Cumulative Biobibliography Preparation Guidelines

UCSC: APO: 04/16

Biobibliography Privacy Notice

The State of California Information Practices Act of 1977 (effective July 1, 1978) requires the University to provide the following information to individuals who are asked to supply information about themselves:

The principal reason for requesting the information on the biobibliography is for purposes of academic personnel administration and University public relations. University policy authorizes maintenance of this information. For academic personnel administrative purposes, furnishing all information on this form is mandatory and failure to provide it may result in denial of the action for which you are preparing the biobibliography.

With your permission, information on education, honors, awards, and/or publications may be used for University public relations purposes and therefore may be released to the public. Biobibliographic information will not be released outside of the academic personnel review process without your permission.

Individuals have the right to review their own records in accordance with Academic Personnel Manual Section 160.


In the interest of clarity and consistency, the following biobibliography guidelines have been designed specifically for the UCSC academic personnel review process. The guidelines provide a standard biobibliography format that allows reviewers to easily identify a candidate’s contributions and achievements during the period of review, or in the context of their overall academic career.

Academic appointees are strongly encouraged to use the Biobibnet feature within the DivData system to create and update their biobibliographies for all personnel actions. Biobibnet is designed to produce a biobibliography that conforms to the guidelines.

General Guidelines

The following guidelines and expectations are applicable to all academic appointees and their biobibliographies.

  • It is the responsibility of the academic appointee to ensure that the information included in his/her biobibliography is both current and accurate.
  • Each activity or citation should be listed only once in the biobibliography. Related activities should be grouped under the main activity (e.g., a reprint of a journal article should be listed below the original article).
  • Within each section or category, biobibliography citations should be sorted in reverse chronological order (newest to oldest) based on the citation’s date. For a date range, the sorting should be based on the end date.
  • It is important that the biobibliography citation include sufficient date information in order to determine whether an entry falls within the review period of any given personnel action. In most cases, providing the month or quarter along with the year is adequate.
  • Biobibliography citation styles may vary by department and discipline (e.g., APA, MLA, IEEE, etc.), but it is essential that each citation includes a full bibliographic entry.
  • Biobibliographies may include more detail than what is listed in the guidelines; however, they should be concise and readable by reviewers. Additional information about any entry can also be included in the candidate’s personal statement at the time of a personnel action.


Sections of the Biobibliography

The biobibliography should be comprised of the following sections, which should appear in the following order:

  1. Header
  2. Research Interests (optional)
  3. Teaching Interests (optional)
  4. Employment History
  5. Education
  6. Honors and Awards
  7. Grants
  8. Scholarly and Creative Work
  9. Outside Professional Activities
  10. University Service
  11. Mentoring and Student Advising
  12. Teaching:Courses Taught and Other Teaching

Sections that do not apply to an individual (e.g., Courses Taught for a non-faculty appointee), or that have no content, should be omitted. The following guidelines define each section, explain what constitutes a complete citation or entry within that section, and provide sample citations. 

Biobibliography Header

The header should display the individual’s name, academic title, department, college affiliation (if applicable), and the current revision date at the top of the biobibliography.

Research Interests

This section contains a short paragraph or list of current research interests.

Teaching Interests

This section contains a short paragraph or list of current teaching interests.

Employment History 

This section contains a brief list of the individual’s relevant employment history. Entries should include dates, title held, and institution.


This section contains a list of degrees earned or in progress, as well as attendance at educational institutions that did not result in a degree. Entries should include dates, degree obtained, course of study, and institution.

Honors and Awards 

This section contains a list of honors, prizes, and awards the individual has received from the university or external organizations. Entries should include dates, award name, and awarding organization. Awards of funding in support of an individual’s research or creative activity are typically included in the next section, Grants.


This section contains a list of grants, contracts, and other university or extramural funding the individual has received in support of their research or creative activity.

Entries should include the following details: dates; individual’s role (PI, Co-PI, etc.); granting agency; project name; names and institutions of co-investigators, the total amount of the award and indirect costs; and the amount awarded to the individual, if different.

Grant proposals that are not yet funded may be listed if they are clearly marked as being in progress. If the proposal has been submitted to a granting agency for review, the citation should include the date it was submitted.

Scholarly and Creative Work

This section contains bibliographic citations of the individual’s research publications, writings, creative activities, and other scholarly work.

Categorizing and Grouping Work

Within the Scholarly and Creative Work section, it is helpful to group citations into categories of similar works or activities. It is strongly recommended that biobibliographies conform to the standard set of categories listed below. Different categories should only be used when the individual deems the standard set do not accurately portray his/her work.

The order of the categories does not imply order of importance in the review process. Adhering to a standard order of categories, allows reviewers to navigate more quickly to the section of the biobibliography that they are interested in the current moment. Biobibliography citations for in-progress work should be listed in a separate category from published or completed work.

