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Interfolio - Admin Experience

Interfolio Workflow Documentation January - April 2020
Working Document 3/10/20

 

PREPARATION – AHR and ANR IT

 

AHR prepares primary, secondary, tertiary supervisor in Project Board. When AHR clicks ‘Send to Candidate’, this information is pushed to Interfolio one time; further changes in Project Board are *not* automatically synced to Interfolio.  To get around this, admins can choose from these approaches: 1) recall the case, make edits in Project Board, and then re-send the case; 2) make manual changes to the case’s settings in Interfolio to match the edits made in Project Board. Note: ANR IT is hoping to de-couple Project Board from Interfolio in FY2021, making this a non-issue; in this happiest of futures, changes to an academic’s reviewers in Project Board will simply do what you expect (inform reviewers of the change and update review steps automatically).

 

 

 

STEP ONE - CANDIDATES

 

How it starts: Candidates receive automated email from Interfolio as well as automated email from Project Board when the cases are ready.

 

Criteria for completion: Criteria for completion: Candidate has to submit all required documents and click blue submit button to move the case forward.  Only the candidate can submit the case.  After submission, an admin can upload additional documents on the candidate’s behalf.

 

If Letters of Evaluation are required, they are automatically sent to the requested writers once the candidate clicks submit. Interfolio sends automated reminders to all writers who have not responded 7 days and 24 hours before the due date. ISSUE: For Feb2020 reviews, Interfolio sent last year’s message and incorrect due date (system automatically assigned a due date a couple business days after candidate clicked submit) and thus, admin (Kit) went in and manually resent all requests using new ANR language and revised due date. Note: This needs to be fixed for Feb2021, extremely inefficient.

 

 

 

STEP TWO - SUPERVISOR(S)

 

Admin note: After step one, the case in Interfolio should say “Step 1 of 1: Supervisor(s)…” but if it says “Case Created: Waiting for an administrator to add case review steps” talk to ANR IT ASAP as something went wrong and supervisor(s) will not be able to access the case and/or upload documents. Possible issues: email address change, UC Davis instead of ucanr email assigned, etc.

 

How it starts: Supervisors receive automated email from Project Board when step one is completed. (FYI, last year automated message from Interfolio were disabled because they caused confusion and replaced with automated emails from Project Board).

 

Criteria for completion: Primary, secondary, tertiary, etc. supervisors all have same level of access at the same time and must submit a required document. Once a document from all supervisors are submitted, the case is automatically advanced.

 

Workarounds:

  • Due date is March 20th for supervisor uploads. After March 20th, admin may want to upload dummy documents or get the document and upload “as reviewer” in order to move the case forward.

 

 

 

STEP THREE FOR M+P – PEER REVIEW COMMITTEE (PRC)

 

Admin note: During February and early March 2020, there is an intentional pause preventing this step from automatically happening. When ANR IT finished working with AHR to fine tune any PRC changes, letters, instructions, etc., (approximately mid-March, before due date March 20th) ANR IT will unpause and any cases are ready to move forward will be moved forward. Any cases still waiting on supervisor documents will move forward after supervisors are finished uploading. In 2021, there will be no pause.  IT’s intention is for appointment of reviewers to rest squarely on AHR in 2021.

 

How it starts: PRC members receive automated email from Project Board that the case is now available to them when step two is completed. (FYI, last year automated message from Interfolio were disabled because they caused confusion and replaced with automated emails from Project Board).

 

Criteria for completion: PRC must submit a required document. Once a document from all supervisors are submitted, the case is automatically advanced. AHR admin can upload the document “as reviewer” in order to move case forward.

 

 

 

STEP THREE FOR AE - CANDIDATES

 

How it starts: Candidates receive an automated email from Project Board when supervisor(s) step is finished.

 

Criteria for completion: Candidates must upload an assent/dissent form in order to close the case. AHR admin may need to upload dummy cases or get the document and upload “as candidate” in order to close the case.