Create and Manage Position and Application Statuses
In Interfolio Faculty Search (FS), administrators use Position Statuses and Application Statuses to organize applications and manage multi-step search processes effectively. Position Statuses indicate the position's stage in the search process (e.g. Accepting Applications, Reviewing Applications, Interviewing Applications, Position Filled), while Application Statuses indicate where an individual application is in the review process (e.g. Longlist, Shortlist, Interview, Offer Pending, Hired). These statuses are used to help set permissions for committee members and applicants, determining when applicants and evaluators can submit, review, and update materials.
Application Statuses take precedence over Position Statuses.
Create and Manage Statuses
- Navigate to the Administration page on the navigation menu to view the Statuses page. Ensure the applicable unit is selected under the Settings for: dropdown at the top of the page. Any changes made on this page will apply to the entire selected unit.
Enable/Disable Status Creation
Use these radio buttons to set position/application status creation settings for the entire unit. When disabled, statuses are locked at the upper unit level, and lower units will not be able to create, edit, or delete statuses. A notification will appear, indicating that changes to position/application statuses have been locked by a higher unit.
- Click Actions > Add new status from the dropdown next to the ‘Position Status’ or the ‘Application Status’ section to create a new status, or click the Pencil (Edit) icon next to an existing status to make edits.
Send to lower units
When sending an entire set of position/application statuses to lower units, any unassigned statuses at the lower units will be replaced. If a Position/Application Status has already been assigned, changing it at the University level and then sending it to lower units will add the new status as an option, resulting in both the old and new statuses appearing. To update an assigned status, first unassign it, then edit the unassigned status, and finally send it to lower units. This process ensures only the updated status is available without duplicates.
- Enter the position name and select applicant settings, including whether applicants can view the status, update their materials, and whether evaluators can review applications while the status is active.
Once your statuses have been created on the Administration page, they can be applied to positions or applied to applicaitons.
FAQ
Are new/modified position/application statuses reflected in existing positions?
New or modified statuses will appear in existing positions only after being sent to lower units. If not sent, they will only affect future positions. New statuses replace existing ones unless the status is actively in use. Any statuses already applied to positions/applications will be retained.
Why won't an application status update in a position?
Check that it is not currently in use. If it is assigned to any user:
- Remove the status from all users
- Send the updated status to lower units
- Reassign the status to applicants as needed.
How can I see all statuses assigned to each applicant throughout a search process?
Navigate to Reports > Logs > System Logs > Application Status Changes