Departments

Cases in Progress

The Cases in Progress page lists those active cases to which you have access. In the "Assignment" column you can tell who currently is responsible for taking action on the Case. At certain points in the process, you will have view only access to a Case and can take no action.

Case Archive

The Case Archive page lists those archived cases to which you have access. Access will be determined by the role held at the time of access. For example, a department chair who made the recommendation for a specific case will not have access to the case if he/she no longer is the department chair.

Setting the Review Period

The review period is the period for which a candidate’s accomplishments are evaluated. The review period needs to be carefully calculated to ensure that APBears correctly imports and displays case materials. If an incorrect review period is selected and needs to be corrected, the case must be refreshed to update the Candidate Summary.

Calculating the most recent review period for non-threshold cases:

Start: July 1 in the year before the effective date of the most recent review (or, if the most recent case was an appointment, the effective date of the appointment is the start of the review period)

End: June 30 in the year before the effective date of the current review

Example 1: A Professor, Step III, is eligible for a merit review, effective July 1, 2027. The most recent review was effective July 1, 2024. The review period for the current review therefore is July 1, 2023 though June 30, 2026.

Example 2: An Assistant Professor was hired effective January 1, 2026 and is up for reappointment and merit, effective July 1, 2027. The review period to select in APBears therefore is January 1, 2026 through June 30, 2026.

Calculating the review period for threshold cases:

A threshold case has two components, each of which must be carefully evaluated. The Review Period dates in APBears should encompass the entire period since the last threshold.

1. Career Achievement: Everything completed since the last threshold (determines if the promotion/advancement is warranted).
2. Recent Achievement: Everything completed since the last review (determines the specific step or salary increase, or eligibility to advance through a threshold).

Ensure the departmental and decanal recommendation clearly distinguishes accomplishments both in the career review period and the most recent review period.

• Mid careers: The begin date of the review period is the hire date. However, the analysis for merit should distinguish accomplishments since last review.
• Tenure: Review dates should include the entire period as an Assistant Professor. However, the analysis for the merit should distinguish accomplishments since last review.
• Promotion to Professor: Review dates should include the entire period as an Associate Professor. However, the analysis for the merit should focus on accomplishments since last review.
• Advancement to Step VI: Review dates should encompass the entire period since the last threshold (Appointment or promotion to Professor). The merit recommendation should distinguish the accomplishments since the last review.
• Advancement to Above Scale: Review dates should include the entire period since advancement to Step VI. However, the merit recommendation should distinguish accomplishments since the last review.

Example 1: An Associate Professor, Step IV, is eligible for promotion, effective July 1, 2027. The candidate was promoted to tenure effective July 1, 2022, and the most recent review was effective July 1, 2024. The career review period will be from July 1, 2021 through June 30, 2026. The review period for the most recent review period is July 1, 2023 though June 30, 2026.

Example 2: An Assistant Professor, Step IV is proposed for tenure, effective July 1, 2027. The candidate was appointed effective July 1, 2021. The most recent review was effective July 1, 2025. The career review period will be from July 1, 2021 through June 30, 2026. The review period for the most recent review period is July 1, 2024 though June 30, 2026.

Note that Spring cases may have a December 31 end date of the review period.

Assigning Case Roles

Case-based roles are assigned by Department and Dean's Analysts. Access to the case is not always automatic and may depend on the role.

Assignments are done through the "Reviewer" tab of a case. Click "Edit Reviewers" to add reviewers to a specific role.

1. Select the role to assign from the dropdown.
2. Verify your ORG UNIT
3. Selecting the users:
   • Type the reviewer's name in the Reviewer field. A list of possible matches will be shown as you type. If a match is not shown, use the magnifying glass to do an expanded search in the entire campus directory. OR
   • Select the people from the displayed table. The table has selectors to choose faculty at different ranks.
     

Faculty Access to Recommendations (APM 220-80-e)

Per APM 220-80-e, faculty have a right to review the Departmental Recommendation.

• Analysts can grant faculty access via the Reviewers tab at any point until the case is forwarded to the Dean’s Analyst.
• If the Recommendation is uploaded and the case is "open" to faculty reviewers, they will be able to view it directly in the system.
• The Department Analyst can request faculty to review the case up until the case is forwarded to the Dean’s Analyst.

