Faculty Search Welcome Kit

Interfolio’s Scholar Services team will act as the primary contact for product and technical support for your 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 Faculty Search

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. Please see SSO Maintenance and Errors for more details.

  • Sign in to Interfolio – This article provides instructions on how to log into Interfolio with a user's personal credentials or Google account
  • Sign in to Interfolio with SSO – This article provides instructions on logging into Interfolio with SSO (also referred to as "Partner Institution"
Our Team

Tier 1 - Scholar Advocates

Initial issue triage; product education and support for “how-to” questions. Primarily serving our Faculty Search applicants and committee members.

Channels: 

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

Tier 2 - Customer Success Advisors

Complex troubleshooting, bug triage, and product support. Primarily serving administrators.

Channels: 

  • Phone (Press 2): 9:00am-8:00pm ET
  • Email: 9:00am - 8:00pm ET
Terminology
  • Faculty Search - A Interfolio module also known as FS or Search which can be used to facilitate faculty, fellowship, academic staff, and other search processes 
  • Units - Different tiers (Schools, Departments, or Divisions) within a hierarchy. Administrators, Committee Managers,  and Evaluators are able to be assigned to each unit in order to determine their access and privileges
  • Positions - Academic, staff, fellowship or other postings that collect and store application materials in a single place for committee evaluation
  • Apply Now Page - The landing/advertisement page for each search. Each Apply Now page has a unique URL and hosts the position description and additional instructions that serve as the online application portal for the search
  • Application - The collection of materials submitted by applicants for review (documents and other files)
  • Committees - Groups of users that can review submitted applications. Committees include users who have either the Committee Manager or Evaluator role
  • Dossier - A place for applicants to store and manage all of their job, fellowship, promotion, and review documents in one place
FAQs
  1. What is the difference between “closing” and “archiving” a position?
    • Closing a position means that the assigned close date has passed and no new applicants can apply. A position that has been closed and archived will no longer appear in the active filter on the Positions list, and existing applicants will no longer be able to make changes
  2. Why are evaluators seeing a “You are not authorized” error when trying to view applicants?
    • If Evaluators can't see the applications for a position, check to make sure:
      1. They have been added to the search committee
      2. The position status allows Evaluators to review applications
      3. The position or application has not been archived

Click here to view our help article with screenshots and step-by-step instructions.

  1. What are the abilities of each of the different user roles?
    • A user's role determines their capabilities and permissions in Faculty Search. These roles are:
      1. Evaluators –  can be assigned to one or more search committees and are able to review and add notes to individual applications. They cannot make any changes to the position configuration.
      2. Committee Managers – are assigned as search leaders and have all of the abilities of an evaluator with a few added permissions such as position status management and reporting access.
      3. Administrators – have the highest level of access in all the roles. These users have all the abilities of a committee manager, plus the ability to create, manage, and monitor all searches at their assigned unit. They also have the ability to control settings and permissions for users at their unit.

Click here to view a more in-depth breakdown of the functions of each role.

  1. What do I do if I can't find a specific user when trying to add them as a committee manager?
    • Make sure that the user has been added to the program by clicking Users & Groups in the navigation bar and searching for the user's first or last name
    • If the user is listed, make sure they have been assigned the Committee Manager role for the same unit that you used to create your position
      • If they user has been assigned an Administrator role, they will have access to the position by default and will not be able to be added to the position as a Committee Manager or Evaluator
    • If you've already added this person to your committee as an Evaluator, you need to remove  them first, then you'll be able to add them as a manager.

Click here to view our instructional video outlining this process.

  1. What time do positions close on the assigned date? Is this time customizable?
    • Positions close at 11:59pm Eastern on the assigned closed date. The timezone is not currently customizable. The close date and time/timezone are displayed to the applicant.