I. Applicability
The following procedural information serves to implement the policies set forth in The CALL.
Please refer to the appropriate section for clarification of terminology, review requirements and approval authority, as these apply to the several Professorial Series.
II. Requested Action
A. Deans
Deans are requested to publish supplementary instructions to Department Chairs regarding the form in which departmental recommendations for appointment are to be submitted and the timing of transmittal of such recommendations to the Dean’s Office.
Whenever the Dean, as approving officer, he/she is expected to:
- assure departmental compliance with APM-220 (see Appendix 2, "Synopsis of Academic Personnel Manual Section 220");
- secure Council on Academic Personnel review of the departmental recommendation (unless review requirement is waived);
- determine availability of appropriate funding;
- act on the case; and
- forward the original dossier (collated in accordance with the following instructions) to the Academic Affairs and Personnel Office.
- Advise the recommending department of the decision.
Whenever Chancellor’s action is required, the Dean is asked to:
- assure departmental compliance with APM-220 (see Appendix 2, "Synopsis of Academic Personnel Manual Section 220");
- determine availability of appropriate funding;
- append an independent (and detachable) recommendation;
- assure that the dossier is collated in accordance with the following instructions; and
- forward the completed dossiers to the Academic Affairs and Personnel Office.
It is expected that Deans will retain a copy of each dossier for their files.
See Appendix 23 for "Faculty Search Guidelines" for additional responsibilities of the Dean.
Following completion of the review process, the Dean is expected to inform the Chair of the final decision and basis for any decision involving denial or alteration of the recommendation. See Appendix 20 for "Access to Academic Personnel Records."
B. Department Chairs
Department Chairs are requested to review the "Guidelines" (Appendix 1, "Guidelines for Department Chairs and Other Recommending Officers") and to comply with APM-220 (Appendix 2, "Synopsis of Academic Personnel Manual Section 220") to secure necessary departmental faculty review of each action recommended where the individual holds a joint appointment or has an extra-departmental affiliation to ensure appropriate participation. Chairs are also to submit their recommendations in accordance with the supplementary instructions provided by their Deans.
It is expected that Department Chairs will retain a copy of each dossier for their files.
See Appendix 23 for "Faculty Search Guidelines" for additional responsibilities of the Dean.
The above is of course subject to appropriate modification in those instances where the Dean is also the Department Chair.
III. Submission of a Dossier to the Academic Affairs and Personnel Office
A dossier must be submitted by the Dean’s Office to the Academic Affairs and Personnel Office in support of each recommendation.
Appointment Dossier for Assistant Professors
Submit the original dossier in the indicated order:
| Minimum Dossier Content | Instructions | |
|---|---|---|
| 1. Statement from the Dean | A recommendation for appointment from the Dean is necessary when the Chancellor is the final approval authority (detached). | |
| 2. Assistant Professor Data Summary | Complete pages 1, 2, 3, and prepare Bibliography in accordance with instructions. | |
| 3. Report of the Department | A summary of the departmental assessment of the candidate prepared by the Chair. Chair’s individual recommendation (if contrary to the department recommendation) may be submitted in a separate statement. | |
| 4. Departmental Ad Hoc Report | A written report made available to faculty prior to the department vote if the Chair convened a committee. | |
| 5. List of Extramural Authorities | List of the extramural authorities solicited for this action. List must indicate if authority was suggested by the candidate or the Chair. A brief, one paragraph biography of each extramural authority is required. | |
| 6. Sample Solicitation Letter | A copy of the letter that was mailed to the extramural authorities. | |
| 7. Letters of Evaluation | The evaluations received in response to the solicitation letters. Sort in reverse chronological order. Unsolicited letters should follow in the same manner. | |
| 8. Curriculum Vitae | Do not include material already covered in the Bibliography (detached). | |
| 9. Academic Recruitment- Selection Compliance Form | Forward the completed Academic Recruitment- Selection Compliance Form with the appointment dossier (detached). | |
Publications should be available for review upon request, when approval authority for appointment rests with the Chancellor.
Appointment Dossiers for Associate Professors,
Professors and Professors Above-Scale
Submit the original dossier in the indicated order:
| Minimum Dossier Content | Instructions | |
|---|---|---|
|
1. Statement from the Dean |
A recommendation from the Dean that will be used by the Council on Academic Personnel to determine whether the action will be further reviewed by an ad-hoc committee. If an ad-hoc review committee is assigned, the Dean will be able to make further comment when the ad-hoc report is issued (detached). |
|
|
2. Dean’s Nominations |
List of nominees that are appropriate to serve as the department representative if further ad-hoc review is required (detached). |
|
| 3. Appointment Data Summary | Complete and prepare Bibliography in accordance with instructions. | |
|
4. Report of the Department |
A summary of the departmental assessment of the candidate prepared by the Chair. Chair’s individual recommendation (if contrary to the department recommendation) may be submitted in a separate statement. |
|
|
5. Departmental Ad Hoc Report |
A written report made available to faculty prior to the department vote if the Chair convened a committee. |
|
|
6. List of Extramural Authorities |
List of the extramural authorities solicited for this action. List must indicate if authority was suggested by the candidate or by the Chair. A brief, one paragraph biography of each extramural authority is required. |
|
|
7. Sample Solicitation Letter |
A copy of the letter that was mailed to the extramural authorities. |
|
|
8. Letters of Evaluation |
The evaluations received in response to the solicitation letters. Sort in reverse chronological order. Unsolicited letters should follow in the same manner. |
|
|
9. Curriculum Vitae |
Do not include material already covered in Bibliography (detached). |
|
|
10. Academic Recruitment-Selection Compliance Form |
Forward the completed Academic Recruitment-Selection Compliance Form with the appointment dossier (detached). |
|
Publications are to be delivered to the Academic Affairs and Personnel Office simultaneously with the appointment dossier.
IV. Resulting Action
A. Actions which result in issuance of invitation to accept appointment at Assistant Professor level:
- When the Chancellor is the final approval authority for the appointment action, The Academic Affairs and Personnel Office will forward to the Dean’s Office a copy of the approved Data Summary Cover Sheet immediately upon completion of review.
- It is the Dean’s responsibility to prepare and forward the official letter of invitation to the appointee. The letter of invitation must specify the "term of appointment" and must be accompanied by a copy of the statement of "Conditions for Appointment and Advancement of Assistant Professors at UCLA" (see Appendix 10) and a copy of Appendix 5, "Instructions to Review and Appraisal Committees." The letter of invitation is to be included in the dossier that is forwarded to the Academic Affairs and Personnel Office.
B. Actions Which Result in Issuance of Invitation to Accept Appointment at Associate Professor, Full Professor or Professor Above Scale:
- The Academic Affairs and Personnel Office will forward to the Dean’s Office a copy of the approved Data Summary Cover Sheet indicating the terms of the appointment.
- The official letter of invitation from the Chancellor will be prepared and forwarded by the Academic Affairs and Personnel Office to the Dean’s office. Copies will also be provided for distribution to the appropriate Department Chair. It is the responsibility of the Dean’s to forward the letter of invitation to the individual.
Revised 10/13/99
Web page updated 04/22/2010
