Evaluator's Guide to Faculty Search

Interfolio Faculty Search provides faculty members and staff with a set of tools specifically designed to facilitate academic committee work. When its time to hire faculty or consider fellowship applications, evaluators can easily access and review applicant materials and participate in committee activities on-line with Faculty Search.

You can generate and download a PDF version of this article from the left sidebar of this page.

Viewing the list of positions:

Click "Positions" in the left hand menu to see a list of positions you have been assigned to evaluate

Alternatively, you can click the name of a particular position in your list of action items to open it.

Positions are listed in a table that displays the position name, status, type, and open and close dates

The positions to which you have access will display in a table that lists:

  • Position: The name or title of the position you are trying to fill such as "Associate Professor..."
    • Beneath the position title you will see the department, position type (faculty, fellowship, staff, etc), and position ID number
  • Status: The position status describes the current state of the search, such as; "Accepting Applications," "Under Review", etc.
  • Application Information: The number of applications for the position and the open and close dates indicating when a position is open or closed to new applications

Position list management:

We have features to help you search, sort, and organize the list of positions you have been assigned to evaluate.

  • Search: You can search for a particular position by name, unit, position type, status or date
  • Filter: You can also filter the list to only display positions of a particular type, status, or limit the display to either active or closed positions
Viewing the list of applicants:

Click the position title to access the applications for a position

To access the applications for a position, click the position title

Applications are listed in a table that displays the applicant name, the date the application was last updated, the applicant status, and if permissions allow; tags and a rating summary

At the top of the page you will see the unit where the position is posted, the current position status and open and close dates.

The applications display in a table that lists:

  • Applicant name: click the applicant's name to open their application and view their application materials, or check the box next to the name to select more than one applicant.
  • Application Status: The application status describes the place of the applicant in the search process, such as; "Add to Shortlist," "Not Competitive," "Invited for Interview,"  etc.
  • Tags: Tags are short bits of text tags that can be used to sort or mark applications for a variety of purposes.  If permissions allow you can create tags and view tags added by others to applications.
  • Rating: If permissions allow you can rate applicants on custom criteria using a five star scale. Depending on the settings for the position, you may be able to see your overall rating listed here.  

The applicant list can get quite long. For more information on the features we have for managing a large applicant pool see below Organizing the Applicant List.

Reviewing application materials on-line:

Check the name of one or more applicants in the list to review their submitted materials

Selecting a name or names from the list opens a new set of buttons on the page.

Select one or more applicants in the list for review

Click "Read" in the upper right corner of the page to view selected applications in your browser

Read documents

Review applications on-line using our materials viewer

Application materials open in Interfolio's materials viewer within your broswer. You can scroll through the applications, search for terms in .pdf documents that are part of the application, and if permissions allow, you can leave comments, tags, and give applicants a rating on pre-defined criteria.

Materials submitted by the applicant appear bookmarked as application materials. If internal documents have been added to the application by the committee, these are are bookmarked in the viewer as well.

You can leave notes/annotations on the material from the lower right of the viewer

Only you can view the notes you leave on an application.

  • Point notes are virtual stickies that point to something in the document
  • Area notes allow you to select a section of text in a document
  • Text notes highlight passages of selected text

Click the "More Options" icon and select "Download" to save PDF copies of all selected applications

Download documents
Application list management:

The list of applications for a position is often very long. We have features to help you search, sort, organize, and customize the list of applicants. We also allow you to save your views of the list so you can recall your work when going through applications.

  • Search: You can search for a particular position by name, unit, position type, status or date
  • Filter: You can also filter the list to only display positions of a particular type, status, or limit the display to either active or closed positions
The Applicant Profile:

Click the name of an applicant to view that applicant's profile page

From the profile page you can view and add tags to the application (if enabled), and access application materials (click the name of a file to open it, or click to download the material)

If enabled, you may be able to rate the applicant, and leave comments and notes on the application

You can click "Read" to open the application in our materials viewer, or "Download" to save the application materials

Organizing the Applicant List:

Tagging Applications

If your institution allows it, you can add and create tags to attach to an application. Tags are bits of text you can use to help identify, sort, and mark applications.

  1. With one or more applicants selected in the list, click the "Tag" button and select an existing tag or create a new one
  2. By default, tags will appear listed in the applicant table (See below for instructions on configuring the columns displayed in the list)
Tag Applications

Filtering the list of applicants

Click the "Filter" button at the top of the list to open a set of options for filtering the list. You can filter the list of applications by data points including highest degree earned, application status, tags, ratings, or completion status.

Filtering the list of applicants

The list will be filtered according to your settings and the filters will appear above the list.

Note that you can easily remove the filters you add either one at a time, or by hitting the button taged "Clear Filters."

The list will be filtered according to your settings and the filters will appear above the list

Saving views of the Applicant list

Click "Save"

Click "Save" to name and save the filtered view of the applicant list

Enter a name and click the check mark

Enter a name and click the check mark

Click "Saved Views" (to the right of the page) to recall the view of the list using the filters you have set

Click "Saved Views" (to the right of the page) to recall the view of the list using the filters you have set

Customizing the columns of information that display on your view of the applicant list:

Click the "Columns" button to the right of the page and select the columns of information you want to display

The default columns that will display are applicant name, date updated, tags, and overall average rating (if enabled). You can add columns for complete status, date submitted, highes degree earned and highest degree date, and your overall ratings.  Note that you can restore the default columns at any time.

 

You can also add answers to custom form questions as column headers in the display.

Click the "Columns" button to the right of the page and select the columns of information you want to display
Searching the Applicant list and saving searches:

Enter a keyword in the box to search the list.

Searching the list and saving searches:

The results display and the search term appears above the list

The results display and the search term appears above the list
Click "Save" to save and name the view of the list filtered according to your search results
Click "Save" to save and name the view of the list filtered according to your search results
Enter a name for your view and click the check to save it
Enter a name for your view and click the check to save it
Click "Saved Views" to the right of the page to recall the saved view of the list
Click "Saved Views" to the right of the page to recall the saved view of the list
Setting the pagination of the applicant list

By default the list displays 25 applications at a time, but you can set the pagination to display 50, 100, 200, or all applications. Look to the bottom left of the page to set the number of applicants displayed at one time.

Setting the pagination of the applicant list

Remember that changes you make to the filters, columns, searches and pagination will be remembered during your session. To save the searches and filtered views of the list, click the "Save" button and give the current view a name.