Systemwide Review: APM 036 | Employment

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February 18, 2025

ACADEMIC SENATE
DEANS
DEPARTMENT AND PROGRAM CHAIRS
POLICY-COVERED ACADEMIC APPOINTEES
SENATE FACULTY

Re: Systemwide Review of Proposed Policy Revisions to APM 036, Employment

Dear Colleagues:

The University invites comments on proposed revisions to Section 036 of the Academic Personnel Manual:

• APM – 036, Employment

Summarized below are the proposed key policy revisions that are being distributed for systemwide review. 

The policy revisions respond to the need to address a new bill signed into California state law that adds section 66284 to the California Education Code, effective January 1, 2025 (reference AB 1905 “Public postsecondary education: employment: settlements, informal resolutions, and retreat rights”), and requires the University to adopt a written policy regarding official letters of recommendation, among other requirements, as a condition of receiving state funding. The proposed technical revisions are intended to bring the University into compliance with section 66284 of the California Education Code by incorporating the following changes:

• Revise title of policy to “Academic Employment” to clarify that the policy applies to academic employment and to remove the interim status of the policy

• Add section APM – 036-0 e. Official Letters of Recommendation
  • This section prohibits academic appointees from providing Official Letters of Recommendation prior to consulting with the appropriate campus entities to determine if the employee is a respondent in a sexual harassment complaint filed with the University.
  • Official Letters of Recommendation are defined in the policy and the definition excludes other forms of recommendations, such as surveys and phone calls.
  • Administrator or Supervisor is defined in this section.

• Add section APM – 036-0 f. Personal References and Personal Letters of Recommendation
  • This section expressly permits academic appointees to provide references or letters in a personal capacity, and the academic appointee is not required to consult with the appropriate entities to determine if the current or former employee is a respondent in a sexual harassment complaint filed with the University. Examples of other letters of recommendation excluded from the definition of Official Letters of Recommendation are provided.
  • This section provides sample language to be included in personal references and letters of recommendation for employment.

The proposed technical revisions to the APM – 036 are posted to the Systemwide Academic Personnel website under the “Systemwide Review” tab. The proposed revisions may also be viewed on the Academic Personnel website.

If you have any questions or if you wish to comment, please contact the Academic Personnel Office at apo@ucsc.edu, no later than Thursday, March 20, 2025.

Sincerely,

Grace McClintock
Assistant Vice Provost
Academic Personnel

cc:
CP/EVC Kletzer
Chancellor Larive
VPAA Lee
Academic Senate Office
Department and Program Managers
Divisional Academic Personnel Coordinators
Academic Personnel