Changes in Academic Personnel Documentation for Spring Quarter Department Chair Forum

1. Elizabeth LordVice Provost for Academic Personnel Spring Quarter Department Chair Forum May 25, 2007

2. Call Changes • Overall The CALL will be an electronic document much like the Hiring Toolkit. It will also be available in a document format with hyperlinks. Any areas of redundancy have been removed, as have any direct quotes taken from the APM or other source. Instead, links have been placed in the document so that readers can go directly to that source. • Instructions for non-senate academics has been removed (i.e. Academic Administrators, Coordinators etc.). They will have a separate CALL.

3. Call Changes • Schedule of Due Dates – page 1 • Has been adjusted so that only Promotions to Tenure have action specific due dates. All other actions will be combined in the total expected by a department and college. • Due dates will be staggered so that 25% of all files will be due to the Dean in Nov., 25% will be due in Dec., 25% will be due in Jan. and the final 25% due in Feb. Due dates to APO have been adjusted accordingly. • File cut-off dates have been modified to accommodate the e-file system. Cut-off date will now be September 30.

4. Call Changes • By-Law 55 & Departmental Voting – page 3 • Link to the Bylaw has been inserted instead of quoting the Bylaw in the CALL. • Due date for submission of departmental voting policies has been established (Oct 15 or before first meeting). • Language has been included to explain that departments need not re-vote on voting policies every year.

5. Call Changes • Review Criteria – page 4-5 Added language relating to diversity and graduate student instruction: In teaching, "clearly demonstrated evidence of high quality in teaching is an essential criterion for appointment, advancement, or promotion." Attention may be given to the role of the candidate and the candidate’s field in attracting high caliber graduate students to the campus. The University of California is committed to excellence and equity in every facet of its mission. Teaching, research, professional and public service contributions that promote diversity and equal opportunity are to be encouraged and given recognition in the evaluation of the candidate’s qualifications. See APM 210-1-d

6. Call Changes • Procedures During Departmental Review – page 6 & page 11 Added language which states that any rank/step requested by the candidate must be voted on: “All ranks/steps requested by the candidate must be considered and voted upon by the voting members of the department.” • Procedures After Departmental Recommendation is Determined – page 7 and page 18 Clarified the process for notifying voting faculty of a candidate’s response to the department letter: “If addressed to the Chair it will be added to the department's copy of the file and will proceed with the forwarded file through the review process. The Chair must make the document known and available to departmental faculty members eligible to vote on the case. Department faculty may not comment on a response to the department letter.“

7. Call Changes • Ad Hocs (Senate) – page 15 Promotion to tenure ad hocs may now be 3 or 4 Members. • Departmental Ad hoc reports – page 15 Added text advising departments that if they use internal ad hocs, they must develop procedures, keeping in mind that internal ad hoc reports are not part of the file and may not be forwarded.

8. Call Changes • Current Bibliography – page 16 - 17 Categories and status has been clarified with additional language added as follows: • The current bibliography will be forwarded with each file. • Conference proceedings that subsequently appear as journal articles should be so noted. • The citation listing should indicate whether the item will appear exclusively as an electronic publication, or whether it will also appear in print • Submitted items should not be counted in the review nor discussed in the department letter except briefly.

9. Call Changes • Department Letter – page 20 Added language in the evaluation of teaching section: (i) The role of the candidate in the graduate and undergraduate instructional program including such items as the amount, variety and difficulty of the teaching assignments and the preparation and attention given by the candidate to his/her teaching responsibilities. Make reference to teaching load data form. (ii) Out‑of‑class teaching and advising at both the graduate and undergraduate levels (careful thought should be given to the advising role of each candidate): directed research, special studies, help given to students, office hours with students, contributions to the teaching of other faculty, etc. (iii) Graduate student supervision and advising: PhDs, Masters, committees, post‑doctoral, and Graduate Research Assistant supervision. Attention may be given to the role of the candidate and the candidate’s field in attracting high caliber graduate students to the campus.

10. Call Changes • Difference List – page 21-22 • Added language to emphasize that submitted items are not “counted”. • Excluded abstracts and reports from requiring contribution statements. • Added a header to the Diff List to state the review period at the top of the document. • Grant Activity – page 23 • Candidates are asked to list the specific dollar amount (or approximation) they get if a multiply awarded grant has a sub-contract.

11. Call Changes • Letters from other Departments/Programs/Institutes/Centers – page 24 • Letter length has been increased from one page to two pages. • Minority Reports – page 24 • Names of extramural referees, eligible voters, and students must not be disclosed in minority reports

12. Call Changes • Student Evaluations of Teaching – page 26 Teaching Load Data Form – page 26 • Added language to ask that dept letters be more explicit in discussing the role of the candidate on graduate committees • In addition, the TLD and checklists will now include only those courses evaluated since last advance • Attachments • Procedural Safeguard Statement has been modified as have checklists.