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Faculty Search

All academic personnel searches on the fiscal year hiring plan (both competitive and targeted) for faculty and academic professional positions at ASU must be conducted through Faculty Search. The only exceptions are Faculty Associate, Academic Associate, and Postdoctoral positions which may be conducted outside Interfolio if the hiring unit so chooses. 

FAQs

How do I access Faculty Search?

  • Existing users: Login to APARS
  • New users: ASU employs Single Sign On (SSO) for access to university software. If you are new to Faculty Search, please determine which role is required and work with the appropriate administrator in your college to submit an APARS Request on your behalf.

Note to current Administrator users: Accounts created using the "Add New User" button will not enforce SSO and will be non-functional. Please do not attempt to create new or edit existing users using this method.

Login Issue: I can't see the ASU dashboard / Why am I being directed to my "Interfolio Dossier"?

If you are unable to login to the Interfolio-ASU dashboard, or if you can only see the Dossier account, you may have multiple email accounts associated with Interfolio. ASU administrators do not have the ability to merge accounts on your behalf.

You have two options:

  1. Call or email Interfolio Support to merge your accounts. This is the easiest and quickest method.
  2. Try merging your ASU account with the Dossier account yourself.

Instructions for both options are detailed in this help article.

 

Related articles 

Why can't Evaluators see the applicants?

User Roles within Faculty Search

  • Administrator At ASU, Administrators are staff at the college or department/school level. Administrators govern and manage an assigned unit within the institutional hierarchy. There can be multiple Administrators assigned to a specific unit (college, school, department). Administrators can create, manage, and report on searches at their unit or any unit nested below.
  • Committee Manager At ASU, Committee Managers may be administrative staff or the chair of the search committee. Committee Managers can manage searches within their assigned unit(s). They can communicate with applicants, control search settings, apply statuses, add applicants and applicant documents as well as run reports.
  • Evaluator At ASU, Evaluators are academic personnel serving as reviewers on search committees. Evaluators are assigned to search committees. Once assigned to a committee, Evaluators can review applications including all documentation and custom form responses. When reviewing applicants, evaluators can apply tags and evaluate applicants using a five-star rating system.  

How do I request Administrator access?

  • College Administrator*: Requests to add/edit/delete this role requires the approval of your college's dean/dean's delegate. Please attach an approval email from the dean/dean's delegate to the APARS Request form. 
  • Department/Unit Administrator*: Requests to add/edit/delete a user to this role are approved by your college administrator (see above). College administrators should submit an APARS Request requesting access on behalf of the new user. Direct requests submitted by the department/unit will be sent back for approval by the college administrator. 

*Required training is provided by the Office of the Provost for all new college/unit users requesting the Administrator role. After your role request is approved and training is completed, you will be able to access and conduct a search.  

How do I request Committee Manager access?

By default, new users are given Evaluator access. College/unit administrators are responsible for assigning the Committee Manager role to users requiring this level of access in their units. Administrators can do this by searching for the user in the "Users & Groups" tab and editing the role. (Start the linked video at 2:55 to view a tutorial on adding a Committee Manager.)

If the account you are looking for does not appear under "Users & Groups," submit a new user request: APARS Request.

How do I request Evaluator access?

All faculty at ASU have been given an Evaluator account but are unable to view content until they are assigned to a search. Administrators will assign faculty to the appropriate search committees when creating a position.

Administrators: If a faculty account does not appear under "Users & Groups," submit a new user request: APARS Request.

How do I request access for a non-ASU search committee member?

Units that need to provide access to APARS for people outside the university must request a courtesy affiliate ID for that individual.

I am having issues with my account and/or a position in Faculty Search.

It is a best practice to first reach out to your department or college contact for support. If they are unavailable or unable to resolve the issue, please submit a ticket to the APARS Request form with a detailed description of the issue and attach screenshots when possible.

If you prefer to speak to someone by phone or require immediate assistance outside regular business hours, please call the ASU Experience Center (Help Desk) which is available 24/7 at (844) 448-1074. 

Where can I find online training resources?

Training resources are linked at the bottom of this page. 