Fairness Safeguards

• Faculty have the right to review their case materials, the redacted ad hoc report (before their case moves on) and the departmental recommendation and provide comments before they move to the next level of review. At each respective safeguard step, you will need to notify the faculty member via email. By routing the case to the next step, faculty are certifying that they have been given these opportunities as defined by policy.
• If a departmental recommendation letter needs to be updated after the candidate’s review and certification, the revised document must be made available to the candidate for re-certification. Candidates must always be fully informed of the contents of departmental recommendations.
• Faculty candidates will only be able to see redacted confidential materials, such as external letters and ad hoc reports. Unredacted confidential documents cannot be seen by the candidate.

Refreshing a Case

Refreshing the Candidate Summary pulls the latest content from the faculty's Achievements, for example when corrections or updates to candidate materials are needed. Refreshing a case after established campus cutoff dates may lead to that case not receiving an on-time tag.

If the review period needs to be adjusted, the proposed case type has changed or the Chair decides that the case should be deferred until the year after, the department analyst can refresh the Overview tab. Changes can be made on the newly opened page.

The case must be in the Department Analyst’s queue to allow for a refresh.

Reconsiderations

Once a Final Decision is shared, the case is archived. If a candidate wishes to request a formal reconsideration:

1. Email APpolicy@berkeley.edu with the candidate's name, case type, and effective date.
2. APO will reopen the archived case.
3. Important: Use the specific document naming conventions designated for "Reconsiderations" when uploading new materials.
4. The reconsideration request must be received by APO within 120 days after APO’s issuance date of the final outcome. This is a hard deadline.

Joint Appointments

Appointments and review cases that span multiple departments and Schools add some additional steps to the case process. The Department Analysts and Dean’s Analysts in each of the faculty member’s units designate reviewers (chairs or deans). However, it is important that they pay attention to emails that are generated so that they can make designations in a timely manner and avoid the need to reroute the case multiple times. There can be multiple letters from ac hoc committees, department chairs and Deans, or co-signed letters (ensure that only the final version with all signatures are uploaded to a case). Ideally, the designated chairs and deans review the case simultaneously and not sequentially.

The faculty member’s home department analyst has the responsibility to work with the faculty to prepare and process cases.

Case Initialization

Once a faculty member completes their data entry in the Achievements section, the Analyst must initialize the formal case.

Step 1: Start the Case

On the Cases In Progress page, click Start Case > find the faculty member > click > New Case.

Step 2: Define Action & Review Period

• Proposed Case Type: Select the action (e.g., Merit, Promotion).
• Effective Date: 07/01/yyyy.
• Review Period: Enter the start and end dates of the review period. This defines what data is pulled into the Candidate Summary.

Step 3: Complete the Overview Tab

The Overview tab is your internal launch page. It is not visible to candidates or faculty reviewers.

• Appointments: Verify departments and manually enter the FTE percentage.
• Case Details: Enter the specific Action, Acceleration/Deceleration, or Career Equity Review status. Assign the department analyst who will work on the case and add notes if needed.
• Competing Offers: If applicable, use the "New Competing Offer/Retention" link to log external institution data and salary amounts for Retention (Salary Increase) cases.

Candidate Review & Certification

Before the departmental review begins, the candidate must certify their record.

Step 4: Check & Refresh the Candidate Summary

Verify that all categories (Grants, Publications, etc.) appear correctly.

• To Edit: Changes must be made in the Achievements section first.
• To Update Case: Click Refresh Case in the header to pull in modified data.

Step 5: Submit to Candidate

Click Approve and Submit to Candidate. This "locks" the summary. The candidate will receive an email to either:

• Request Corrections: Analyst must refresh the case and re-submit.
• Certify: Candidate confirms the file is ready for departmental review.

Departmental Review

Step 6: Designate Reviewers

Under the Reviewers tab, assign roles (Ad Hoc Committee, Faculty, Department Chair).

• Pro Tip: You can filter faculty by "Full," "Tenured," or "Emeritus" for specific threshold reviews.
• External Reviewers: If a reviewer is from another department, you must temporarily assign them to the candidate’s home unit in the system. Reviewers outside Berkeley do not have access to APBears.

