Review a File

All UCSC DivData Review users have a "Docket," where they can access the files to which they are assigned. This page walks an internal (UCSC) reviewer through the process of accessing and reviewing a file other than their own.

Once you are notified that a file is ready for your review, log into DivData using your CruzID + Gold password. You will need to have an active DivData account to access DivData Review.

How will I know when a file is ready to be reviewed?

Departmental reviewers will be notified by department managers regarding availability and agenda dates for review files. For CAP members, that communication will come from the CAP Analyst. Those with the responsibility to move a file forward will receive email notifications (from sender "UCSC Academic Personnel") when a file needing their action has been placed on their Docket. Users who frequently and actively monitor their review docket may opt out of these notifications.

Once logged in, you will see your Overview screen. This is where you can find information about your own ongoing review, if you have one, as well as on your current appointment and your review history. You can also see your sabbatical credit balance, projected to the end of the current academic year, at the bottom of the screen.

image of overview screen

  1. Click the Docket tab to move to your review docket. You will see a list of faculty that you are being asked to review for merit or promotion. The listing will include some basic information about each review file, including the type of review the candidate is undergoing and whether there are any hard copy materials associated with the review file. The intent is to have review materials available online to the fullest extent possible, but some files may have accompanying hard copy materials, such as older course evaluations or books not available in digital form. Files with hard copy materials should be noted as such on the docket; you will need to contact your Department Manager to review hard copy materials.

    image of docket screen

  2. Click the View link next to the candidate’s name to open their review file. You are now in the candidate's review file. Each review is organized into five tabs:

The Dossier tab lists most of the primary documents included in the file. To read one of the documents, click the associated link in the Title column.

image of filebuilder screen

  • The Candidate’s Dossier Materials heading includes the biobib, sabbatical leave report, personal statement and names of potential solicited reviewers.

  • The Department Documents heading includes any solicited letters, department information on letter writers or document inventories, along with any candidate response to those documents.

  • The Recommendation/Decision Letters heading will include the Department Letter, once it is finalized, along with any candidate response. As the review process continues, other recommendation letters and the decision letter will also be included here.

  • The Review Reports heading includes the Checklist to Assure Fairness

The Unsolicited Materials tab will be a listing, with links, of any other information which the Candidate wishes to have included in the review file. Some examples would be course syllabi or unsolicited letters submitted by the candidate.image of unsolicited materials tab

The Scholarly/Creative Work tab is a listing of the work the candidate has forwarded for review for this personnel action. The annotation in the Ref# column should match the annotation on the candidate's full biobibliography on the Dossier tab.  Links next to each entry will allow you to review the work online. Work done outside the review period will not be listed on the Scholarly/Creative Work tab, but is listed in the full biobib, which is available on the Dossier tab.

image of scholarly creative works tab

The Course Evaluations tab is a listing of the courses taught during the review period. Links next to each entry will allow you to review the associated course evaluations online. Links in the Evaluations column will open course evaluation reports imported from eCommons. Links in the Files column will open older sets of electronic evaluations uploaded by the department. Some evaluations may only be available in hard copy in the department office. Courses taught outside the review period will not be listed on the Course Evaluations tab, but are listed in the full biobib, which is available on the Dossier tab.

image of courses tab

The Working Documents tab may be used, at the department’s option, as a place to share draft department letters. If your department decides to use DivData Review for this purpose, you will be notified when draft letters are available. This tab also includes a text field where you may make private notes about the review file. Those notes will be visible only to you, and only while you are reviewing the selected candidate’s file.

image of working documents tab

NOTE: Department faculty reviewers will lose access to the candidate’s dossier, including information on the Working Documents tab, once the recommendation has been made and the department chair signs off on the review. In addition, all information on the Working Documents tab will be purged once the candidate’s review is completed. If you will want to refer to your private notes after the candidate’s review file has left the department, save the information elsewhere.