ADMINISTRATOR GUIDE TO BYCOMMITTEE FACULTY SEARCH
Table of Contents Administrative Settings ............................................................................................................................ 3 Sign In to ByCommittee ............................................................................................................... 4 Your ByCommittee Account Dashboard and Account Settings .............................................. 8 Administration Settings Page in ByCommittee Faculty Search .............................................18 Customize ByCommittee to Match the Branding of Your Institution ...................................25 Managing Users and Positions..............................................................................................................30 User Roles in Faculty Search......................................................................................................31 Position and Application Statuses.............................................................................................34 Require Approval to Post New Positions..................................................................................36 Approve a Position or Send It Back for Changes.....................................................................43 Communication in ByCommittee Faculty Search....................................................................48 Closing Positions ........................................................................................................................52 View Referral Sources to See Where People are Finding Your Position ..............................53 Forms and Reports ................................................................................................................................. 57 Custom Application Forms ........................................................................................................58 Reporting In Faculty Search .......................................................................................................59 Resources ................................................................................................................................................ 61 Getting Help................................................................................................................................. 62 How To Recover or Change Your Password ...........................................................................63
Administrative Settings
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Sign In to ByCommittee Follow the instructions below to sign in to your ByCommittee account.
If you get a message that "an account with this email already exists" when you try to create an account by clicking the "Sign Up" button, you probably have an existing Interfolio account you have forgotten about. In that case you will need to follow the instructions here.
1. Go to interfolio.com and click "Sign In"
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2. Enter your email or username and password and click "Sign In"
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If your institution allows you to log in with your college or university credentials: 2.1. Click "Sign in to ByCommittee through your institution"
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2.2. Select your institution from the drop down list and click "Sign In"
2.3. Enter your user name and password to sign in to ByCommittee through your institution
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Your ByCommittee Account Dashboard and Account Settings This article explains how your ByCommittee account dashboard is configured, some basics on what you can do once you're there, and how you can access your Account Settings to change basic user information. After signing in, you will see your Account page. From here you can access all of the accounts you have with Interfolio and your Interfolio Account Settings.
Your Account page You will find links to the Interfolio products to which you have access on the ByCommittee account screen. 1. If your institution uses ByCommittee Faculty Search, you can access the program from this screen 2. If your institution uses ByCommittee Promotion & Tenure, you can access the program from this screen as well 3. You can also access your Dossier and Portfolio accounts 4. And finally, if you have a Letter Writer account, you can access it here
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The Faculty Search Dashboard:
Depending on your role in the program, some or all of the following functions are available from the dashboard. Not all of these functions or links will appear for Evaluators or Committee Managers in the program.
Click the settings icon to manage custom branding for your institution
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Click "Manage" to access the Administration, Reports, and Users and Groups sections of your Faculty Seach account
Click "View Positions" to view your active searches
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The Promotion & Tenure Dashboard:
Depending on your role in the program, some or all of the following functions are available from the dashboard. Not all of these functions or links will appear for Committee Managers or Committee Members in the program.
Click "Manage" to access the Administration, Reports, and Users and Groups sections of Promotion & Tenure
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Click "View Cases" to access the cases you are managing or evaluating
To access the settings for your account: Click your name in the upper right hand corner of the screen and select "Account Settings" from the drop down menu.
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The Account Settings page: Here you can access and manage personal information such as your email and physical address
The tabs below appear if you have a Dossier and ByCommittee account.
You can manage communication settings including how and when you receive email from Interfolio
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From the "Account History" tab you can renew your account, view and download a record of your transactions, and download all data and documents in your account
View your balance and manage the credit cards on your account from the "Account History" tab
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-and- Manage your password
Notifications: Users will receive alerts and notifications when certain actions in the program need to be completed. Look for the bell icon in the upper right corner.
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Notifications will appear (for each Interfolio product) listed in a dropdown window
Click "View All Notifications" at the bottom of the notifications window to access the Notifications Center
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You can click "More" to mark all your messages read or unread
The Notifications page has a tabbed interface allowing you to read and manage all of your notifications in one central location
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Administration Settings Page in ByCommittee Faculty Search From the "Administration" page of ByCommittee Faculty Search, Administrators can control settings for their assigned unit(s), and Committee Managers can control settings and permssions for the positions they manage. Depending on their administrative privileges, from the "Administration" page, users can: • Create and edit position and application statuses • Create message templates to send to applicants when the status of a position or application changes • Create and and manage EEO statements • Create and manage application forms (including EEO forms) • Set communication settings to enable or disable comments and tags
The tabs that appear on the "Administation" page are determined by your level of access in the program. Not all tabs listed below will appear for all users.