Depending on the nature of materials (confidential, non-confidential, departments may have to upload redacted versions of materials, in accordance with APM 160-20-c(4):

• For a letter of evaluation or statement from an individual evaluator, redaction shall consist of the removal of name, title, organizational/institutional affiliation, and relational information contained below the signature block of the letter of evaluation.
• For reports or recommendations of an ad hoc committee, redaction shall consist of the removal of the names of individual members of the committee.
• For information that references the scholarly credentials or relationship to the candidate of the authors of letters of evaluation, no access shall be provided to the individual.
• (Note: For confidential documents (including individual, departmental, and administrative letters, as well as committee reports and recommendations) placed in an academic personnel review file prior to September 1, 1992, campuses may either (a) redact such documents to remove the identifiers such as name, title, date, and organizational/institutional affiliation, or any relational statement or comment that would serve to identify the author(s) of the document, or (b) prepare a comprehensive summary.)

Step 7: Upload External Letters

Upload letters under the Documents tab.

• CRITICAL: You must upload both Redacted (visible to candidate) and Unredacted (visible to reviewers) versions per APM 160-20-c(4).
• Upload the Code Key for external reviewers at this time. Include in the code key if there are any special considerations regarding external reviewers.

Committee & Faculty Review

Step 8: Open Access

Click Request Review under the Reviewer tab. Select the reviewer to assign (e.g., Ad Hoc) to trigger notification emails. You can track and end access manually from this tab.

Step 9: Upload Ad Hoc 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. 

Once the committee finishes their review, you can upload their report.

• If no committee was used, upload a statement confirming this as a "Redacted Departmental Ad Hoc Report."
• Note: If membership is confidential, keep the report redacted until faculty access is closed.

Step 10: Open Case for Candidate Review (Threshold Reviews Only)

For threshold cases, route the case to the candidate for the Fairness Safeguard inspection. Candidates must be given 5 working days (7 calendar days) to review and, if desired, respond to redacted external letters and the redacted ad hoc report before the departmental meeting and faculty vote.

Final Department Recommendations & Routing

Step 11: Department Chair Review

Request review from the Chair. They will prepare the Departmental Recommendation. Special coordination with the secondary department will be needed if the faculty member holds a joint appointment.

Step 12: Upload Recommendation & Salary

• Document: Upload the Departmental Recommendation letter (PDF preferred) in the Documents tab.
• Salary: Navigate to the Salary Recommendation tab, click Update Official Recommendation, enter the salary amount, and sign off on the recommendation.

Step 13: Final Candidate Review

Route the case to the candidate for the final Fairness Safeguard check. Faculty again will have 5 business days (7 calendar days) to review and, if desired, respond to the departmental recommendation.

Step 14: Handle Candidate Response

• Upload: If the candidate provides a response, upload it under the Documents tab.
• Bypass: Use this function only in rare cases (e.g., candidate is unreachable but confirmed "no response" via email). You must document the reason for the bypass to ensure that faculty rights are maintained.

Step 15: Route to Dean’s Analyst

Once all signatures and responses are collected, use the Case Overview tab to route the final file to the Dean’s Office.

• Click the Start Case button at the top of the screen and select Start Appointment Case. Note that candidates cannot see their appointment cases in APBears, even after they are hired. Procedures to obtain redacted case materials are available on BMAP.
  
• Enter the Affiliate (POI) ID of the person of interest to create this case for. To obtain this temporary ID or the person of interest, refer to the UC Path job aid. Records that are entered into UCPath by close of business day, should be available the following day in APBears. 
  