Are there resources for job applicants?

For technical assistance with their application, applicants should contact Interfolio's Scholar Services support team.

For general assistance/questions, you can also direct applicants to the Job Applicant's Guide to Interfolio Faculty Search.

What is the process for targeted hires (Waiver of Recruitment)?

It is the policy of ASU to promote open and competitive searches for all faculty and staff hires. A waiver of recruitment should be conducted only when special or unique circumstances exist. In order to ensure that the Provost’s Office can perform accurate reports, data from waiver of recruitment hires should be entered into Faculty Search as soon as the offer letter has been accepted.

Please refer to the Process Guide for Targeted Hires (Waiver of Recruitment) for details.

This process guide goes into effect for all faculty (ACD 505–02) and academic professional (ACD 505–03) hires made with a Waiver of Recruitment after January 1, 2020. This process guide is specifically for hires made via a Waiver of Recruitment; for hires made through an approved mechanism outside of Faculty Search (i.e. search firms, MathJobs), see the Process Guide for Hires Made Outside Faculty Search

What about other hires made outside Faculty Search?

All academic personnel searches on the fiscal year hiring plan (both competitive and targeted) for faculty and academic professional positions at ASU must be conducted through Faculty Search. The only exceptions are Faculty Associate, Academic Associate, and Postdoctoral positions which may be conducted outside Interfolio if the hiring unit so chooses.

However, a few categories of academic personnel have been given provost approval to be hired through another mechanism outside of Faculty Search. To ensure that the Provost’s Office can perform accurate reports, a position to internally track the status of the academic personnel search taking place outside of Faculty Search should be created as soon as the search has been approved and assigned a job code. All academic personnel searches must abide by ASU policy and processes.

Please refer to the Process Guide for Hires Made Outside Faculty Search for details.

This process guide goes into effect for all faculty (ACD 505–02) and academic professional (ACD 505–03) hires made after July 1, 2020. This process guide is specifically for hires made through an approved mechanism outside of Faculty Search (i.e. search firms, MathJobs); for hires made via a Waiver of Recruitment, see the Process Guide for Targeted Hires (Waiver of Recruitment).

Does my academic unit still need to keep copies of hiring documents? 

Yes. The APARS system is not an archival repository and should not be the method of retaining official hiring documentation. Units should continue to keep a copy of required documents in their own established files, in accordance with ACD 505–06 and the appropriate Records Retention and Disposition Schedule.

Other FAQs

More FAQs answered within the knowledge base articles for Faculty Search. 

 

 Tech Support

It is a best practice for academic personnel to reach out to their department or college contact for support.

Additional technical support for staff and academic personnel is available via:

Training 

Help Articles

 

Workshops (Online)

Workshops for administrative staff are hosted periodically. Registration details for upcoming workshops will be posted below.

Unit contacts are responsible for communicating best practices and additional training to their unit and academic personnel. Academic personnel seeking information about workshops within their unit should reach out to their department or college contact. 

ASU Workshops

New and Returning Unit Contacts (Administrator Role) - August 6, 2020

This workshop is geared toward training new and returning administrative staff with the Faculty Search Administrator or Administrator EEO role. This role typically creates and manages searches from a college or unit level. Attendees will learn updated processes and gain tools to train staff and faculty serving on search committees in their college/unit.

New and Returning Unit Contacts Workshop: Faculty Search Administrator Role (PDF)

Video (01:10:38)

*This workshop is not meant for faculty serving on a committee as a Committee Manager or Evaluator. Faculty requesting training should reach out to their unit's administrative staff for support.

Interfolio Hosted Webinars

Note: Interfolio Hosted Webinars provide general guidance to the system and may not reflect specific features within the ASU configuration. 

Career EDGE Training

Select the statement that best represents your role*:

*If you do not already have access to Faculty Search, please work with the appropriate administrator in your college to submit an APARS Request on your behalf.

I am a college/department Administrator who needs to create/manage a search.

I am the chair of a committee or administrative staff with Committee Manager permissions.

I am a member of a search committee that will be evaluating applications.