UR Faculty Frequently Asked Questions

The direct link to University of Rochester’s Interfolio account is: https://iam-api.interfolio.com/users/sso_redirect?tenant_id=16224.

Please use your University of Rochester credentials to log in.

In order to access UR Faculty, you must be in the UR Faculty user database. Each module has a separate database. If you are having trouble logging in or if you can log in but can’t access the module you need, email URFacultyHelp@rochester.edu.

The direct link included in the “Sign In” section of the user guide (and above) lets you skip selecting the institution and connects you directly to University of Rochester’s Interfolio site. However, if you are accessing UR Faculty in a different way (for example, from Interfolio.com), then you need to click on “Sign in with Partner Institution”, search for “University of Rochester”, then proceed to sign in with your University of Rochester credentials.

For the best user experience, make sure that you are using the Chrome or Firefox browser and that it is up to date. Interfolio does not work properly on Internet Explorer and other browsers such as Safari may also cause issues.

UR Faculty is broken up into various modules:

Faculty Search: recruiting module

Faculty Appointments & Activities (referred to as Faculty Activity Reporting within Interfolio): faculty appointments and activity database and reporting tools module

Review, Promotion & Tenure: workflow module

Try clearing your browser history/cache. This resets your browser and displays the most up-to-date information.

The UR Faculty team at University of Rochester does not have visibility into your Dossier. For Dossier help, please contact interfolio-support@elsevier.com.

There are three main user roles within Faculty Search: Administrator, Committee Manager, and Evaluator. Here is a breakdown of what each of these user roles has permission to do:

Interfolio — User Roles in Interfolio Faculty Search

After your position has been approved, there are two things you should do next:

1. Publish the position.
2. Set an initial position status.

Please contact the Faculty Affairs Officer in the Dean’s Office at your school for assistance with salary range questions.

You have to click on “Publish” for your position to be live and to activate the URL. Once your position is approved, go to the position profile and click on the “Publish” button.

Update the deadline to a date that has already passed. This will prevent new candidates from being able to apply to the position. Note that this means that the position is still discoverable by candidates, only they won’t be able to apply. To make the position undiscoverable, you will need to unpublish the position. This will deactivate the position URL altogether.

To add a Committee Manager to a search committee, the individual needs to both be in the Faculty Search user database and be assigned a Committee Manager role. First, check that the person is in Faculty Search by clicking on “Users & Groups” from the left menu, ensuring that the “Users” tab is selected, and searching for their name. If they are not in the system, send an add user request to URFacultyHelp@rochester.edu (include user’s name, email address, URID if possible, school/department, and role within UR Faculty).

If the individual is already in the database, you need to assign them a Committee Manager role. In “Users & Groups” under the “Users” tab, click on the individual’s name. In the bottom half of the screen under the “Permissions” tab, click on “Add Role”. Select the appropriate unit, and for role, select “Committee Manager”. Now you will be able to add them as a Committee Manager to your search committee.

Please visit this link for a breakdown of actions that trigger email notifications: Interfolio — Automated Email Notifications.

Adjust the zoom on your browser page. You will be able to access the send button when the page is zoomed out.

Make sure the status of the position has been updated to one that allows Evaluators to review applications (“In Progress” or “Accepting Applications” are good options). Also, ensure that the Evaluator has been added as a member of the search committee (click on “Position Actions” and then “View Committee”).

In the Required Documents section if you select “Non-confidential Letter of Recommendation” the applicants will be allowed to upload recommendation letters themselves. If you select “Confidential Letter of Recommendation”, Interfolio will ask the applicants to enter names/email addresses of letter writers of their choice and then send automatic letter requests to those letter writers. When the letter writers submit the letters, they show up in the applicant’s profile in Faculty Search. Since they’re confidential, the applicant does not get to see the contents of those letters.

Whenever you update the status of a position or application, a pop-up window will appear notifying you of the visibility settings of that status. Our default settings do not allow applicants to see statuses.

