APT – APPOINTMENT, PROMOTION & TENURE
The Renaissance School of Medicine uses an online Appointment, Promotion & Tenure data system called Interfolio to conduct faculty appointments and promotions.
This system will be used to:
- Create and submit Appointment, Promotion & Tenure packages (cases) for approval
If you need access to Interfolio, please contact the SOM APT Administrator.
Interfolio Appointment, Promotion & Tenure Search Manuals:
Manual #1: Sign In to Interfolio
Manual #2: Creating a Case in Interfolio
Manual #3: Notifying the Candidate
Manual #4: Candidate--How to Upload their Documents
Manual #5: Department Administrator—How to Upload Candidate Documents
Manual #6: Recuse your Department APT Committee
Manual #7: SOM Dept APT Committee Interfolio Instructions
Manual #8: SOM APT Committee Members Interfolio Instructions
Overview of the APT Process (Administrators)
Users with Administrator access have the ability to create cases and perform the tasks of a committee manager (upload documents and recuse members). The APT Interfolio Department Administrator will be involved in the first three Case Steps; Case Step 1: Department Administrator, Case Step 2: Department APT Committee Review and Case Step 3: Department Chair. The APT Interfolio Department Administrator will need to move the case from case step to case step in order for the APT package to move through the process.
As an APT Interfolio Department Administrator, you have the ability to create a case in Interfolio and because you have been made Manager, you have the ability to upload documents into Interfolio. The first step in creating a case is ensuring a template has been made for your department. If you are unsure if a template has been created for your department, contact the SOM APT Administrator. When creating a case, you will first need to use Instruction Manual #1 to sign into Interfolio and
Instruction Manual #2 to create a case in Interfolio. A few reminders when creating a Case:
- The candidate’s stonybrook.edu email address is preferred, however if a candidate is outside the University they may use another email address.
- You will need to answer “Yes” to the question, “Will the candidate be involved in this evaluation”, regardless if you are uploading documents on behalf of the candidate.
- Never change any information in the template or in the case steps.
- The candidate should always be notified a case has been created for them. By notifying the candidate, the SOM Dean’s Office is able to share certain documents with the candidate from their APT file. Please see Instruction Manual #3
- Referee letters can be solicited two ways. The department can email each referee outside Interfolio and upload the letters into Interfolio by going into Case Materials, scrolling down to the “External Evaluation Section” and clicking on “Add File”. The second way to solicit a referee letter is by going into Case Materials, scrolling down to the “External Evaluations section” and clicking on “Request Evaluation”. An email will populate, which will require you to add the email addresses for the referees and a subject. If the referee accepts your request to write a letter and submits the letter through the system, the referee’s letter will automatically be uploaded to the External Evaluation Section. All referee letters must use the SOM Sample Letter. Please see Sample Referee Letter. All referee letters must have the correct title in their letter, must be written by someone who has an equal or higher title, and must be less than a year old.
- Never double click when opening a document, it will cause the system to respond by “spinning”.
- Use Google Chrome or Firefox as your browser. Interfolio does not work with Explorer.
There are two ways for the candidate’s documents to get uploaded into Interfolio; the APT Interfolio Department Administrator can upload the documents on behalf of the candidate or the candidate can login into Interfolio once a case has been created for them and upload their documents into Interfolio. If the candidate is uploading the documents themselves, please use Instruction Manual #4. For APT Interfolio Department Administrators uploading the candidate documents, please use Instruction Manual #5. A few reminders when uploading documents into Interfolio:
- Refer to the Checklist for a list of documents that are required. Please be aware, the number of referee letters needed for each track will vary depending on the proposed title.
- Don’t upload the Tally Sheet or Chair’s Memo until you get to the Case Steps that require these items. Case Step 2 – Tally Sheet. Case Step 3 – Chair’s Memo. Uploading these documents too soon will prevent the case from moving from one case step to the other.
Case Step 1 – Department Administrator
Once a case has been created at the Department Level, the package will need to be sent to the first Case Step – Department Administrator. The APT Department Administrator will send a case forward by clicking on “Send Case”, top right hand corner. There are no requirements at Case Step 1. Case Step 1 provides the APT Department Administrator an opportunity to ensure the candidate documents are uploaded in the correct section. If no changes are needed at Case Step 1 – Department Administrator, the case can be Sent Forward to Case Step 2 – Department APT Committee Review. If your committee members have already reviewed the APT package outside the system, you will need to recuse your members at Case Step 1 BEFORE you send the case forward to Case Step 2. To recuse your committee members, please refer to Instruction Manual #6. If your Department APT Committee Members will be reviewing the package in the system, please refer to Instruction Manual #7.
Case Step 2 – Department APT Committee Review
Case Step 2 – Department APT Committee Review. The Tally Sheet must be uploaded at this step to satisfy the requirement. To satisfy the requirement, go into Case Details and scroll down to “Items Missing” and click on “Add File”. The Tally Sheet should be added in the Case Details Section and uploaded to the Department APT Committee Review Folder. The votes will also need to be recorded in the system in Case Details by clicking on the plus or minus tabs. Once the Tally Sheet has been uploaded, the case can be sent forward to the next Case Step – Department Chair. Just a reminder, if the Chair has already reviewed this package, you may recuse him/her before Case Step 3 – Department Chair. Please refer to Instruction Manual #6.
Case Step 3 – Department Chair
Case Step 3 – Department Chair. The Chair’s Memo is required and must be uploaded at this case step. To satisfy the requirement, go into “Case Details” and scroll down to “Items Missing”. You would need to click on the “Add File”. The Chair’s Memo should be uploaded to the Department APT Committee Review Folder.
SOM APT Committee Members - Only
An Ad Hoc Summary Assessment Form needs to be completed at Case Step 7. The Manager (Chair) assigned to the package will need to complete the form in Interfolio and click on Submit, please see Instruction Manual #8. Only when the assessment has been completed in Interfolio and submitted can the SOM APT Administrator move the case forward so that the entire SOM APT Committee can review the package prior to the meeting.
Additional Documents/Website:
https://renaissance.stonybrookmedicine.edu/facultysenate/committees/apt
APT Checklist
Sample Referee Letters
Sample Tally Sheet
Sample SOM CV
Contributions to Teaching
Educator Portfolio Instructions
Scholarly Activity Portfolio Instructions
A Copy of Announcement of Candidacy
APT Points System and Criteria
For questions or issues regarding Faculty Search, please contact:
