Candidate Guidelines for Providing Review Documents and Scholarly/Creative Work

During a personnel action, it’s important to provide versions of your cumulative biobibliography/CV, scholarly publications, creative work, and supporting documents that are complete, up-to-date, and in PDF or other digital format that can be easily accessed and opened by reviewers. The key is to ensure that your content will be consistently available to all reviewers without obstacles such as a broken link, paywall, excessive navigation or special software required.

Refer to Hardcopy Guidelines for Candidates if you have review material that cannot be digitized or is not suitable as a PDF file.

Note: Submission of list of courses taught and student course surveys (SETS) is the responsibility of departments/units.


Your biobibliography/CV is expected to be in its final complete and accurate state before submitting your online Review file to the department. If it’s incomplete or there are errors, the file will be returned to you for corrections.

Adding a Cumulative Biobiliography/CV

  • If you're a Biobibnet User: Select “Use Biobibnet” in your Review file to automatically add your cumulative biobibliography to the Review while you are building your file. For information about selecting Biobibnet when initially setting up your Review file, see Biobibnet Choice. For information about electing to use Biobibnet after initial set up, during file building, see the Review Settings tab.
  • If you're not a Biobibnet User: You'll need to manually upload a PDF of your current biobibliography/CV to be included in the review (see Uploading & Attaching Files). Faculty may have a cumulative course history included in your Dossier materials. This file contains the cumulative record of the courses you’ve taught. If desired, you have the option to exclude this report on the Review Settings tab of your Review file. See Including Cumulative Course History Report for instructions on how to turn off this setting.

Note: The choice to include or exclude the Cumulative Course History report is independent of content on the Course Evaluations tab, where the department includes courses relevant to the reviewing unit and period under review.

Dossier Documents and Other Materials

All review documents you add to your online file are expected to be uploaded as PDF files. The use of PDF files ensures that the content will be available to your reviewers. The content of a supporting document determines the Review file tab and section where it should be uploaded.

Adding Dossier and Other Documents

  • Dossier tab > Candidate Dossier Materials: Your personal statement and any required candidate-supplied documents (e.g., prior biobib, sabbatical leave report, co-authorship statement, etc.) should be added here.
  • Other Materials tab > Course Materials: This section is where you upload any instructional materials (e.g., syllabi, lecture slides, sample exams, etc.).
  • Other Materials tab > Unsolicited material: All other supporting documentation (e.g., student feedback, letters of support, reader reports, signed contracts, and so forth) should be uploaded here.

Scholarly Publications and Creative Work

Every item submitted for consideration must be listed, and a copy of the work included, on the Scholarly/Creative Work tab in the online Review file.

Scholarly publications and creative work may be uploaded as PDF files, or referenced using Acceptable Permalinks that meet campus expectations for access and stability.

Each citation on the Review Scholarly/Creative Work tab should include either a complete biobib entry (preferred, and automatic for Biobibnet users) or, at minimum, a reference number corresponding to the annotated item on your biobib/CV.

Adding Scholarly/Creative Work

  • We highly recommend that you update your biobiliography or CV, including annotation, before beginning to upload works in DivData Review.
  • Biobibnet users: Full biobib entries and attachments marked with the “In File” asterisk are imported into an active Review. Be sure to clear previous annotations and confirm that the items included are for evaluation in the current review period.

Regardless of how you reference your scholarly/creative work, it must not be altered during the review process.

Ensuring Your Work is Readily Available and Easy to View

All reviewers, whether affiliated with UCSC or not, must be able to readily access all of your work.

Scholarly publications and creative work must be viewable without having to download a file to open it, encountering a paywall, or having to go through multiple clicks to get to the referenced item. Work that is not easy to get to and view/read will not be evaluated.

To make your work available to reviewers

Upload your publications and supporting documents as PDFs. PDFs are highly recommended for published works to ensure reviewers can quickly and easily view the document in its intended appearance and without a multitude of applications or viewers. Deans and the Committee on Academic Personnel (CAP) have expressed a strong preference for PDFs.

Do not provide documents in Microsoft Word (.docx) or other word processing formats, since these files must be downloaded to be opened and viewed. Most reviewing bodies (e.g., the Dean’s office and CAP) will not accept documents in Word format.

Reference your work via permalinks to a stable, open access version. A version can be considered open access if the work is fully and reliably readable or viewable with no charge at that link.

If you use permalinks, be sure that the link is entered correctly with no typos, such as missing or extra spaces or characters. If a link results in a page not found error, the work will not be considered. Reviewers cannot be expected to search for a publication they can’t link to directly.

