Digital Portfolio System

These presentations apply to committee members and committee managers (committee chairs, department chairs, deans, administrative assistants)

August 16, 2022  Committee Chair and Members - PDD presented by FHSU faculty
https://app.vidgrid.com/view/IQtHj1WJQHEd  
      Loading letters 12:00 | Sharing letters (initial) 17:35 (final) 23:21 | Sending case forward 29:06
      (also applicable for chair / dean and individuals who assist reviewers)
Session clarifications
- Committee communications:  Committee members continue communicating outside Interfolio while both paper and digital cases are in process.
- File response location:  Select relevant Internal Section.  E.g., Select dean/college internal section for college committee final letter response.

May 6, 2022  Committee member / manager (chair) - presented by Interfolio
https://interfolio.zoom.us/rec/share/QEZBp714yQg2cjk34e-RuCtVJhhkOP-0TSKgrj9mIFExOoo0TWEyU0CKWs_Fz4ul.TOcBp85ovFV_dXFZ
Passcode: fdgZ!159

May 5, 2022  Candidate - presented by Interfolio
https://interfolio.zoom.us/rec/share/75E5T1OOnFL1LUujliqcJYOGHJCotlyX-Eixmq_3RHnTlo1LEJI2VFl-cmp5bAU-.b6ap2yzbaW7PkMqI
Passcode: 3khr%3U#

August 16, 2022  Candidate Session - Professional Development Day presented by FHSU faculty
https://app.vidgrid.com/view/oJUSWp7Dlo4e  
Session clarifications
- Review-specific dossier collections can also be created by selecting "Guidelines."  See Candidate FAQ.
- Saving letters to dossier:  Documents saved to the dossier remain there for future use. Letters shared during review include a "save to dossier" option.
- Department committee case access:  Available upon case submission and until moved to next review level.  See Reviewer FAQ.  
- Unlocking section/packet:  Done by cmt chair (dept cmt review), dept chair (chair review) or admin assistant (some depts) before sending initial letter.  Packet locks when candidate resubmits.  See Candidate FAQ and Reviewer FAQ.
- Video links:  It's best to load a document with a hot link to the video.
- Summary vote sheets:  Not required and have been phased out.  See Candidate FAQ below.

Sign in to the FHSU Interfolio system using your current FHSU TigerNet ID username/email and password.

If logging in through Interfolio's website, select "Sign in with partner institution."

No.  Case access (candidate or reviewer) is only available through your FHSU institutional account.  See prior access questions.  If you receive an error when attempting to log in with your TigerNet ID email and password, please contact the Provost's Office or Interfolio Help to check/correct your FHSU Interfolio user ID.

Creation of a separate account will conflict with the individual's FHSU institutional access.  Contact the Provost's Office or Interfolio Help to merge accounts if an individual account was inadvertently created.

Tenure:  Interfolio file submission is required for faculty new to tenure track and faculty who either started tenure track in Interfolio or opted to switch from a physical binder previously.  All others on tenure track may opt in to Interfolio or utilize the 2" binder for the remainder of their tenure track (see note below about promotion during that timeframe). It may take a full four to five years to fully transition to electronic submissions.
Background:  In fall 2022, the only faculty required to utilize Interfolio to submit their tenure materials were those beginning the tenure track at FHSU for the first time.  Everyone else on the tenure track could opt in to Interfolio or opt to utilize the 2” binder for the remainder of their tenure track.    

Promotion - Instructor/Assistant/Associate/Professor:  Faculty on this path are required to utilize Interfolio. 
Note: If a tenure track faculty member has opted to continue with the 2” binder for the remainder of their tenure track and wants to submit a promotion packet during that timeframe, that faculty member can opt to submit a 2” paper binder or a digital case for their promotion consideration. 

Promotion - Librarian II/Librarian III:  Faculty on this path are required to utilize Interfolio as of fall 2023.

