UCD Directives

UC DAVIS: OFFICE OF THE PROVOST

December 15, 1997

DEANS, DIRECTORS AND DEPARTMENT CHAIRS

Re:     Applicant Requests for Access to Records

I am writing to clarify campus policy with regard to requests from
unsuccessful applicants for academic positions for copies of their
application file, including evaluation letters.  Although applicants
generally do not have a right of access to their University files pursuant
to the Academic Personnel Manual Section 160, they do have a right of
access to their files pursuant to the Information Practices Act (Section
1798.38 of the California Civil Code).

The Information Practices Act states that information compiled for the
purpose of determining an individual's qualification for employment must be
disclosed to that individual if requested.  However, if the information was
received with the promise that the identity of the source would be held in
confidence, then the identity of the source may be withheld.

Departments, therefore, should respond to applicants' requests by providing
them with copies of the requested records.  If the requested records
contain information about more than one candidate, then the records should
be redacted so that only information about the individual candidate making
the request is disclosed.  If the department has promised reviewers that
their identity will be kept confidential, then the department may conceal
the identity of the source by the traditional method of redaction or by
providing a comprehensive summary.

Departments should review their procedures for soliciting and/or receiving
letters of evaluation to ensure that they have a method for notifying
reviewers of the campus policy regarding disclosure of applicant files and
that their procedures include a means of promising reviewers that their
identity will be confidential.

Questions regarding this policy may be directed to Linda Bullard at 752-2090.

Harvey Himelfarb
Vice Provost-Academic Planning and Personnel

97-165

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