date in the future will result in the error shown below.
Enter the Employee Type
This information will appear on the record you are creating. This is a free text field that should have a value such as "Full Time" or "Adjunct."
Select the Workload Model of the appointment
Select the Workload Model of the appointment from the dropdown list.
Enter any Additional Appointment Information
Enter Notes about the appointment. Once the appointment is created you will be able to come back to this screen and attach Files to support or provide a record of the appointment.
Click to Create Profile
Click the Create Profile button.
A link to the new profile will appear in Faculty Search
After you create a record in Lifecycle Management, you will see a link to that record available from the faculty member's application in Faculty Search.
Click the "View Profile" link to visit the new record in Lifecycle Management
The Faculty Record will display in Lifecycle Management
The Applicant Information and Appointment Information you added in the previous steps will display as part of the faculty record. including information on the Timeline of the appointment and the Events that compose it.
Click to view the default CV of the applicant
The CV you added will appear as the default CV of the faculty record. Click View CV to download and open the CV.
The default CV downloads and displays as shown below:
Creating a faculty record when your institution requires selection approval through Faculty Search
If your institution requires that hires be approved using the selection approval workflow feature of Faculty Search, you will have the option to to create a profile in Lifecycle Management for an applicant without going through the selection approval workflow for that position as shown below.
Best Practices - Faculty Search Integration
How do we update a user’s email address when utilizing the Faculty Search integration?
When sending a hired to the Lifecycle Management tool the email is likely a personal email and needs to be updated to the institutional email. You cannot update the email once it has been used for a faculty member. Best practice, only use the FS integration when you have the institution email for the user.
Can you "future date" a faculty member's start date when using the Faculty Search integration?
The term Start Date refers to the date the appointment starts. Hire date must be before or equal to the Start Date. This integration is intended to be used after the faculty member's appointment as been approved. It's highly recommended to only use this feature once the faculty member has an institutional email address.