When a school or department adds administrative staff who need access to our systems, Opus and Interfolio must both be updated. Your school’s Academic Personnel Coordinator will need to notify Opus Support of the new person so they can be granted administrative access to both systems, provided they’ve taken or are enrolled in the Academic Personnel In-Service Training. And if the new staff member is replacing previous staff, the access for the previous staff will need to be revoked.
Furthermore, the new staff person’s permissions (in their department’s templates and in existing cases) will need to be updated, with the new staff being “recused” from all relevant steps in each template. Currently Opus personnel have been performing the recusal work, but our users should expect a new approach soon — in coming weeks you’ll see us reach out to schools for training on this topic.
Multi-Department Review? Can Do!
When using the “Go to Interfolio” button and selecting a template for a case that involves multiple departments, be sure to use the “Full Process” version of the template. Then, you’ll need to edit the steps where the other department will have the case, creating an ad-hoc committee, adding an academic personnel analyst from the other school/department to this committee, and adding the committee to the relevant steps. Be sure to make the analyst a “committee manager” by clicking the star icon next to their name when adding them to the ad-hoc committee — this will allow them to add people from their department to the case as necessary.
We’ll be publishing training documentation on this topic soon, so in the meantime if you have questions about how to do this, please reach out to Opus Support.
Reminders
Results Are In — Voting Features Out
Some users have asked if they should enter committee vote totals by clicking the “Voting” button on the “Case Details” tab in their Interfolio cases. UCLA does not use this Interfolio feature, and so we’re asking our users to avoid it. Instead, administrators should upload the Vote Page form as a regular case material to the Department Review section of the Case Materials tab in Interfolio.
Left to Right, Top-Down
We’ve noticed that some documents (scans) have been uploaded to Interfolio in an upside-down or rotated position. If you scan documents to upload, please check their page orientation — and fix it if necessary — before uploading. This will make it a lot easier for everyone who reads these materials directly in their browser.
Discretion, Please
We want to remind everyone to please avoid putting sensitive information (such as salary figures) into notification emails sent from Opus/Interfolio. This caution extends to both the subject line and the body of these emails — treat them like regular email notices, and don’t include anything considered “personal.”
Also, as mentioned in the last edition of The Opus Weekly, please do not upload salary sheets to Opus/Interfolio. If the salary request was not pre-approved by the Vice Chancellor, and it is a straight recommendation from your dean, please send the documentation directly to the Executive Director of APO, Erika Chau.
Jonathan Smith
Updates
Putting Your New Staff to Work
When a school or department adds administrative staff who need access to our systems, Opus and Interfolio must both be updated. Your school’s Academic Personnel Coordinator will need to notify Opus Support of the new person so they can be granted administrative access to both systems, provided they’ve taken or are enrolled in the Academic Personnel In-Service Training. And if the new staff member is replacing previous staff, the access for the previous staff will need to be revoked.
Furthermore, the new staff person’s permissions (in their department’s templates and in existing cases) will need to be updated, with the new staff being “recused” from all relevant steps in each template. Currently Opus personnel have been performing the recusal work, but our users should expect a new approach soon — in coming weeks you’ll see us reach out to schools for training on this topic.
Multi-Department Review? Can Do!
When using the “Go to Interfolio” button and selecting a template for a case that involves multiple departments, be sure to use the “Full Process” version of the template. Then, you’ll need to edit the steps where the other department will have the case, creating an ad-hoc committee, adding an academic personnel analyst from the other school/department to this committee, and adding the committee to the relevant steps. Be sure to make the analyst a “committee manager” by clicking the star icon next to their name when adding them to the ad-hoc committee — this will allow them to add people from their department to the case as necessary.
We’ll be publishing training documentation on this topic soon, so in the meantime if you have questions about how to do this, please reach out to Opus Support.
Reminders
Results Are In — Voting Features Out
Some users have asked if they should enter committee vote totals by clicking the “Voting” button on the “Case Details” tab in their Interfolio cases. UCLA does not use this Interfolio feature, and so we’re asking our users to avoid it. Instead, administrators should upload the Vote Page form as a regular case material to the Department Review section of the Case Materials tab in Interfolio.
Left to Right, Top-Down
We’ve noticed that some documents (scans) have been uploaded to Interfolio in an upside-down or rotated position. If you scan documents to upload, please check their page orientation — and fix it if necessary — before uploading. This will make it a lot easier for everyone who reads these materials directly in their browser.
Discretion, Please
We want to remind everyone to please avoid putting sensitive information (such as salary figures) into notification emails sent from Opus/Interfolio. This caution extends to both the subject line and the body of these emails — treat them like regular email notices, and don’t include anything considered “personal.”
Also, as mentioned in the last edition of The Opus Weekly, please do not upload salary sheets to Opus/Interfolio. If the salary request was not pre-approved by the Vice Chancellor, and it is a straight recommendation from your dean, please send the documentation directly to the Executive Director of APO, Erika Chau.