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Posting a position in Interfolio

COE posting process

1) Department submits posting in Interfolio. See Interfolio: Submit a New Position for Approval. An interactive tutorial is available at Create a Position - Software Simulation.

Important: Interfolio posting "Applicant Forms" section

• DO NOT check the box next to "Applicant may add additional documents."

• DO select the following required forms:

  • Official University of Texas at Austin EEO Form

  • Official UT Austin Applicant Screening Questions

  • Official UT Austin Applicant Source Form

2) Posting routes to COE Faculty Affairs, who receive an automated email from Interfolio alerting them of a pending posting.

3) COE Faculty Affairs forwards a PDF of the posting to the Senior Associate Dean for review and approval.

4) If approved by the Senior Associate Dean, COE Faculty Affairs approves the posting in Interfolio. (If not approved, the Interfolio posting is returned to the department for revision with notes.)

5) The department receives an automated email that the position has been approved in Interfolio, and publishes the posting. See Interfolio: Publishing a Position.

6) Department changes status of posting to "Accepting Applications." See Interfolio: Assign or Change a Position Status.

Best practices when posting a position in Interfolio

• Include a due date: this will send automatic email reminders to your started but not submitted applicants 7 days prior and 1 day prior to the due date.

• Include a time frame in the title of the position. Example: "Lecturer - fall 2025" or "Assistant Professor - 2024-25."

• If a document is optional, you can change the number required to 0. You can set the requirement to more than 9 by clicking the pencil icon and typing in the number after you have created the requirement.

• Turn "Blind Review" on while committee members are making an internal review, then when the committee is meeting together it can be turned off. Blind Review only applies to users in the Evaluator role; Administrators and Committee Managers will always be able to see ratings/comments.

• Ensure your Committee Managers have the correct permissions on the Users & Groups page - they will not show up as an option to be added otherwise.

• Utilize defaulting Application Forms at unit levels (where applicable) so your positions automatically have a set of forms for applicants to complete.

• Ensure your position has a Position Status- your Evaluators will not be able to view the Applicant List if there is no status active.

Where are UT Austin faculty positions posted?

Positions created in Interfolio are pushed automatically to the UT Faculty Careers web site, and then scraped out to the Chronicle of Higher Education, and HigherEdJobs when they meet all of the following parameters:

1. Position has been submitted for approval, reviewed, and approved by an Administrator in Interfolio

2. Must be "Open" - today's date is on or after the position's Open Date and before the Close date at 12:00 EST (unless set to "Until Filled"or "Set not to close")

3. Not Archived (a setting in position management)

4. Has a position status of "Accepting Applications"

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Assigning Interfolio roles to search committee members

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.

How to assign user roles in Interfolio:

1. Use this link to log in: https://account.interfolio.com/login

2. Select “Partner Institution”

3. Select your institution “The University of Texas at Austin”

4. Enter your EID and password (same password associated with your UT EID)

5. Navigate to the "Users & Groups" section of Faculty Search

6. Click the + Add User Button

7. Fill out the user's First Name and Last Name

8. 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.

9. Additional options:

   1. Send new users a welcome message.

   2. Send Me a Copy

10. Click Add (no message) or Send (welcome message)

See Interfolio: Setting Up Units and Users for additional information.

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Managing applicants

The applicant experience

See Interfolio: Applicant Experience - Software Simulation tutorial.

Viewing and reviewing applicant materials

• Click on each name to pull up the applicants’ materials. See Interfolio: View an Applicant's Profile

• The “Materials Viewer” is a great way to read and annotate applications without having to download or open each individual application. See Interfolio: Read and evaluate applications using the Document Reader

• If your search has established criteria in Interfolio, you can rate an applicant using the five-star scale on their profile. See Interfolio: Rate applicants

• Comment on an application. See Interfolio: How to comment on an application

• Use tags to mark and sort applications. See Interfolio: How to use tags to mark and sort applications

• For additional help, see Managing the Applicant Pool - Software Simulation

Creating an application or adding materials on behalf of an applicant

See Interfolio: Create an Application, Add Materials, or Request a Letter on Behalf of an Applicant

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Running reports

See instructions at Interfolio: Run an EEO or Custom Forms Report.

See an additional option at Data Visualization of Interfolio Reports.

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Sharing an Interfolio posting

1. In Interfolio, click on "Positions" under "Faculty Search" on the navigation bar.

2. Find and click on the name of the desired hyperlinked position.

3. Click on "Position Actions" at the top of the screen, and select "View position details."

4. Click the Position URL link to view the Apply Now page from the applicant's view.

5. Note that the position must be open and published before the position details are displayed and applicants are able to apply.

See Interfolio: Open a Position to New Applicants > tab "Retrieve the Apply Now URL" for more.

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After the conclusion of the search

1) Disposition the Interfolio position

Immediately after the conclusion of a faculty search, be sure to 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.). See Interfolio: Close a Position and Select Applicant(s).

2) Communicate with applicants

After closing the position in Interfolio, the Search Committee Chair should communicate to all applicants that the position has closed. 

This can be done in Interfolio - see instructions at Interfolio: Email Applicants. To email all applicants not selected for interview, check the "Applicants" box at the top of the table, and then deselect the names of those interviewed. The email message to applicants not interviewed might be something like: 

For applicants interviewed but not selected for hire, the Search Committee Chair should send a more personalized email. 

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Interfolio training

• Comprehensive online Interfolio training is available at Interfolio Faculty Search Institutional Administrator Training (estimated completion time: 45 minutes)

• More focused training and resources:

  • Interfolio: Faculty Search e-Learning Training Courses

  • Webinar recording: Best Practices of Faculty Search Position Management (June 2024; 65 minutes)

  • Applicant Experience - Software Simulation

  • Automated Email Notifications

  • Close Position and Disposition Applicants in Interfolio

  • Create a Position - Software Simulation

  • Creating and Managing Applications

  • Creating and Managing Positions

  • How to Run an EEO or Custom Form Report

  • Interfolio Reports Access and Instructions

  • Managing Applications - Software Simulation

  • Managing the Applicant Pool

  • Retrieve the Interfolio "Apply Now" URL (see third tab)

  • Sample Message Templates

  • User Roles in Interfolio Faculty Search

  • List of All Interfolio Faculty Search Tutorials

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Please send suggested additions to this page and notifications about broken links to COE-FacultyAffairs@austin.utexas.edu.