Interfolio and OnBase Update Meeting Notes - 9-1-2020

Author: Joe Lyphout

Interfolio and OnBase Update Meeting Notes

Tuesday, September 1, 2020

Interfolio Documents

OnBase Documents

Workflow Documents

Webpages

Recording of Meeting

Interfolio 

  • Because the University receives grant funding from the federal government, the University must comply with the Federal Government’s nondiscrimination laws and regulations. The Office of Federal Contract Compliance Programs (OFCCP) oversees compliance with institutions who receive federal funding and requires those institutions to submit annual reports on:
    • Search Pools
    • Hiring
    • Separations
    • Promotions
    • Workforce 
  • To meet OFCCP reporting compliance, each applicant must be coded with an applicant status identifying how far they moved through the search review process and a disposition code identifying why they were removed from consideration. 
  • It is best to apply Applicant Statuses and Disposition Codes throughout the search process when the Longlist, Shortlist, Video/Phone/Short Interview, On-Campus Interview, and Offer decisions have been completed. 
  • Departments should notify the Office of the Provost once a search is complete and no other candidates are being considered, the search is complete and no offer was made, or an offer not accepted and no other candidates are being considered. 
  • Guest, Affiliate, Term Teaching, Concurrent, Secondary Faculty Fellow, Secondary Adjunct appointments do not need to go through Interfolio and can be started in OnBase as long as a visa is not needed for the appointment. 
  • Faculty searches should be closed at the end of the fiscal year and a new Interfolio position should be created (exceptions can be granted if necessary for spanning fiscal years).  Positions can be duplicated from a previous position to inherit the Position Description page information. 

OnBase

 
 
  • Starting a checklist
    Start a checklist
    • Using the Checklist button in the menu bar is the fastest and easiest way to start a checklist, whether someone is one of your faculty members or not. 
    • Use the search result fields (e.g. Primary Affiliation, Department, and Appointment Type) in combination with the CV to look for identifying information to ensure the right person’s record is selected when starting a checklist. 
    • Clicking into a person’s record to review any current appointments can help to ensure that the correct checklist is started for appointments that could be either a primary or secondary appointment (i.e. Term Teaching or Adjunct).
  • T&TT Checklists
    • T&TT checklists now include a new required document for the Director of Academic Diversity and Inclusion Evidence of Review. Either an email from the Director of Academic Diversity and Inclusion (Pamela Young) or a waiver form should be uploaded as evidence of her review of the pool of candidates. 
  • Comments – Appointment Modifier vs. Checklist
    • Appointment Modifier (where the data is entered for an appointment) comments live on after the checklist is complete and are viewable in appointment data.
    • Checklist comments are associated with that checklist step and are not visible once the checklist is completed or canceled. 
  • Interfolio ID Field
    Interfolio ID
    • For the Interfolio ID field on the Appointment Modifier, use the position ID number found in the URL (the second number in the URL when looking at the list of applicants). 
  • Validation of the Appointment Modifier
    • The most common error involves overlapping appointments. 
      • Primary appointments cannot overlap at all. 
      • A primary appointment needs to be in place throughout the duration of the secondary appointment. 
    • Any error that begins with “422” should be brought to the attention of the Office of the Provost. 
  • Education Modifier
     
    • All of the education listed on a CV needs to be entered through the Education modifiers.
    • Enter the highest degree first as this helps with the review of the appointment materials.
      Current Education Verification
    • Check if previously entered education exists by clicking on the Current Education tab to avoid duplication. 
    • Use wildcard characters to search for institutions by adding an asterisk on both sides of a search term (e.g., *tech* to search for an institution with Technology in its name.
    • If an institution is not found in the search, request to have it added to Banner by contacting both Dawn Templeton (dtemplet@nd.edu) and Strategic Services Office within the Enrollment Division (sservice@nd.edu) with the name of the institution, city, and country. OnBase will then include the new institution the day after the update to Banner.
  • Job Sync
    • OnBase does not build jobs. Faculty Jobs is the only place to build jobs. OnBase just matches an appointment to a job based on the job/suffix. 
    • Common reasons for a job not to sync with an appointment include:
      • A mismatch between the position number that was entered on the appointment modifier and what was used in Faculty Jobs
      • Dates mismatch between the appointment and job
    • When the automatic sync cannot identify the job an appointment should be manually matched. The steps to do so are as follows: 
      • Go to the Appointment Modifier in the checklist.
      • Use the magnifying glass next to the Associated Job field to search for the position.
      • Change the job status reason to Job Associated in the Appointment Modifier. 
      • Validate the Appointment Modifier.
      • Save and Close the Appointment Modifier.
      • Complete Active Item in the checklist.
  • Editing a Checklist
    • Once the Data Push to Banner step has occurred, an edit must be done to modify the data and/or documents related to an appointment. A checklist cannot be returned to a prior step once the push to banner occurs. 
  • Dean’s Office Review of a Checklist
    • Use the Folder view to review the documents for completeness and ensure there are no duplicates.  Also verify that the information in the documents matches the data entered on the modifiers (appointment, employee, education).
    • For secondary appointments, signoff from the primary unit is required to be included in the packet. This can be documented either on the Request for New Appointment Form or simply an email approving the commitment.  This is required for each appointment period. 
    • Be sure all of the education from the CV has been entered.
    • The demographic data on the Employee screen needs to match what is on the IRIF.
  • Reporting Options
    • Reappointment roster reports are now available for use in OnBase. 
    • Reports that require analysis or business logic are available through Tableau reports.
  • Secondary Reappointments
    • If a Secondary Reappointment checklist needs to be created and you do not have access to the Reappointment button on the Appointments screen for a faculty member, the Office of the Provost can start the checklist for you. It will then be available in the DEPT workflow queue. 
  • Documentation for Emeritus
    •  If a retired faculty member will teach, submit grant proposals, manage research funds, or receive University compensation for scholarly activities, a letter of agreement between the faculty member and the head of the relevant academic unit defining the duties and expectations is necessary.  Attach this document outlining their responsibilities to their emeritus appointment by clicking on the Emeritus appointment in the Appointments Screen, then click on the Attach Document button. This will upload the document and attach it to the appointment in one step.