1. There are two ways to log into the RPT system:
   1. Via the email you received stating a case is ready for review
   1. Visiting Interfolio@Illinois and clicking Login to Interfolio in the middle of the page
2. Click on Partner Institution.
3. In the search box type University of Illinois Urbana-Champaign and click Sign In.
4. Log in using your NetID and Password – you will go through the Authenticate process
5. On the next screen click on the Illinois logo
6. On your home page, navigate to your assigned cases from the menu on the left-hand side of the page by clicking Cases.
7. Select the name of the candidate you would like to review. Note the Required Documents icon underneath the candidate’s name, which indicates you are responsible for completing items for this case.
8. Review the Case Materials page to view the candidate’s packet of submitted documents. In order to prevent further editing by the candidate while materials are under review by the department, make sure the sections in review are locked, meaning you should see Unlock in those sections. You can also review the internal case sections by scrolling below the candidate’s packet.
9. The Case Materials page is the default landing page when you enter a case. A committee manager can also add updated files from a candidate. Please note that files can NOT be deleted. Again you will see an icon under the internal sections stating ‘You are asked to submit required items as part of this case’.
10. To view a candidate’s packet in its entirety, navigate to click on Read Case near the top right of the page.
11.  To view documents in a particular section, select the section name on the left to expand the items within the candidate’s packet. Select each document title to view. Once done reviewing, click Return to Case at the top right of the page.

For guidance on completing the following internal sections: tenure code; academic activities, percentage of time; ICES scores; internal evaluations; sample letters to external evaluators; qualifications of external evaluators; letter documenting role in collaborative research; addendum (when applicable) and letters in other circumstances.

(This applies to committee managers at the department or school level who are responsible for reviewing and completing items at the first administrative review step.)

1. Click on Case Details at the top of the page. Note the number next to case details that alert you to the number of items that must be completed at this step, before a case can be moved forward.
2. Review the Case Details page to view the instructions, required items, and committee members.
3. The required items are as follows:
   1. Department or School (if the school reports directly to the college or is a standalone unit)
      1. These items will be completed at the first administrative review step on each case:
         • Tenure Code Form
         • Academic Activities, Percentage of Time Form
         • ICES Scores – upload
         • Qualifications of External Evaluators – upload
         • Sample Letter(s) to External Evaluators – upload
      2. These items will be completed at the final administrative review step on each case:
         • Special Comments by the Unit Executive Officer
         • Department/School P+T Committee Votes
   2. School (if the candidate’s department is part of a school within a college)
      1. These items will be completed at the final administrative review step on each case:
         • Special Comments by the Director
         • School P+T Committee Votes
   3. College
      1. These items will be completed at the final administrative review step on each case:
         • Special Comments by the Dean (only if needed)
         • College P+T Committee Votes
4. Committee managers can complete the required items by the following:
5. Documents: Case Details → Required Items → Documents
   1. Upload documents by selecting Add in corresponding sections
6. Forms: Case Details → Required Items → Forms
   1. Click on Fill Out Form to complete
7. Please note this quirk in the RPT system: by default, all Committee Managers are required to complete both department forms; if only one Committee Manager completes a form, the case will not be forwardable to the next step in the review process UNLESS the second Committee Manager is relieved of the requirement. To omit the second Committee Manager of this requirement, the first Committee Manager who will be completing and submitting a department form should do the following:
8. Select “Manage Respondents”
9. Once inside “Manage Respondents,” the Committee Manager should select “Omit Requirement” next to the other Committee Manager’s name. The second Committee Manager will no longer be required to complete the same form, thereby allowing the case to be moved to the next step of the review process.
10. If you wish to email the committee about a specific case, you can do so directly in the RPT system by using the Email button on the Case Details page in the Committee Members section.
11. This function can be used to notify reviewers that all documents have been uploaded or to simply share a specific note about a case.
12. Once all the required items have been completed the case can be moved forward to the next step in the process which is the department/school P+T committee review.
13. To move the case forward click on Send Case at the top right of the page.
14. Select Forward to Department/School – P+T Committee Review.
15. A screen will appear titled Send Case Forward. The screen will let you know that once the case is moved forward one group will no longer have access to the case and another group will be granted access.
16. If you’d like to send a message to the next group that will be reviewing the case, add a check mark in the box by Send a message to the reviewers gaining access. A subject field and message field will appear for you to complete. You can click on Preview at the bottom left of the screen to view the message. If you do not wish to include a message, simply uncheck the box.
17. When finished, click Continue. The message has now been sent.

