Academic Personnel Office

Review Files (a.k.a. Snapshots)

In preparing the review files for faculty, the Academic Personnel (AP) staff are charged with providing guidance to faculty candidates and the chair on the interpretation and application of UC policies and procedures, compiling data to update eFile, and offering consultative advice to assist faculty with their merit file. Faculty may update the eFile database themselves or delegate that responsibility to AP staff.

Academic Personnel Review Process Roles

Outlined below are the various roles for which each participant in the review process is responsible. These guidelines do not replace either the Academic Personnel Manual (APM) or the UCR Call, but rather supplement and reiterate key aspects of the procedures. Please note that it is extremely important to adhere to deadlines for submission of files and to ensure that submitted files are accurate and conform to campus policies.

The Department Chair should:

• Assist faculty candidates in understanding their rights in the review process and the importance of reading the CALL. Offer guidance and mentoring to new faculty regarding the trajectory of their careers.
• Review departmental voting procedures with department faculty at the first department meeting.
• Communicate clearly the deadlines for submission of materials in the file.
• Ensure that both candidate and review faculty are properly informed. Chairs should review departmental procedures.
• Understand that the departmental recommendation letter is a critical part of the file.

The Faculty Candidate should:

• Review the CALL.
• Meet with the chair to understand the department review process.
• Understand cutoff dates and ensure that new materials and changes in status are submitted before the cutoff date.
• Update eFilePlus.
• Submit a self-statement describing and evaluating achievements and recognition earned. (Optional)
• Work collaboratively with the departmental Academic Personnel staff and keep lines of communication open throughout the process.

Academic Personnel Staff should:

• Pay attention to details to reduce the number of corrections that have to be made on each individual file and help save time.
• Assess the department letter:
  • Read and audit the department letter against the contents of the file.
  • Address any acceleration issue (e.g., one-year accelerated merit increase, etc.); identifying the action for consideration is helpful to subsequent reviewers.
  • Consider whether the letter addresses any minority opinion.
  • Double check the bibliography and the difference list.
• Conduct a comprehensive review of the file before routing it to the Dean’s Office.

Eligible Voting Faculty should:

• Allow adequate time to review the file before the department meeting.
• Review the department letter before the chair finalizes it.

In General

Faculty should:

• Update information in their eFile on an ongoing basis; it is best for the file to be updated throughout the year.
• Work closely with Academic Personnel staff to process and verify information.
• Double check all materials for accuracy, especially the Difference List.
• Avoid adding duplicate information (for example, adding an invited talk under Professional Activity and Service and then again under University and Public Service).

Levels of Support

• First Level Support: Subject Matter Expert (SME). SME within each College/School; the SMEs will interact with one another and provide first line support for both staff and faculty. For a list of SMEs for your organization, see the list below.

• Second Level Support: Academic Personnel Office (APO) Support. If the SMEs cannot resolve an issue, it will be escalated to APO for a response or resolution.  IMPORTANT: To ensure a timely response, send an email to efilesupport@ucr.edu. This email address is monitored and managed by APO.

• Third Level Support: Information Technology Systems (ITS) Support. If APO cannot resolve the issue, it will be escalated to ITS for a response or resolution. The SME or the person who reported the issue will create a support ticket in ServiceLink.

Subject Matter Experts (SMEs)

Bourns College of Engineering (BCOE)

Tiffany Lindsey
Phone: (951) 827-6237
Email: tiffany.lindsey@ucr.edu

College of Humanities Arts and Social Sciences (CHASS)

Elizabeth Arce
Phone: (951) 827-7639
Email: elizabeth.arce@ucr.edu

Annette Brock
Phone: (951) 827-7730
Email: annette.brock@ucr.edu

Brittani Collins
Phone: (951) 827-5829
Email: brittani.collins@ucr.edu

College of Natural and Agricultural Sciences (CNAS)

Marie Good
Phone: (951) 827-4228
Email: marie.good@ucr.edu

Joy Salas
Phone: (951) 827-7292
Email: joyleen.salas@ucr.edu

School of Education (SOE)

Victoria Anaya
Phone: (951) 827-2268
Email: victoria.anaya@ucr.edu

Patti O’Leary
Phone: (951) 827-1236
Email: patricia.oleary@ucr.edu

School of Business

Ana Kafie
Phone: (951) 827-2909
Email: ana.kafie@ucr.edu

Monica Miller
Phone: (951) 827-3695
Email: monica.miller@ucr.edu     

School of Medicine (SOM)

Eric Chong
Phone: (951) 827-2079
Email: eric.chong@medsch.ucr.edu

Wydette Morales
Phone: (951) 827-7677
Email: wydette.morales@medsch.ucr.edu

Brenda Carrion
Phone: (951) 827-7673
Email: brenda.carrion@medsch.ucr.edu 

School of Public Policy (SPP)

Victoria Anaya
Phone: (951) 827-2268
Email: victoria.anaya@ucr.edu

Patti O’Leary
Phone: (951) 827-1236
Email: patricia.oleary@ucr.edu

Office of Vice Provost for Undergraduate Education (VPUE)

Cierra Covarrubias
Phone: (951) 827-3402
Email: cierra.covarrubias@ucr.edu 

Stacy Ramos
Phone: (951) 827-2588
Email: stacy.ramos@ucr.edu

For system support, please send an email to efilesupport@ucr.edu. For policy information, contact your SME.