  1. Books
  2. Edited Books
  3. Contributions to Books
  4. Journal Articles
  5. Critical Reviews written for others
  6. Papers in Conference Proceedings
  7. Patents, Inventions, or Copyrights
  8. Other Publications
  9. Art
  10. Film
  11. Music
  12. Theater
  13. Performing Arts
  14. Group Exhibitions
  15. Solo Exhibitions
  16. Curation
  17. Other Creative Activities
  18. Other Scholarly Activities
  19. Biographies or Retrospectives of My Work

Entries within Scholarly and Creative Work

Each publication or creative activity must have a full bibliographic citation. This applies to works that are in progress (to the extent possible) and to published/completed materials.

The full bibliographic citation should identify co-authors when they exist. It is recommended that the individual inform reviewers in the citation (or personal statement) if the order of authors indicates each individual’s level of contribution to the work.

Publication citations should include full and accurate titles; authors; dates of publication; journal or publisher name; volume/issue and page numbers; and any other information that is considered standard in the individual’s discipline. Citations for artistic work should be similarly thorough: including full titles, participants’ names and affiliations, dates, venues, etc.

Additional information or activities that relate to an original work should be listed directly below the original citation (i.e., displayed as a sub-entry). Sub-entries—called Related Records in Biobibnet—can document such things as reprints of the work; additional exhibits or productions; critical reviews of the work; media appearances; or the development of a long-term work, such as incrementally completed portions of a book or film. Grouping related entries allows reviewers to more easily understand the development or impact of a piece of work over multiple personnel review periods.

Critical acclaim that is not related to a particular work, but rather to an individual’s overall career or body of work, should typically be listed in the category Biographies or Retrospectives of My Work within the Scholarly Activity section.

Peer Review Status Annotations

It is recommended that the biobibliography identify whether a work was peer-reviewed, juried, and/or invited, by appending the annotation/s (e.g., peer-reviewed, invited) to the citation.

Publication Status Annotations

In-progress work that is submitted for consideration in a personnel review should be assigned one of the following standard annotations and clearly listed in a separate category from published/ completed work. The annotations should appear at the beginning of the citation. Candidates are encouraged to consult with department chairs or supervisors regarding the appropriateness of submitting in-progress work in a personnel review.

Publication Status Annotation

Annotation Defined

In Progress:

The work is incomplete or in preparation, and has not been submitted for review for publication or released to the public.


The work has been submitted for consideration to a publisher, curator, or equivalent; but the work has not yet been accepted or rejected.

Under Review:

The work has been submitted to a publisher, curator, or the equivalent, and it is undergoing peer review.

Under Revision:

The work has been returned by a publisher, curator, or equivalent for revision, rework, expansion, etc.

In Press:

The work is finished and is under contract for publication/ release/ production. If an expected date is known, it should be included at the end of the biobibliography citation (e.g., Forthcoming August 2017).

The citations for In Press work can be included in the published/ completed category without a date. Once the work is published or released, the date should be added and the In Press annotation removed.  

University and Public Service 

This section contains a list of services the individual has rendered to the University or to the public on behalf of the University. University service includes participation in the governance of the University at all levels of the organization, such as committees and working groups. Public service contributions include, but are not limited to, work for the community, state, and nation, done as a representative of the University and reflecting the individual’s special capacity as a scholar or teacher. Public service is distinct from Professional Activity (next section) in that it promotes the overall educational mission of the University, rather than the individual’s own discipline.

Categories for University and Public Service

It is strongly recommended that entries be assigned one of the following standard categories, and that the categories be listed in this order.

  1. Academic Senate Service
  2. Service to the Division
  3. Service to the College
  4. Service to the Department
  5. Service to the University (at the UC system-wide level)
  6. Other Service to the Campus
  7. K-12 Outreach
  8. Other Outreach
  9. Elementary and Secondary Education
  10. University / K-12 Partnership
  11. Other Public Service

Each entry within these categories should include a date, date range, or academic year; the individual’s role; and the name of the committee or other description of the activity.

Professional Activities 

This section demonstrates an individual’s engagement with his/her profession. This includes participation in professional organizations, contributions to the discipline, and other related activities.

Professional activity is distinct from University and Public Service (prior section), in that it contributes to the individual’s discipline or is done in the individual’s capacity as a scholar, not on behalf of the University. Individuals may wish to include invited activities they declined or were unable to attend and note them as such.

It is recommended that the biobibliography include information, where appropriate, about whether the activity was peer-reviewed, juried, and/or invited by appending the annotation/s to the entry.

Categories for Professional Activities

It is strongly recommended that entries be assigned one of the following standard categories, and that the categories be listed in this order.