(only applies to committee managers at the department/school level)

1. Once inside a candidate’s case, click on Case Materials at the top.
2. Scroll down the page to the Internal Sections. Navigate to External Evaluations and click on Request Evaluation to the right.
3. In the External Evaluator Information section, enter the evaluators first name, last name, and email address.
4. If you wish to send multiple requests at one time, simply click on Add Another Evaluator and enter their information. Continuing adding as many evaluators as you wish.
5. Once you’ve completed adding evaluators information, scroll down to the Message to Evaluator section.
6. You can change the From Field to include your name, or department, or any other information you wish.
7. In the Reply-to field, enter the address that should get the notification when an evaluation has been submitted or declined.
8. Next, in the Subject field add a subject message.
9. In the Message area include the written request for evaluation to the evaluators. If using the external reviewer template from the provost office website, you can update that message and copy and paste it into this section.
10. If you are sending the message to multiple evaluators at the same time, a box will appear under the message section titled Help with Messaging. The box provides information about using a formula to personalize the messages that are being sent out (i.e. Evaluator First Name or Last Name).
11. At the bottom of the Message section you can click on Preview Email to view the message in the format that the evaluator will receive it. When done reviewing simply click on the X in the top right corner to close that preview screen.
12. In the Files section, click on Add Files.
13. On the next screen, put a check mark in the box next to the items you would like to grant evaluators access to. If you want to select all items at once, place a check mark in the box to the left of Name at the top.
14. Once you’ve selected the files to share, click on Add Files. Note that items will now appear in the Files section.
15. Next, scroll down to the Response Settings section.
16. Click on the calendar icon and select a deadline date. Please note that after this date has passed an evaluator will no longer have access to review materials or submit an evaluation.
17. In the next section, Can the evaluator submit additional files, you can allow the evaluator to submit additional files such as a CV or their bio. If you do not wish for them to add additional files please select No. Please Note: if an external evaluator submits additional files, those files will be viewable not only to committee managers but also committee members.
18. In the Access section, please make sure that Administrators & Entire Committee are selected. This ensures that everyone reviewing the candidate’s case moving forward will have access to view the external evaluations.
19. Once all the fields have been completed and your message to the evaluators is final, click on Send Request. A green notification box will appear in the bottom left of the screen to let you know the request has been sent.

Coming soon!

Please review the video on the RPT System Tutorial for Committee Managers page!

Completing the EO Statement, Entering Committee Votes, and Moving a Case Forward

(This applies to all committee managers at the department, school, college, and campus levels.)

Once a case has been reviewed by the P+T committee and has been moved to the FINAL administrative review step, the EO statement and committee votes will need to be entered.

1. To open a case from your case listing in the RPT system, click on the candidate’s name.
2. Click on Case Details at the top of the page. Note the number next to case details that alerts you to the number of items that must be completed at this step, before a case can be moved forward.
3. Scroll down to the Required Items section.
4. There are two items to complete at the Final Administrative Review step: Special Comments by the Executive Officer and Votes – Department Committee.
5. To complete the department committee votes, click on Fill Out Form to the right of that item.
6. On the next screen you will complete the following items on the form:
   1. select the department name for the committee from the drop-down menu;
   1. enter the number of FOR votes;
   1. enter the number of AGAINST votes;
   1. enter the number of RECUSALS (if non, enter ‘0’); and
   1. if any recusals, enter the reason in the box under Please explain any recusals.
7. Once all the boxes have been completed, click Submit Form at the bottom of the page.
8. A Confirm box will appear at the top of the screen. Click Yes to complete the submission.
9. To complete the Special Comments by the Executive Officer, click on Fill Out Form to the right of that item.
10. On the next screen you select the department name for the EO from the drop-down menu.
11. In the Special Comments by the Executive Officer section, the EO will enter their statement in the box provided. *PLEASE NOTE the 8000 character limit in the box.
12. Once both items have been completed, click on Submit Form at the bottom of the page.
13. A Confirm box will appear at the top of the screen. Click Yes to complete the submission.
14. Once both required items have been completed, the case can be moved forward to the next review step.
15. Click on Send Case at the top right of the page and select Forward to.
16. Type a message in the Subject line.
17. If you would like to change the message in the Message box please feel free to do so.
18. When the message is complete, click on Continue at the bottom right of the page. The case has now be moved forward to the individuals at the next review step.