Frequently Asked Questions

Candidates

Accounts & System Access

If I already have an account for Biobibnet, do I have to get a DivData account, too?

No. Faculty can use the same account to access both Biobibnet and Review; they are both elements of the DivData system.

Why do I have to fill out an application to get a DivData account?

The application captures acceptance of the terms of use as well as information used to set up the account. We are working to streamline the user account registration process. Until then, all new users will need to complete an application online.

Building a Review File

Scholarly/Creative Works tab

Should I list all my scholarly activity within the review period on this tab?

This tab serves as the list of work being reviewed/forwarded for consideration as part of the current review. Include an entry for each work to be considered by reviewers, even if that item is being provided in physical form (e.g. books not available in digital form).

Why do I need to include a reference number?

The reference number for each entry on the Scholarly/Creative Works tab should correspond with the numbering on your biobibliography. This is especially critical for candidates who are not providing the full biobibliographic citation on the tab. Without this key, reviewers may have a difficult time connecting items on this tab to their corresponding biobib entries.

How do I delete a pdf of a publication, but keep the entry?

To delete an uploaded file but keep the entry, click on the red X icon on the left of the linked file in the "File" column.

Biobibnet Integration

Can I continue to update my biobib in Biobibnet once my publications have linked to my review?

Yes, your Biobibnet profile and your review are connected until the time you submit the file to the department. This impacts two parts of your review file: your cumulative biobib, and your list of forwarded/submitted works.

All updating and previewing of the full biobib is done on the Biobibnet side. The "Full CV" version of the biobibliography is attached to the Review file at the time of submission. 

Here's how the Scholarly/Creative Works tab integrates with Biobibnet:

1. When you first access your review, and confirm linking of your Biobibnet profile information, Biobibnet Scholarly Activity entries for the chosen years are automatically linked and displayed on the "Scholarly/Creative Works" tab.

2. Any edits to these linked entries must be made in Biobibnet. Changes will then be automatically reflected in Review.

3. If new entries within the date range are needed, enter them into Biobibnet, and then switch back to your review and use the "Select Biobib Activities for Inclusion" button on the Scholarly/Creative Works tab to select and include the new entries. Any files already attached to other publication entries will not be affected by adding new entries.

4. As a last step, remove any entries that should not be considered in this review -- typically entries from the earlier portion of the first year in the date range, and any in-progress works that you do not wish to put forward for this review. You can manage your works by using the "Select Biobib Activities for Inclusion" and unchecking any works that should not be a part of your review. Unlinking an entry just removes it from the Review list, it does not affect the Biobibnet entry itself.

How do I get new entries I made in BiobibNet to show up on my review's Scholarly/Creative Works list?

After adding new entries into Biobibnet that fall within your review period, switch back to your review and go to the Scholarly/Creative Works tab. Click the "Select Biobib Activities for Inclusion" button to access and select any new entries. Any files already attached to other publication entries will not be affected by adding new entries.

Related Notes:
- There is no need to reselect Biobibnet entries already linked in your review; changes are automatically reflected.

If I'm a Biobibnet user, do I have to upload my biobibliography to my review?

No, the "Full CV" version of the biobibliography is available via the "Biobib.html" link under the "Candidate's Dossier Materials" section of your review file. All updating and previewing of your biobibliography is done on the Biobibnet side. Changes made in Biobibnet will be reflected until the point of submission, when the review's biobib will become a separate 'snapshot' no longer connected to Biobibnet.

What if I didn't tell the system to pull publications from Biobibnet when I started?

If, when you first accessed your online review, you checked the box indicating that you were not using Biobibnet, you have two options: 1. upload your biobibliography under the Candidate Materials section on the Dossier, and create your own list of submitted works on the Scholary/Creative works tab, or 2. to link your Biobibnet profile, contact your Department/Unit Manager to see if it is possible to restart the online review process.

Why is there a “Courses” link in my file under Candidate’s Dossier Materials? Isn’t this already in my biobib?

The teaching report, called “Courses,” contains a candidate’s cumulative Courses Taught and Other Teaching information. It is generated for every review file, and may or may not be duplicate information.

It will not be duplicate information when the review is using the automatic biobibliographies from Biobibnet. These cumulative biobibs appear in two parts: the teaching information, contained in “Courses,” and everything else, contained in “Biobib.” This split was necessary so that course information could be updated during the departmental portion of the file preparation process.  

If a full cumulative biobibliography is uploaded to the system in lieu of the two Biobibnet-generated documents, thereby making these Biobib.html and Courses.html files extraneous, they can be deleted by the department manager at a later time, when the file is in the “Prep for Dept Faculty Review” stage. Candidates can view their file and see that they have been deleted.

To ask or suggest a new question, send it to divdata-training-group@ucsc.edu

Department Review Managers

Creating and Initiating Reviews

I’m creating a review for someone not on the Call, but the ‘review year’ isn’t right and I can’t edit it; what should I do?

After you've completed creating the review, email divdata-help@ucsc.edu with the candidate’s name, review type, and what the review year should be. The DivData team will make the correction for you.

I wrote my template emails in Word; how can I cut and paste them into the (plain text) email without having the quotes and dashes get all messed up?