Promotion - Instructor/Lecturer/Sr. Lecturer and Program Specialist/Sr. Program Specialist:  Interfolio will not be utilized until application year 2024-25 due to two different review process options available to this group through 2023-24.  See MOA Article XII.5.B.ii.

Post Tenure Review:  Required as of fall 2023.

President's Distinguished Scholar nominees:  Faculty are notified of nomination and digital case creation.

Review the FAQs, guides, and training on this page.  For additional questions or assistance:

• File content / requirements:  your Department Chair  
• Product and procedures assistance: (e.g., product how-to, difficulty loading/viewing a document, error message):  Interfolio Scholar Services help line 877-997-8807 (8 am – 5 pm Central Time M–F) or email help@interfolio.com.  Include details and screen shots when emailing.  Contact information is also posted on the help page.  
• Case adjustments or process questions (e.g., change "required" document to "optional" per department criteria, committee member change): Provost's Office

Faculty may load documents to their private Interfolio dossier any time before or after case creation.

Tenure cases are created for faculty new to tenure track after appointment forms are signed and their fhsu.edu email is active in Outlook.  Tenure cases for the next year for continuing faculty will be created at the end of the spring semester.

Individuals applying for promotion and those on tenure track prior to fall 2022 who have not yet opted in to Interfolio may request digital case creation by contacting the Provost's Office. 

Yes, if the section is not limited to 1 item (such as vita).  Most sections are set to 1+ to indicate at least one document is required.  Additional documents may be added to fulfill the MOA and your department criteria, keeping in mind the MOA statement "The emphasis should be on quality and not quantify."

See Interfolio accepted file types.  For any questions on or difficulties with loading documents, contact Interfolio Scholar Services.  See "Who do I contact" below.

Not at this time.  Please name documents with clear and distinct titles and dates to aid reviewers.  See Interfolio best naming practices.  Reviewing parties must also clearly title recommendation letters, such as "James dept cmt init tenure ltr 22-23" as the candidate will save these for future review cycles.

Documents can be moved and/or renamed.  Drag and drop to move within a section or to another section.  Rename by selecting the document's edit button.

Loaded documents cannot be rotated.  If a landscape document (such as a certificate) was loaded vertically or an item is upside down, replace the document with an edited/rotated version.

Select Preview Packet at the top right of the page.  Note the left bookmarks menu in this view.  For options on adjusting or clarifying bookmarks, see the Candidate Packet Guide, "View Instructions and Preview Packet" and "How do I edit the bookmarks in the document reader?"

Also see Naming and Organizing Packet Materials.

Yes.  See Re-use Materials in Current or Upcoming Reviews.  Refer also to the MOA and your Department Criteria.

The summary sheets have been phased out, were not an official part of the tenure or promotion file, and not intended to be kept from year to year.  Digital cases do not include a similar document.  Reviewing parties will refer to recommendation letters within the file.  However, if a candidate prefers to include past years' sheets, they may be placed in "Other Materials" as one document.

Submitting during Interfolio / University office hours is recommended so assistance is available if needed.  It is best to submit within a few days of or on the due date, especially for August and September due dates.  This ensures committee members have been added as case reviewers and will receive submission notification.  (Members can be edited and notified afterwards if a committee change is needed.)  Note that your case will auto-submit as is at 10:59 pm (CST) on the designated due date if you have not already submitted. 

• File content / requirements:  your Department Chair  
• Product and procedures assistance: (e.g., product how-to, difficulty loading/viewing a document, error message):  Interfolio Scholar Services help line 877-997-8807 (8 am – 5 pm Central Time M–F) or email help@interfolio.com.  Include details and screen shots when emailing.  Contact information is also posted on the help page.  
• Case adjustments or process questions (e.g., change "required" document to "optional" per department criteria, committee member change): Provost's Office

Also see Candidate FAQ - during review

Committee managers load letters to the digital case reviewer section and then "share" to notify candidate and previous reviewers.  (Reviewers -  See FHSU Committee Manager Guides at the top of this page.)  Candidates receive an email directing them to log in and view the document (under Shared Committee Files).  Candidates should save letters to their dossier for future review cycles.  You may respond to a final letter within Interfolio after the reviewer enables a response, following the published timeline.  See View and Respond to Files Shared.

