Academic Review Process FAQs


What is the difference between the Review Period and the Review Cycle?

  • The Review Period is the date range to be covered in your specific review. e.g., in most normal circumstances a typical assistant/associate librarian’s review period would cover two full calendar years from January 1, 2019 to December 31, 2020.  Candidates in the full librarian rank typically cover three full calendar years. Depending upon the action(s) being requested of the candidate/review initiator the Review Period could include an even greater period of time as is the case when a candidate is seeking career status. When a candidate is seeking career status, the candidate will be required to submit a separate career summary covering their entire professional career up to the beginning of their current review period. In the assistant/associate librarian example above, the candidate’s career summary would cover all relevant professional accomplishments and activities through December 31, 2018.
  • Most librarians do not start their careers at the University exactly on January 1st.  In such cases, APM 200-19 c. and d. – Normal Periods of Service at Rank and Step, will determine a candidate’s service credit as it applies to eligibility for review in the current review cycle.
  • The Review Cycle on the other hand refers to the dates established each year by the UCR Librarian’s CALL.  The Review Cycle begins with a Mid-year review held annually between all librarians and their Review Initiators and ends with a final decision from the University Librarian. Successful candidates will begin their salary increase at the beginning of the next fiscal year, effective July 1 and will see the increase reflected on their August 1 paychecks.

What are the different types of Reviews?

  • Standard, Off-Cycle, and Deferred

What are the different types of Actions?

  • Potential Career Status (for new appointments only), Career Status, [Standard] Merit Increase, Greater than Standard Merit, Promotion, No Action (which can range from Zero points to less than Standard Merit), and Termination

What needs to be included in my review file?

  • There are many forms and documents which must be included in a candidate’s review file.  However, the candidate is specifically responsible for the following forms and documents:
    • Request for an off-cycle review (non-represented candidates only) optional
    • Request for a deferral (optional)
    • UCR Biography For Academic Personnel (mandatory)
    • Academic Review Action Summary (mandatory)
    • Letter of Evaluation Request Form (mandatory)
    • Statement of Primary Responsibilities (mandatory)
    • Statement of Primary Achievements (mandatory)
    • Candidate’s response(s) to materials in the file (optional)
    • Request for Access to Records by a Candidate (optional)

Which University policies and agreements apply to whom?

  • Represented librarians are covered by the Memorandum of Understanding – Professional Librarians Unit (LX).  The current MOU is effective July 1, 2019 – March 31, 2024.
  •  Non-represented librarians are covered by the Academic Personnel Manual (APM).
  •  The APM also applies to represented librarians only to the extent provided for in the MOU.
  •  The CALL governs the review process for the Librarian Series and specifies the groups and individuals who are responsible for the various actions and activities throughout the review process.
  •  Library Human Resources (LHR) is responsible for the administration of the review process.
  •  Committee on Appointment, Promotion and Advancement – Librarians (CAPA-L) is responsible for the peer-review portion of the review process.
  •  University Librarian, as chief officer for Library Administration, is responsible for the final decision of all review files.
  •  Academic Personnel is responsible for the publishing of the Librarian Series CALL and to provide assistance to LHR, CAPA-L, Library Administration, and the Vice Provost of Academic Personnel.
  •  Vice Provost of Academic Personnel is responsible for providing a final review and recommendation where there is a significant disagreement between the review committee (CAPA-L) and the University Librarian on cases of promotion, retention, or dismissal. The decision of the University Librarian must be a negative one compared to CAPA-L in order for the file to go to the VPAP for review.

What can I do if I believe I will not be able to meet a deadline in the Review Cycle?

  • Candidates should discuss the situation with their Review Initiator.  Requests for extensions must be submitted to the University Librarian through Library Human Resources (LHR) for approval.

Where can I go if I have any questions?

  • Seek out other peers, especially those individuals who have experience in the recent review cycles.
  • Former members of CAPA-L may also be available to provide context and perspective to a unique situation or circumstance.
  • Library Human Resources (LHR) is another excellent resource. The Office of Academic Personnel is also a good secondary resource for official University policies and procedures.


What documents and forms am I required to include in a candidate’s review file?

  • Among the number of documents and forms review initiators are responsible for, the most important is the Review Initiator’s (RI) Evaluation which is the only document in the review file, besides those submitted by CAPA-L, with an actual recommendation.  The Review Initiator’s evaluation provides a comprehensive evaluation of the candidate’s performance and accomplishments during the period of review. The evaluation should cover the quality and quantity of both the primary duties and responsibilities of the candidate as well as any relevant activities beyond the candidate’s Statement of Primary Responsibilities (SOPR).
  • Depending upon the review actions being requested by either the candidate and/or review initiator, letters of evaluation and secondary evaluations may also be requested by the review initiator to help them provide evidence of effective service and accomplishments.

Who can I solicit letters from?

  • Review Initiators can solicit letters of evaluation from anyone they believe is qualified to evaluate the candidate on specific aspects of the candidate’s body of work during the review period.  This includes secondary evaluators as well as from other University and non-university individuals. Letters of evaluation can also be requested in cases of career status which can focus on a candidate’s entire career and/or specific activities throughout the candidate’s career.
  • Review Initiators can and should consider names of potential evaluators provided by the candidate on their Letter of Evaluation Request Form.

How are Letters of Evaluation requested?

  • Once the Candidate and the Review Initiator submits their Letter of Evaluation Request Forms, Library Human Resources (LHR), officially requests letters of evaluation.
  • When letters of evaluation are received by LHR, copies are placed in the Candidate’s file and a copy is provided to the Review Initiator as well as a redacted copy to the Candidate.
  • Secondary Evaluations are discussed with the Candidate, signed and sent to LHR. LHR places the evaluations in the Candidate’s file and a copy is provided to the Review Initiator.

What can I do if I will be late in forwarding the Review File(s) to the next level?

  • You can request an extension for the specific file(s) which might be late.
  • Each review file which might be late must have a separate request for an extension.

How can I manage multiple candidates?

  • Since each candidate could potentially have different types of reviews and types of actions being requested, you should create separate folders and calendars for each candidate to assist you in keeping track of all the required deadlines and actions.

Where can I go if I have any questions?

  • Library Human Resources (LHR) is the best resource for Review Initiators. The Office of Academic Personnel is also a good secondary resource for official University policies and procedures.
  • Former members of CAPA-L may also be available to provide context and perspective to a unique situation or circumstance.