  1. Public Lecture or Forum Participation
  2. Papers Presented at Professional Meetings
  3. Works Presented at Professional Meetings
  4. Conferences and Meetings
  5. Memberships or Activities in Professional Associations
  6. Consulting
  7. Editorial Services
  8. Review/Referee Grants, Proposals, and Publications
  9. Commissioned Work
  10. Local, State, or Federal Government Service
  11. Board of Directors
  12. Expert Testimony
  13. Talks and Presentations at Colleges and Universities
  14. Media Appearances
  15. Other Professional Activities

Each entry within these categories should include a date, date range, or academic year; the individual’s role; and a brief description of the activity.

Mentoring and Student Advising 

This section contains the individual’s contributions to mentorship and advising of undergraduate, graduate, and Postdoctoral Scholars (and other post-graduates). It is recommended that the entries be grouped and sorted in the following order: Postdoctoral Scholars, degree objective (e.g., doctorate, masters, undergraduate), the individual’s advisory role (e.g., primary supervisor, co-supervisor, or other advisor), and the date.

Additional relevant information, such as the student’s field of study, current or last known position, progress toward degree, etc., can be included beneath the original listing of the student.


Courses Taught 

This section contains a listing of all courses taught by the individual. As of fall quarter 2013, instructional data and the corresponding teaching evaluations are loaded into Biobibnet at the end of each quarter for all faculty. As a result, individuals are not expected to manually enter course information into their biobibliographies. However, a candidate is responsible for reviewing the courses listed in Biobibnet to ensure their accuracy and completeness prior to submitting the biobibliography for a personnel action.  

Entries in this section are first grouped by academic year and then academic quarter. The academic years are sorted in descending order (newest to oldest) but the quarters are listed in ascending order; with the summer period being listed at the beginning of the academic year. For example, the 2015-16 grouping includes courses taught in summer 2015, fall 2015, winter 2016, and spring 2016.

Other Teaching Information 

The biobibliography can include other teaching-related information such as guest lectures delivered or new courses designed. This section should also include information that explains a lack of courses taught in a given quarter (e.g., course relief granted for senate service).

In Biobibnet, for each academic year, the Other Teaching entries will display below the courses taught and sorted by the academic quarter in ascending order. Non-Biobibnet users should group Other Teaching Information by academic year and then quarter, sorted newest to oldest. 


Updating a Biobibliography for a Personnel Action

When updating a biobibliography in preparation for a personnel action, the individual should complete the following activities.

Update existing biobibliography entries.

  1. Refer to the biobibliography from the last personnel action; review each section of the biobibliography and identify citations that need to be updated. For example, update an item’s publication status or enter an end date for a service or supervision activity that has concluded.
  2. When updating a citation’s publication status to Published, remove the in-progress annotation and ensure the citation includes all of the relevant details and that the work’s title is correctly listed.
  3. Remove annotations and reference numbers pertaining to the last personnel action (removing reference numbers is not applicable for individuals whose disciplines require their publications be assigned permanent reference numbers).
  4. If works were previously listed with an in-progress status, but have since been abandoned, they should be deleted.
  5. Update research interests, teaching interests, and/or employment history if there has been a change.

Enter new biobibliography entries.

  1. Review each section of the biobibliography and insert new entries when applicable.
  2. Ensure student supervision records do not include multiple entries for individual students
  3. Add related entries to show new information about a previous entry (e.g., a new reprint or critical review of a previously considered publication; or a former student’s recent achievements).

Annotating a Biobibliography for a Personnel Action

When a candidate submits scholarly work for consideration in a personnel review, the Scholarly and Creative Work citations must be assigned a Reference Number and an In-File Annotation. The reference numbers and annotations appear to the left of the citation, and provide the official record of what was considered by the department and subsequent reviewers in a specific personnel action.

It is the candidate and department’s responsibility to ensure that the reference numbers and annotations are accurately recorded before the candidate’s review file is released to reviewers.

Biobibnet users should refer to the Help pages for instructions on annotating a biobibliography for a personnel action.

Reference Numbers

The reference number should be any unique value specific to the personnel action. Both the item’s biobibliography citation and the item itself must display the same reference number. This allows reviewers to move with ease between the citation on the biobibliography, the actual work, the discussion of the work in the candidate’s personal statement, and the reviewers’ recommendations.

In instances where a candidate needs to submit a hard copy of a review item, it is essential that it be clearly labeled with the corresponding reference number listed on the candidate’s biobibliography. e.g., affix a post-it note with the reference # to the item).

In-File Annotations


In-File Annotation Defined


This annotation is assigned to scholarly work that is included in the candidate’s review file and will therefore be considered by reviewers during the current personnel action.


This annotation is assigned to work that is new since the individual’s last personnel action, and has never been considered in a prior review period.


This annotation is assigned to work that has been submitted (and therefore evaluated) in a previous personnel action; however, the candidate has since made substantial revisions and is resubmitting the work for consideration in the current personnel action.

See Also