Administrative and/or review committees, and Interfolio administrators from the appropriate academic unit(s) should have access to a case at a given step.


Case Access in Interfolio

There are four types of users that can access cases in Interfolio: case candidate, committee manager, committee member and Interfolio administrator.


Case candidates have continual access to the case once the "notify candidate" button is clicked. However, unlike administrators and committee members, they can access only materials that have been explicitly shared with them.


Committee managers and committee members have access to a case whenever the case is on a step to which they’re assigned. Each step can be accessed by at least one committee, and committees may share access on common steps. Case access is managed by assigning/removing members to/from committees, by elevating regular members to managers, and by assigning/removing committees to/from steps.


Interfolio administrators have access to cases for all steps for cases started within their academic unit, unless this access is manually reconfigured at one or more steps. This is carried out through the "recusal" features in Interfolio, and is typically done when an admin is first hired (see below).


Configuring Interfolio for UCLA

Configuring Committees on Steps

This section contains guidelines for assigning particular committees to steps in UCLA Interfolio cases. For information about how to assign committees to steps, see the article How to Add a Committee to a Step in Interfolio, linked near the bottom of this page.


Department Steps

The first few steps in a case are associated with the department. These steps include those that start with the word “Department” as well as the “Candidate Response & Certification” steps.


Department steps should feature the

Department Admin Committee

…except the Department Chair’s Review step, which should have the

Department Chair Committee


Dean’s Office Steps

After the department steps come the dean’s office steps. These steps have the word “Dean” in their titles.


In most cases, dean's office steps should have the 

School Admin Committee

…except the Dean’s Review step, which should have the 

School Dean Committee


In the College of Letters and Science, there is an exception to the rule for dean's office steps. The dean's office steps in this college should have the

Division Admin Committee

…except the Dean's Review step, which should have the 

Division Dean Committee


Vice Chancellor, AAPO and CAP Steps

These steps steps should have the AAPO or CAP committee.


Configuring (Recusing) Admins on Steps

Case materials added at a particular step should often not be shared with personnel who worked on the case before it arrived at this step. But, when an admin is added to Interfolio, they are automatically assigned to all steps for cases and templates associated with their unit. To bring this access into alignment with UCLA policies, new admins must be “recused” from those steps where they should not have access. The particular steps that require this depend on the academic unit where the new admin has been added:

  • Department admins are recused from all steps past the department (School, AAPO, etc.)

  • School admins are recused from all steps past the school (AAPO, etc.)


Note that some academic personnel admins are not granted administrative privileges in Interfolio because of the extra work that this entails (especially at the school level). To evaluate whether to request administrative privileges in Interfolio, or for instructions on performing recusals, see the articles linked below.


Non-Administrative Recusal

In addition to being motivated by administrative reasons, Interfolio's recusal features are also employed for the “normal” reason — when someone who would typically have access to a case should not. Recusal performed for the normal reason (i.e., conflict of interest) is configured using these same tools.


See Also

How to Add Someone to a Committee in Interfolio

How to Recuse a Committee Member from a Case in Interfolio

How to Recuse an Interfolio Administrator from a Case Step in Interfolio

What Should I Do in Interfolio When a New Administrator is Hired?

Why Should (or Shouldn’t) I Request Administrative Privileges for Someone in Interfolio?

Why Should I Star Someone as a Committee Manager?