Academic Personnel Review Process

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Academic Personnel Review Process
October 7, 2008
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Review Cycle Calendar
Campus Deadlines for the 2008-09 Academic Review
Cycle
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Merit Review Period

• Merit for Assistant Professor
• Review period begins October 1 of year
  prior to last merit received
• Ends September 30 of the year prior to
  effective date

• Last merit was effective July 1, 2007
• Next merit is effective July 1, 2009
• Review Period October 1, 2006 September 30,
  2008

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Mid-Career Appraisal Review Period

• Mid-Career Appraisal for an Assistant Professor
• From initial appointment to UCI to September 30th
  of the fourth year

• Hired on July 1, 2005
• End of Fourth Year June 30, 2009
• Review Period July 1, 2005 September 30, 2008

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Promotion Review Period

• Promotion of an Assistant Professor
• Review period begins from initial appointment as
  Assistant Professor
• Curriculum Vitae Addenda dates are through
  September 30 of the review year

• Initial appointment effective July 1,
  2005
• Promotion to be effective July 1,
  2011
• Review Period includes
  July 1, 2005 September 30, 2010

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Academic Personnel Review Process
Candidate submits information for review
Department makes a recommendation
Department Chair makes an independent
recommendation (optional)
Decides normal merits that have been delegated to
Deans (CAP review waived)
Dean
Dean makes a recommendation on promotions and
non-delegated merits
Academic Personnel reviews dossier for
completeness
Ad hoc review committee (optional). Nominated by
the Council on Academic Personnel approved and
appointed by the Executive Vice Chancellor and
Provost. May be called for promotions,
non-reappointments, advancement to above scale,
major acceleration, and tenured appointments
Council on Academic Personnel (elected by
Academic Senate) makes a recommendation
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Academic Personnel Review Process
Dean makes a recommendation on promotions and
non-delegated merits
Ad hoc review committee (optional). Nominated by
the Council on Academic Personnel approved and
appointed by the Executive Vice Chancellor and
Provost. May be called for promotions,
non-reappointments, advancement to above scale,
major acceleration, and tenured appointments
Academic Personnel reviews dossier for
completeness
Council on Academic Personnel (elected by
Academic Senate) makes a recommendation
If CAPs tentative recommendation differs from
that of the Department or Dean, the appropriate
person/unit is notified in case there if further
information. Copy of notice provided to candidate
Executive Vice Chancellor and Provost or Vice
Provost
Decides appointments, merits, and advancements
If EVC and Provost or Chancellors tentative
decision is different from CAPs recommendation,
CAP will be notified in case there is further
information before a final decision is made.
Recommends to Chancellor on promotions and
non-reappointments
Chancellor
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Academic Personnel Review Process
Candidate submits information for review
Department makes a recommendation
Department Chair makes an independent
recommendation (optional)
Decides normal merits that have been delegated to
Deans (CAP review waived)
Dean
Dean makes a recommendation on promotions and
non-delegated merits
Ad hoc review committee (optional). Nominated by
the Council on Academic Personnel approved and
appointed by the Executive Vice Chancellor and
Provost. May be called for promotions,
non-reappointments, advancement to above scale,
major acceleration, and tenured appointments
Academic Personnel reviews dossier for
completeness
Council on Academic Personnel (elected by
Academic Senate) makes a recommendation
If CAPs tentative recommendation differs from
that of the Department or Dean, the appropriate
person/unit is notified in case there if further
information. Copy of notice provided to candidate
Executive Vice Chancellor and Provost or Vice
Provost
Decides appointments, merits, and advancements
If EVC and Provost or Chancellors tentative
decision is different from CAPs recommendation,
CAP will be notified in case there is further
information before a final decision is made.
Recommends to Chancellor on promotions and
non-reappointments
Chancellor
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Tips

• Use your Chairs Guide (UCI-AP-15) and Chairs
  Resource Guide
• Check that the letter of solicitation requests
  the appropriate information
• Utilize UC reviewers for all Professor, Step VI,
  and Advancement to Above Scale actions
• Provide all referees with the same information
  updated curriculum vitae, publications, etc.
• Solicit letters early beginning of summer
• Watch for publication and other documentation
  cut-off dates (September 30th) on all cases
  EXCEPT promotions to Associate Professor rank.
  In these cases, reviewers will consider all
  evidence up to the final decision
• Identify faculty who wish to postpone promotion
  review and have file ready to forward in
  September, but no later than November 1
• Indicate the proposed action on the Action
  Summary Form based on the departments
  recommendation (action supported by a majority of
  faculty)

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Academic Personnel Online Resources
Academic Review Process Guidelines for the
Review Process to assist Chairs and faculty are
located here.
Academic Review Cycle This section addresses
types of actions and offers guidelines for
compiling the dossier. Details such as time at
step, accelerations, and additional advice are
located here.
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Academic Personnel Online Resources
http//www.ap.uci.edu/Manual_myData.doc
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Websites

• Academic Personnel www.ap.uci.edu
• UCI Advance Program http//advance.uci.edu/
• Family Friendly Programs http//www.ap.uci.edu/p
  rograms/famfriendly.html
• Office of Equal Opportunity and Diversity (OEOD)
  www.eod.uci.edu
• RECRUIT https//recruit.ap.uci.edu
• MyDATA http//www.ap.uci.edu/Manual_myData.doc
• UCI Academic employment website
  www.eod.uci.edu/ads
• Higher Education Resource Center (HERC)
  www.socalherc.org
• Inside Higher Ed www.InsideHigherEd.com
• Presidents Postdoctoral Fellowship Program
  www.ucop.edu/acadadv/ppfp/welcome.html
• Mortgage Origination Program Loans (MOP)
  www.ucop.edu/facil/olp
• Irvine Campus Housing Authority (ICHA)
  www.icha.uci.edu

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ProfessorScott BollensCAP CHAIR
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What are common mistakes or tactical errors made
in dossier preparation? (Excerpt from CAP FAQs
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• The department does not appear to have examined
  the work at first hand and fails to provide full
  and independent analysis of the candidate's
  contribution.
• External letters (which CAP reviewers do
  carefully read for themselves) are quoted at
  length in lieu of independent departmental
  analysis and evaluation of the work of the
  faculty member.
• The department does not explain such things as
  the candidate's contribution in collaborative
  work or assess it independently.
• The department does not indicate the quality of
  the publishing media or performance venues.
• The department fails to identify clearly what
  work has been accomplished within the specific
  review period.
• The department selects outside referees whose
  opinion carries less weight than that of
  professors at our peer universities.

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Additional comments from CAP Chair

• The file needs to contain sufficient number of
  department-nominated external letters on tenure
  and promotion cases.
• 4-6 department-nominated letters provide a good
  analytical base.
• Try to avoid the appearance of conflict of
  interest in internal letters, especially
  department ad hoc letter and chairs letter. Try
  to avoid having these letters written or
  co-written by collaborators with the candidate
  during the preceding four years.
• CAP seeks to balance two goalsefficiency of
  process and integrity of review.

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Thank you for coming!