Here is a trick: Open your Word document and do a File->SaveAs->Plain Text, and then select Allow Character Substitution. Word will convert the document to a text file with standard characters that can be pasted directly into the existing email form.

My reappointment candidate doesn't have an active CruzID; how can they get into the system to do the checklist and submit their materials?

This can happen when a lecturer is being reappointed more than 90 days after the end of their previous appointment, or if a researcher's reappointment file is not completed before their existing appointment ends.

To reactivate their CruzID and Gold password, the reappointing department/unit sponsor will need to submit an ITS CruzID Sundry account request. (Allow up to 8 days for turnaround.) When completing the form...

  • include the person’s (expired) CruzID, which is their ___@ucsc.edu address*

  • if their @ucsc email has been deactivated, include an alternate email address*

  • choose Sundry Account Type "New UCSC Employee / Stage"

  • in the Business Need field, describe the needed access -- for example: "CruzID blue and gold needed for email and DivData access relating to intended reappointment."

*According to ITS, failure to include these items can result in delays or issues in activating the account

Adding Documents to a File

Where are these documents expected to be in a file?

Prior annotated [research portion of] biobib: This CAP-requested document may be uploaded by the candidate using the 'Biobibliography' document type (clearly labeled as PRIOR biobib), or by the department as a 'non-confidential document' under Dossier/Department Documents.

Teaching table: The best practice for this CAP-requested item is that it be incorporated into the Department Letter.

Syllabi: If uploading syllabi (whether unsolicited or due to department or division expectations) candidates are asked to place them in the "Other Materials" tab, under "Course Materials."

How do I include the sample solicitation letter?

Upload the sample solicitation letter to Dossier/Department Documents, as document type 'Sample Solicitation Letter.' NOTE that it is very important that you do not include any information that may identify a reviewer in the solicitation letter.

Managing Reviews

Why are reviews showing up in the "Files Waiting...." section of my Docket when the candidate hasn't hit the submit button yet?

Once a file's due date has passed, the row moves up into the "Files Waiting..." section of the department review manager's docket, indicating that the response deadline has passed and the file can be pulled forward if/as appropriate (e.g. for automatic deferral). If you pull a file forward you will be prompted to include a reason for doing so--be sure that this reason is clearly documented.

Who is responsible for moving files forward that are in the "Active Review Files" section of my Docket?

Each file in your Docket has a "State" associated with it, listed in the column below the header. By looking at the current state, you will be able to determine who needs to take action to keep the file moving forward. We have compiled a list of the States and basic details about them, including who is responsible for taking action in each state, at Department Review States.
The review state will demonstrate the progress/location of the file.

What do I need to do if the file includes hard copy materials?

A couple simple steps will help keep the physical and digital pieces of the file in sync. Within the review file, go to Config>Edit Settings and check the "Hard Copy" box to flag the review as having a physical component. Be sure to send the physical portion off to the next review body before submitting the online portion. It is also helpful to indicate within the file which items are being provided in physical/hard copy form. See Handling Hard Copy Materials for best practices.

I accidentally hit "Accept & Add Materials" instead of "Accept as Complete (Send for [Dept/Unit] Faculty Review)" and don't have anything to add to the file. Can I go back and change my choice?

There's no 'back' option, but there are steps the review manager can take in this case to move the file forward for department/unit review and recommendation. Note this may only be done if everything on which the recommendation will be based is already in the file. If any more material will be added prior to the departmental recommendation, then "Accept & Add" is the correct path forward.

  1. Hit the "Release for Candidate Review" button.
  2. On the subsequent screen:
    a) remove the response deadline date 
    b) in the email template, find and keep the link to the file, but replace the rest of the text with a message to the effect of...
    "This email is to let you know that no new materials were added to your review file, which will now go forward for recommendation.
    You'll receive another email once the recommendation has been included in the file, asking you to then take action to keep the review moving forward.
    You can access your review at any time using the link in this email or by logging into DivData at https://divdata.ucsc.edu and clicking the "View" link for this review, located on the Review/Overview tab.
    Thank you."
    c) Save & send
  3. Go back into the review file and Pull Forward, entering reason as "No new materials added; candidate notified."

The review file will then be in Dept/Unit Faculty Review (DP-60), ready for the recommendation to be determined and added to the file.

External Letter Solicitation

Does the system save the list of what was shown to external reviewers?

External reviewers lose their access to the review once the candidate is given his/her file to complete the next Checklist to Assure Fairness. The system does not automatically save the list of materials shown to external reviewers. To include a list of materials shown to external reviewers in the review file, click 'set external reviewer access' and, once their access is set, print/save the page as a PDF file, and upload it as a non-confidential department document.

If a review is past Checklist #2 and you need to retrieve this information, contact DivData Help and we can provide it for you.

Can external reviewers see a document that I add to the file during the letter solicitation process?

The answer depends on the type of document you add, as some document types are shown to external reviewers by default and will be visible unless you set them not to be. None of the documents included in the Department Documents section can be made available to external reviewers. To confirm the materials selected for external review, click the “Set External Reviewer Access” button on the Letter Solicitation tab and review which items are checked.

To ask or suggest a new question, send it to divdata-training-group@ucsc.edu