APPENDIX 9
BIOBIBLIOGRAPHY GUIDELINES

APPENDIX 9: GUIDELINES FOR PREPARATION OF BIOBIBLIOGRAPHY
FORMS IN PERSONNEL ACTIONS

STANDARD FORM

In the interest of clarity and consistency, all faculty should use the computer biobibliography forms produced by their respective divisions. A sample form is attached. The outdated and difficult to read cumulative biobibliography forms still used by some Departments must be abandoned, and faculty should be discouraged from submitting their own, individually designed forms. In particular, individually designed forms which aggregate in one continuous chronological listing all publications (books, articles, book chapters, abstracts, and reviews) and presentations (papers delivered, public lectures, participating in forums) are to be avoided. Reviewers are put to considerable extra work in deciphering the aggregation; an unintended consequence is a failure to highlight major scholarly contributions, which may get lost in an undifferentiated list. If faculty members insist on submitting individually designed forms, they should submit standardized forms as well.

BIBLIOGRAPHIC ENTRIES

In the interest of both clarity and identification, each publication or creative activity listed in the biobibliography form should have a full bibliographic entry. Examples follow:

For a book:
full title, publisher's name, place and date of publication.

For a book chapter:
full title of chapter, editor's name, full title of book, publisher's name, place and date of publication, inclusive page
numbers of the chapter.

For an article:
full title, name of journal, issue or volume number, date, inclusive page numbers of the article.

For a solo exhibition:
full title of exhibit, medium, number of pieces, place and date of exhibit.

For a group exhibition:
full title of exhibit, medium, number of participants, place and date of exhibit.

For a performance:
full title, author or composer, nature of faculty member's participation, place and date of performance.

For a musical recording:
full title, recording label, nature of faculty member's participation, date of recording.

For a Director:
full title, author of work directed, place and date of production.

Film/Video Director:
full title, format, length, exhibition venues and dates.

Performances and exhibitions occurring outside the University must be listed under "Outside Professional Activities," but may
also be listed under "Published Writings and Creative Activities."

IN-PROGRESS WORK

There is concern that from one action to another, biobibliographies may list too much in-progress work that never reaches the publication stage. If in-progress work is, in fact, making no progress or has been abandoned, it should be deleted from the biobibliography. Only those works (such as a chapter or chapters, or a draft) which have actually been submitted to the Department for evaluation and comment as part of the current personnel action should be listed as in-progress. Also, the optional self-statement of the individual faculty member under review and the Department letter should comment on the status of in-progress work listed in the biobibliography. The biobibliography should also indicate to whom the work has been submitted for consideration.

Work which is beyond the conceptual form, but not yet in draft or able to be reviewed, may be discussed in the candidate's optional statement.

Work which is accepted for publication, in press, or contracted for presentation should remain in the "in-progress" section until published or presented. However, these entries should be clearly annotated such that reviewers will be able to distinguish finished works from materials which are truly in progress.

PUBLISHED WORK

When updating their biobibliographies faculty members should, where appropriate, move finished and published work from the in-progress category over to the published category, completing a full bibliographic citation. Care should be taken that the full title of the final published version is correctly stated in the biobibliography entry. Much confusion is created when the original title of an in-progress work remains the one listed in the biobibliography when the actual published title has changed. In instances where in-progress work has been reviewed once by the Department and is reviewed a second time because it has been revised before publication, the nature and extent of the revisions should be clearly indicated in the Department letter and in the candidate's optional statement.

There is some ambiguity about the category published work, and it is anticipated that some ambiguity will remain. This is a gray area in which the campus should remain flexible. For instance, the definition of published work could be extended to include technical reports to a government agency, public corporation publications, and limited circulation working papers. The definition would not normally extend to conference papers circulated in the form of mimeograph or xerox copies.

In instances where there are two or more authors for a publication, the Department must discuss the nature of the candidate's contribution in the Department letter, and the candidate is encouraged to describe their contribution in the candidate's optional statement.

All publications submitted to the department must be numbered and asterisked on the biobibliography. Forwarded items should be indicated with the letter "F." A candidate must also indicate whether the item was previously submitted, and if it was, explain when and in what form.

It is the candidate's responsibility to ensure that these notations are made. These notations provide a record of what publications were reviewed by the Department and/or forwarded to the division. Numbering makes it easy for those who will be reviewing the file to match submitted publications with those listed on the biobibliography.

