1. CASE CREATION
Once you have completed entering data in the Achievements database, you should notify the Departmental Analyst that it is time to Start a Case. This creates the Candidate Summary (a compilation of your Achievements during the review period). The Departmental Analyst will make an initial check to make sure that the data looks complete and accurate and that all the necessary documents have been included. If everything is in order s/he will route the case to you. You will receive an email that the case materials are ready for your review.
2. LOGGING IN
Log in at APBears, using your CalNet ID. Upon login, you will be taken to your own Achievements page.
3. CASES IN PROGRESS
To access your case, click on the Cases button in the top navigation bar. You will see a list of cases to which you have access. Click on "View" in the left column. This takes you to the "Candidate Summary" tab within the case. From there you may navigate to other tabs to review all the case material.
4. CASE HEADER
The case header will display the effective date of the case, review period, department(s), and a Review Progress bar. The Review Progress bar indicates the current phase of review. You should navigate through the different tabs to review the case material. These tabs include: Candidate Summary, Recommendation Overview, and Routing Log.
5. CANDIDATE SUMMARY
The Candidate Summary includes all of your achievements and activities during the review period. At the top is a summary of the sections where there is data. If you have no data in a category, i.e. the Self-Statement, it will not be listed. By clicking on any of the items, it will take you to that section in the Candidate Summary. Documents you provided for inclusion in the review, such as the CV, Self-Statement, etc., can be found under the Review Documents section at the end of the Candidate Summary.
6. RECOMMENDATION OVERVIEW
Under the Recommendation Overview tab, you will find case documents such as the departmental ad hoc report (if any), the candidate’s response to the review materials, the departmental recommendation, etc. You will only see documents generated at the departmental level and not documents added subsequently by campus reviewers. You will have access to these documents at a later time. You will also see the departmental salary recommendation under this tab.
7. ROUTING LOG
Under the Routing Log tab, there is a chronology of the actions taken, by whom, and the dates. This Routing Log will be available to you, the department chair, and the Departmental Analyst throughout the review process.
8. CHECKING THE CANDIDATE SUMMARY
It is your responsibility to look over the Candidate Summary for accuracy and completeness. You should see all of the activities and achievements for the review period that you would expect to see. You will see that data has been imported for Courses Taught, Graduate Student Mentoring, and Grants.
9. REFRESHING THE CANDIDATE SUMMARY
If there are errors requiring correction or you need to add or delete information, the case must be returned to the Departmental Analyst to Refresh the Candidate Summary. First, you should make your corrections/additions in the Achievements section. Once these changes have been made, you should return the case to the Departmental Analyst using the routing options under the Case Overview tab. You should also communicate with the Departmental Analyst offline about any issues or concerns.
10. READY FOR DEPARTMENTAL REVIEW
Once you are satisfied that the Candidate Summary is complete and accurate, you need to submit the case to the Departmental Analyst to begin the departmental review. Select the routing button located in the case header to approve or reject the candidat summary. Please note that at this time you are certifying that you have been afforded your rights as defined by policy called the Fairness Safeguard.
Once the departmental review begins, you are no longer able to revise the Candidate Summary.
DEPARTMENT AD HOC REVIEW COMMITTEE (IF ANY) DELIBERATES
11. RESPONSE TO CONFIDENTIAL MATERIALS
When the departmental ad hoc review committee (if any) submits its report, you should be advised of the recommendation, either orally or in writing, usually by receiving a redacted copy of the report. You will also be provided access to redacted copies of all the Extramural Letters received to date. You will receive an email that the file is ready for your review and will be provided with a minimum of five working days (seven calendar days) prior to the faculty meeting to respond to these confidential materials. You are once again certifying that you have had access to all the documents contained in your review file. You can elect not to respond or to respond in writing. If the latter, you can either upload your response in the space provided or give your response to the Departmental Analyst for uploading on your behalf.
DEPARTMENTAL REVIEW PROCEEDS (FACULTY DISCUSSION AND VOTE)
12. RESPONSE TO DEPARTMENTAL RECOMMENDATION
When the departmental recommendation has been formed, you should be advised of the recommendation, either orally or in writing, usually by receiving a copy of the letter. You will receive an email that the file is ready for a final review and be provided another five working days (seven calendar days) to respond to the departmental recommendation. You are once again certifying that you have had access to all the documents contained in your review file. You can elect not to respond or to respond in writing. If you chose the latter, you can either upload your response in the space provided or give your response to the Departmental Analyst for uploading on your behalf.
Once you hit “submit,” you can make no further additions to the file. However, you will continue to have access to documents in the review file submitted at the departmental level throughout the course of the review.