Q & A and Audience Participation Summary Interfolio Training Q & A and Audience Participation Summary

Question and Answer Q: Once we have a good candidate pool, what can we do to stop additional candidates from applying? A: If there’s a close date in Interfolio, the position will automatically close. Or you can manually unpublish the position from the job board Q: Are evaluators able to see archived candidates? A: Yes, as long as the position status is set so that evaluators are still allowed to view the position. Q: How are we telling faculty about disposition codes A: Training for search committees, which addresses the nuts and bolts of hiring including a background on disposition codes will be considered Q: Is there a timeline to close searches? A: Communication outlining future timelines is forthcoming. For current positions, per communications sent out by the Office of Academic Personnel, we ask that the following best practice guidelines are followed: 2017-18 non-hiring plan searches not migrated to Interfolio: Completed and closed by June 30, 2019 2017-18 hiring plan searches carried over to 2018-19 hiring plans and not migrated to Interfolio: Should have been completed and closed by December 31, 2018

Question and Answer (Continue) Q: Is it possible to have expedited searches? A: This will be handled on a case by case basis. If the hire is a foreign national, this is outside of the office’s control. Q: What is dep 1, 2, etc? A: Dep 1, Dep 2, Undep 3 are all examples of position types. The position type determines the level of Academic Personnel review. It is important to select the correct position type. DEP means a departmentalized college or school. UNDEP refers to schools with no departments. Level 1 is for all academic titles that are eligible for permanent residency sponsorship (a green card). Level 2 is for all positions that are on the unit’s Hiring Plan, but do not qualify for Level 1. Level 3 is for all remaining positions. Check with your Dean’s Office for more information and review UW Competitive Recruitment Approval Matrices Q: Do we have to use the disposition codes assigned? A: Yes, these are an important part of ensuring compliance of federal standards. Keep in mind that candidates will never see these disposition codes.

Best Practice from the Panel Use optional position status code to capture information about where in the process candidates fell out of the search. Keep in mind that Interfolio is the system of record so the more information captured there the more equipped the university is to address audit questions.

Tips from the Audience Conduct a brief training with chairs and search committee prior to starting the process to give committee members the tools needed Apply status codes and then use filters to see just a section of the candidate pool Units who have large applicant pools or who want to leverage areas of expertise within their search committee should use tags to assign applicants to a particular search committee member. Tags can also be used to identify particular characteristics of an applicant or applicants. (Remember that tags can be read by others. Be certain that all of your tag comments are EOAA compliant) Only Administrators or Search Committee Members can assign tags. To search all candidates and their materials at once without clicking in and out of each candidate, check the box to select all, click Read and use the arrows at the top to scroll through. Print out the entire list of disposition codes so that search committee members can use those as a reference guide.