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To navigate to the Administration page: Click "Manage" on you Faculty Search dashboard and select "Administration"
The link to "Administration" also appears on the top right of most screens in the product
Always make sure you are viewing settings for the correct unit or position The name of the unit or position you are viewing is displayed at the top left of the page.
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Any changes you make to the settings on the "Administration" page will be applied to the unit or position listed here. Click "Change" if you need to view and control settings for a different unit or position.
Statuses: From the "Statuses" tab of the Administration page, you can create and manage: 1. Position Statuses: Labels that describe the current state of the selection process, for example, “Accepting Applications” 2. Application Statuses: Labels that describe the current state of the applicant in the review process, for example, “Longlist” or “No Further Consideration”
See here for more information on how to create a position status, and how to create an application status.
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Message Templates: From the "Message Templates" tab you can create and manage message templates to send customized messages to applicants when the status of a position or application changes. You can set the conditions when the message will be sent, and you can edit and confirm messages before sending them.
See here for more information on how to set up applicant notification message templates.
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EEO Statement: From the "EEO Statement" tab, administrative users can create, edit, and set the EEO statement for positions created in a unit.
See here for more information on managing EEO statements.
Application Forms: From the "Application Forms" tab, Administrators can create application forms to collect information from applicants. Administrators can also create EEO forms and designate forms as default for a unit.
See here for more infomation on creating application forms, and EEO forms.
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Communications: From the "Communications" tab, Administrators can set whether or not reviewers can comment and assign tags to applications. Administrators can require approval for new positions, set who to notify when a position changes, and set the sender name and "reply-to" address for email messages.
See here for more information on requiring approval to post new positions.
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Logo: From the "Logo" tab, administrative users can upload and change the logo that will display on positions created by a unit or set the logo for a particular position.
See here for more information on add a logo to the landing page of a position.
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Customize ByCommittee to Match the Branding of Your Institution Institutional Administrators for Faculty Search or Promotion & Tenure can upload a logo and set a custom color to match ByCommittee to the branding of their institution. This article explains how to set the custom institution branding directly from the Account Dashboard. Changes made to branding from the Account Dashboard will be applied to both Faculty Search and Promotion & Tenure.
Click the settings icon on your Interfolio Account Dashboard
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Drag and drop or upload an image file (jpg, png, gif) of your logo
Click the "Change Logo" link if you need to upload a different logo
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Choose a primary color from the pallet or enter a hex code that matches the colors of your institution The color you choose will appear in the header and buttons of your site as well as on emails sent from the program.
Click "Site" to open a preview mode of how your site will display to users or "Email" to preview how your emails will appear
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Clicking "Site" opens a preview mode of how your site will display to users
Clicking "Email" will display how your outgoing branded emails will appear
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At anytime you can reset the branding to the ByCommittee defaults
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Managing Users and Positions
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User Roles in Faculty Search There are four different types of users in ByCommittee Faculty Search: Administrators, Committee Managers, Evaluators, and EEO Officers. A user's role determines their capabilities in the program. Evaluators are the ByCommittee users with the least access in the system. As members of a review committee, their role is generally limited to reviewing applicants and comes with no administrative capabilities. Evaluators can view applications, add tags to applicants, and—if given access—rate and comment on applications. All Evaluators are assigned to one or more search committees by an Administrator or Committee Manager. Committee Managers supervise searches at the department level, therefore they have some administrative privileges. Committee Managers can edit settings and statuses, view reports, communicate with applicants, and evaluate applications. Administrators have the most capabilities in ByCommittee Faculty Search, but their role is still limited by the organizational level to which they are attached. If a user is an Administrator on the college level, for instance, they can create, manage, and monitor searches at that college—the same goes for Administrators at a department. Institutional Administrators can control settings and view positions, applications, and reports across an entire institution. The fourth category of user in ByCommittee Faculty Search is an Equal Employment Opportunity Officer. Generally, EEO Officers are staff from Human Resources, Institutional Diversity, or another campus office who are responsible for EEO standards and practices at your institution. EEO officers monitor and run EEO reports on open positions to which they have access. They also flag positions that may not meet an institution's diversity requirements. In some cases, Administrators may also be granted EEO access, which allows them to perform some duties of an EEO Officer, such as viewing EEO reports and flagging positions.
