Some of you may have
noticed that between Friday 9/29 and Monday 10/2, an error message was
displayed after selecting and submitting the template when using the “Go
to Interfolio” button on Opus’ Case Summary
page. This issue has been resolved and you can now select the template
and continue to Interfolio.
New Article: One Dossier, Multiple Actions
Prior to the online
academic review introduced in Opus 2.0, departments could use one paper
dossier for a candidate under review for more than one action. This
dossier would contain the superset of documents
required for each action and case routing would be based on which
action had the most comprehensive review process. Users should continue
this practice in Opus by selecting the template for the most
comprehensive action under review. Have a look at this article
to find out how:
Even if you are
uploading documents on the candidate’s behalf, you’ll still need to
notify them. If you don’t hit “Notify Candidate” initially, candidates
will not be able to view the documents you share with
them later. For more information on this topic, check out this article
on the Opus Support Site:
We’ve noticed that
staff sometimes forget to use the “Send Forward” button in Interfolio.
Cases should be sent forward after each step. If you are uploading
materials on the candidate’s behalf, please send
the case forward after you notify the candidate. This will take you to
Step One, “Prepare Dossier,” where you can finish adding documents. For
more information on this topic, check out these articles on the Opus
Support Site:
If your candidate
does not have an email address in the UCLA Campus directory, they won’t
be able to access their case. Also, if your faculty use email addresses
besides those in the directory, they should
either forward email from the directory account to their preferred
account, or update their email address in the
directory.
Please do NOT change the email address in Interfolio.
Reminder: Unlock Certifications & Responses for Candidates
The Candidate
Responses & Certifications section in Interfolio is where you add
the certification forms (Prior Certification #1, #2, and the final
Certification form). Your candidate will then sign these forms
at the appropriate step to certify that their dossier is accurate and
complete. After you add a form, make sure the Candidate Responses and
Certifications section is unlocked before you send the case on to the
candidate. The candidate will not be able to sign
and submit the form unless the section is unlocked.
Insert Signatures Digitally
When your Chair or
Dean signs off on a document, please insert a graphic file of their
signature where they would have put a wet signature on paper. We are
trying to avoid having wet signatures that require
a document to be downloaded, signed, and re-uploaded. If your chair or
dean does not have a digital signature already, they can create one by
signing on a touchscreen computer or by scanning a signed piece of
paper.
Promotional Emails from Interfolio?
Your faculty may
have received an email for an upgrade or promotional offer from
Interfolio. This only happens if your faculty have purposely (or
accidentally) created an Interfolio account outside their UCLA
account (this includes any faculty who clicked on “Activate Now” on the
Dossier section of their Interfolio dashboard as this is not currently
connected to UCLA). Faculty who only have Interfolio accounts through
UCLA will never receive these emails. If your
faculty member has received a promotional email, let them know they can
click “unsubscribe” in the email footer.
Another Chance to Go for the Opie!
We’re pleased to
announce another drawing for a fabulous Opie prize! This time, we’re
asking our users to come up with suggestions for how we can improve our
documentation or training. Write us with your suggestion
at opushelp@ucla.edu.
If it’s a good one, we’ll (a) do it, (b) put your name on the Opies
Wall of Fame, and (c) enter you in a drawing for one of our notoriously
luxurious prizes.
☆
Jonathan Smith
Some of you may have noticed that between Friday 9/29 and Monday 10/2, an error message was displayed after selecting and submitting the template when using the “Go to Interfolio” button on Opus’ Case Summary page. This issue has been resolved and you can now select the template and continue to Interfolio.
New Article: One Dossier, Multiple Actions
Prior to the online academic review introduced in Opus 2.0, departments could use one paper dossier for a candidate under review for more than one action. This dossier would contain the superset of documents required for each action and case routing would be based on which action had the most comprehensive review process. Users should continue this practice in Opus by selecting the template for the most comprehensive action under review. Have a look at this article to find out how:
Can Multiple Actions Use the Same Case (Dossier) in Interfolio?
Reminder: Notify Those Candidates
Even if you are uploading documents on the candidate’s behalf, you’ll still need to notify them. If you don’t hit “Notify Candidate” initially, candidates will not be able to view the documents you share with them later. For more information on this topic, check out this article on the Opus Support Site:
Do I Have to Click the “Notify Candidate” Button?
Reminder: Use That Send Forward Button
We’ve noticed that staff sometimes forget to use the “Send Forward” button in Interfolio. Cases should be sent forward after each step. If you are uploading materials on the candidate’s behalf, please send the case forward after you notify the candidate. This will take you to Step One, “Prepare Dossier,” where you can finish adding documents. For more information on this topic, check out these articles on the Opus Support Site:
Do I Have to Click the “Send Forward” Button?
About Opus and Interfolio (features a diagram explaining case workflow)
Interfolio Email = UCLA Campus Directory Email
If your candidate does not have an email address in the UCLA Campus directory, they won’t be able to access their case. Also, if your faculty use email addresses besides those in the directory, they should either forward email from the directory account to their preferred account, or update their email address in the directory. Please do NOT change the email address in Interfolio.
Reminder: Unlock Certifications & Responses for Candidates
The Candidate Responses & Certifications section in Interfolio is where you add the certification forms (Prior Certification #1, #2, and the final Certification form). Your candidate will then sign these forms at the appropriate step to certify that their dossier is accurate and complete. After you add a form, make sure the Candidate Responses and Certifications section is unlocked before you send the case on to the candidate. The candidate will not be able to sign and submit the form unless the section is unlocked.
Insert Signatures Digitally
When your Chair or Dean signs off on a document, please insert a graphic file of their signature where they would have put a wet signature on paper. We are trying to avoid having wet signatures that require a document to be downloaded, signed, and re-uploaded. If your chair or dean does not have a digital signature already, they can create one by signing on a touchscreen computer or by scanning a signed piece of paper.
Promotional Emails from Interfolio?
Your faculty may have received an email for an upgrade or promotional offer from Interfolio. This only happens if your faculty have purposely (or accidentally) created an Interfolio account outside their UCLA account (this includes any faculty who clicked on “Activate Now” on the Dossier section of their Interfolio dashboard as this is not currently connected to UCLA). Faculty who only have Interfolio accounts through UCLA will never receive these emails. If your faculty member has received a promotional email, let them know they can click “unsubscribe” in the email footer.
Another Chance to Go for the Opie!
We’re pleased to announce another drawing for a fabulous Opie prize! This time, we’re asking our users to come up with suggestions for how we can improve our documentation or training. Write us with your suggestion at opushelp@ucla.edu. If it’s a good one, we’ll (a) do it, (b) put your name on the Opies Wall of Fame, and (c) enter you in a drawing for one of our notoriously luxurious prizes. ☆