Yes, you can edit a position after it has been published. Major changes to the position will trigger an email notification to the Faculty Affairs Officer.

On the applicant pool page, you can customize the columns to include disposition code. Click on “columns” and ensure that disposition code is selected. This will allow you to see the disposition code next to each applicant.

The position status is intended to be used to track/organize positions and control what actions current applicants and evaluators can take. It does not affect whether new candidates can apply to the position or not. To close a position, you will need to click on “Position Actions” and then “Close Position”.

Yes, they do. Be sure to set the Faculty Search flag to “yes” when you create the position in myURHR.

When you set the Faculty Search flag to “yes”, it triggers the integration to send the myURHR position to Faculty Search. Once it has been sent, the flag automatically switches to “no”, which tells the integration to not send the position to Faculty Search again.

Please ensure the following:

• Check to ensure that the myURHR position number is filled in in the “Position ID or Requisition Number” box on the Position Notes page. There should be no other text in this box.
• Check to ensure that on the applicant profile page, the “Offer Note” has one of the following:
• BP: new hire
• BP: rehire
• BP: add job
• For rehire or add job instances, check to ensure that on the applicant profile page, the “Hiring Note” has the URID (ONLY the URID should be in this box—no other text).

Once these have been ensured, retrigger the integration by removing the applicant status and resetting it to “Send to myURHR”. The integration will send the hire to myURHR the next time it runs.

When you set an applicant status to “Send to myURHR”, it will automatically update to “Successfully Sent to myURHR” once the integration has sent the hire over to myURHR.

The position you are assigned to may not have been approved yet, or the status may be set to something that does not allow access to Evaluators. Please check with the administrator of the position to inquire about the status of the position.

By default, 25 applicants are shown on the applicant pool page. To change this, click on the “25” at the bottom of the page and change the number to “All”.

The applicant pool on the position profile page can be filtered by various data points. Click on “filter” and choose the data points you want to focus on. You can click on “columns” for more options. You can also click on “filter by form responses” and select a specific question on the applicant form and filter by that. You can click on “save” to save the current filter view for easy access in the future.

Please refer to the below reference card.

Please check with the administrator of the position to find out if blind review is turned on or off for the position.

Currently, these are the integrations in place between UR Faculty and other systems:

1. Faculty position integrates from myURHR to Faculty Search
2. Hire integrates from Faculty Search to myURHR
3. Base faculty profile integrates from myURHR to Faculty Appointments & Activities
4. Additional personal information integrates from myURHR to Faculty Appointments & Activities
5. Appointment data integrates from SMD Faculty Roster to Faculty Appointments & Activities
6. Course information integrates from Data Warehouse/UR Student to Faculty Appointments & Activities
7. Course designation integrates from Data Warehouse/UR Student to Faculty Appointments & Activities
8. Course evaluation integrates from Data Warehouse/Helio Campus to Faculty Appointments & Activities
9. Research and external funding data integrates from Data Warehouse/IORA to Faculty Appointments & Activities

Yes, they do. Be sure to set the Faculty Search flag to “yes” when you create the position in myURHR.

When you set the Faculty Search flag to “yes”, it triggers the integration to send the myURHR position to Faculty Search. Once it has been sent, the flag automatically switches to “no”, which tells the integration to not send the position to Faculty Search again.

Please ensure the following:

• Check to ensure that the myURHR position number is filled in in the “Position ID or Requisition Number” box on the Position Notes page. There should be no other text in this box.
• Check to ensure that on the applicant profile page, the “Offer Note” has one of the following:
• BP: new hire
• BP: rehire
• BP: add job
• For rehire or add job instances, check to ensure that on the applicant profile page, the “Hiring Note” has the URID (ONLY the URID should be in this box—no other text).

Once these have been ensured, retrigger the integration by removing the applicant status and resetting it to “Send to myURHR”. The integration will send the hire to myURHR the next time it runs.

When you set an applicant status to “Send to myURHR”, it will automatically update to “Successfully Sent to myURHR” once the integration has sent the hire over to myURHR.

No, all cases created using the same bulk action will use the same template. If you need to use different templates, bulk create each batch of cases separately.

Bulk created cases draw from the template used. You can make changes to individual cases afterwards, but you will not be able to make changes in bulk. This is why it is important to ensure that your template is set up correctly before you bulk create cases.

Yes, you can drill into each section of the case and make updates as necessary.

Once you follow the link from the email and log in, we recommend that you first update your Profile and Activities sections in the Faculty Appointments & Activities module on the left menu. Once that is done, access your packet by clicking on “Your Packet” from the left menu. When you regenerate your vita in your packet, all the new information from your Profile and Activities will get populated in your vita. Then proceed to complete the remaining requirements in your packet and submit.

We have imported historical data from other systems, but it will likely require corrective action from you. Click on the pencil icon to the right of any entry to edit it. Click on the x to the right of any entry to delete it.

To move an entry to another subtype, click on the pencil icon to the right of the entry. Then update the dropdown value next to “Type” to move it to a different subtype.

Course information feeds from UR Student. To make changes to course information, please contact registrar@rochester.edu. The course data is refreshed in UR Faculty once a week. Course evaluations are updated 3 times a year (September, January, and June).

You are expected to upload all syllabi.

You may need to click on “Home” to refresh the page, after which you should be able to see “Your Packet”.

You can submit your packet without completing the forms and document upload requests only if those materials are not set as required. If they are required but incomplete, you will not see an option to submit your packet.

Although the system lets you submit each section separately, you are instructed to fulfill all requirements first and then submit all the sections at the same time.

Within UR Faculty, you can assign another user to access your account and update your Profile and Activities in the Faculty Appointments & Activities module. To set this up, please send a request to URFacultyHelp@rochester.edu. Note that this only gives them access to your Profile and Activities and not the contents of your packet, where you may have additional forms to fill out or documents to upload.

Depending on decisions made by your school, chairs may be required to submit both an individual Annual Activity report and a department summary report. Both will appear in “Your Packets”.

When you click on “Your Packets” you will see the packets that are available to you. For the department summary report, the description below the hyperlinked packet name will contain the words “department summary” or something to that effect so you can distinguish it from your individual faculty annual activity report. The individual faculty annual activity report will display something along the lines of “annual activity report”.

No. Unlike the individual faculty annual activity report, the department summary report does not have a vita requirement which pulls in information from your Profile and Activities. Instead, the department summary report asks you to complete different forms (and possibly upload documents) related to your role as chair of a department.

To find cases you are expected to review, you will need to click on “Cases” in the Review, Promotion and Tenure section of the left menu. Note that this is a different area from “Your Packets”, where you will find cases in which you are the candidate submitting a report for review.

Yes, when you click on “Read Case” it loads all the materials in the case into the document reader.

There is most likely another reviewer at your workflow step who has not yet reviewed. The other likely reason is that you are not a committee manager, only a committee member. Please contact your school administrator for assistance.

If you cannot access a faculty member’s profile in FA&A, it is likely because of issues with the unit(s) they are set to. For context, when a faculty member’s primary unit changes in myURHR, the integration pulls that information into FA&A and updates the primary unit. However, there is no way to automate setting secondary units, so the update wipes out any existing secondary unit assignments. In such cases, the UR Faculty team will handle restoring secondary unit assignments.

Please contact urfacultyhelp@rochester.edu if you cannot access a faculty member’s profile in FA&A that you should have access to, due to:

• Faculty member’s primary unit changing
• Faculty member receiving a new secondary appointment in your school

If your school is taking over a faculty member’s primary appointment, please contact urfacultyhelp@rochester.edu so that we can ensure that all secondary unit assignments are in place after the primary unit update occurs.

By default the filters are set to show primary unit assignments only. To change this, adjust the filters to show secondary unit assignments, or both.

Yes, a new row should be added whenever there is a change in an appointment record.

No. The only exception to adding a new row for appointment changes is when recording the end of an appointment. A new row is not necessary to record ending an appointment.