Instructions for Sabbatical Packet Preparation and Submission in Interfolio

The Interfolio Review, Promotion and Tenure (RPT) system is designed to streamline the review process and ensure that your materials are submitted securely and efficiently. Please follow the instructions below carefully as you prepare your sabbatical packet for submission via Interfolio.

Packet Template

The sabbatical packet template defines the required sections, narrative prompts, and document uploads that structure your sabbatical case in Interfolio Review, Promotion, and Tenure (RPT). 

Preparing Your Packet

Each sabbatical applicant will be assigned a structured packet template in Interfolio that reflects university policy and process requirements. The template includes:

• Required application prompts (e.g., cover sheet, project description, project's relationship to scholarly agenda, project's benefits, project resources, contingency plan)
• Defined upload sections for supporting documentation
• Required forms or institutional documents
• Standardized section order to ensure consistency across cases

Candidates must follow the organization and prompts within the assigned template. Do not reorganize sections or combine materials in ways that conflict with the template structure.

Begin by compiling your packet materials as described below on your computer and then once you have all materials ready, upload them into Interfolio after you receive email notification that your promotion and/or tenure case is available to you.

Required Submission Materials

Required materials are defined within your assigned packet template in Interfolio and include:

• Application
• Sabbatical proposal
• Curriculum vitae (current and complete)
• Supplemantary materials (optional)
• Report of revious sabbatical leaves (if applicable)

Refer directly to the prompts and upload sections within your template to determine:

• Word/page limits (if applicable)
• Whether materials should be entered into text fields or uploaded as attachments
• Where to place supporting documentation

The template structure in Interfolio determines the official organization of your packet.

Application

In a web-based form within your packet you will copy/paste the following:

1. Brief Title of Sabbatical (to use in documents and repoerts for the Faculty Senate Personnel Committee and Board of Trustees)
2. Brief Non-Technical Statement of the Proposed Activity and its Value (Maximum of 3 lines)
3. Location of Sabbatical
4. Sabbatical Activity Information (where you will be conducting your research during your sabbatical

Sabbatical Proposal

Please use the this Word template (DOCX) to prepare your sabbatical proposal in Times New Roman 12 point font with 1” margins on all four sides of the page to each of the following items by adhering to space limits where indicated. Your responses must be adequate to justify to campus committees and Board of Trustees the expenditure of state funds to support the proposed sabbatical activity.

Formatting Guidelines

Follow the formatting guidance provided within the packet template.

File Format

Submit documents as Word or PDFs.

File Naming

Use clear and consistent file naming that suits your portfolio and discipline. A key goal is to make it easy for reviewers to locate documentation aligned with the activiries and works that you list.

Submitting Your Packet

1. Once you are notified that your case is created, log in to Interfolio using your NIU credentials.
2. Navigate to your case under the "Your Packets" section.
3. Upload all required materials to your packet in the designated sections. When you are ready to upload your materials, click the EDIT button for the associated section of your packet.
4. Review your packet for accuracy and completeness.
5. Submit your packet before the deadline.

Before submitting, carefully review each section of the template to ensure all required prompts have been addressed and required documents uploaded. Incomplete packets may delay review.

Once submitted, you may not be able to modify materials unless the case is returned to you by your department or college. Your case will move through the review process at the departmental, college and university levels.

Review Process Overview

Your case will be reviewed in the following sequence:

1. Departmental Review – Evaluation by department personnel committee and chair/director
2. College Review – Review by the college council and the dean
3. University Review – Review by the faculty senate personnel committee
4. Provost Review – Review by the provost
5. President Review and Final Decision - Review by University President and sent to Board of Trustees for final approval

You will be notified at each stage regarding the status of your case.

Deadlines

Check with your department and college for local deadlines as well as university deadlines listed in Sabbatical Guidelines.

Contact Information for Assistance

For assistance or questions in preparing your sabbatical packet or the status of your case throughout the review process, contact your college Interfolio coordinator.

For detailed policy information, refer to NIU Faculty Senate Bylaws Article 11: Sabbatical Leave Policy and NIU Board of Trustees Regulations Section II: Subsection E. Sabbatical Leave .