Creating a Position

How do I submit an ad if I don't see the Submit button.

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.

How do I publish an ad?

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.

How do I record the hiring plan number?

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

Why is the hiring plan number important?

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

What happens if I accidentally submitted a position under the wrong position type or unit?

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

What do I need to keep in mind when creating an administrative position in Interfolio for which only UW personnel are eligible?

  • 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.

Is it possible to have expedited searches?

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.

How do I know my faculty advertisement is in compliance?

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.

What are some reasons that positions are returned to the unit?

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.

Updating Users

My chair or dean has changed. What should I do before an ad has been created?

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 UW Competitive Recruitment Approval Matrices.

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.

My chair or dean has changed but the position is already been created. How do I update an administrator, chair, or dean after an ad has been created?

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.

Job Board

Why isn't a position showing on the job board?

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.

When are positions posted to the job board?

Positions are synced to the website every 4 hours.

Reporting

How can I access Interfolio's reports and data?

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 user guide.

How can I run an EOAA report?

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 and Diversity

What is the difference between Affirmative Action Goals, Diversity Goals and Diversity Statements?

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.

Enhancements

How can I submit a general enhancement request for Interfolio?

Please send your enhancement requests to acadhire@uw.edu, including a description of your idea as well as the problem you are trying to solve.
We will add your request to the list to be reviewed by UW’s Interfolio Advisory Committee.

Managing a Position

How do I email applicants (single or multiple) in Interfolio?

Please see instructions in the Interfolio user guide.

How can I rate an applicant in Interfolio?

Please see the step-by-step instructions in Interfolio’s user guide.

How can I review an applicant's documents within Interfolio?

Please see the step-by-step instructions in the Interfolio user guide

How do I request additional materials from a set of applicants that are moving forward in our search?

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

How do I request a letter of recommendation on behalf of an applicant?

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 in the user guide for letter writers.

Is there a simple way to automatically populate the recommender's information when requesting letters of recommendation?

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

How do I add materials to a candidate's application on their behalf? (for example, a letter of recommendation)

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

How do I give access to a search committee member that is not at UW?

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.

Once we have a good candidate pool, what can we do to stop additional candidates from applying?

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:

Closing a Search

Where can I find information about dispositioning applicants?

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.

Is there a deadline for closing searches?

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