Department Analyst Routing Guide

Department Analyst (formerly called File Preparer) Initializes Case

Once a faculty member has completed entering data in the Achievements section, the Department Analyst should start a case. 

Step 1: Start a Case

Once logged in, you should be on the Cases In Progress page. You will see a list of the faculty members in your department with cases currently in progress. To initiate a new case, click the Start Case button at the top of the screen. You will now see a list of all the Faculty in your unit(s). Under the column Add Case, find the faculty member name and click the New Case button. 

Step 2: Enter Date and Type of Action

A new page will open up. Using the drop down menu for Proposed Case Type, select the action type. Using the calendar Function, select the effective date of the action, which is usually 07/01/yyyy.

Enter the begin and end dates of the Review Period, usually 07/yyyy to 06/yyyy. These dates will be used to create the Candidate Summary which will form the basis for the review. The Candidate Summary (formerly Review Summary) will list the achievements and activities during the Review Period.

STEP 3: COMPLETE THE OVERVIEW TAB

The Overview tab is not accessible to the candidate, faculty reviewer(s), ad hoc chair, or ad hoc member(s).

When a case is initialized, a new page will open up to the overview tab. The overview tab will serve as your launch page for every case. 

The header will auto-populate the effective date of the case, review period, Employee ID, Affiliate ID, CalNet UID, department(s), and a Review Progress bar. The Review Progress bar indicates the current phase of review.

Examine the "Job Appointments" field and ensure the appropriate departments are listed. The correct FTE percentage is required and will not be auto-populated. To change either the department(s) or FTE click the "Change Appointments" link. A new screen will open and you may update the org code and/or FTE percentage, then click the "Update" button.   

Next, complete the "Information" section. In this section you may enter the "Case Action", "Acceleration" or "Deceleration", and "Career Equity Review" if applicable. 

Using the drop down menu you may select the appropriate Department Analyst. Also at this time, you may enter case notes as needed. 

Once you have completed filling out the fields in the Overview tab click the "Save" button located at the top and bottom of the page. 

For competing offers/retentions, please click on the "New Competing Offer/Retention" link. A new page will open. Fill out the "Institution", "Salary Type" (either Academic or Fiscal Year), and the corresponding salary amounts. Click "Save" once you have complete this section. 

You may enter multiple competing offers/retentions.

STEP 4: CHECK THE CANDIDATE SUMMARY

At this time, ensure the Candidate Summary is complete and accurate. At the top of the Candidate Summary you will see a list of categories that will be included in the candidate’s Candidate Summary. Categories will not be listed where there is no data for the review period. For example, if there is no Self-Statement or if there have been no grants, they will not be listed.

If additions or changes are necessary at this time, the Achievements section will need to be updated. To reflect the changes in the Candidate Summary, the case must be refreshed.

Refresh CASE

On the header click the "Refresh Case" button.

A page will open up with the Proposed Case Type, Effective Date of Case, and Review Period begin and end dates already entered. If you need to change any of these fields, i.e. Review Period Dates, do so at this time. Otherwise, select save to refresh the Candidate Summary. Refreshing will bring in any new or modified data from Achievements. Only the Department Analyst can refresh the case and only when the review file is in your queue.

If the case is refreshed the saved fields in the Overview tab will remain. 

Step 5: Approve and Submit to Candidate

Once you have determined that the Candidate Summary is ready for the candidate to certify for completeness and accuracy, it is time to route the review file. Click on the "Approve and Submit to Candidate" button located on the case header.

Note that this “locks” the Candidate Summary and it can’t be changed until the candidate returns it to you.

Routing to the candidate results in an email to the candidate indicating that the Candidate Summary is available for review.

The email also outlines the first part of the fairness safeguard procedures

Candidate Reviews Candidate Summary

The candidate now has two options:

1) Under the Case Overview tab, the candidate can let the Department Analyst know the case needs corrections/additions and will require a refresh of the case (see above). Once the changes have been made, the file will need to be routed back again to the candidate for certification.

2) Under the Case Overview tab, the candidate can let the Department Analyst know the case is complete and ready for departmental review.

Anytime during the departmental review when you send the case back to refresh the Candidate Summary, the case must be routed again to the candidate for approval.

STEP 6: DESIGNATE DEPARTMENTAL REVIEWERS

For each case, you must designate departmental reviewers who will need access to the case. This includes Departmental Ad Hoc Committee members, faculty members (for career reviews), and the designated department chair. Once the candidate has let you know the case is ready for departmental review, you should designate the necessary reviewers.

Under the Reviewers tab, click Edit Reviewers.

From the drop down menu, select the appropriate role. You must select an org unit for each reviewer type. All faculty in the selected org unit will be listed. You may also type the name into the reviewer field to autocomplete. The list includes ladder-rank faculty, Adjuncts, Professors-in-Residence, and Health Sciences Clinical faculty. Check the box next to the faculty member(s) who will be serving in the role you have selected. Click Add Reviewer at bottom of page to save your choices. Note that multiple names can be selected at once. When a reviewer is outside of your department, you may enter their name, however you must assign them a unit that is assigned to the candidate. For example, candidate John Smith is in IB and Chemistry, however, the ad hoc chair Jane Doe is MCB. You must assign Jane Doe to org unit IB or Chemistry.

