In order to make our process faster and more efficient, APO asks dean’s offices to add the name of each case’s action to the subject line when sending notification emails from Interfolio. Admins can do this by editing the subject line of the notification message when they send the case forward from the Dean's Office: Finalize & Submit to APO step in Interfolio. Adding the action will allow APO personnel handling inbound cases to quickly sort and assign cases as they arrive from the various schools.
Dean’s Approvals Go Digital
We have a new form to record approvals for Dean’s Final actions: The Dean Approval form. This form replaces the dean’s sign-off on the cover page of the Data Summary, and is available on the Data Summary Forms page on the APO website. The completed form should be uploaded to the Dean's Office Review section of the case in Interfolio.
Support
It’s Good to Be the Early Bird
As you assemble dossiers for your July 1, 2019 actions, we ask that you start to track the case and assemble the dossier contents early with Opus/Interfolio. You can add case documents as they become available and finalized (much better than uploading dozens of scholarly works the day before the deadline). Starting your cases in Opus as early as possible also allows dean’s offices and APO to see in advance the volume and types of cases that will be submitted in the coming year, which ensures that everything goes as smoothly as possible.
Whenever staff change departments or take on a new academic personnel role, this has an impact on access and permissions in Interfolio — find out how to navigate this process next Friday, March 2nd in our next Zoom with Opus online training session: Permissions and Roles in Interfolio. Knowing when to ask for administrative privileges, and when to simply grant committee membership, for personnel in your department can make a noticeable difference for your work volume in Interfolio, and helps keep case access in line with university policy. As always, you can register to attend the next session via our sign up spreadsheet. See you there!
Keeping Eligibility Tidy
The Eligibility Calculator displays the actions that your faculty are up for in the next five years. For appointees on an Eight Year Clock, the dates of their 4th Year Appraisal and 8 Year Limit actions are determined by the Eight Year Clock tab on their Profile page. Keeping their Service Credits updated on this tab ensures that the Eligibility page calculates the correct years for these actions — please make corrections if necessary.
Any intercampus transfers at the Assistant rank should have an Eight Year Clock and series and rank Start Dates that reflect UC service prior to UCLA. If you see any incorrect calculations on the Eligibility screen, check the tabs on the appointee’s profile, and reach out to Opus Help if you have questions.
Don’t Forget the Additional Department
Remember to inform your academic personnel counterpart in the other department when you start a case for a faculty member with a Split appointment or a Joint appointment without a Waiver. Reviews involving more than one department depend on close coordination and clear communication between all involved, and letting other department(s) know about upcoming actions allows them to plan their reviews more effectively. If you have questions about multi-department review cases, check out these articles on the Opus Support Site:
Jonathan Smith
Updates
What’s in a [Action] Name?
In order to make our process faster and more efficient, APO asks dean’s offices to add the name of each case’s action to the subject line when sending notification emails from Interfolio. Admins can do this by editing the subject line of the notification message when they send the case forward from the Dean's Office: Finalize & Submit to APO step in Interfolio. Adding the action will allow APO personnel handling inbound cases to quickly sort and assign cases as they arrive from the various schools.
Dean’s Approvals Go Digital
We have a new form to record approvals for Dean’s Final actions: The Dean Approval form. This form replaces the dean’s sign-off on the cover page of the Data Summary, and is available on the Data Summary Forms page on the APO website. The completed form should be uploaded to the Dean's Office Review section of the case in Interfolio.
Support
It’s Good to Be the Early BirdAs you assemble dossiers for your July 1, 2019 actions, we ask that you start to track the case and assemble the dossier contents early with Opus/Interfolio. You can add case documents as they become available and finalized (much better than uploading dozens of scholarly works the day before the deadline). Starting your cases in Opus as early as possible also allows dean’s offices and APO to see in advance the volume and types of cases that will be submitted in the coming year, which ensures that everything goes as smoothly as possible.
The Week in Support Articles
Since the last newsletter we’ve written two new articles for our faculty users:
How to Access Case Materials as a Review Candidate
How to Upload Case Materials as a Review Candidate
More are on the way!
Reminders
Being Responsible with Permissions in InterfolioWhenever staff change departments or take on a new academic personnel role, this has an impact on access and permissions in Interfolio — find out how to navigate this process next Friday, March 2nd in our next Zoom with Opus online training session: Permissions and Roles in Interfolio. Knowing when to ask for administrative privileges, and when to simply grant committee membership, for personnel in your department can make a noticeable difference for your work volume in Interfolio, and helps keep case access in line with university policy. As always, you can register to attend the next session via our sign up spreadsheet. See you there!
Keeping Eligibility Tidy
The Eligibility Calculator displays the actions that your faculty are up for in the next five years. For appointees on an Eight Year Clock, the dates of their 4th Year Appraisal and 8 Year Limit actions are determined by the Eight Year Clock tab on their Profile page. Keeping their Service Credits updated on this tab ensures that the Eligibility page calculates the correct years for these actions — please make corrections if necessary.
Any intercampus transfers at the Assistant rank should have an Eight Year Clock and series and rank Start Dates that reflect UC service prior to UCLA. If you see any incorrect calculations on the Eligibility screen, check the tabs on the appointee’s profile, and reach out to Opus Help if you have questions.
Don’t Forget the Additional Department
Remember to inform your academic personnel counterpart in the other department when you start a case for a faculty member with a Split appointment or a Joint appointment without a Waiver. Reviews involving more than one department depend on close coordination and clear communication between all involved, and letting other department(s) know about upcoming actions allows them to plan their reviews more effectively. If you have questions about multi-department review cases, check out these articles on the Opus Support Site:
How to Set up a Case for Review in Multiple Departments
How to Access a Case That Was Started in Another Department
What Options Do I Have When Working with Multi-Department Review Cases in Interfolio?