Guidelines for Candidate Materials

Review Documents

Candidates are expected to upload biobibliographies/CVs, personal statements, optional materials, and other candidate-submitted dossier materials, as PDF files, to the online review file. Use of PDF files will ensure reviewers can view the document with its intended appearance. (Submission of course evaluations continues to be the responsibility of the department/unit.)

It is very important for the candidate to ensure their biobibliography/CV is in its final state before the candidate takes the “submit to dept/unit” action in DivData Review.

Biobibnet users will not need to upload their updated biobibliography directly as Biobibnet will automatically upload the cumulative biobib to the online file at the time the candidate takes the “Submit to Dept/Unit” action in DivData Review.

The system will attach a “Courses” file containing the cumulative record of the candidate’s courses taught, regardless of whether the candidate uses Biobibnet for their biobibliography. If non-Biobibnet users would like to have that file deleted from their file, they can request that the Review Manager delete the Courses document from their file before it is released for faculty review.

Scholarly/Creative Works

Every item submitted for consideration must be listed on the “Scholarly/Creative Works” tab in DivData Review, either with a complete biobib entry (preferred) or, at minimum, with a reference number corresponding to the annotation on the candidate’s biobib/CV. Note that Biobibnet users’ full biobib entries will be pulled automatically into this tab based on the date range they select when first accessing their online review. 

We highly suggest that all candidates update their biobiliographies or CVs, including annotation, before beginning to upload works in DivData Review.

Scholarly and creative works (“publications”) being submitted for consideration may be provided as follows:

Uploaded PDFs:

  • PDFs are highly recommended to ensure reviewers can easily view the document with its intended appearance and without a multitude of applications or viewers.
  • It is the expected format for candidate dossier materials: biobibs/CVs (if not using Biobibnet), personal statements, etc.
  • It is the preferred format for publications and documentation of creative works.
  • Maximum file upload size: 50 MB

Uploaded  files in other formats:

  • Other document and media file types may be uploaded.
  • Avoid file types that your reviewers may not have the tools to access.
  • Suggested use: creative media works of less than 50MB


  • Highly recommended
  • Permanent URLs – permalinks, PURLs, or Digital Object Identifiers (DOI) from digital archives such as the California Digital Library – are recommended to avoid the risks associated with other URLs which can result in reviewers being unable to access the work.

Other external links:

  • Appropriate in cases where the file size exceeds 50MB
  • Links to department-hosted sites are allowed.
  • Candidates may not link to their own sites, unless the site itself is the scholarly/creative work being submitted for review.
  • Work must not be altered during the review process.
  • Avoid linking to subscription-based sites.
  • If you use a password-protected site, provide the username and password in the “Comment” field for that entry.
  • Externally-hosted work should include a systematically-generated, unalterable file upload date whenever possible.
  • The use of industry/discipline standard hosting services (e.g., Vimeo) is recommended for reviewer accessibility.

Hard copies:

  • Hard copies are discouraged for items suited to digitizing; instead use digital form as often as possible. If you are not able to provide digital copies of your materials, discuss your options with your Department Chair/Unit Head.
  • Inclusion of a scholarly or creative work in physical form may be appropriate when a digital version is prohibitive (e.g., a book not available in digital format) or in cases where the work must reasonably be seen in physical form to be evaluated.
  • Any such items are to be listed on the Scholarly/Creative Works tab with a “Hard Copy” annotation

Considerations for hard copies

Files that contain physical “hard copy” materials can slow down the process at points where several reviewers need access (e.g., DCAP/CAP and ad hoc), which could delay the file. Files that include hard copies will also require special handling to be sure that the hard copy materials are available to reviewers at the same juncture as the online review file.

Please use digital formats as often as possible.

Tips for an easier process

Compiling and submitting scholarly and creative works has always been one of the most time-consuming steps in preparing a review file.

Here are ways to make the process a little easier:

  • Adding published work to an open access digital archive and including the permanent URL in your biobib/CV entry will save time and effort in current and subsequent reviews, as it ensures it will be available to reviewers for current and future reviews and the link may be used in lieu of uploading the file in DivData Review. More information on UC initiatives in this area is available through the UC Open Access Policy and the California Digital Library.
  • Update your biobibliography/CV on a regular basis – more frequently than at each review. Candidates who maintain their biobiliographies on an ongoing basis find the review process easier.
  • Keep an ongoing digital collection of publications and/or creative works in anticipation of your next review. For example, create one or more folders – perhaps one for each academic year – on your computer or server in which you save a copy of each item that you will include in a future review.
  • Use an ongoing numbering schema for both the biobib/CV annotation (e.g. J1, J2,..., J127) and the saved copy of the work (e.g. “J127-New Theories on Strings.pdf”)  to streamline the process of matching an uploaded or linked file to the correct biobib entry. Also refer to UCSC’s Biobibliography Guidelines.


See Also