About: Automatically Pull Interfolio Faculty180 CVs (with attachments) into Interfolio Review, Promotion & Tenure Cases
Clients that use both the Interfolio Faculty180 and Interfolio Review, Promotion & Tenure module can take advantage of a connection between the products to use the vita (CV) feature in Interfolio Faculty180 along with templates and cases in Interfolio Review, Promotion & Tenure.
With this integration, academic institutions that use both Faculty180 and RPT can leverage the ongoing CV curation work from the Faculty180 module to their advantage in faculty advancement cases managed through the Review, Promotion & Tenure module.
For review Candidates: Using Interfolio's Faculty Activity Reporting, Faculty members enter and maintain their CV with a record of academic activities such as research, teaching, and service, and can attach digital artifacts of their work that can then be attached to their vita. Candidate's can then submit their vita with attachments as part of their review packet in Interfolio's RPT module.
For Administrators: Review, Promotion & Tenure cases and templates can be built with a specific section that pulls in the candidate’s vita (CV) from Faculty180 using a Faculty180 vita template of the case/template creator’s choice.
For Committee Managers and Committee Members: Templates and cases can include the artifacts that were attached to the candidate’s vita in Faculty180 for review in Review, Promotion & Tenure. Many of these attachments will display in RPT's native document reader, while some file types will need to be downloaded. See here for information on Vita Attachment file types & exceptions.
Please note: Currently, this feature is available on an opt-in basis for clients that use both the Interfolio Faculty180 and Interfolio Review, Promotion & Tenure modules. If you are the institutional administrator for these modules at your institution, and you would like this feature activated, please contact your Interfolio Project Manager (if currently in implementation) or Account Manager (if implementation of both modules is complete at your institution).
Click the questions below to learn more about the feature!
In order to see this feature, your institution must be using both the Interfolio Faculty180 (also referred to as “Interfolio Faculty Activity Reporting”) and Interfolio Review, Promotion & Tenure, and the feature must have been activated for your institution by Interfolio.
When activated, this feature will be visible from three perspectives:
- Administrators creating/editing a case or template
- Committee managers or committee members reviewing an individual case where the Interfolio vita section was built in during creation of the case or template
- Candidates accessing their own case, if the Interfolio vita section was included during creation of the case or template
As an Administrator, when creating/editing a template, you will see a Faculty180 Vita section on the Candidate Requirements page. Click Add Vita to add a Faculty180 Vita to the RPT template. This will make the vita available for all cases created using the template. The vita will then display to reviewers in the Candidate Packet.
Note: Use bulk case creation feature to pull in vitas for multiple candidates by selecting the template during the process of creating multiple cases.
When you choose to add a built-in Faculty180 Vita section to an RPT template, you will be prompted to choose a vita template from the list of Faculty180 templates in use at your institution. (Vita templates are configured in your institution's Faculty180 module).
You will need to add the Number of Terms the vita should cover, and select a vita that will be drawn into RPT cases built using the template you are creating.
Once a Faculty180 vita is added to an RPT template, you can see the Vita Name, Unit and Number of Terms in the Faculty180 Vita section of the Candidate Requirements page.
From here you can Preview the vita, click Change to select a different vita, or click to Remove the vita from the template.
The Faculty180 Vita you added will appear on the Candidate Requirements page when creating or editing cases built using the template.
After adding the vita, case creators select the Term Range (time period) for the vita and have the option to Change or Remove the vita when editing the case.
In turn, the Faculty180 Vita section will appear in the Candidate Packet section of cases built using the template where reviewers can access the vita and included attachments.
The ability to create multiple cases at once allows Administrators to pull in vitas for multiple candidates by selecting the template at the Case Setup step when creating multiple cases based on the template.
Once the template is selected, the case creator can Add Candidates as necessary.
We include any supported file type up to 750 MB in size as a Vita Attachment in RPT, and we provide a download link for file types that won't display in the viewer as shown below.
As an Administrator creating/editing a case, you will see a new Faculty180 Vita section. Click Add Vita to add a Faculty180 Vita to the case.
When you choose to add a built-in vita section to a case or template, you will choose a vita template (configured through the Faculty180 module) by which the candidate’s vita should be formatted for this case as shown below:
As you can see below, you will also select the default length of time or Term Range that the candidate’s vita should reflect when displayed in the case.
Once added, the vita is generated and added to the Candidate Packet where it can be accessed by reviewers.
On the case page Click Edit Under the Actions column.
This opens the Edit Vita window where you can change the Term Range and/or click to Regenerate the vita so the information it is accurate up to the moment the button is pressed.
Committee Managers can Edit the vita Term Range and Regenerate the vita as described here.
Committee Managers, Committee Members and other reviewers will see the candidate’s vita from Faculty180 available in the Candidate Packet where they can click Read Case to view the vita along with attachments in the document reader.
