Interfolio guidance specifically for faculty search committee members is available at COE Recruiting Process > tab "Interfolio".


Table of Contents

Logging in to Interfolio

Interfolio training

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

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

b) 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"

Managing applicants

The applicant experience

See Interfolio: Applicant Experience - Software Simulation tutorial.

Viewing and reviewing applicant materials

Running reports

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

See an additional option at Data Visualization of Interfolio Reports.

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.

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: 

“Thank you very much for submitting an application for the Assistant/Associate Professor position in Department Name at The University of Texas at Austin. We regret to notify you that your application has not advanced to the interview stage. We appreciate your time and interest, and wish you the best in your job search endeavors.”

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



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

Contributors to this page (Name, number of updates, most recent update):

{"showCount":"true","showLastTime":"true","contextEntityId":433952085}

  • No labels

Confluence Documentation | Web Privacy Policy | Web Accessibility