Search Committee Evaluators • Evaluators are assigned to one or more search committees by a Committee Manager or Administrator • Evaluators can view, add tags, and—if this feature is activated—rate and comment on applications
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• See our Evaluator's Guide to Bycommittee Faculty Search for more information
Committee Managers • Committee Managers supervise searches at the departmental level • Committee Managers can edit settings and statuses, view reports, communicate with candidates, and evaluate applications
Administrators • Administrators create, manage, and monitor searches at the organizational level to which they have access • Institutional Administrators can control settings and view positions, applications, and reports across an entire institution. Departmental Administrators perform similar functions at the level of a department, school, or college within a larger institutional system • Administrators may also be granted EEO access, which allows them to perform some duties of an EEO Officer such as viewing EEO reports and flagging positions
EEO Officers • Equal Employment Opportunity Officers are generally staff from Human Resources, Institutional Diversity, or another campus office responsible for EEO standards and practices • EEO officers monitor and run EEO reporting on open positions to which they have access. They also flag positions that may not meet an institution's diversity requirements
Adding users to ByCommittee Faculty Search Users are added to ByCommittee Faculty Search from the Users & Units page. • In order to add someone to a search committee, they must first be added into your system as a ByCommittee user. • When a user is first created, they are automatically assigned the role of Evaluator but they can be assigned multiple roles in multiple units
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Useful Articles for Getting Started Add Users Change a User's Role
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Position and Application Statuses Position and Application Statuses are tags you can use to mark the stages of a search and track the progression of an applicant. Statuses are useful for sorting positions or applications, and can be a very effective tool for managing search processes that involve several steps. Statuses in ByCommittee Faculty Search can also be tied to settings in the product that control the levels of access Evaluators and applicants have to materials. For example, depending on your settings, statuses can be used to determine when applicants can submit materials or when Evaluators can review applications.
Position Statuses Position statuses indicate where a position is within the search process. Some common position statuses are "Accepting Applications," and "Reviewing Applications." These statuses are useful for viewing or sorting a list of open positions. In addition, each position status can carry its own set of rules that impact permissions in the program. When creating a position status, you have the option of choosing whether: 1. Evaluators can review applications while this status is active 2. Applicants can update their application materials while this status is active 3. Applicants can see this status when it is active. So, for example, when changing a status from "Accepting Applications" to "Reviewing Applications," you can set the program so that Evaluators can review application materials, but applicants can no longer submit or update application materials.
Application Statuses Application statuses are applied to individual applicants to indicate where their application is within the search process; for instance, you might use "Rejected," "Longlist," or "Shortlist" as possible application statuses. This feature is particularly useful for sorting applicants and controlling when subsets of applicants can and cannot update their applications. When creating an application status, you can control whether: 1. Applicants can update their application materials while this status is active. 2. Applicants can see this status. If a search process requires applicants to add additional documents at a later time, application statuses are the best way to accomplish that process. For instance, you might want to see
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another letter of recommendation just from the top candidates halfway through your search. By creating a "Shortlist" application status, you can allow just those applicants to submit more materials. Application statuses are also beneficial because they help organize and narrow down large lists of applicants.
Useful Articles for Getting Started Create a Position Status Assign or Change a Position Status Create an Application Status Assign or Change an Application Status
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Require Approval to Post New Positions Administrators of a given organizational unit in ByCommittee Faculty Search can require approval and designate an approver for positions created by that unit. When the option to require approval is selected, all positions created by that unit must be approved before the position will be posted. Administrators can change the approval settings and designate an approver from the Administration page of the organizational unit they are managing. This article explains how to require approval to post new positions, and explains briefly what happens when this option is enabled. See here for more information on how to submit a new position for approval.
Click "Manage" and select "Administration" from the dropdown menu Or select the "Administration" link in the right sidebar of most screens in the program.
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Check to make sure you are editing the settings for the correct unit Click "Change"
Select the appropriate unit
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Open the "Communications" tab
Check "New positions require approval"
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Select an approver from the dropdown box
The names that appear in the dropdown box will be Administrators of the unit.
Click "Save" to confirm the change
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What happens when approval is required for new positions? The creator of a new position will be prompted to submit the position for approval
An email notification will be sent to the person named as approver
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The new position will appear in the list of positions with the status "Approval Required"
Note: Until it is submitted for approval, a position will appear in the positions list with the status "Position Being Created."
The position creator will still be able to review and make changes to the position while awaiting approval
The designated approver can approve the position or elect to send the position back for changes
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If changes are required, the approver will send further instructions to the person who submitted the position for approval.