• Select the candidate and enter the effective date of the appointment case. Upload the candidate’s CV, publication list, and statements included in the application file. The case is now created. Should you need to update any of this information before submission to campus review, you will need to delete the case and start over. If the effective date needs to be changed after the case is submitted for campus review, contact APO to manually correct the date. APO will be the only unit able to update effective dates of appointment cases once they are submitted or if a case is deferred following acceptance.
• Complete the Overview tab. Update the department and appointment percentage. Include the search type (include waiver or recruitment number) and the FTE authorization number. For prospective joint appointments, enter all departments in which the candidate is expected to hold an FTE. Note that reviewers from the joint unit can access documents according to their assigned role, including ad hoc and departmental recommendations.
• Designate Reviewers: You must assign specific roles to grant system access to the appropriate faculty. Under the Reviewers Tab, click "Edit Reviewers." Select roles (Ad Hoc Chair, Faculty, etc.) and filter by org unit.
  • External Department Reviewers: If a reviewer is from a different department, you must manually assign them to one of the candidate's org units to grant them access.
  • Bulk Selection: Use filters like "Tenured" or "All Professors" to quickly assign groups for specific review types.
  • For joint appointments, Department Analysts and Dean’s Analysts in each of the faculty member’s units designate reviewers (chairs or deans).
• Documentation & Review Access: Prepare the file for departmental review and discussion. Follow the Professorial Appointment checklist available on the APO website to upload all required documents into the candidate summary tab.
• External Letters: Upload unredacted letters and the Code Key of External Reviewers under the Documents Tab.
• Opening Access: Under the Reviewer Tab, click "Request Review" for Ad Hoc committees or faculty. This triggers an email notification and opens the file for their viewing.
• Ad Hoc Reports: 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.
  • Privacy Note: If committee membership is confidential, upload only the redacted version while faculty have access. Upload the unredacted version only after faculty access is closed.
  • If no committee was used, upload a statement confirming this as a "Redacted Departmental Ad Hoc Report."
• Notify the Chair: Use the "Request Review" button to send a system-generated email to the Department Chair once the file is ready. Upload the final department recommendation (PDF preferred) under the Documents Tab. For joint appointments, ensure that both Chairs provide their recommendation, either in a co-signed letter or separate letters. If Chairs opt to co-sign a letter, ensure that only one final version of the departmental recommendation is in the case. The home Department Analyst should delete any earlier versions.
• Salary Recommendation: Navigate to the Salary Recommendation Tab, click "Update Official Recommendation," enter the figures, and provide your electronic sign-off.
• Route to Dean: Click the Blue Routing Button. APBears will perform a final validation; address any error messages regarding missing data before the case can proceed to the Dean’s Analyst.

POI Records in UCPath

Every time you create a new appointment case in APBears, you will need to have a POI record in UCPath with an active end date greater than today’s date, even if the prospective candidate has an active or expired employment record. Important: In order to avoid creating duplicate identities in UCPath, use the Person Organizational Summary to see if the person has or has had an employee ID at any UC location. If a person has a terminated or current record, you may still enter a POI relationship using the same employee ID as the terminated or current job. If the person has an expired POI relationship, you may update the dates or change the POI type. More information on entering POI records in UCPath is available in the UCPath Job Aid.

• Click the Start Case button at the top of the screen and select Start Endowed Chair Case. You will now see a list of all the Faculty in your unit(s). 
  
• In the right-hand column Add Case, find the faculty member name and click the New Case button. The faculty member will be able to see the case in their queue, including the Candidate Summary, Recommendation Overview, Departmental Review, and Routing Log tabs.
• On the following screen, enter the effective date and upload the faculty member’s CV. If you want to change any of these, refresh the case. Complete the fields on the Overview tab of the case. 
  
• On the Reviewers tab, route the case to the department reviewers. 
  
• Upload the department recommendation (completed and signed form and/or department letter). A template form for Endowed Chairs and Professorships is available on the APO website. On the Salary tab, click “Signoff” to end the department review.
• On the Reviewers tab, assign the Dean Reviewer and request review from the Dean. After the Dean records their recommendation, the case will be routed for campus review.

• Click the Start Case button at the top of the screen and select Start Endowed Chair POI Case.
  
• Enter the Employee ID (Affiliate POI ID) of the person of interest to create this case for. To obtain this temporary ID for this individual, refer to the UC Path aids. 
  
• On the following screen, enter the effective date and upload the faculty member’s CV. If you want to change any of these, refresh the case. Complete the fields on the Overview tab of the case, including the expected FTE allocation.
  
• On the Reviewers tab, route the case to the department reviewers.
  
• Upload the department recommendation (completed and signed form and/or department letter). A template form for Endowed Chairs and Professorships is available on the APO website. On the Salary tab, click “Signoff” to end the department review.
• On the Reviewers tab, assign the Dean Reviewer and request review from the Dean. After the Dean records their recommendation, the case will be routed for campus review.

Understanding the Routing Process

The review workflow begins once a candidate certifies their achievements as complete and accurate.

