2. Consults with candidate regarding preparation of review file; if applicable, solicits letters of evaluation; notifies Dean--Graduate Studies to prepare comments on service of candidates who are graduate group chairs (see Section UCD-245B).

Note: See detailed sequential checklist of chair's duties and responsibilities. Other checklists provide guidelines for preparation of supporting documentation. See Exhibit B for instructions pertaining to language required when letters of evaluation are solicited or when letters are received unsolicited and for model formats for letters.

3. Provides copy of redacted extramural letters to candidate and informs candidate that he/she has the option to submit a rebuttal letter within 10 calendar days from date of receiving copies of redacted extramural letters.

4. Consults with faculty, who meet, discuss candidate's record, and subsequently vote (Exhibit A).

5. Prepares departmental evaluation/recommendation letter; obtains review of letter by voting faculty; provides candidate with copies of all non-confidential documents.

6. Informs candidate of right to submit a rejoinder to the departmental recommendation within 10 calendar days from date of receipt of department letter.

7. Obtains Candidate's Disclosure Certificate from candidate that verifies that he/she has reviewed the file.

8. Forwards complete review file to dean.

Note: If candidates wish to submit items requiring special handling, e.g., valuable books, art objects, or recordings, they should be clearly labeled as such and should be accompanied by separate Inventory Control Receipt.

The following steps apply when the approval authority for the action has been delegated to the dean (refer to the Delegations of Authority).

13. Makes final decision; at dates specified by the Vice Provost, sends announcement to department chair, with comments.

Note: When dean's final decision is different from recommendation of FPC, reasons for the decision must be included in dean's comments.

14. Transmits decision (in writing) to candidate with copy of reviewers' comments.

15. If the action is denied, has candidate sign certification form indicating he/she has received reviewers' comments; sends form to the dean.

The following steps apply when the approval authority for the action is the Vice Provost--Academic Personnel/Chancellor.

If ad hoc committee is required for review:

28. Reviews ad hoc and CAP reports and reviews file; makes decision; if Chancellor has the final decision authority (e.g., for tenure cases), forwards file and written recommendation letter to Chancellor (or Regents).

Note: When final recommendation of the Vice Provost is different from recommendation of personnel committee, reasons for the recommendation must be included in the letter to the dean.

29. Transmits final decision, with reviewer comments, to the dean.

31. Transmits final decision and copy of reviewers' comments to candidate. This should be done in writing to document date of notification.

32. If action is denied, has candidate sign Certification form indicating he/she has received reviewers' comments; sends form, through dean's office, to Vice Provost--Academic Personnel.

1. Makes preliminary assessment to deny promotion to Associate rank.

2. Notifies department chair (with copy to the dean).

3. Provides comments of all reviewers.

Note: Responses from all parties are due in 14 calendar days from date of notification to the department.

4. Reviews responses from department chair and candidate; submits written recommendation for action to Vice Provost--Academic Personnel.