Candidate Overview

TOPICS:  Before you begin: OverviewGuidelines for Materials  →  Login → Build your file: Manage Access • Dossier–Primary DocumentsOther Materials • Include Scholarly/Creative Works with Biobibnet / with manual entries  →  Submit your file  →  Review department/unit documents  →  Review the department/unit recommendation


Read the overview below for a general idea of the process. Use the links above for step-by-step specifics.

Process Overview For Candidates

This is an overview of how you will build your review file in DivData Review.

For candidates, the review process typically goes through five stages:
  1. Building your file

  2. Submitting your file to your department/unit

  3. Reviewing any added department/unit documents

  4. Reviewing the department/unit letter

  5. Viewing your decision letter and accessing your file

Preparing for review

Your Department Chair/Unit Head will discuss with you the action for which you are to be reviewed, and will tell you the corresponding period for which you should provide materials to be considered in your Review. The process of building your Review file will go more quickly if you first update your Biobibliography or CV and collect digital copies of any scholarly or creative work that you plan to submit to reviewers.

Biobibnet users will need to update their online Biobibliography to help facilitate building their Review file.

If digital copies of your work are not available or appropriate for your Review, discuss your options for other formats with your Department Chair/Unit Head. Keep in mind that reviewers appreciate being able to review materials online whenever possible.

Refer to the Candidate Material Guidelines for specific information regarding allowable file formats.

1) Building your file

Once you and your Chair/Unit Head have decided what review action you will be coming forward for, your review record will be set up in the online review system. You will receive an email inviting you to log in and begin building your file.


An important, up-front choice: Will Biobibnet be the source for your biobibliography and scholarly/creative works?

The first time you access your review, you will be presented with a "Setup File" screen. If you already have course or other bibliographic information in the system, you will decide whether or not you will use your Biobibnet Profile to create your biobibliography and list of forwarded scholarly and creative works. This is an important, one-time selection.
UC Santa Cruz DivData Test Screen shot, showing Setup File screen radio buttons.

  • If you choose to use Biobibnet, you will use that tool to generate and annotate your biobibliography and compile scholarly/creative works to be included in your review.
  • If you choose not to use Biobibnet, you will need to create and upload your biobibliography or CV and manually create your list of Scholarly/Creative Works for reviewers, if needed. Non-Senate academics and those who have not worked with their Biobibnet profile will typically make this selection
  • Regardless of choice, if you have course records associated with your position, they will be imported into your review file.

At this setup screen, you will also be encouraged to grant View access to your materials to your Department Review Manager, and will be asked to sign the first section of the Checklist to Assure Fairness. Then you will be taken to your Online Review screen.

There are two tabs on your Online Review screen.

The first tab is your Overview tab. This is information about you and your appointments at UC Santa Cruz.

DivData Overview -On-line Review Snap Shot

  • If you have a review currently underway, you will find it under the Current Review header. To work with the current review, click the View link to reach your FileBuilder screen, where you can upload your materials and view documents that are added by your department/unit.
  • Your current appointment will be listed under the Current Appointments header.
  • Under the Review History header you will find a listing of your past personnel actions, sorted in reverse chronological order.
  • Sabbatical credit balance for faculty members will be noted at the bottom of the screen, along with the “as of” date. This sabbatical credit accrual is projected to a future date for the purpose of the curriculum leave planning process; check with your division to verify your sabbatical balance.


The second tab is your docket screen.

DivData Docket Review Tab

Your Docket is your virtual inbox. If you are a member of a department or committee that reviews your colleagues’ files, this is where they will become available for you to view. When you are notified that new files are available for review, the Docket will have “View” links for each personnel file.


To build your review file, click the View link next to your current review to navigate to your FileBuilder screen.

DivData FileBuilder Snap Shot

The screen is organized into 5 tabs:
  • Dossier
  • Other Materials
  • Scholarly/Creative Work
  • Course Evaluations
  • Manage Access

Dossier tab

Here you should upload:

  • Your personal statement
  • Your updated biobibliography/CV:
    • if you are NOT a Biobibnet user, you should upload your updated biobibliography/CV as a PDF
    • if you are a Biobibnet user, your Biobibnet cumulative biobib will be included automatically with your file, reflecting updates made until the point you submit your materials to the department/unit.
  • Your sabbatical leave report, if applicable
  • If confidential letters will be solicited as part of your review, you should upload a list of potential letter writers
  • You have the option of uploading a list of names of those who might not objectively evaluate your work, along with an explanation
  • Your department may also upload non-confidential documents that are expected as part of your file

Other Materials tab

Here you can upload:

  • Any other information which you wish to have included in the review file. Some examples are:
    • Course materials, like syllabi, lecture slides, or course exercises
    • Unsolicited (non-confidential) letters from former students attesting to your influence on their career
    • Unsolicited (non-confidential) letters from colleagues attesting to your public speaking or service
    • Brochures or other documents from professional meetings or events to which you made contributions

Scholarly/Creative Work tab

Your list of scholarly and creative work should include these items:

  • A listing of the publications or other scholarly or creative work from the period under review that you want considered as part of this personnel action.
  • A digital copy of each work. Consult with your Department Chair/Unit Head if you believe it is impossible or inappropriate to submit an item within the Review system. It may be appropriate to forward some items for review outside the Review system.
  • Materials submitted in alternate formats should still be listed on this tab.

The steps for including these works will differ depending on whether you are a Biobibnet user or not; refer to the step-by-step instructions for details: Biobibnet / manual entries

Course Evaluations tab

Here your Department will provide:

  • A listing of all courses you taught within the review period, along with student evaluations. This information is imported from Biobibnet. You should review the information on this tab; any changes or corrections must be made through your department manager.

