CHECKLIST TO ASSURE FAIRNESS
 
Name of Candidate:
Division:
 Department or Unit:
Type of Action:
Review Period:
 Effective Date:
      Candidate's initials indicate that these obligations have been fulfilled in her/his current academic personnel review. Make annotations as necessary. Signatures of both Candidate and Unit Head are required.
       
      BEFORE THE REVIEW FILE IS ASSEMBLED:
1. ______ ______ The Candidate was notified of the impending action, informed about the entire review process, and made aware of APM 210, CAPM 410.220and CAPM 200.160 and other appropriate sections as shown on Page 1a.
2. ______ ______ The Candidate was made aware that timeliness in submitting narrative evaluations will be considered by all review agencies (applicable to teaching title reviews).
3. ______ ______ The Candidate was made aware that past personnel actions may be viewed during the current review process.
4. ______ ______ The Candidate was made aware that copies of publications (evidence of research and creative work) submitted to the department may be forwarded for review by all review agencies with any action.
5. ______ ______ Candidate was asked to provide the following information as appropriate. Check those items Candidate actually provided and include in file. Submit to Department no later than first day of fall quarter. (Departments may set an earlier deadline.)
  a. ______ Updated Cumulative Biobibliography
  b. ______ Copies of publications/evidence of research and creative work
  c. ______ Copies of manuscripts in progress which Candidate wishes to submit for review
  d. ______ Candidate's Optional Statement
  e. ______ Sabbatical Leave Report (if leave was taken during review period)
  f. ______ Unsolicited material (other information which the Candidate wishes to have included in the review file)
  g. ______ Names of persons (external and internal) suggested by Candidate to be solicited for letters of evaluation. Include brief comments on the academic standing of each proposed reviewer and relationship, if any, to Candidate.
  h. ______ Names of persons (external or internal) who, for reasons set forth in writing by the Candidate, might not objectively evaluate the Candidate's qualifications and performance (include in file).
       
      BEFORE THE DEPARTMENT RECOMMENDATION IS DETERMINED:
6. ______ ______ Candidate was provided the opportunity to inspect all NON-CONFIDENTIAL documents to be included in the file.
7. ______ ______ Candidate was provided a redacted copy of the confidential documents which are included in the file. Include a copy of the redaction with the original file.
8. ______ ______ Candidate was given the opportunity to submit a written statement in response to or commenting upon material in the file within ten (10) working days from receipt of redaction. Response due by_______________ (date).
8.a ______ ______ Candidate declines to submit a written statement. APM 220-80d.
9. ______ ______ Candidate's written statement, if any, must be included in the file.
       
      AFTER THE DEPARTMENT RECOMMENDATION IS DETERMINED:
10. ____ ____ The Candidate was given a copy of the Department letter.
11. ____ ____ Candidate was given the opportunity to submit a written comment on the Department recommendation. Candidate has ten (10) working days from receipt of copy in which to respond. Response due by ___________(date).
11.a ____ ____ Candidate declines to submit a written statement. APM 220-80e
12. ____ ____ Candidate's written comment, if any, must be included in the file, and may be submitted to the Department or directly to the Dean. If submitted directly to the Dean, it shall remain confidential from the Department.
       
      NOTE TO CANDIDATE: After the final decision is issued, you may request access to the documents in the review file as specified in CAPM 200.160 . Please contact the Academic Personnel Office or the divisional Academic Human Resources office to request access.

Signature of Candidate:

_______________________________________Date:___________________

Signature of Unit Head:

______________________________________Date: __________________

UCSC-APO:3/04

RIGHTS OF ALL ACADEMIC APPOINTEES IN THE UNIVERSITY

    1. The right that the University maintain records containing information pertaining to individuals only to the extent necessary and relevant for official University purposes.
    2. The right to privacy with respect to such records maintained by the University.
    3. The right to have access to non-confidential documents in such records, and the right to obtain a redacted copy of confidential academic review records.
    4. The right to request corrections of fact or deletions of errors in such records and to make additions to such records.
    5. The right of individuals to contribute meaningfully to the review process in academic personnel actions affecting them.
    6. The right that final administrative decisions concerning appointment, promotion, merit increase, appraisal, reappointment, non-reappointment, and terminal appointment be based solely upon relevant materials contained in individuals' personnel review files.
    7. The right to have safeguards in the academic personnel process, including an effective grievance mechanism, which will provide opportunity for inquiry into alleged procedural improprieties in that process.


The Checklists to Assure Fairness have been designed to ensure these rights are protected.

Appointees in the following series must also be made aware of policy specific to their title series (see Page 1). Specific section references in both the Academic Personnel Manual (APM) and the Campus Policies and Procedures Manual (CAPM) are listed below.
    APM CPPM
  Professor-in-Residence Series 270 510.270
  Acting Professor Series 235 506.235
  Adjunct Professor Series 280 512.280
  Visiting Professor Series 230 504.230
  University Professor Series 260 508.260
  Astronomer Series 220 502.220
  Professional Research Series 310 600.310
  Specialist Series 330 602.330
  Supervisor of Physical Education Series 300 524.300
  Project (e.g., Scientist) 311 601.311
  Lecturer with Security of Employment Series 285 514.285
       

 

UCSC - APO: 3/04