Professor Series | Document Inventory Matrix

Related Policy: CAPM 400.220 | Professor Series

Recruitment Compliance

Appointment: Recruitment compliance is always required for an appointment. Enter the number of the approved search or waiver along with the approval date, or the exemption category which applies to the position.

Reappointment: Use the search number from the previous appointment when that individual was previously recruited for the same position, provided that no more than two years have elapsed since the last period of service in that position. If there has been a two year break in service in the position, you will need to run a new open recruitment, or justify a waiver of recruitment. If the individual was appointed via a waiver of recruitment it will be necessary to run an open recruitment or justify a new waiver in order to reappoint. If the individual was appointed via an exemption, any reappointment will require an open recruitment or an approved waiver unless the circumstances justifying the exemption continue to apply. See CAPM 100.500.e.4.

Document Inventory Matrices by Title Series

Document Matrix

10 day response period for Checklist sections (except Assistant Professor in Preliminary Assessment for non-reappointment or denial of tenure has 5 days to respond to department letter)

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Advancement

Documents	Reappointment/Merit	Midcareer	Promotion/Merit to Above Scale
Checklist to Assure Fairness	System Report	System Report	System Report
Candidate Response to Dept/PI	Optional	Optional	Optional
Dept PI/Letter	Required	Required	Required
Candidate Response to Redacted Confidential Docs	Optional	Optional	Optional
Solicited External Confidential Letters and related documents (more info)	N/A	N/A	Required
Solicited Internal Confidential Letters and related documents (more info)	Optional	Optional	Optional
Non-confidential letters	Optional	Optional	Optional
Personal Statements	Suggested	Suggested	Suggested
List of individuals who might not objectively evaluate the Candidate and Explanation	Optional	Optional	Optional
Sabbatical Leave Report (if taken during review period)	Required	Required	Required
Unsolicited Material	Optional	Optional	Optional
Biobibliography/C.V.	Required	Required	Required
Syllabi	Optional	Optional	Optional
Student Evals	Required	Required	Required
Copies of Pubs/Creative Work	Required	Required	Required
Special Notes	As of 07/01/20, column includes Merits to Step 6 (Note that CER actions to Step 6 require Solicited Confidential Letters and related documents)	None	None

Appointment and Other Actions

Documents	Appointment	Joint Appointment	Retention	Recall
Checklist to Assure Fairness	N/A	System Report	System Report	N/A
Candidate Response to Dept/PI	N/A	Optional	Optional	Optional
Dept PI/Letter	Required	Required	Required	Required
Candidate Response to Redacted Confidential Docs	N/A	Optional	Optional	Optional
Solicited External Confidential Letters and related documents (more info)	Required	N/A	N/A	N/A
Solicited Internal Confidential Letters and related documents (more info)	Optional	N/A	N/A	N/A
Non-confidential letters	Optional	Optional	Optional	Optional
Personal Statements	Suggested	Required	Optional	Optional
List of individuals who might not objectively evaluate the Candidate and Explanation	Optional	Optional	Optional	Optional
Sabbatical Leave Report (if taken during review period)	N/A	N/A	N/A	N/A
Unsolicited Material	Optional	Optional	Optional	Optional
Biobibliography/C.V.	Required	Required	Required	Required
Syllabi	Optional	Optional	Optional	Optional
Student Evals	All Available	Optional	Optional	Optional
Copies of Pubs/Creative Work	Required	Optional	Optional	Optional
Special Notes	None	MOU required if split is other than 100/0	Include offer letter from competing institution	Checklist not required

Key:

Required means listed as not optional on the current relevant document inventory.
Suggested means the item is listed as optional on the current relevant document inventory but is known to be highly desired by upstream reviewers.
Optional means the item is either listed as optional on the current relevant document inventory, or may be included at department/division discretion.
N/A means this document does not make sense in relation to the title/action combination.

Solicited Confidential Letters and Related Documents

Confidential documents included in files are almost always solicited letters. Letters may be solicited from external reviewers or from internal reviewers (generally service letters). If student letters are solicited, a representative sample of names from the course list must be used. See CAPM 410.220 5.i.

When solicited letters are included in the file, the following information must also be included:

Sample copy of solicitation letter
List of names of those who might not objectively evaluate the Candidate and explanation (provided at candidates’ option)
List of all persons from whom letters were sought. Identify those suggested by the Candidate; identify letter-writers with alpha code.
Any declining letters must be included
Any lists of suggested reviewers provided by the Candidate must be included
Brief comments on academic standing of each letter writer and relationship, if any, to the Candidate
Copies of Redacted Confidential Documents

Unsolicited Letters

In DivData Review, an unsolicited letter that is to be treated as confidential should be uploaded as the document type “Unsolicited Letters (Confidential) and provided to the candidate as a document type “Redacted Confidential Letters.”
Unsolicited letters which are treated as non-confidential should be uploaded as document type “Non Confidential Document.”