The committee chair (or administrative assistant in some departments) unlocks the packet if additional material has been requested.  The department chair (or admin assistant) unlocks the packet during chair review.  Provost Office staff can also assist with this upon request from the committee or chair.  The case may not be unlocked beyond department review.

Reviewers -  See FHSU Committee Manager Guides at the top of this page.

Drag and drop to move within a section or to another section.  Rename by selecting the document's edit button.

Loaded documents cannot be rotated.  If a landscape document (such as a certificate) was loaded vertically or an item is upside down, replace the document with an edited/rotated version.

Call or email Interfolio Help or the Provost's Office if errors occur when completing these actions. (See Who do I contact? below)

• File content / requirements:  your Department Chair  
• Product and procedures assistance: (e.g., product how-to, difficulty loading/viewing a document, error message):  Interfolio Scholar Services help line 877-997-8807 (8 am – 5 pm Central Time M–F) or email help@interfolio.com.  Include details and screen shots when emailing.  Contact information is also posted on the help page.  
• Case adjustments or process questions (e.g., change "required" document to "optional" per department criteria, committee member change): Provost's Office

Also see Candidate FAQ: packet preparation

All reviewers
  -  Review/read case
Committee manager(s)
  -  Review "Instructions" under Case Details tab
  -  Unlock packet/section as needed (department review only)
  -  Add your recommendation letters to Case Details, Required Items
  -  Select and share letters (from Case Materials, Internal Section) with candidate and prior reviewer(s) by timeline dates.  Candidate cannot see letter until after this step is completed.
  -  Enable response when sharing final letter with candidate
  -  Send Case forward to next reviewer(s) after sharing final letter

See "FHSU Committee Manager Guides" and step-by-step training recording above, FAQs below, and Case Details "Instructions" within the case.

At the department level this is normally the committee chair during committee review and department chair during their review. The administrative assistant may assist if they've done so in past years.  This is similar for college committee and dean review.  Provost staff assists the university committee with committee manager tasks.

 See FHSU Committee Manager Guides at the top of this page.

No.  Both department chair and committee receive automatic notification that the case is available to the committee for review. The department chair will have read-only access.

After committee letters are loaded/shared, the committee chair must send the case forward to give the department chair full manager access.  The department chair will send the case forward to the dean/college committee after department chair review is complete. The college committee (if applicable) and dean will then receive dual notifications of case access.  

If the case should be at your review level, Log in to Interfolio, select upper right drop down next to your name, select Fort Hays State University, and check in Cases.  If the case is not there, contact the prior reviewer to send the case forward to your review level. 

For case(s) sent forward to your review level but not viewable, contact Interfolio helps services or the Provost's Office to check your access.

If a landscape document (such as a certificate or chart) was loaded vertically by the candidate or an item is upside down, it cannot be rotated by reviewers. 

At the department level, the committee manager can unlock the packet and request the candidate replace the document with an edited/rotated version and then resubmit the packet/section.

Yes and no.  Annotations are private and viewable only by the reviewer making the annotation.  The candidate and other reviewers cannot see them.  However, you (the reviewer) can save, download, and print your annotations and share that document with the candidate.  You will need to indicate what the annotations reference when sharing the document with the candidate.

When reading the case, these documents will be at the end of the documents, separated by department, college, and university.  Or, they can be viewed in Case Materials.  Scroll down to Internal Sections and click the arrows next to "Chair and Department Committee Review Documents" or "Dean and College Committee Review Documents."

The committee chair (or administrative assistant in some departments) unlocks the packet when requesting additional materials.  The department chair (or admin assistant) unlocks the packet during chair review.  Provost Office staff can also assist with this upon request from the committee or chair.  Remind candidate to submit again after editing the packet.  Committee manager verifies the packet is locked before sending case forward.  No packet/case may be unlocked beyond department review.