The vita and all attachments will be presented in the document reader as shown below:
Notes on Vita Attachments with unsupported files types: Some file types cannot be converted to a viewable PDF format and displayed in or reader. Such files are still added to RPT and available as download only as shown below.
Read more about vita attachment file type considerations in this article for Candidates on best practices for Vita Attachments.
Using Interfolio's Faculty Activity Reporting, faculty members enter and maintain their CV with a record of academic activities such as research, teaching, and service, and can attach digital artifacts of their work as evidence of their activities during the process of activity reporting in Faculty180.
As a review candidate, the faculty member's vita and its artifacts from F180 can then be drawn into their Candidate Packet as part of their review in Interfolio Review, Promotion & Tenure.
From the candidate’s perspective, when accessing their case, they will see a dedicated vita section on their packet, containing their vita and attachments pulled in from Faculty180 as shown below.
The vita displays as part of the packet with information about the Term Range and attachments included along with Details about the date when it was last Generated.
Candidates can Preview the way the vita and attachements will appear in the document reader by clicking the vita name, and can Regenerate the vita to make sure it up to date will all information and attachments.
Clicking Regenerate will open the Regenerate Vita with information about when the vita was last generated and Vita Name and Term Range. Any information added or updates to existing activities after the date of last generation will not be reflected. Clicking Regenerate will update that information and any attachments added or removed.
If a Vita Attachment fails to transfer to RPT: Candidates will need to go back into Faculty180 and re-upload the document that failed to transfer.
The most common file and document types used in academia can be read directly in our document viewer in Review, Promotion & Tenure. On our end, after you submit a file attachment to F180 and that file is sent over to RPT, we convert that file to PDF format to be displayed in the viewer.
Please note that file types not supported by our reader will still appear in the reader as a link that your recipient can download to access the file.
Further, if an artifact from Faculty180 can not be properly converted, we still present a link to the file in the document reader in RPT. should default to providing RPT with the original file itself.
The following text or image based file types can be displayed directly in our document viewer as Vita Attachments.
- TIF, TIFF
- PNG, JPG,JPEG,GIF,BMP
- Links to webpage URLs
Please note that the best practice is always to convert your document files to PDF before uploading. This will give you the most control over how your artifacts display.
Media Files as Vita Attachments: Links to webpages, and audio and video files that are attached to a vita will display as a URL (link) when your vita is viewed in the document reader. Clicking the link will open the webpage or hosted audio and video in a new browser tab or window.
Files that will not display in our reader:
- Files with improper extensions (ex: a Word document (.doc) extension, that is misidentified as a .zip file)
- PDFs with complex fonts or highly layered contents
- Extremely large PDFs
- Scrollable PDFs
Files that are never sent over to RPT as viewable or downloadable will show as file type errors:
If an artifact from Faculty180 cannot be properly converted to display in the reader, we still provide a link for the file to be downloaded from the reader. However, the file types listed below will not be sent to RPT.
- Encrypted PDFs (they have password protection)
- Corrupt or damaged PDF files (they cannot be read by any PDF reader)
- Empty size files (of any type 0-byte files (these are most commonly .txt or other plain text file types)
- Files over 750 MB (of any type)
Again, please note that these changes only apply if your institution has requested that this new Faculty180-Review, Promotion & Tenure vita connection be activated.
The most likely change is that, when you take advantage of this connection, a key piece of candidate packet assembly work, namely the upload of files, will take place in the Faculty180 module instead of the Review, Promotion & Tenure module. For some types of reviews, this may give new significance to the activity input periods.
Of course, the case in Review, Promotion & Tenure will retain all of the functionality that it had before, and you can absolutely include whatever additional sections you wish, in addition to the built-in vita section.
If your institution has both the Faculty180 and the Review, Promotion & Tenure module active, any user with an administrator role in the Review, Promotion & Tenure module at your institution will see a new option to add the built-in vita section when creating or editing any case or template in Review, Promotion & Tenure.
It is also worth noting that when the vita is pulled from Faculty180 into Review, Promotion & Tenure in this way, the vita document and the attached materials are grouped together as a bundle, and cannot be rearranged or extracted. The order is determined by the Faculty180 vita template.
Therefore, for considerations around the sequence of sections or materials that are attached to the vita, you will want to plan that when creating your vita templates in Faculty180. Again, you can always include additional candidate sections in the actual case in Review, Promotion & Tenure, or permit the candidate to create them. There is no reduction in the previous case functionality.
In essence, this link between the faculty activity data module (Faculty180) and the academic workflows module (Review, Promotion & Tenure) continues our endeavor to let you work smarter, not harder.
Maintaining the database of activity data and academic materials is essential, and ensuring an appropriate review process in all cases is essential. This new link between these two projects in the platform will eliminate a great deal of logistical effort that has historically surrounded both the management of data about faculty work, and the various processes of academic professional review.