Acceptable Permalinks

The following table lists acceptable permalinks. Other types of links, such as subscription-based sites or your own site (unless the site itself is the scholarly/creative work being submitted for review) are not acceptable and may result in your work not being considered by reviewers.

Type of Link

URL Publication
DOI (Digital Object Identifier) linking to an open access publication “Equity, Growth, and Community. What the Nation Can Learn from America’s Metro Areas.”
eScholarship with full text “Sounds of the Baguazo: Listening to Extractivism in an Intercultural Radio Programme from the Peruvian Amazon."
eScholarship linking to open access full text on external site “Mapping bull kelp canopy in northern California using Landsat to enable long-term monitoring.”
Link in another disciplinary, data, or institutional repository (e.g., DOI, handle, permalink) “Pinniped censuses at Año Nuevo, California, 1967-2017.”
Link to another item (e.g., video, podcast, etc.) The use of industry/discipline standard hosting services is recommended for reviewer accessibility
  • Appropriate in cases where the file size exceeds 50MB
  • 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

Hardcopy Guidelines for Candidates

Hardcopy materials should only be included when necessary. Files that contain physical hardcopy materials slow down the process at points where several reviewers need access (e.g., CAP/DCAP and ad hoc). Files that include hardcopies also require special handling to be sure that the hardcopy materials are available to reviewers at the same juncture as the online review file.

  • Materials should be submitted in digital versions as much as possible. If digital versions are not available or appropriate, discuss your options for other formats with your department chair/unit head. Reviewers appreciate being able to review materials online.
  • While digital files/formats are to be used as often as possible, 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 Work tab with a Hard Copy annotation.

If you must forward material in hardcopy format, create a reference for the material on the appropriate tab for the material. This will help reviewers know that they need to locate the hardcopy material when reviewing your file.

Other Materials Tab (Unsolicited Material)

Refer to hardcopy material on the Other Materials tab

  1. Click the Add File button for unsolicited material. The Add File dialog is displayed.
  2. In the Title field, enter a description for the item and note that it is being provided in hardcopy.
  3. Do not browse to select a file.
  4. Click Create.

The Other Materials tab is redisplayed, with the item added under Unsolicited material.

Scholarly/Creative Work Tab

The procedure for referencing hardcopy is different for Biobibnet users and non-Biobibnet users.

Biobibnet Users—Entering Hardcopy References

Hardcopy references are entered on the Scholarly & Creative Work tab in your Biobibnet profile for import into an active review file.

  1. Click Create Entry to add a new record, or the Edit link next to an existing record.
  2. Type SUBMITTED HARD COPY in the URL Comments field on the data-entry dialog.
  3. Click Save.

The hardcopy reference is added to the entry for the record.

Non-Biobibnet Users—Entering Hardcopy References

Hardcopy references are entered directly into an active review from the Scholarly/Creative Work tab in your Review file.

Include a hardcopy reference for a new scholarly/creative work record
  1. Click Create Record. The Create New Scholarly/Creative Work dialog is displayed.
  2. Enter the reference number and citation information for the item.
  3. Type SUBMITTED HARD COPY into the URL Comments field on the data-entry dialog.
  4. Do not select a file to upload.
  5. Click Save.

The Scholarly/Creative Work tab is redisplayed, with the hardcopy notation added to the entry.

Add a hardcopy reference to an existing scholarly/creative work record
  1. Click the Edit link next to the entry requiring the hardcopy reference. The Edit Scholarly/Creative Work dialog is displayed.
  2. Type SUBMITTED HARD COPY in the URL Comments field.
  3. Click Save.

The Scholarly/Creative Work tab is redisplayed, with the hardcopy notation added to the entry.

Tips for an Easier Process

Compiling and submitting scholarly and creative works is one of the most time-consuming steps in preparing a review file. Here are ways to make the process a little easier:

  • Keep copies of your work. Saving your accepted manuscript, as well as the published version of record, will allow you to make your work open access under UC’s Open Access Policies (in most cases). It also helps you be prepared to supply copies if needed for your review when your work is not open access.
  • Update your biobibliography/CV on a regular basis. Add new achievements and publications when they happen, or at least annually, not only when review comes up. Candidates who maintain their biobibs on an ongoing basis typically find the review process easier.
  • Make your scholarly articles open access via the UC Open Access Policies. These policies allow for scholarly articles (generally the accepted version) to be made open access in eScholarship via a nonexclusive copyright license. Learn more on the UCSC Library open access page.
  • Use a system to manage your articles and make them open access. The UCSC Library recommends the UC Publication Management System, where you can view a list of your articles and upload the final version as open access to eScholarship, all in one place. Contact the Library at for help getting started or questions about using it.


See Also