Transcript Department Letters - University of California, Riverside

Department Chair Responsibilities in
the Academic Personnel Review
Process
Fall Quarter 2003
Department Chair Forum
October 23, 2003
Strategy for Prompt File Evaluation
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MOUs between the Chancellor, IEVC, CAP, and
Deans
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Each pledges to process files promptly
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Progress will be monitored centrally
Managing the Review Process
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Role in reviewing files beyond the department, i.e.
auditing for errors of significance
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Department Chair Checklist
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Faculty Checklist
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Time Tracking Tables
Key Elements of the Departmental
Recommendation Letter
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Department must establish and communicate its own
standard on journal quality
Departmental letter should explain reasons behind
minority votes
Negative aspects of the file as well as positive should be
discussed
Do not quote from extramural letters or from selfstatements
Consider using indices such as citation frequency rates,
especially for candidates in later stages of his/her career
(i.e. advancements to Prof VI or Above Scale)
Sample Attributes of a “good”
Departmental Letter
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Clearly identifies the important areas of
research and describes significance
Uses extramural letters to reinforce
identifiers of significant elements of the
research record
Highlights all significant achievements by
candidate
Explains research in non-technical terms
Sample Attributes of a “not so good”
Departmental Letter
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Does not speak to the candidate’s
contribution to research
Relies on extramural comment through a
series of quotations
Does not describe negative aspects of a file
or rebut extramural comments
Merely regurgitates technical aspects of the
candidate’s research
Revisions and Clarification
to the 2003-2004 CALL
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Changes at the Deans level
– All checklists were modified to include a” file tracking table”. Dates
must be noted at each stage of review.
Changes at the Department level
– Department letter has been formatted to include an entry for actual
meeting/vote date as well as letter preparation and revision date
Format Changes
– All references to “appraisal in conjunction with merit” have been
deleted
– A checklist for Department Chairs has been added as Attachment J.
– A reference checklist has been added for individual faculty members.
Chairs are encouraged to share this checklist with departmental
faculty in order to facilitate a candidate’s file preparation and review.