Applicants
Accounts
If you are applying to roles at Columbia University you can create your Interfolio dossier account for free.
No, you can set up a dossier account in a matter of minutes.
Dossier accounts will never expire.
Applications
Yes, you may update your application by logging back into your dossier account. You will be able to edit your account until the search committee begins to review applications.
If the position is still open, you can reactivate your withdrawn application. You will not be able to apply with an entirely new application.
At any time you can log into your dossier account and check the status of your application.
Yes, you may apply for as many positions as you like.
References
No. Please complete all requested information during application submission. If the search committee wants references at a later date they will specifically state when they want references.
Yes, please login to your dossier account to update/modify your references.
Generally, your application will specify the number of recommendation letters the search committee wants. Depending on the post settings, you may submit additional letters of recommendation but they are not necessary and may not be reviewed.
No. All references must be provided via a Word or Adobe PDF document.
- If the recommender needs reasonable accommodations please contact [email protected].
Search Committee
The search committee will render a decision after a thorough review of all applicants in the pool, interviewing the best qualified candidates and reaching a consensus on the proposed selectee. There is no set timeline for a search committee to render a decision unless explicitly stated in the job posting.
Due to the volume of applications, we do not provide the contact information for the search committee chair. However, many searches will list a department contact in the posting that you can contact with questions or you can submit a question or comment via the Contact Us web form.
Evaluators
Logging into Your Account
Employee Policy Specific
No, as a part of the application process when applicants fill out the voluntary disclosure form they are notified that individual level data will not be available to the hiring committee. The Unit Administrator or Committee Manager will be able to provide you with aggregate EEO data as long as there are at least five applicants in the pool.
No, search committee members are barred from writing letters of recommendation for applicants in the pool.
ASR Specific
The committee manager, unit administrator and system administrator.
These are private to you and cannot be seen in ASR screens. Please keep in mind that annotations are discoverable.
Yes.
Yes, let your committee manager (department administrator) know what additional information you would like from your shortlisted candidates. They can reach out to shortlisted candidates via email from within ASR. Be mindful to request the same information from each candidate.
Training Opportunities
Yes, please contact your committee manager or search the ELM learning catalog for “Academic Search and Recruiting - Evaluator Training.” The training is approximately twenty-five minutes.
Committee Managers and Unit Administrators
Access
Have you taken all required trainings necessary for your level of access? Committee Managers need to take Evaluator and Committee Manager Training; Unit Administrators need to take Evaluator, Committee Manager and Administrator training. If you are missing any of the required trainings you will not be granted access until they are completed in ELM. Email [email protected] if you have additional questions.
No, you will only have access to the searches within your department and/or school depending on your level of access.
Applicant Questions/Concerns
Applicants can use our Contact Us form and select applicants to ask questions. That will route them directly to Interfolio help who can assist with any questions about their application.
Editing a Live Post
Yes, you may make minor edits yourself. Minor edits include: adding or deleting evaluators (search committee members), fixing broken hyperlinks; updating the proposed start date, the required materials and application instructions. Your updates should not substantially alter the post. Rank changes, changing a time limited position to a continuous position or vice versa are strongly prohibited. All changes are captured in the system log. Before a post goes live on our career site, the post should be finalized so that edits are rare occurrences.
No, objective rating criteria can only be added to the search during the draft phase. Once a post is live this section cannot be added.
No, forms cannot be edited once the posting is live. You would have to delete the form and create a new form.
Evaluators (Search Committee Members)
If Evaluators can't see the applications for a position, check to make sure:
- They have been added to the search committee
- The position status allows Evaluators to review applications
- The position or application has not been archived
Employee Policy Specific
No, as a part of the application process when applicants fill out the voluntary disclosures form they are notified that individual level data will not be available to the hiring committee. The Unit Administrator will be able to provide you with an aggregate EEO data report as long as there are at least five applicants in the pool.
No, on a standard post a selectee cannot be submitted for affirmative action clearance prior to the posting being an active recruitment for at least thirty (30) full calendar days.
Emailing Applicants
Yes, you can email all the applicants in a search within the ASR system. Refer to the Committee Manager job aid for step-by-step instructions.
No, this is a system wide setting.
End Dates
In the General Notes section of the Internal Notes, indicate the Anticipated End Date. Use this format: 06/30/2022. Only place the date in numerical form in this field.
Multiple Selectees
Yes, you may hire multiple people for one posting.
Yes, you may have multiple selectees who are identified at different times. All standard searches must be open for a minimum of thirty days and a maximum of three hundred sixty-five days (365). After one year any open search must be closed and a new search created.
Position Closing
Positions close at 11:50pm EST on the assigned closing date. The timezone is not currently customizable. The close date and time/timezone are displayed to the applicant.
Third Party Job Boards
The "Apply Now" URL should be provided to 3rd party job boards. When looking at the position, click on Position Actions and select Edit Position to see the URL.