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1) Become familiar with COE resources on Box
Tenure-track and tenured faculty searches only
a) COE-HR-All Departments Faculty Recruiting YY-YZ
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> (One subfolder per search name) - Each department and/or search chair committee may use these subfolders as they wish. Each Administrative Manager is "co-owner" of the folder for their department, and can add additional users (use discretion) and organize files as needed.
All searches
Suggested uses:
Upload recruiting documents as relevant for convenient reference that will later be included in the PAR:
PDF of the job posting from UT Austin: Faculty Careers.
This posting satisfies the EVPP requirement to include a copy of the job posting from Interfolio, and prints to PDF more easily than the version directly from Interfolio. The 5- or 6-digit number at the end of the URL for the Faculty Careers posting will be the Job ID entered into the PAR. See COE: PAR - T/TT Electronic Document Processing Guide > tab "Section 7" > "Job Posting Number".
Upload copies of the On-Campus Interview Request Memo (COE Recruiting Process, tab "Phase 2") and Hire Recommendation Summary Report (COE Recruiting Process, tab "Phase 3"), which include information needed for the Appointment Process Summary, a document included in the PAR.
Give committee members access to the subfolder for their posting, to upload applicant rubrics, interview questions, etc.
Remember that all documents on Box are subject to open records requests. Be sure all added users understand this.
2) Post the position on Interfolio
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How to log in to Interfolio
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Follow the instructions at COE: Interfolio - for Administrative Staff > Posting a Positionposition in Interfolio.
See Interfolio: Create a Position for an interactive tutorial including a software simulation.
d) Strongly recommended: Complete all sections of online Interfolio Faculty Search Administrator Training (estimated completion time: 45 minutes)
3) Assign appropriate Interfolio roles to search committee members
a) For information on user roles in Interfolio, see Interfolio — User Roles in Interfolio Faculty Search. Typically, the search committee chair(s) should be assigned as Committee Managers, and other committee members as Evaluators.
b) Share online guidance with committee members:
For search committee chair: Interfolio Faculty Search Committee Manager Training (estimated completion time: 30 minutes)
For all other committee members: Interfolio Faculty Search Evaluator Training (estimated completion time: 20 minutes)
c) How to assign user roles in Interfolio:
Use this link to log in: https://account.interfolio.com/login
Select “Partner Institution”
Select your institution “The University of Texas at Austin”
Enter your EID and password (same password associated with your UT EID)
Navigate to the "Users & Groups" section of Faculty Search
Click the + Add User Button
Fill out the user's First Name and Last Name
For the Email field, the UT Austin institutional Identifier email address format should be used. For example — if the user has an EID of ab1234, their user account should be created with an Email value of ab1234@eid.utexas.edu.
Additional options:
Send new users a welcome message.
Send Me a Copy
Click Add (no message) or Send (welcome message)
See Interfolio: Setting Up Units and Users for additional information.
See COE: Interfolio for Administrative Staff > Assigning Interfolio roles to search committee members.
4) Update "Stages of Faculty Searches" spreadsheet on Box
(Tenured and tenure-track faculty searches only)
Update regularly throughout the process. See step 1 on this page.
5) Complete the hire process
Follow guidance on the "Hire process" tab on the appropriate page:
6) Close the position
Immediately after the conclusion of a faculty search and/or once the posting is no longer needed, the department should close the Interfolio position (archive) and indicate an outcome. For searches that did not result in selection of a candidate, add a note about why no selection was made (e.g., cancelled due to lack of funding, position no longer needed, lack of qualified applicants, etc.).
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