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UC DAVIS: OFFICE OF THE PROVOST June 13, 2000 DEANS, DIRECTORS, AND DEPARTMENT CHAIRPERSONS: RE: Annual Call for Merit Increases and Promotions for Academic Personnel, Effective July 1, 2001, and for Appraisals during 2000-2001 The "Annual Call" for appraisals, merit increases, and promotions has been used to highlight additions and changes in the personnel process and to help individuals preparing files for advancement interpret and implement those changes. (Also available on the web at http://provost.ucdavis.edu/anncall/default.htm. For information on Delegations of Authority see: http://provost.ucdavis.edu/academicpersonnel/delegations/index.cfm In response to the "Report of the Universitywide Task Force on Faculty Rewards," the Provost's Office and the Davis Division of the Academic Senate have adopted a flexible approach to academic personnel actions on the Davis campus that calls for a balanced evaluation of teaching, research, and service in the personnel review process. The Davis campus is dedicated to flexibility in applying the standards of review in merit actions to reward demonstrable achievement in research, teaching, and/or service. In addition to systemwide changes, this year's call reflects our local efforts to make the personnel process more efficient and more effective. We would like to call special attention to the following sections: 1. Extramural Letters - Departments need to include in the file a list of the extramural reviewers, noting which were nominated by the candidate and which were nominated by the department. In addition, departments need to indicate the reviewers' academic title, expertise, and other credentials if they are not obvious from the letter. 2. Access to Records (see section II-G-4, II-H)- Candidates must be granted access to redactions of extramural letters and to the entire departmental letter prior to the dossier being forwarded to the dean's office. Candidates for promotion to Associate Professor will be provided with the comments of all reviewing bodies if they are given a "preliminary assessment" of their file. All other candidates will be given comments of reviewing bodies after the review process is complete. To certify that candidates have received comments from reviewers, a certification form needs to be signed by the candidate and forwarded through the dean's office to the Vice Provost--Academic Personnel. (See Attachment #6) 3. Peer Evaluations of Teaching (see section III-B-3) are mandatory in promotion reviews. Please refer to APM 210 for additional information on peer evaluations and to the Committee on Academic Personnel's (CAP) Web page, http://provost.ucdavis.edu/CAP, for specific suggestions about ways to evaluate teaching. Promotion reviews not containing peer evaluation will be returned to departments through respective deans' offices. 4. Academic Federation Titles Supplemental guidelines are provided to clarify the process for candidates in all Academic Federation titles. This supplement will be sent to deans for distribution to departments as appropriate. The Academic Federation supplement to the Annual Call includes general information pertinent to Academic Federation faculty, a time line for receipt of reviews in the Office of the Provost, and information relevant to specific series, with appropriate policies and checklists of required or optional materials. 5. Five-Year Reviews See Attachment #7 for guidelines on Five-Year Reviews. 6. Priority Scores - Eliminated in 1999-2000. 7. Associate Professor, Step IV and V - Review of all Associate Professors, Step IV and V, is required by CAP. See pages 8 and 9. 8. Department Chair Reviews See pages 15 and 16. - We call special attention to the following: "In particular, documented effective service as chair can compensate for reduced research activity for one merit cycle." Also please note that the review file of a chair should contain "a separate section which carefully evaluates the individual's performance as chair. The evaluation should reflect broad consultation with the faculty in the unit. It should contain an assessment of the quality of an individual's judgment, leadership, planning, and management skills, following the guidelines for the evaluation of department chairs (see Attachment #2)." The following deadlines have been established for arrival of files in the Office of the Vice Provost--Academic Personnel. These deadlines have been established to allow departments and deans' offices time to review promotion files in the fall. Requests for extramural letters should be requested well before the fall quarter to assure their timely arrival. Given that the deadline for promotions is now later in the academic year, it is expected that all files will arrive on time. Chairs and deans should be aware that candidates are disadvantaged in a variety of ways if their files are not forwarded on time. November 13 - Recommendations for promotion to Associate and Full Professor (or equivalent titles) December 4 - Recommendations for merit increases to Professor, Step VI and above scale (and equivalent titles) and merit increases to Associate Professor, Step IV and V December 18 - Recommendations for merit increases (accelerated, Professor VII, VIII, IX and equivalent titles, department chairs, Assistant Deans and Associate Deans) due in the Office of the Provost February 5 - Recommendations for merit increases and promotions for Academic Administrators, Academic Coordinators, and Continuing Education Specialists due in the Office of the Provost March 6 - Recommendations for merit increases and promotions for Librarian titles (including Law Librarian and Assistant, Associate University Librarian) due in the Office of the Provost April 16 - Appraisals due in the Office of the Provost from the deans' offices In keeping with the Timeliness Policy outlined in 1992, the following practices have been established to benefit everyone.
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