For certain reviews involving groups of faculty (i.e. Tenure or Promotion), you have the ability to select the categories of Full, Tenured, Emeritus or All Professors. To filter by those that have a role already assigned, click on Has Role button. Select All to remove the filter.

To Remove Reviewers, scroll down to Current Reviewers header and click those in the list you wish to remove.

A Department Designated Chair will be able to view the case once the candidate has given the okay to start the departmental review. However, if you want to let the chair know you are ready for s/he to review a case, go the the Reviewers tab and click on "Request Review," and select the Designated Department Chair role. You may then preview the system-generated email, add any additional text, and submit the request. 

Department Analyst Prepares Case for Reviews

Step 7: Upload External Letters

At this point in the review, External Letters (if any) should be uploaded under the Documents Tab. Documents should be uploaded in two formats—Redacted and Unredacted. For information regarding redaction see APM 160-20-c(4). This would be an appropriate time to upload the Code Key of External Reviewers. You will, however be able to replace it if there are subsequent additions (e.g. new letters or declinations have been received).

The candidate will see only the Redacted versions and all other reviewers will see the Unredacted versions.

Step 8: Open Access to Departmental Reviewers

Under the Reviewer tab, you may open access to your Departmental Ad Hoc Committee chairs, members, and faculty, by selecting the “Request Review” button. Check on the reviewer categories which should have access and hit Save.

Faculty can be provided access up until the file is submitted to the Dean’s Analyst.

An email will be sent to the designated reviewers. Under Reviewers tab you can monitor for how long and to whom the case is available.

Some routing actions will automatically close reviewer access, however you may wish to close access manually. You may do so under the Reviewer tab by clicking "end". 

Step 9: Close Access and Upload Department Ad Hoc Committee Report

When the case has been reviewed by an ad hoc committee, you will need to upload their report.

If your department does not normally have an ad hoc committee for career reviews, upload a statement as a “Redacted Departmental Ad Hoc Report” that indicates that there was no departmental committee.

NOTE: If your department does not reveal the membership of the departmental Ad Hoc Committee to the faculty, you should upload only a redacted version of the ad hoc report at this point of the review. The unredacted version can be uploaded after access has been closed to the faculty, but must be uploaded prior to submitting the case to the dean’s analyst.

Candidate Reviews Report and External Letters

Step 10: OPEN CASE TO CANDIDATE

This step is available only for Career Review cases.

Once the Department Ad Hoc report has been uploaded, you can inform the candidate they need to review the added case material. The candidate must have five working days (seven calendar days) prior to the departmental meeting to review the confidential documents which have been added to the file. These include any redacted external letters and the redacted version of the departmental ad hoc committee report.

Under the case header, route the case to the candidate for review. The candidate will continue to see all the documents available to them, including ones marked Redacted, even after the clock has stopped.

Department Analyst Prepares Case for Department Chair Review

Step 11: Designate Department Chair Reviewer

If you have not done so, you must designate the department chair reviewer now.

You will Request Review under Reviewers tab, which will generate an email to the chair that the file is available for review. The chair will continue to have access to the case throughout the course of the review.

You must upload the departmental recommendation before routing to the Dean’s Analyst.

Step 12: Upload Department Recommendation

After the Department Chair has made his/her recommendation, the candidate is entitled to know the departmental recommendation. The best practice is for the chair to sit down with the candidate, discuss the recommendation, and provide a copy of the letter that will be included in the case. Policy allows the faculty member to receive an oral or written summary of the recommendation or, if they request, a copy of the recommendation.

Upload the Departmental Recommendation under the Documents Tab. Select the type of document from the drop down menu, attach the document using the Browse button, and hit Upload. The document can be any format, but it is recommended that you use a PDF format.

You will also need to enter the salary recommendation under the Salary Recommendation tab. Click the "Update Official Recommendation" tab and enter the salary recommendation. You will also need to sign off on this recommendation before routing the case to the Dean's Analyst. 

Candidate Reviews Department Recommendation

Step 13: Start Candidate REVIEW

After the Department Recommendation has been made and the chair has shared it with the candidate, the candidate has five working days (seven calendar days) to provide a response to the departmental recommendation. Under the Case Overview tab, route the case to the candidate for review.

An email will be sent to the candidate that they have five days (seven calendar days) to respond. .

Department Analyst Prepares Case for Routing to Dean's Analyst

STEP 14: UPLOAD CANDIDATE RESPONSE

At the point the candidate responds, s/he can indicate that they wish to provide a response to the department recommendation. However, the system does not require that there be a document uploaded for the response. If there is no document (you should see it listed under the Documents tab and in the Recommendation Overview tab), you will need to ask the candidate to provide you with a copy of the response for uploading

STEP 15: BYPASS candidate response to department recommendation

In rare circumstances the candidate's response to the department recommendation can be bypassed under case header. If you bypass the candidate, you will need to indicate why.

An example of when you might need to bypass is when a faculty member does not have access to a computer during the review period, but who has indicated to you verbally or via email that they have no response. Or a faculty member has indicated in an email that they are unwilling to respond. In the latter case, any documentation you have should be uploaded as the “Candidate’s Response.” It is necessary to make every effort to get the candidate’s response recorded in the system and your efforts should be clearly documented. 

Step 16: Route to Dean's Analyst

You may now route the case to the Dean’s Office under the Case Overview tab.