The person who submitted the position will receive an email listing the changes and be prompted to update the position Once it is approved the position will appear in the list of positions with the status "Approved."
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Approve a Position or Send It Back for Changes If you are an Administrator who has been named to approve positions for a unit, you will receive an email notifying you when a position has been created that requires your approval. You can either approve the position or send it back for changes along with a message describing the changes that need to be made. This article explains how to approve a new position or send it back for changes if necessary. It may also be useful to become familiar with the process of submitting a new position for approval, and the process of requiring approval to post new positions.
You will receive an email when a position is submitted for your approval Follow the link to review and approve the position or send it back for changes.
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The position awaiting your approval will appear in the list of positions with the status "Approval Required"
Click on the position name
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Click "Get Started" to review the position
Review the position information
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Select to approve the position or send it back for changes
Clicking "Send Back For Changes" opens a window where you can write a message explaining what changes need to be made
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The person who submitted the position will receive an email listing the changes and be prompted to update the position
The person who submitted the position will be notified once the position is approved
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Communication in ByCommittee Faculty Search ByCommittee Faculty Search includes numerous methods for users to communicate with each other. Administrators and Committee Managers have the ability to email applicants individually or in groups, as well as create automated email notifications (which can trigger automated letters of rejection, for instance). Comments and "Tags" are tools that help Evaluators and Committee Managers communicate with one another about specific candidates, and are also used to organize and sort applications. Administrators and Committee Managers can enable or disable comments and labels from the Administration page.
Email Committee Managers and Administrators can email applicants individually or in groups, as well as create automated email notifications in ByCommittee Faculty Search.
Comments • Comments appear on the Applicant Profile page and in the Document Viewer • If permissions allow, Evaluators can both leave comments on an application, and view previously entered comments • Establishing a "blind review" prevents Evaluators from viewing one another's comments
Tags If allowed, Evaluators can add tags to an applicant record. These are custom tags to help sort, categorize, and quickly identify applications. Tags are useful, for example, for quickly noting qualifications ("PhD", "Wrong Degree") or noting when they have been reviewed by an Evaluator ("Reviewed by Mark"). Tags are also useful for sorting purposes. For example, if a Committee Manager uses a tag to assign each applicant to an Evaluator, then Evaluators can filter by their label and view only those applications they are assigned to review.
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Keep in mind that tags are viewable by anyone that has access to the search at your institution. We strongly recommend that Administrators discuss a standard nomenclature to use for labels before beginning the process of evaluation.
Blind Review When setting up or editing a position, Administrators or Committee Managers can elect to use a blind review policy. With a blind review, Evaluators cannot see one another's comments and ratings. You can, however, start with a blind review, and then un-toggle the feature later for group discussion/collaboration. For more information see this article: Establish Custom Ratings Criteria and/or Set Up a Blind Review.
Notifications Users will receive alerts and notifications when certain actions need to be completed. Look for the bell symbol in the upper right corner of your accounts page.
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Notifications will appear (for each Interfolio product) listed in a dropdown window
Click "View All Notifications" to access the Notifications Center
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You can read and manage your notifications in one central location
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Closing Positions Committee Managers and Administrators can close a position when applications are no longer being considered, either because a hire has been made or for some other reason. When closing a position, Committee Managers or Administrators can indicate which applicants were selected to fill the position, and if no applicants were selected, can leave an optional note to document why no selection was made. The user is also asked to set a final closed status for the position and has the option to send a message to all applicants based on the status they have chosen. In addition, Administrators can run reports that clearly document who was hired for every search in the system. For more information see this article on how to run a report on hired applicants.
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View Referral Sources to See Where People are Finding Your Position Administrative users can get an idea of where people are finding a position by viewing a graph of the top websites sending visitors to the landing page of a position.
Note that the number of visitors will be larger than the number of applicants to your position because more people will view the posting than will apply for a position.