Manage Access tab

  • Here you can grant view access to your file to individuals you may wish to advise you as you compile your materials; for example, your Department Chair/Unit Head or a faculty mentor. Individuals must have a CruzID to be granted access within the online review system. It is an excellent idea to grant access to your Department/Unit Review Manager as soon as you feel comfortable doing so. It is part of this individual’s role to answer your questions on the review process.
  • Unless you grant access as described above, you are the only person who can view the materials you are uploading to your dossier until your file has been submitted to your Department/Unit. The exception to this is if you are uploading either a list of potential reviewers, or a list of individuals unable to be objective—these become immediately available to your Department/Unit Manager.

    Additionally, during this stage, you are the only person who can upload or edit candidate materials in your Dossier tab. You cannot grant someone else Edit access. Department/Unit Managers may add non-confidential department documents and course evaluations (if needed) at this stage, which will become immediately visible to you.

For More Detail Building Your File See: Manage Access • Dossier–Primary DocumentsOther Materials • Include Scholarly/Creative Works with Biobibnet / with manual entries

2)    Submitting your file

Once you have finished building your review file, you will want to review its contents before submitting it to your department/unit for departmental/unit review. If there are any items included in your file on which you wish to comment, you should do so before submitting.

Final Review: If you haven’t already done so, it is recommended that you grant View access to your Department/Unit Review Manager before you formally submit your file. Once you have submitted your file, you will lose edit access. You will always be able to view the materials you submitted, but you will no longer be able to upload, edit or delete documents.

At the time you submit your file, you will be presented with a Submission Checklist page that you must sign off on to proceed. The page offers a reminder about double-checking the contents of your file and will detail the next steps you may need to take. Once you have completed this submission, and your file is accepted by the department/unit, you will not need to take any further action until you are notified again by the department/unit.

For More Detail on Submitting Your File See:  Submit your file

3)    Reviewing added documents

Once you’ve submitted your file, your department/unit will determine if it needs to perform any additional actions on your file before it is opened for review. This may include actions such as uploading course evaluations or soliciting confidential letters. In many cases, particularly for non-Senate academics, nothing will be added and the file will proceed to department/unit review.

If additional materials are included, the department/unit will email you when it has finished its work, and you will be asked to log into DivData Review to review your completed file as it will be seen by your department faculty/unit members. Before viewing your file, you will be asked to complete the Checklist to Assure Fairness (CTAF) for Candidate Review of Materials. This section of the Checklist attests that:

  • You are being given the opportunity to inspect all non-confidential documents to be included in the file
  • You are being given the opportunity to inspect redacted copies of any confidential documents to be included in the file
  • That you will have the opportunity to submit a written statement in response to or commenting on material in the file within either 5 or 10 working days (depending on your appointment type) from the date of receiving view access to the materials

Your response deadline will be noted in the text of the checklist.

For those files with materials added by the department/unit, this is your chance to take a final look at your dossier before the departmental/unit review process begins. If you want to submit a comment or response to documents in your file, prepare it and have it ready to upload before taking action to submit the file back to your department/unit.

When you’ve completed your review, press the button to return the dossier to your Department/Unit Review Manager. You’ll be prompted to upload a response to the file documents at that time.

Once you have returned the file to your Department/Unit Review Manager you won’t need to take any action until you are asked to review the department/unit letter.

You can view these contents of your Review file at any time by navigating to your FileBuilder screen.

For More Detail on Reviewing Added Documents See:  Review department documents

4)    Reviewing the department recommendation

Once the department has completed its review, your Chair/Unit Head will upload the department/unit letter to your dossier tab. You will receive an email that asks you to log in to DivData Review to review the department/unit letter.

You will be asked to complete the last part of the Checklist to Assure Fairness. This section of the Checklist attests that:

  • You are being given access to the department/unit letter
  • You have the opportunity to submit a written comment on the department/unit letter, either to the department/unit, or confidentially to the dean, within either 5 or 10 working days (depending on your appointment type) from receiving access to the department/unit letter.

Your response deadline will be noted.

If you want to submit a response to your department/unit letter, prepare it and have it ready to upload before taking action to submit the file back to your department/unit.

When you’ve completed your review, press the button to return the dossier to your Department/Unit Review Manager. You’ll be prompted up upload any response to the department/unit letter at that time.

It is possible that a reviewer beyond the department/unit may request additional information on your dossier. If additional information is provided by your department/unit, you will be made aware and will be given an opportunity to review any added documents and to comment upon them.

Once you have returned the file to your Department/Unit Review Manager you probably won’t need to take any action until you are notified that your decision letter is available.

You can view the department/unit letter at any time by navigating to your FileBuilder screen.

For More Detail on Reviewing the Department Recommendation See:  Review the department/unit recommendation

5.    Viewing your decision letter and accessing your file

Once a decision has been made on your review, the approved decision letter will be uploaded to your dossier.

You will receive an email letting you know that your review is complete and that you can log in to the online review system to view your decision letter.

Click the View link on your current review record to navigate to your FileBuilder screen.

You will be able to view your decision letter, along with any other documents in your review file. These may include the CAP or DCAP letter, the dean’s letter (for an EVC or Chancellor authority file), a redacted copy of an ad hoc letter (if your review included an ad hoc committee), or any other divisional/central review document. It’s no longer necessary to request access to any documents in your file.

You can view the documents in your file at any time by navigating to your FileBuilder screen.

Once the review cycle is complete, your “current review” record will drop off your Overview screen. The View link for the documents associated with this review will move to the record under your Review History header. You will always be able to view the documents on your Dossier tab by clicking on the View link next to the review record under your Review History header.

To work with the current review, click the View link to reach your FileBuilder screen, where you can upload your materials and view documents that are added by your department/unit.