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About Interfolio
Retention, Promotion, and Tenure Case Management Software

Utah State University uses the Interfolio platform to digitally manage the creation and review of tenure and promotion and third-year review dossiers. This system, sometimes called e-dossier, is available online to faculty and reviewers at https://dossier.usu.edu or https://interfolio.usu.edu

The guides on this page explain the steps candidates take to load content into Interfolio, or the steps reviewers take to view it. The guides do not address the tenure and promotion process as a whole. For more information on the tenure and promotion process, please see the Provost’s office web page on promotion and tenure at https://www.usu.edu/provost/promotion-and-tenure/.

What Interfolio Does

Interfolio allows faculty to organize a digital portfolio that can be passed through a structured review process. It performs the following functions:

  • Accepts file uploads from a candidate and displays them in an organized, categorized manner to specific individuals who have been given permission to view them.
  • Facilitates passing a case from one review step to the next, with votes and recommendation letters added along the way.
  • Keeps a digital copy of the case for the candidate and others who have been granted permission to view it. The candidate retains access to view the case in perpetuity.
  • Facilitates communication with the candidate, reviewers, and the college dossier administrator.

General Information

Key Terms

Interfolio uses the following terms to refer to its structural components:

  • Case: A candidate’s portfolio, submitted for retention, promotion, or tenure review, is called a case. (Historically USU has referred to this portfolio as a dossier, but Interfolio uses the term dossier for another part of its system—described next.)
  • Dossier: Interfolio Dossier is a part of the system that allows faculty to keep an ongoing, always editable collection of evidence for later reference and use. Faculty can organize materials from their dossier into a case (described above), which they submit for review in the tenure and promotion process.
  • College Dossier Admin (CDA): An individual selected at the college level who has the ability to create cases in Interfolio, add committee members, forward a case from one step to another, and upload committee files.
  • Case Materials: Three types of materials can be included in an Interfolio case: 1) candidate documents: files the candidate adds to a case that both the candidate and committee members can see, 2) committee files: documents an admin adds to the case, which can be seen only by committee members unless intentionally shared with the candidate, and 3) forms, which can be custom-created to collect specific information from the candidate.
  • Case Steps: After a candidate organizes materials into a case and submits it for review, the case passes through a workflow of steps. At each step, specific reviewers are granted permission to view the case. They provide recommendation letters and votes to an admin at the college level, who loads the information into the case, shares the recommendation letter with the candidate, and forwards the case to the next step.
  • Committees: Each step a case passes through has assigned committees whose members have permission to view the case during the step. The college dossier admin adds members to a committee. A committee can consist of one or more people.
  • Templates: Cases are not typically set up from scratch, but created using an available template. A template provides a standardized case structure, familiar to most reviewers, that can be modified by the CDA as needed.

 

Typical process for 3rd year review, tenure, or promotion cases

  • CDA creates the case: The college dossier admin creates a case for each faculty member in the college who is going up for review, tenure, and/or promotion.
  • The college dossier admin adds members to the appropriate committees for each step the case will pass through.
  • CDA notifies the candidate:The college dossier admin notifies the candidate that the case is ready, at which point the candidate can see the case and begin adding files to it.
  • The candidate uploads and organizes files to the appropriate section of the case. Neither the CDA, institutional admin, nor committee members can see anything the candidate adds at this point until the candidate submits the case.
  • Where external peer evaluations are required, the college dossier admin will later upload evaluations received into the external evaluations section. This section is visible only to admins and committee members.
  • Candidate submits the case à Advisory Committee Step:When the candidate is ready, he or she submits the case for review using the Review and Submit button. This sends the case to the Advisory Committee step, which gives members of the advisory committee permission to view the case.

    Note that the CDA can unlock a section for a candidate after it has been submitted if an issue arises.
  • The Advisory Committee reviews the case online and provides the college dossier admin with a recommendation letter and the committee members’ votes.
  • The college dossier admin adds the votes and recommendation letters to the case. The committee chair verifies this was done correctly.
  • CDA forwards the case à Department Head (Or Regional Director) Step: The college dossier admin forwards the case to the next step, in which the department head or regional director has permission to review the case materials.
  • The department head or regional director provides the college dossier admin with a vote and recommendation letter, which the CDA adds to the case. The department head/regional director verifies this was done correctly.
  • CDA forwards the case à Dean (or Vice President) Step:The college dossier admin forwards the case to the next step, in which the dean or vice president has permission to view the case materials.
  • The dean or vice president provides the college dossier admin with a vote and recommendation letter, which the CDA adds to the case. The dean/vice president verifies this was done correctly.
  • CDA forwards the case à Central Committee Step: The college dossier admin forwards the case to the next step, in which the central committee has permission to review the case materials.
  • Central committee members access and review the case online and forward their recommendation to the Provost and President.
  • Institutional admin forwards the case à Closed: Once the central committee’s work is done and candidates have been notified of the decision on their case, the institutional admin forwards the case to the closed step and then closes the case.

Case workflows for years 1, 2, 4, and 5

A candidate or department may wish to use an Interfolio case in years 1, 2, 4, or 5 of the candidate’s review cycle as a means of sharing materials with an advisory committee or department head/regional director. It is up to the college as to whether this is allowed. When this is done, a separate case is set up with steps representing each intervening year, and the candidate is given editing permission at each step. The process used is as follows:

  • CDA creates the case: The college dossier admin creates a case for the candidate using one of the templates for years 1, 2, 4, or 5.
  • There is a step for each year: 1, 2, 4, and 5. The CDA adds the candidate, advisory committee, and department head/regional director to each step, giving the candidate permission to manage the case at each step.
  • CDA notifies the candidate: The college dossier admin notifies the candidate that the case is ready, at which point the candidate can see the case and begin adding files to it.
  • The candidate uploads and organizes files to the appropriate section of the case. Neither the CDA, institutional admin, nor committee members can see anything the candidate adds at this point until the candidate submits the case.
  • Candidate submits the case to the Year 1 Step: When the candidate is ready, he or she submits the case for review, either all at once or section by section. This moves the case to the Year 1 step, where the candidate can still see and manage files and where the advisory committee and department head or regional director can view files as well.
  • The committees view the files and provide guidance to the candidate, who continues to make edits.
  • CDA forwards the case to the Year 2 Step: Each year the CDA advances the case to the appropriate year.
  • Again, in year two, committees view files and provide guidance. The candidate makes edits.

CDA creates a separate case for Year 3: Because the third-year review goes through a more rigorous review process, a new case is needed to facilitate the review steps. The CDA creates the new case using a third-year-review template. The candidate rebuilds case materials in the new case. Recommendation letters and votes are logged in the third-year case, which is saved for reference.

  • CDA forwards the case to the Year 4 Step: After the third-year review, the candidate returns to using the case built for years 1, 2, 4, and 5. The CDA advances the case to the Year 4 step.
  • The candidate continues to edit the case. Committees review and provide guidance. The candidate makes additional edits.
  • CDA forwards the case to the Year 5 Step
  • As in previous years, committees provide guidance and the candidate makes edits.

CDA creates a separate case for Tenure Review: Because the tenure review goes through a more rigorous review process and receives external evaluations, a new case is needed to facilitate the review steps. The CDA creates the new case using a tenure and promotion case template. The candidate rebuilds case materials in the new case. Recommendation letters and votes are logged in the case, which is saved for reference.

 

Currently no case template exists for the years between tenure review and promotion review. A candidate may continue to update the case used in years 1, 2, 4, and 5, if desired, for these intervening years.

Role-Specific Tutorials

For Reviewers

For Admins

Help Resources

The guides on this page are supplemented by additional help resources, including the following: