CHECKLIST TO ASSURE FAIRNESS (UNIT 18 TITLES)

 UNIVERSITY OF CALIFORNIA, SANTA CRUZ
Academic Personnel Office
Use for all reviews except those with confidential material in the review file (e.g., Excellence Review)
Name:
 Division:
Dept/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 PERSONNEL REVIEW FILE IS ASSEMBLED:

  Candidate
initials 		Date  
1. _______ _______ Candidate was notified by the Department Chair/Unit Head or designee of the purpose, timing, criteria and procedures for evaluation.
2. _______ _______ Candidate was made aware that timeliness in submitting narrative evaluations will be considered by all review agencies.
3. _______ _______ Candidate was made aware that past personnel actions may be viewed during the current review process.
4. _______ _______ Candidate was asked to provide the following information as appropriate. Submit to department according to department’s deadline. Check those items Candidate actually provided.
  a. _______ Updated Curriculum Vitae or Cumulative Biobibliography with current home address.
  b. _______ Statement of pedagogical philosophy and goals (optional)
  c. _______ Syllabi, reading lists, tests, instructional handouts
  d. _______ Other information which the Candidate wishes to have included in the review file (optional)
  e. _______ Names of persons who, for reasons set forth in writing by the Candidate, might not objectively evaluate the Candidate's qualifications and performance (optional, but if provided, must be included in file)

BEFORE THE DEPARTMENT/UNIT RECOMMENDATION IS DETERMINED:

5. _______ _______ Candidate was provided the opportunity to inspect all NON-CONFIDENTIAL documents to be included in the file.
6. _______ _______ Candidate was given the opportunity to submit a written statement in response to or commenting upon material in the file within five (5) working days from receipt or inspection of non-confidential documents. Response due by ______(date).
6a. _______ _______ Candidate declines to submit a written statement.
7. _______ _______ Candidate's written statement, if any, must be included in the file.

AFTER THE DEPARTMENT/UNIT RECOMMENDATION IS DETERMINED:

8. _______ _______ Candidate was given a copy of the department/unit assessment/letter.
9. _______ _______ Candidate was given the opportunity to submit a written comment on the department/unit recommendation. Candidate has five (5) working days from receipt of copy in which to respond. Response due by _______ (date).
10. _______ _______ Candidate declines to submit a written statement.
11. _______ _______ Candidate's written statement, if any, must be included in the file, and may be submitted to the department/unit or directly to the dean. If submitted directly to the dean, it shall remain confidential from the department/unit.

____________________________________ _____ ____________________________________ _____
Signature of Candidate Date Signature of Unit Head Date
UCSC-APO: 4/04

RIGHTS OF ALL ACADEMIC APPOINTEES IN THE UNIVERSITY

The Checklists to Assure Fairness have been designed to ensure the following rights are protected:

  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.