OUTSIDE PROFESSIONAL ACTIVITIES

Outside professional activities should be grouped together in a separate section of the biobibliography. The type of information to be noted in this section may be activities in academic specialties, whether compensated or uncompensated, which involve agencies other than the University or programs not administered through the University. Faculty may augment their entries in this section by attaching their Annual Report of Report on Conflict of commitment and Outside Activities, if they so desire.

Typical examples of outside professional activities may include:

* serving on a committee, panel, or commission established by a federal, state, local, foreign, or international governmental
agency;

* accepting a commission for a musical, dramatic, dance, or other artistic performance or event not sponsored by the University;

* serving as a committee member or an officer of a professional or scholarly society,

* acting in an editorial capacity for a professional journal;

* presenting invited lectures or papers at scholarly colloquia and conferences

* or service activities related to the improvement of elementary and secondary education, if these improvement activities are
not administered through the University. If these same activities are under the aegis of the University, they may be
more appropriately listed on the biobibliography as University service.

TEACHING

The faculty member should provide a clear listing by academic year of all courses taught, showing course number, name of the course, number of students enrolled, and whether co-taught. Tutorials and independent studies should be listed as well as postdoctoral and graduate students supervised and completion date of degree. Those courses for which evaluations are reviewed or forwarded during a personnel action should be clearly marked with an asterisk * (reviewed by Department) and/or a letter F (forwarded to the division). In addition, the faculty member should indicate any course relief received through award or by other means, under the quarter it was received.

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SAMPLE

Cumulative Biobibliography
University of California, Santa Cruz
(date)

Name
Title
Department/College

Signature indicates the following information has been reviewed for accuracy and biobibliography information ___may ___may not be released to the public.

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EMPLOYMENT
list most recent first:

EDUCATION

PROFESSIONAL COMPETENCE AND ACTIVITY
Memberships In Honorary Societies, Honors, Awards, Grants

WRITINGS AND CREATIVE ACTIVITIES IN PROGRESS

All writings and creative activities should be coded in the left margin as follows: * (Reviewed by Department); F (Forwarded to the division). Those items forwarded to the division should also be numbered on the biobibliography with the corresponding numbers also written on the submitted items.

List only those works which have actually been submitted to the Department for evaluation as part of the current personnel action.

Books and Monographs
Edited Books
Articles
Revisions
Creative Activities
Other

PUBLISHED WRITINGS AND CREATIVE ACTIVITIES
(include full bibliographic entry)

Books and Monographs
Edited Books
Articles in Professional Journals
Chapters in Books
Performances
Director
Film/Video Director
Exhibition
Musical Recording

UNIVERSITY SERVICE
(activities which involve agencies of the University)

Department
College
Division
Academic Senate
Office of the President
Other (include activities related to the improvement of
elementary and secondary education)

OUTSIDE PROFESSIONAL ACTIVITIES

(activities in academic specialties, whether compensated or uncompensated, which involve agencies other than the University, or programs not administered through the University). Evidence submitted may include a copy of "Annual Report(s) on Conflict of Commitment and Outside Activities of Faculty Members."
(see CAPPM 012.025).

OTHER

TEACHING

All teaching evaluations from the current review period should be coded in the left margin as follows: * (Reviewed by Department); F (Forwarded to the division).

1. List all Ph.D. candidates who have received their degrees (those who have officially completed all Ph.D. requirements
including a signed and accepted dissertation during the review period). Include employment positions obtained by
your doctoral students.

2. List all Ph.D. students advanced to candidacy (in progress) during this period.

3. List other Ph.D. students supervised.

4. List Master's degree students.

5. List Postdoctoral scholars supervised.

6. List other evidence of teaching activities and quality. Include such items as preparation of laboratory experiments
or manuals, audio-visual aids, educational computer programs, supervision of educational extra-curricular student
activities, and awards received during the review period.

7. List all courses, including tutorials and independent studies. Include concurrently enrolled students in
enrollment numbers. Indicate any course relief and quarter received.

BIOBIBLIOGRAPHY PRIVACY NOTICE

The State of California Information Practices Act of 1977 (effective July 1, 1978) requires the University to provide the following information to individuals who are asked to supply information about themselves:

The principal reason for requesting the information on this form is for purposes of academic personnel administration and University public relations. University policy authorizes maintenance of this information. For academic personnel administrative purposes, furnishing all information on this form is mandatory and failure to provide it may result in denial of the action for which you are completing the form.

With your permission, information on education, honors, awards, and/or publications may be used for University public relations purposes and therefore may be released to the public.

Individuals have the right to review their own records in accordance with Academic Personnel Manual Section 160. Information on this policy can be obtained from campus or Office of the President Academic Personnel Offices.

Retention period:

UCSC- APO: 7/02