Interfolio Business Process Guide College/Department Staff Responsibilities 1. Logging In 2. Setting the Department PRC for Each Case -

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1 Interfolio Business Process Guide College/Department Staff Responsibilities 1. Logging In Sign in to your My Cal Poly Portal > My Apps > Interfolio Select CAL POLY. 2. Setting the Department PRC for Each Case - The DPRC is loaded with all tenured faculty in your department and the CPRC will be loaded from a list provided by the college dean s office. From Cases, select a candidate s case, then Case Options and Edit Case. Next select Case Review Steps and then choose Edit Details next to COLLEGE-DEPT Department PRC which appears within workflow step two. Recusing Committee Members from Cases From the Edit Details page, you recuse committee members from cases by clicking the symbol to the right of a committee member s name. If you accidentally recuse the wrong member, simply select the symbol to add them back in. Selecting Committee Manager/Chairs for Cases From the Edit Details page, click the icon to the right of the committee member s name to select them as the committee manager on that candidate s case. Committee managers are the only committee members that may move cases and upload documents so there must be a committee manager assigned for each DPRC and CPRC. 3. WPAF Collection Period After the candidate submits their case, the department coordinator will receive an notification from Interfolio because they are the first review step (WPAF Collection Period). Review candidate materials for completeness and adherence to college and departmental policy requirements. o If the candidate s WPAF is submitted early and complete, hold off on moving the case forward until the WPAF due date. o If the candidate s WPAF is incomplete, contact the candidate outside of Interfolio. No earlier than the WPAF due date, batch move completed cases forward by checking the boxes to the left of the candidate name and click Send Forward at the top of the page. Use the automated message, or tailor to your specific evaluating committee (Sample #1). Once a candidate has submitted their Packet, it will automatically lock. If a faculty candidate has submitted their Packet and needs to change or edit materials prior to the WPAF Due Date, please click into the candidate s case and identify the section that needs to be unlocked. Unlock the section by clicking the lock icon. Once unlocked the icon will look like this Inform candidate when the section has been unlocked. The packet will automatically lock when the candidate resubmits. Note: If the candidate would like to insert materials after the WPAF deadline, this must be approved by the College Peer Review Committee and must be limited to items that became accessible after the deadline. The Candidate Late Submission guide will be available soon on the Academic Personnel s Interfolio webpage:

2 4. Uploading Evaluation Reports (AP 109 Form) and Setting the Rebuttal Period: When the reviewing body (e.g., DPRC, Chair, CPRC, Dean) has reviewed the case and prepared their evaluation report, they should forward the case to the Rebuttal Period for and provide you with the hard copy of their evaluation for upload. Review completed AP 109 and ensure all evaluators have signed. Scan the completed AP 109 to yourself. Open the candidate s case and select + Add File next to the section called Evaluation Reports and Rebuttal Statements. The Add Document window will display. Please select AP 109 by dragging and dropping, or browsing to upload from your computer. After you make your selection, you will have the chance to change the name of the document. Please use this naming convention when uploading evaluations: select reviewer type (DPRC, Department Chair, CPRC or Dean) Evaluation - Candidate Name (e.g., DPRC Evaluation - Elmo Sesame). After you change the name, select Save. On the Case Materials tab, check the box to the left of the evaluation document. The action bar will appear, and then select Share > With Candidate.

3 Another window will open called Message to Candidate. The candidate s name and address will auto-populate. Under direct reply, your address will display. See Sample #2 for details on formatting the message. This message should resemble what you normally send to candidates when sharing their evaluation report with them and initiating the rebuttal period. o The evaluation document you selected to share will be listed under Share Files. o To initiate the response/rebuttal feature, select Enable in the Details pane on the right side of your window under File Response. Once Enable is selected, more fields will appear. o Type Rebuttal to in the Message Reason. o Click on the calendar icon and select the 10-day response/rebuttal deadline. Count 10 calendar days starting with the day after the date in which you are sending the evaluation to the candidate. If the 10 th day falls on a weekend, please set to the next business day. Note: This sets a hard deadline and candidates will not be able to submit a response after the set deadline. o Use the dropdown menu under Section for Response to select Evaluation Reports and Rebuttal Statements as the section where the response/rebuttal statement will be saved. o Click Send at the bottom right of the screen.

4 5. Monitoring the Rebuttal Period: There is not an notification sent if a candidate uploads a response/rebuttal; therefore, you must continue to monitor the Evaluation Reports and Rebuttal Statements section of each faculty candidate case during the 10-day rebuttal period. o No Response/Rebuttal - If there is no response/rebuttal by the day after the deadline, click Send Case > Forward to at the top of the page. Use automated message, or tailor the message to your specific evaluating committee (Sample #1). o No Response/Rebuttal - If a candidate replies to your notification stating that they have no response/rebuttal and would like to waive their 10-day rebuttal period, you may move the case forward to the next level of review. You do not need to wait the entire 10 days. o Rebuttal - If there is a response/rebuttal, see Handling Candidate Rebuttals User Guide.

5 Templates for Interfolio Sample #1: Case(s) Ready for Review TO: Reviewing Body (this will auto-populate) SUBJECT: Case(s) Ready for Review Dear (REVIEWING BODY), Please login to Interfolio, to view the cases in your queue. Your evaluation report or AP 109 is due to the candidate by (DATE). Please remember to use the latest version of the AP 109, which is available for download under Evaluation Forms on Academic Personnel s RPT webpage: Sample #2: Evaluation Notification to Candidate TO: Candidate (this will auto-populate) SUBJECT: Evaluation from (REVIEWING BODY) - CANDIDATE NAME Dear (CANDIDATE NAME), Please login to Interfolio, open your packet, and select Committee Files to find the evaluation from the (REVIEWING BODY). If you need help finding the evaluation or uploading your rebuttal, please use this help document: You have the right to submit a rebuttal statement to this evaluation within 10 calendar days, which is (DATE) by 9:00 pm PST. If you do not wish to submit a rebuttal statement to this evaluation, you may waive the 10- day rebuttal period by replying to this stating such. If you upload a rebuttal via Interfolio, please notify me after you have done so by replying to this . Sample #3: Response/Rebuttal Notification to Reviewing Body TO: Reviewing Body (this will auto-populate) SUBJECT: Response/Rebuttal for (REVIEWING BODY) from (CANDIDATE NAME) Dear (REVIEWING BODY RECEIVING REBUTTAL), (CANDIDATE NAME) has submitted a rebuttal to your evaluation. Please login to Interfolio, open their case, under Evaluation Reports and Rebuttal Statements find and review the rebuttal addressed to your reviewing body. If you have any changes to your evaluation, you may revise your evaluation and provide to me for upload. If there is no change to your evaluation, please notify me by replying to this .