Interfolio FAQ

Once you have completed the steps to create a position, a “Review” screen will pop up that includes all the information entered during the “Create a Position” process. After reviewing all of the sections you can click the “Submit” button.

The approved position will be automatically published and go ‘live’ when you reach the “Position Opens” date entered earlier in the “Create a Position” process. If your position gets approved well in advance of the “Position Opens” date, you can manually publish it by selecting the change option or edit the “Position Opens” date by selecting the “Description & Dates” link from the side menu.

Enter the number in the “Position ID or Requisition Number” field under the Internal Information tab.

Positions that appear on the hiring plan must have an approved hiring plan number to ensure that the funding for the position is approved.

Unfortunately, you will need to recreate this position under the correct position type and/or unit, and then delete the original position.

• If the school/college/campus is departmentalized, be sure to create the position under a specific department or unit and not at the school/college/campus level
• Add “(Internal Only)” to the end of the title
• ISO will approve the ad and forward to Academic HR for basic compliance review
• Departments must still enter search committee names, evaluation criteria, and disposition codes prior to closing the search

Note: Administrative searches requiring a new academic appointment, must have an external competitive search per the standard recruitment protocol unless a search waiver has been approved.

This will be handled on a case-by-case basis. Please contact your Academic HR Specialist for more information. Note: If the hire is a foreign national, this is outside of the office’s control.

Academic HR reviews all advertisements for compliance with University policy requirements, U.S. Department of Labor requirements, as well as equal opportunity and affirmative action federal laws.

See the OAP Interfolio training on our Training and Administrators Forum Archive page for more information about why positions are returned from Academic HR back units for modifications.

If your chair or dean has recently changed, you may want to double check that they have been assigned the proper approval title according to the Interfolio FS Position Type page.

To check, click “Users & Groups” in the left column menu. Search for your approver by typing his/her name into the search field. To serve as a chair or dean/chancellor approver, the individual (or their delegate) must be given the Administrator role and then the chair or dean/chancellor title. For more information on assigning approver titles, please review Add additional administrators as approvers. You should also ensure your previous Chair or Dean is removed from your approval chain by deleting them as users for your unit.

Now when Faculty Search administrators change or add new users, these users will be applied not just to new positions but also to existing positions. Keep in mind it is a best practice to have a second person for each approval step to ensure that position approvals are not held up if/when someone is out of the office. For more information, visit Interfolio’s article on adding new users to Faculty Search.

Refer to the Reviewing and Publishing the Position user guide: Go to the position, click on the “Position Actions” button in the upper right hand corner. Then select “Edit Position”. From there you will want to click on the change button below “Apply now page is not published” and publish the position.

Positions are synced to the website every 4 hours.

Interfolio allows you to run several different types of reports in Faculty Search. You access these by selecting “Reports” from the left hand menu. Once you are on the Reports page, you can select application, position, form, or log reports. Application and position reports allow you to customize the output by selecting the “Columns” button to add or subtract columns from your report view. You can use the other filters to help you get the data you need. For more details, please refer to the Interfolio FS help page on reporting. 

To run an EOAA report, you will need to navigate to the “Report” tab, click “Form Reports”, select your unit from the drop-down menu, select your position, select “University of Washington Affirmative Action Information Request”, click “View Report”, the report will appear on the screen below. You can print a copy.

Affirmative Action Goals

Affirmative Action Goals are a department’s placement goals to recruit women and minority employees as defined by regulations (section 60-2.16). Each academic unit’s outlined Affirmative Action Goals can be accessed here. If you are unsure of your unit’s Affirmative Action Goals, contact the Affirmative Action Office at eoaa@uw.edu.

Information about these goals should be included in the General Notes section when creating a job posting in Interfolio. Also include details about good faith efforts to reach these goals. This could include plans to advertise with diversity-based organization/job boards, actions to have diverse members on the search committee, etc. Learn more in the Interfolio User Guide about using internal notes. Please Note: Academic unit-specific diversity goals should not be included in the General Notes section of a new job posting. However, this information could be included in a diversity statement. See below for more information.

Diversity Statements

Each job posting has a prepopulated institutional diversity statement. Additionally, academic units are welcome to encourage one or more underrepresented populations to apply, but may in no way imply or state a preference for a specific population. Draft ads that imply or state a preference will be returned for revision. More information can be found in our Interfolio user guide about building a job posting. If you are unsure of your diversity statement, check with your dean’s office.

Please see instructions on the Interfolio help page for emailing applicants.

Please see the step-by-step instructions on Interfolio’s help page.

Please see the step-by-step instructions on the Interfolio help page on reviewing documents.

Interfolio allows you to easily run a multi-stage search to facilitate requesting additional materials from a set of applicants.

If you choose to request the letter of recommendation for an applicant, you can do so within Interfolio by following their online instructions. For specific guidance on how letters should be submitted, see the Interfolio instructions on the help page for letter writers.

Yes! Please see the detailed instructions in Interfolio’s user guide.

To add materials on behalf of an applicant, please follow Interfolio’s step-by-step instructions.

An outside search committee member can sign in with a Google account. You will need to add them as a search member first and include their Gmail account they will use to log in.

If you entered a close date in Interfolio, the position will automatically close on that date and be removed from the UW job board. However, you can also manually unpublish the position from the job board by editing the position and selecting “Change” next to “Apply now page is published”. More details are available on the OAP Managing a Position user guide.

Our UW Interfolio user guide has useful information on how to disposition your applicants. You will also find information on best practices for dispositioning applicants throughout the recruitment process and tips on how to use the “Not Top Ranked Interviewee” option.

Yes. Recruitments will have a lifespan of 12-18 months, depending on when they are opened in Interfolio. For more details visit the OAP’s Recruitment Planning page.

Recruitments opened between January 1 and June 30 will have until June 30 of the following academic year to be closed. Recruitments opened between July 1 and December 31 will have until December 31 of the following academic year to be closed.
Examples
Posting window: July 1, 2019 – December 31, 2019
Closing date: December 31, 2020

Posting window: January 1, 2020 – June 30, 2020
Closing date: June 30, 2021