• Merit Reviews: After the departmental review is complete, the Department Chair formulates a recommendation.
• Threshold Reviews (Appraisals, Promotions, Tenure, Merit to Step VI, optionally for Merit Above Scale): The case is opened first to the departmental ad hoc committee and then to the faculty prior to the formal faculty meeting. The Chair will finalize the department recommendation after the faculty meeting (and vote, if applicable)

Accessing Cases in Progress

• Access the system at APBears using your CalNet ID.
• Finding Cases: Click the “Cases” button on the top navigation bar to see a list of active cases in your department.
• Viewing a File: Click the "View" link in the left-hand column.
  • Note: A case only becomes visible to you after the candidate has certified the summary and the Departmental Analyst has officially requested your review.

Navigating the Case File

Use the primary tabs to evaluate the candidate's record:

• Case Header: Displays the effective date, review period, and a Review Progress bar indicating the current phase of the review.
• Overview Tab: This is your launch page for case details.
  • Privacy: This tab is hidden from the candidate, faculty reviewers, and ad hoc committee members.
• Candidate Summary Tab: Contains all achievements and activities from the review period. Click any category in the top summary to jump to that section.
  • Review Documents: Find the candidate's CV, Self-Statement, and other uploaded files at the very end of this summary.
• Recommendation Overview Tab: View documents generated at the departmental level, including departmental ad hoc reports, external letters, and the departmental salary recommendation.
• Routing Log: View a complete chronology of all actions taken on the case, including dates and personnel.

Finalizing the Departmental Recommendation

Once the review of the file is complete and the departmental position is established:

1. Upload the Letter: Either you or the Department Analyst can upload the recommendation. Go to the Documents tab, click Add Document, select Departmental Recommendation from the dropdown, and attach the file.
2. Candidate Consultation: The candidate performs their final "Fairness Safeguard" certification by reviewing and, if desired, responding to, the department recommendation. Some units have an established practice to share department recommendations orally or by providing a copy of the letter prior to initiating the Fairness Safeguard step.
3. Candidate Rights: Under University policy, the candidate has the right to a copy of the recommendation letter upon request. They are formally notified of this right when the case is opened to them and their 5-business day (7 calendar days) response window begins.

Overview & Deadlines

A candidate may request a reconsideration after a final decision has been released and archived.

• Deadline: The completed reconsideration case must be submitted to APO within 120 days of the date the original decision was released by APO.

Initiating the Request (Department Analyst)

1. Re-open the Case: Upon instruction from the Chair or School Dean, email APO to request that the APBears case be re-opened.
   • CC: The Dean’s Analyst and any other relevant Department/Dean’s Analysts for joint appointments.
   • Result: The case status will revert to “Department Recommendation Initiated.”
2. Update Reviewers: Navigate to the “Reviewer” tab.
   • Add or remove Chairs/Vice Chairs as necessary (especially if leadership changed during the summer or after the case was archived).
   • Note: This ensures automated emails go to the correct individuals and removes access for those who no longer have a business need to view the file.

Documentation & Candidate Rights

A reconsideration requires a formal letter outlining the reasons for the request. BMAP provides guidance on what the reconsideration letter may include.

If the Candidate writes the request:

• The Chair must review the letter and provide concurrence.
• Upload to Documents Tab as: Departmental Reconsideration Request

If the Chair writes the request:

• Best Practice: The Chair should meet with the candidate to share and discuss the recommendation before uploading.
• Update Salary: If the reconsideration changes the proposed salary, update the Salary Recommendation tab.
• Candidate Response Period: The candidate has 5 working days (7 calendar days) to review and provide a written response to the Chair’s letter.
• Upload Request as: Departmental Reconsideration Request

Dean’s Office Review (Dean’s Analyst)

Once the Department Analyst routes the case to the Dean's Office:

1. Dean’s Review: Request a review by the Dean (or designated Associate Dean).
2. Prepare Recommendation: The Dean’s Analyst or Dean prepares the reconsideration letter.
3. Upload & Salary Sign-off:
   • Upload to Documents Tab as: Dean’s Reconsideration Recommendation
   • Update the Salary Recommendation tab as necessary and ensure the Dean provides their electronic sign-off.
4. Route to APO: Submit the case to APO through APBears.

Reminder: Steps 1–4 must be completed before the 120-day window expires.

Phase 4: Finalizing the Case

Once the campus issues a new final decision based on the reconsideration:

• Follow the standard Final Decision Routing Guide.
• Archive the case to close the loop in APBears.