Processing a Reconsideration Request

This page explains the process for handling of a written request for reconsideration of a senate personnel review in DivData Review under CAPM 418.000. See the policy for eligibility criteria and a full description of the business process.

For a reconsideration request to be considered:

  • The request must be made by the candidate to the department chair in writing by the end of the subsequent quarter following the date of the decision letter.
  • Evidence of the significant factual error(s) shall be provided by the candidate. In most cases, this is based on the documents contained in the completed file.

The department chair is responsible for determining whether there is clear evidence of a factual error in the file that could reasonably be found to have influenced the final decision. If the chair determines that is the case, the chair shall inform the candidate and reopen the Review file for reconsideration.

The Department Places the Review File on Hold upon Receipt of a Reconsideration Request

As soon as a request is received from the candidate, either the department chair or review manager (at the direction of the chair) should immediately go into the review in question and move the file to the Reconsideration Requested holding state. This prevents the file from archiving and preserves access while the chair determines whether or not the evidence warrants reconsideration of the action.

To put the Review file in the holding state:

  1. Find the review on your docket using the Find/Filter feature or by scrolling through the Recently Completed section.
  2. Click Candidate Requested Reconsideration. This option is only available on senate actions in the Complete (RV-20) state

The image shows a sample completed review with the Candidate Requested Reconsideration button.

A confirmation screen is displayed.

The image shows the Candidate Requested Reconsideration confirmation screen.

  • Canceling the request leaves the file in the current state, Complete (RV-20).
  • Confirming the request places the file in the Reconsideration Requested (DP-91) state so the chair can make a determination. The file will then be listed in the ...files waiting on Department Chair section of the chair's docket. System notifications are sent to those assigned as department review manager, chair and divisional review coordinator on the individual Review file.
  • The file will remain in this Reconsideration Requested (DP-91) holding state until the chair makes a determination regarding the reconsideration request. 

The image shows a sample review file in the Reconsideration Requested (DP-91) state.

The Chair Makes and Enters the Determination

Only the department chair can enter the outcome of their determination. The options are to proceed with reconsideration if the request is supported by the evidence, or otherwise to return the review to its former Complete state. Documentation of the request is only included in the Review if the reconsideration proceeds.

If there is not sufficient evidence to support the reconsideration

  1. Select Request Not Supported. A confirmation screen is displayed.

The image shows the Request Not Supported confirmation screen.

  1. Select Request Not Supported. This returns the file to the Complete (RV-20) state and sends an email notification to the department review manager, chair, and divisional coordinator advising them of the decision. Since the chair is expected to communicate their decision directly to the candidate, the system doesn't send an email notification to the candidate.

This ends the reconsideration period, as once an academic personnel review has gone through this process, no further reconsideration is possible under CAPM 418.000. The Review file will archive roughly two weeks after this decision is entered.

If there is sufficient evidence to support the reconsideration

  1. Select Proceed with Reconsideration. A confirmation screen is displayed.

The image shows the Proceed with Reconsideration confirmation screen.

  1. Select Proceed with Reconsideration. This begins the reconsideration process, creating a new pass in the Review, adding Reconsideration to the type of review and sending the file to Dept/Unit Add Materials (DP-40) for the addition of the candidate's request and evidence of the factual error. The decision is communicated to the department review manager, chair, and divisional coordinator in a system email notification. Since the chair is expected to communicate their decision directly to the candidate, the system doesn't send an email notification to the candidate.

If Proceeding with Reconsideration

The department review manager:

  1. Checks the assignments on the Config tab of the Review file, updating them if/as needed due to changes in personnel or Bylaw 55 status;
  2. Adds the candidate's request and evidence of the factual error, using the Request for Additional Information doc type; and
  3. Releases the review to the candidate for the Checkpoint: Review of Added Materials, so that the candidate can confirm the addition of the request and evidence.

From this point, the review follows the same path as the original action.

After a Reconsideration Action Leaves the Department

Upon receipt of the Review file, each receiving office — division, senate, and APO if applicable — should check the Config tab and update assignments if/as needed.

At the conclusion of a reconsideration action, the AP analyst:

  1. Enters the decision date as both the Date Done and Reconsideration Period End Date, as once an academic personnel review has gone through this process, no further reconsideration is possible under CAPM 418.000
  2. Posts the outcome of the reconsidered action by either updating or replacing the salary row posted from the original decision.

The Review file will archive roughly two weeks after this decision is entered.

See Also