Before getting started on a case that involves more than one department, it's a good idea to have a general overview of how these cases work, and some background about particular elements that pertain to them.
Process Overview
When a department creates a case on which they plan to work with another department, they:
- Choose the appropriate template
- Create an Interfolio ad-hoc committee for the other department(s)
- Grant case access to personnel from the other department(s) by adding them to the committee
- Coordinate their activities, particularly with certification, with the other department(s)
- Stay in sync with the other department(s) when sending the case to the school
As the case moves through review, both departments access and upload case materials through Interfolio, and both communicate with the candidate and with each of their committees.
This Also Applies to Schools
When a school works on a case where another school is also involved, they perform the same activities listed above, with the exception of selecting a template. And of course, for #6 above, the school sends the case to APO.
Department Roles
Primary Department means the primary department at UCLA. Nearly all academic appointees have one and only one primary department.
Additional Department means a department other than an appointee’s primary department in which an appointee has an additional appointment.
Initiating Department means the department that starts a particular case. This can be either the primary department or an additional department, depending on the case.
Auxiliary Department means a department that works on a case that was started by another department.
Choosing a Template
The full-process Interfolio templates, available when selecting a template through the “Go to Interfolio” button in Opus, were created for cases where multiple departments will need to collaborate in Interfolio. These templates include a broad range of steps rather than the subset of steps typically used by a single department. When starting multi-department review cases — for example, review cases that involve Joint or Split additional appointments — you should start with a full-process template and then delete the unnecessary steps because this is easier (and more accurate) than starting with a department-specific template and adding the necessary steps in.
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Note: Templates for the School of Medicine and for Dentistry already contain the maximum number of steps, so users in those departments don’t use full-process templates.
Initiating Department Waits for Auxiliary
The initiating department should ensure that they are the only one who can use the “Send Forward” button in Interfolio (see steps below). Part and parcel to this is the idea that before sending the case forward to a step where the auxiliary deparrment(s) does not have access, the initiating department should wait until the auxiliary department(s) have finished their work.
Waivers Still Require Notification
Please do not assume that departments with waivers don’t need to know about your case. Let the department administrator (DA) in the other department know that the case is happening, perhaps via email.
See Also
Can Multiple Departments Work on the Same Case in Interfolio?
What Options Do I Have When Working with Multi-Department Review Cases in Interfolio?
Who Is Responsible for Moving Cases Through the Review Process?
How to Set up a Case for Review in Multiple Departments
How to Access a Case That Was Started in Another Department