When a unit is ready for a candidate’s case to be created, the unit’s administrator can initiate the case via the Case Initiation page. The administrator should enter the candidate’s Employee ID number (EID) or name, and select the candidate from the given options. The administrator should review the associated data and update as necessary. Once the initiation form has been submitted, APF will create the case in Interfolio RPT and add the case creation form (cover sheet) to the Internal Sections as a PDF. The case will be created within 2 hours, at which time the administrator can start work on the case. Once the case is set up, the candidate must be notified via RPT that they can start submitting materials to the Candidate Requirements section. Follow Interfolio’s instructions for sending notifications. The notification will include a link to the candidate’s case that is valid for 30 days.
The Candidate Data Sheet is a web form that is accessed and initiated on the RPT case maintenance page of the APF website. The administrator will need to locate the candidate’s name on the Case Maintenance page, click on Details and review the associated data. The administrator should update the necessary data fields and click Submit.. This document summarizes key candidate and case data, including the faculty vote, for quick reference by evaluators at future stages of the review process. Once the form has been submitted, a PDF will be automatically generated and added to the candidate’s case within 2 hours. The document must still be uploaded to the requirement on the step by choosing “From the Case” during the upload process. That will clear the requirement and allow the case to move forward.
When all of the requirements on a Case Review Step have been satisfied, the administrator or Committee Manager can move the case forward. If something on a case needs to be updated, the administrator or Committee Manager can move the case backward. Instructions for moving a case forward or backward can be found on Interfolio’s help page.
Interfolio Review, Promotion, and Tenure (RPT) has been configured to include all documents and forms required by the provost. However, in certain limited situations, it is permissible to modify the requirements on a case.
Removing Teaching Requirements for Research Faculty Candidates for whom teaching is not a requirement of their regular duties do not need to submit student teaching evaluations or peer teaching evaluations. Therefore, those requirements can be removed from the Candidate Requirements section on the candidate’s case by following these steps:
- Navigate to the case
- Click Edit Case from the Case Options drop down menu in the upper right corner
- Click Edit next to the Candidate Requirements heading
- Scroll down to the Packet Requirements section and locate the Student Teaching Evaluations requirement
- Click the pencil icon to edit the requirement, scroll down to the bottom of the section and click Delete
- Repeat the above steps for the Peer Teaching Evaluations requirement
- Scroll down to the bottom of the page and click Return to Case Summary
- Click Return to Case in the upper right corner
Removing a Subcommittee Step When a Subcommittee is Not Used Units can remove the subcommittee requirement on a case by case basis if they are not using a subcommittee.
- Navigate to the case
- Select Edit Case from the Case Options drop down menu in the upper right corner
- Scroll down to the Case Review Steps
- Select Edit to the right of this heading
- Scroll to the Subcommittee Review step
- Select Delete in the upper right corner of the step
- Confirm you want to delete the step by selecting Yes in the pop up window
To finalize the removal of this requirement, the related Subcommittee Report and Subcommittee Summary should be removed from the appropriate Internal Sections.
If the case is a mandatory action and the candidate has requested that their case be withdrawn from further consideration, acadpers@uw.edu to discuss next steps.
If the case is non-mandatory, the case can be closed using the Candidate Withdrew status and notify APF via acadpers@uw.edu.
If there was an error on the case and the case needs to start over, close the case using the Error status. Contact APF at acadpers@uw.edu to reset the case initiation process for the candidate.