RPT 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 RPT

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 RPT candidates and committee members.

Channels: 

  • Phone (Press 1): 9:00am - 6:00pm ET
  • Email: 5:00am - 10:00pm 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
  • Review, Promotion & Tenure – 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
  1. 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 review workflow beginning. 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.

Click here to read our help article on how to notify candidates of their review.

  1. Why can't the case 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 isn't fulfilled on "Case Details", the case will not be able to move forward even if the necessary document was uploaded to "Case Materials".

Click here for further instructions on how to indicate that a requirement was fulfilled.

  1. Why can't the review committee see documents uploaded by the candidate?
    • The committee will only see documents in sections that have been submitted by the candidate. If the committee can't 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:
      1. 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.
      2. Packet sections automatically lock after submission. If you open the candidate's case and see a button that says "Lock", then the section is unlocked. Unless an administrator has manually unlocked the section post-submission, this indicates that the candidate has not yet submitted the section.
  2. 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. Committee Members –  can be assigned to one or more cases in order to review documents, leave comments, and/or complete required forms. They cannot make any changes to the case configuration or upload documents.
      2. Committee Managers – have all of the abilities of a committee members with a few added permissions such as the ability to add documents (and fulfill document requirements) and move the case forward or backward.
      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 cases at their assigned unit. They also have the ability to control settings and permissions for users and committees at their unit.

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

  1. 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.

Click here to view our help article with screenshots and step-by-step instructions on unlocking candidate packet sections.