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To find the chart, click "View Positions" on your Faculty Search dashboard
Select the position to track
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Click the chart icon at the top right of the page
The top referring websites are represented in a color coded circle graph
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Click a section of the graph to see the percentage of visitors sent to your position by the source
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Forms and Reports
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Custom Application Forms A standard ByCommittee search will collect personal information from applicants, such as names, emails, and contact information, along with typical documents such as cover letters, C.V.s, and letters of recommendation. If you need to collect additional information specific to your institution or individual search, you can create a custom application form that will appear as a requirement in your institution's online application. For example, some institutions like to collect information about their advertisements with a form asking “Where did you hear about this position?" Other institutions might require forms that allow candidates to specify their strengths or preferences that apply specifically to the position. All administrators and committee managers can create forms. Forms can be specific to the institution, college, department or position. Once a form has been created at a specific tier, any position that falls under that tier will have access to the form in Step 4 of the position creation process, or when editing a position. Note that creating forms and adding them to your application are two separate processes. Forms are created from the Administration page, but are added to your online application requirements either at Step 4 of creating a position, or from the Edit Position screen. ByCommittee's form editor can also be used to collect Equal Employment Opportunity data, and comes pre-loaded with a VEVRAA/503-compliant Standard EEO form. EEO forms can be required by institutional or unit administrators. If a form is marked as an EEO form, only EEO officers and Administrators with EEO access may view the data it collects. Responses are not available to committee members without EEO access.
Useful Articles for Getting Started Create a Custom Form to Collect Applicant Information Create an EEO Form Customizing the Standard VEVRAA/503-compliant EEO Form
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Reporting In Faculty Search ByCommittee Faculty Search includes many options for finding and documenting information about applicants and the results and details of searches and decisions at your institution. Reporting includes four main areas: system logs, application reports, EEO/ custom form reports, and position reports. Every report can be displayed online or downloaded as a .CSV file.
System Logs System logs allow you to track changes and updates in your institution's use of ByCommittee, including: • • • •
Changes made to questions or descriptions included in application forms All outbound messages sent to your applications in a specific position Changes to assigned application and position statuses Changes to information about the position, including the position description, start/end date, auto-acknowledgment email, and application instructions
Applications Report Applications Reports are created by applying a customizable set of filters to sort applications along many possible data points. Users can pick and choose from an extensive list of applicant data fields to create a customized report, which can be viewed onscreen, saved and recalled, and downloaded as a CSV file. This allows Administrators to run detailed and customized reports on the data involved in faculty hiring across an institution.
Forms Report An EEO and custom forms report pulls data from a form that was included as a requirement with a position. With a forms report, whatever question that you have posed to an applicant during the hiring process can turn into reportable data. Information from this report can be presented in raw data format, showing individual responses, or in a response summary, showing totals and percentages.
Positions Report The Positions Report tool allows administrators to generate a table of information about positions (searches) created by one or more units, such as a school or department, based on one or more criteria such as the results of a search (hires made, or notes indicating why a hire was not made etc.) position details, dates, description, application requirements, evaluation (criteria and labels), search committee members, and internal notes (such as Funding Sources, Salary Range etc.).
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More Useful Articles for Getting Started with Reports View System Logs View Report of Emails and Notifications Run an EEO or Custom Form Report Run a Combined Report Close a Position and Indicate the Outcome of a Search Run a Report on the Results of a ByCommittee Search
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Resources
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Getting Help Along with this guide, we encourage you to use the following resources to get the most out of ByCommittee Faculty Search.
Online Help Center If you have questions about how to accomplish a specific task, try searching the extensive knowledge base of articles with step-by-step instructions at our online Help Center.
Scholar Services You can also submit a help request via email to our Scholar Services team at
[email protected]. -or- contact Scholar Services by telephone Monday-Friday, 9am-6pm, Eastern Standard at (877) 997-8807 (Toll Free). We can also be reached via social media: @interfolio on Twitter @interfolio on Facebook
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How To Recover or Change Your Password This article explains what you'll need to do if you ever forget or lose your password, or want to change it.
If you get a message that "an account with this email already exists" when you try to create an account by clicking the "Sign Up" button, you probably have an existing Interfolio account you have forgotten about. In that case you will need to follow the instructions here.
How to recover your password: 1. Visit interfolio.com and click the "Sign In" button
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2. Click "Forgot your Password?"
3. Enter the email address associated with your Interfolio account and click "Send Password"
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4. We’ll send you an email with a link to reset your password Not receiving our emails? Take a second to add Interfolio to your contacts list so they don’t get stuck in your spam. Otherwise, send our team an email at
[email protected] or call (877) 997-8807.
How to change your password while signed in: 1. After signing into Interfolio, click your name in the upper right corner and select "Account Settings"
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2. Click to open the "Change Password" tab
3. Enter your current password, then enter your new password, and enter the password again to verify a match
Passwords are case-sensitive, must contain at least 8 characters, and contain at least one letter and one number.
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4. Click to save your new password, and sign back in to your account
If you encounter any trouble, our support team is standing by to help. Send us an email or give us a call (877) 997-8807 and we'll help sort things out in no time.
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