Search Materials Submission and Approval Procedures
Academic unit staff create the electronic posting of the position in Interfolio, an online service provided and supported by the University. Interfolio allows materials to be collected from applicants and distributed to search committee members for review. It creates an archive of these materials, along with the job advertisement, for FAS Dean’s Office records. However, the Interfolio posting does not take the place of advertising the position in a national professional journal.
When creating the position in Interfolio, please adhere to the search position naming conventions guidelines.
Academic unit staff fill in the following search materials in the corresponding Internal Notes fields in the Interfolio Search Position:
- Inclusive Search Plan – in the Hiring Plan section
- Space Plan – in the General Notes section
- Search Committee – both in the Search Committee list, as well as the names and roles (e.g. Search Chair, Diversity Representative, Member) in the General Notes section after the Space Plan
- Job Advertisement – in the Position Description section
Academic unit staff forward the Interfolio Position for multiple approvals from the dean of diversity and faculty development, the relevant divisional dean, the Office of Institutional Equity and Accessibility, and the FAS Dean’s Office. Approvals can be tracked in the Activity Log of the Interfolio search position.
Interfolio Position Maintenance Procedures
Throughout the search process, the chair’s assistant is responsible for updating the position status of the search in Interfolio:
- Until the job advertisement is approved, the status is Pending Approval.
- Once the advertisement is approved, the chair’s assistant changes the status to Accepting Applications.
- When the short-listed candidates for campus interviews have been determined, the chair’s assistant changes the status to Short List / Final Candidate(s).
- When a final candidate is selected and either accepts a hire and submits back a countersigned offer letter from Yale or declines an offer, the chair’s assistant changes the status to Search Closed with Hire or Searched Closed without Hire, respectively, and closes to archive the position using these instructions on the OFAS Website.
The chair’s assistant (or equivalent) is also responsible for managing the applicant statuses and disposition codes in Interfolio:
- Applicant statuses
- Assign the applicant status by checking on the check box to the left of the applicant’s name, and from the pop up bar on the top right, select Status, and select the appropriate status from the drop down menu.
- Use the Longlist applicant status once the search committee has narrowed the applicant pool down to approximately 20 persons for further review.
- Use Full / Campus Interview for all candidates the department wishes to bring to campus. These candidates must be approved in FSRP before being invited for interviews.
- Use Offer Extended for all candidates who have received an offer.
- Use Hired after a countersigned offer letter is received from the final candidate(s) after the conclusion of the search process. Use Offer Declined for any candidate who does not accept the offer.
- Disposition codes
- Prior to submitting the campus interview candidates in FSRP, all applicants not on that list must have a disposition code.
- All candidates will need a disposition code at the conclusion of a search.
- See the documentation on the OFAS website for the list of disposition codes.
For tips and instructions related to Interfolio, please reference the tutorials on the Office of Faculty Administrative Services page.
*Note: when updating any statuses or disposition codes in Interfolio, these updates will appear in FSRP after approximately one hour.