Streamlined Review Process Using the new Online UCI-AP-25 Form FOR Dean Delegated Merit Actions and Normal Review Actions Seen by CAP

Why the new AP-25 form? Following a review of the four-year trial of Dean Delegated Merit (DDM) actions, several committees considered ways to streamline academic personnel review processes. The committees, including the: –Academic Senate’s Council on Academic Personnel –Office of Academic Affairs, and the –Task Force on Efficiencies in Academic Personnel Reviews looked to simplify normal merit increase reviews, resulting in the creation of the new UCI-AP-25 form. In addition, this streamlined process may now be used for all “normal merit” actions, with the exception of advancements to Step VI, and Above Scale merit review actions. Note: Normal merit is defined by Department proposed action. Only certain normal merits are delegated, and the Dean may make a final decision of approval or for No Action.

Streamlined Process A SUMMARY OF THE CHANGES: The Dean’s written evaluation is no longer required, unless the decision differs from the departmental recommendation. The Chair’s separate statement is not required, but may be provided in a separate confidential memo. The Department’s evaluation of research/creative activity, teaching/mentoring & university and professional service is limited to 600 words. Contributions promoting diversity and equal opportunity should also be noted.

Dean Delegated Merit (DDM) Senate Series: Professorial Series Professor in Residence Series Professor of Clinical ____ Series Lecturer with Security of Employment Series (PSOE at full-time only) Non-Senate Series: Adjunct Professor Series Deans have been delegated approval authority for normal merit actions within rank after appointment, promotion or acceleration, as follows: Assistant Professor I-II, II-III (if no MCA*), or III-IV (if no MCA*) Lecturer PSOE/Sr. Lecturer PSOE* Associate Professor I-II or II-III* Lecturer SOE/Sr. Lecturer SOE* Professor I-II, II-III, IV-V, VI-VII, VII- VIII* and VIII-IX* Adjunct Professor Series (all ranks) - All merits within the series *Except when previous action was delegated

THE UCI-AP-25 The new form allows the user to save a copy to their desktop for completion and to forward to other levels of review via PAGE ONE PAGE TWO

Complete Part One The UCI-AP-25 form allows for electronic entry, and submission by the unit to the Chair and Dean. Beginning with Part One, the Department can complete the candidate’s information portion at the top of the Departmental Evaluation. TIP: If you see the following message at the top of the form, please disregard. The “Distribute Form” capability has not yet been implemented.

Once the candidate’s information is completed, the top of Part Two (the Name, Effective Date, Department(s) and Percent of Time) will auto-complete in the shaded area based on the electronic entry from Part One. The Coordinator can then complete the Present and Proposed Status Sections. Helpful drop-down menus allow you to select the appropriate salary scale and basis/paid over indicator. Move to Part Two

Choosing the Voting Grid The UCI-AP-25 form gives you the option of three voting grids to record the Department’s vote. Select the voting grid your unit will use based on the action proposed and the Dean’s preference. If a department has only one member at any Senate rank, their vote may be recorded with those of the next rank in order to provide confidentiality with the combined vote noted in the department evaluation. In addition, opinions of non-Senate members shall be recorded and identified separately from those of Senate members. Any negative votes should be explained in the department evaluation. REMEMBER TO: Check the “Off-Scale Authorization Required” Box for the action, if needed.

Documentation Necessary for Streamlined DDM Actions Provided by Candidate: CV* Addenda* or Review Profile* Factual/Research Statement (optional) Inappropriate reviewers and reasons 1 copy of publications *Note: If co- or multi-authored works, candidate should indicate his/her contribution Provided by Candidate: CV* Addenda* or Review Profile* Factual/Research Statement (optional) Inappropriate reviewers and reasons 1 copy of publications *Note: If co- or multi-authored works, candidate should indicate his/her contribution No Longer Provided by the Department (unless requested by the Dean) for DDM actions: Course evaluations (Statistical Summaries) Voting breakdown by rank is now optional for DDM reviews Raw teaching data No Longer Provided by the Department (unless requested by the Dean) for DDM actions: Course evaluations (Statistical Summaries) Voting breakdown by rank is now optional for DDM reviews Raw teaching data

Department Evaluation The Department Evaluation Section can be electronically completed and saved to a Coordinator’s desktop, then forwarded to the Department Chair or Committee Chair for electronic signature and candidate access. There is a 600 word limit. The Signature Block is also available for e-signature. Click in this area to insert a signature from your computer. Signatures must be in jpeg, gif, png or tif formats. When the unit includes other series titles with those listed on the Voting Grid, explain here.

CHAIR’S EVALUATION After the Departmental Evaluation has been completed, and access to the recommendation given to the candidate), the Coordinator can forward the electronic copy to the Chair for their consideration. The Chair can choose to either: Concur with the department recommendation, and electronically sign the form (if available), or Enclose a separate Chair’s letter for review by the Dean The UCI-AP-25 can now be sent to the Dean for decision or recommendation depending on the action proposed. Click in this area to insert a signature from your computer. Signatures must be in jpeg, gif, png or tif formats.

DEAN’S EVALUATION Click in this area to insert a signature from your computer. Signatures must be in jpeg, gif, png or tif formats. The Dean can complete this section of the review electronically. If the Dean concurs with the Departmental Evaluation, they may use the drop- down menu in the Approval Section. Note: The Signature block can accept an electronic signature. These boxes will not appear if action is for DDM