Finalize Departmental Review and Submit to Division

Once the departmental or unit review has been completed and the recommendation letter has been finalized, the final letter must be uploaded to the system in the Dept/Unit Faculty Review (DP-60) state. After the final letter has been uploaded and submitted, it proceeds through the Candidate Checkpoint and Chair Signoff steps as appropriate to the type of review.

For reviews involving the Checklist to Assure Fairness (“Checklist”), the department review manager has a chance to review the letter, as well as the other file contents, before releasing the department/unit recommendation to the candidate. Once Chair Signoff is complete, the review manager sees the review one last time to confirm it is ready to send to the dean’s office.

Dept/Unit Faculty Review (DP-60)

Either the department chair/unit head, lead reviewer (often a PI), or department review manager may upload the final letter. Either the department chair/unit head or the department review manager have the ability to move the file forward. The letter should be uploaded in the Recommendation/Decision Letters section of the Dossier tab.

As the review manager, if you submit the department recommendation in Dept/Unit Faculty Review, you will be prompted to enter recommendation data and confirm review settings at this point in the process. You will also have a chance to review/confirm the information during Dept/Unit Finalize and make any final changes prior to submitting the file to the division.

If the chair moves the file forward at the time of the department recommendation, you will be prompted to enter the recommendation data when you finalize the file for submission to the division. See Dept/Unit Finalize (DP-75) below.

The person submitting the recommendation should review the contents of the file, including the final department/unit letter, to make sure the file is accurate and complete.

Enter the Departmental Recommendation

  1. Click Submit Recommendation. The Submit Recommendation screen is displayed.

Screenshot of the Submit Recommendation screen in DP-60.

If the file is for an Appointment, a Recruitment Compliance field is displayed.

Screenshot of the Submit Recommendation screen in DP-60 with the Recruitment Compliance field displayed for an Appointment action.

  1. Enter the department recommendation as data fields. Complete the information based on the written departmental recommendation, using the drop-down menus. Required fields are indicated in red and marked with an asterisk (*). For descriptions of actions, modifiers and O/A (over/above), see Translations of some Common Div Data Codes.
  2. Click Submit Recommendation.
  • For reviews involving the Checklist to Assure Fairness, continue with Prep for Candidate Review (DP-65).
  • For reviews not involving the Checklist, proceed to Chair/Unit Head Signoff (DP-74).

Prep for Candidate Review (DP-65)

  1. Click Release for Candidate Review. You will be taken to a page that includes an email template with which to notify the candidate of their access to the last section of the Checklist to Assure Fairness and the department/unit recommendation.
  2. Confirm that the candidate’s response date allows them the correct number of working days to review and comment on the recommendation. This response period is based on the title and action of the review. You may adjust the date if appropriate, for example to accommodate university holidays.
  3. Edit the email template as appropriate.
  4. Once you have confirmed the response deadline is correct, and edited the email template, click Submit & Email Candidate.

You will be returned to your Docket, where the file is now in the Recommendation Released to Candidate (DP-67) state.

Checkpoint: Candidate Review of Recommendation (DP-67, DP-70)

The candidate first acknowledges the Checklist to Assure Fairness, which updates the review state to Checkpoint: Candidate Review of Recommendation (DP-70). The candidate may then read the departmental recommendation.

When returning the file for Chair Signoff (DP-74), the candidate return the file with no response or they may upload a response to the recommendation letter, either to the department or confidentially to the dean.

If the response period ends, and the candidate has not yet completed their portion of the checklist and/or submitted the file to the chair, department/unit review managers may pull the file forward.

When the candidate completes the Checkpoint or you pull it forward, the file will go forward to the chair for signoff on the review.

Chair Signoff (DP-74)

The system sends an email notification informing the chair that the file is waiting for their action. The chair/unit head accesses the file from their DivData Review docket or using the link in the email. Once in the file, they assess any candidate response to the department and review the Checklist to Assure Fairness.

The chair may also upload a Department Chair’s Letter. That document would not be visible to anyone in the department until the review is finalized.

When the chair signs off on the review, their certification is added to the Checklist To Assure Fairness.

Dept/Unit Finalize (DP-75)

After the department chair/unit head signs off on the review, you will be prompted to either confirm or enter the department recommendation data and review settings as part of the process of preparing and submitting the file to the division.

  1. Navigate to the Docket screen, find the candidate's review record and click the View link. The File Builder screen is displayed.
  2. Review the contents of the file, including the final department/unit letter and any candidate response to the department letter. Once you submit the review to the division, you will lose update access to all of the materials.
  3. Click Submit to Division.

 submit to division button

The Submit Recommendation screen is displayed.

 Department recommendation entry screen in DP-75.

  1. Enter or update the departmental recommendation as needed. (See Enter the Departmental Recommendation above for details.)
  2. Click Submit to Division. This forwards the file to the Divisional Academic Personnel Coordinator, who will prepare it for CAP or the Dean according to the delegation of authority.
You will be returned to your Docket, where the file is now listed as Out of Department. You can no longer edit the contents of the file, though you do retain view access to all of the material that was added by the candidate or the department.

Next Steps:

The Divisional Academic Personnel Coordinator may return the file to you if there are any errors or omissions to be corrected informally. Otherwise, the review is now out of the Department. You will not be asked to take any other action unless a formal Request for Additional Information is made.

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