 See FHSU Committee Manager Guides at the top of this page.

Contact the committee chair to send case forward to department chair.  When a candidate submits their case, the department chair has read-only access.  Upon completion of committee review, the committee chair must send the case forward to the department chair so they can complete review, unlock the case if needed, and load/share letters.

At this time, appeals following initial letter are requested and held in the same manner as was done previously (outside of Interfolio).  Candidates should review the letter, MOA, and timeline for appeal directions.

• Product and procedures assistance: (e.g., product how-to, difficulty loading/viewing a document, error message):  Interfolio Scholar Services help line 877-997-8807 (8 am – 5 pm Central Time M–F) or email help@interfolio.com.  Include details and screen shots when emailing.  Contact information is also posted on the help page.  
• Case adjustments or process questions (e.g., change "required" document to "optional" per department criteria, committee member change): Provost's Office

• Committee manager FIRST uploads letter to "Required Items" under Case Details tab. 
• THEN share letter with candidate: 1) In Case Materials, scroll down to Internal Sections.  2) SELECT box next to the letter.  3) "Share" (top right menu bar) with candidate. Insert subject and message as appropriate.
• NEXT share with prior reviewer(s) - select and share "with committee," update recipient(s) to include only prior reviewer(s) before sending. 
• Candidate/reviewers then receive an email directing them to log in to Interfolio to view the document. 
• When sharing the final letter with candidate in Interfolio, committee manager enables a response, following the published timeline.
• Clearly title letters - see Are there naming guidelines for recommendation letters? above.  

Please note - An uploaded letter is not visible to candidate or prior reviewer(s) until it is selected and shared with them.  

See FHSU Committee Manager Guides at the top of this page for step by step screenshots.

No.  This must be done by a committee manager.  As with binders, reviewers insert their own initial and final letters in the binder/case (see previous question) so they are viewable to subsquent reviewers.

Candidates can add shared initial and final letters to their dossier for future use, but this does not alter their current file.

Communicate with the canddate then delete the letter and upload a corrected letter.  The deleted letter will no longer be accessible by the candidate or subsequent reviewers. 

Share the corrected letter with the candidate and with prior reviewers if applicable.

Go to Case Details, Required Items, click "Add" next to the required item.  In the next window "Select file from case," click in the circle next to the appropriate letter, then Add.

 See FHSU Committee Manager Guide Troubleshooting at the top of this page.

No. Printing and hand delivery of letters is not needed.  Sharing letters through Interfolio fulfills the delivery requirement. Per the MOA “Recommendations will be timely delivered to the faculty member.” 

During these initial implementation years, communication between candidate and reviewer(s) is recommended to verify actions were completed.

No.  The committee manager selects "Send Case" in the upper right corner to send the case to the next reviewer(s).

 See FHSU Committee Manager Guides at the top of this page.

Cases cannot be sent forward until both initial and final letters are loaded in the Case Details "Required Items" section.  See FAQ above on where to load or move letters.  Remember to share letters with candidate (including enable final letter response) and share letters with previous reviewer(s) before sending the case forward.

 See FHSU Committee Manager Guides at the top of this page.

This information is for chairs sending a case to college level review or deans sending forward to provost / university level review.

The digital process moves files through reviewers. In place of delivering a file to the dean's office prior to college committee review, the dean and college committee are simultaneously notified when a case is moved forward to the college.  The dean may communicate with the college committee prior to their review dates.  This is similar for the dean moving a case forward to provost and university level review.

Any binders, however, should be delivered to the dean or provost on the "forwards file to" date in the official timeline.

• File content / requirements:  Department Chair  
• Product and procedures assistance: (e.g., product how-to, difficulty loading/viewing a document, error message):  Interfolio Scholar Services help line 877-997-8807 (8 am – 5 pm Central Time M–F) or email help@interfolio.com.  Include details and screen shots when emailing.  Contact information is also posted on the help page.  
• Case adjustments or process questions (e.g., change "required" document to "optional" per department criteria, committee member change): Provost's Office