Academic Merit/Promotion Procedure and Timeline
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The following is a summary of the process from the viewpoint of candidates. For full details on the
ERI process, please see: http://wiki.icess.ucsb.edu/admin/Academic_Merit_Procedures
In October/November each year, the MSO will contact individuals eligible for merit or promotion
review or who may be considered for acceleration (note: mandatory reviews required at least once
every five years per Red Binder III-8). The MSO will discuss with each candidate their progress
and their goals for the review, including salary goals (possible off-scale). This information will be
relayed to the Director and review committee members. Prior to contacting any individuals in the
Specialist or Project Scientist series who do not have independent research programs, the MSO will
first contact their PI to request a letter supporting their merit or promotion. If their PI does not feel
the advance is warranted, other options may need to first be discussed.
At the meeting with the candidates, the MSO provide all review candidates background on the
review process and will send copies of appropriate material, as appropriate:
1. APM 160 Academic Personnel Records (to all)
2. A copy of the ERI Guidelines for Academic Review Committee
3. APM 310 Appointment and Promotion Professional Research Series
4. APM 311 for Project Scientist,
5. APM 330 for Specialists
6. Red Binder III-8 Types of Reviews
7. Red Binder III-12 for Professional Research Series
8. Red Binder III-14 for Project Scientist Series
9. Red Binder III-16 for Specialist Series
10. Review memo from ERI Director
Committees
For academics in the Research Series, a committee is comprised of a chair and two committee
members, each at a level higher than the individual being reviewed. For Specialists or Project
Scientists working independently, a committee is comprised of a chair and a single member. For
Specialists working directly for a PI, the committee is comprised of the PI and the ERI Director or
Associate Director.
External Reviews
For accelerations or promotion reviews, external letters will be sought (four for promotion to
Associate; 6 for promotion to full). In instances o acceleration or promotion reviews, candidates
should provide a list of potential reviews (names, institution, contact information). Note that no
more than one-half of the reviews may be from the list provided by the candidate. As external
letters come in, these are forwarded to committees. Redacted copies are provided to the candidates
upon completion of the review.
Deadlines – November/Early December
Based upon the Review memo from ERI Director, the candidate should submit items per the
deadline. In the self-evaluation, the candidate should describe his/her contributions to the research
field and detailing importance of publications or creative activity (by item and listing contribution
to each). For the Bio-Bibliography (see example below), candidate must verify all publications
listed match exactly to final titles, pages numbers, etc., and may list the hyperlink for final
(published or in-press) publications instead of providing an electronic copy with the packet.
Prior to the candidate’s packets being set out to committees or external reviewers, ERI will:
1. Review candidate letter. Does it address the appropriate time period? Are details provided
re: the achievements during the review period?
2. Review the Bio-Bibliography form (See example below) for the following:

Is it in the proper form?

Is the list of publications cumulative with a line drawn separating new items from
those on the last bio-bib?

Are the publications listed correctly (titles, page numbers)?

Are items that were in-press, submitted, or in progress during the last review indicated
as such?

Do the publications indicate “referred”?
3. Are all new publications listed on the Bio-bib also included in the candidate’s packet or
hyperlinks provided (verify links work)?
4. If this is a promotion, did the candidate supply a list of publications for the entire promotion
period vs. publications since the last review?
Once the packet has been review for correctness and completeness, a cover memo explaining the
candidate’s history, Red Binder documents Procedural Safeguard Statement Instructions to the
Chair, Documents to be Submitted by the Chair, and ERI Guidelines for Academic Review
Committee are sent to the committee members.
Committee Recommendations - February 1st
The committee submits their recommendation by February 1st. The MSO reviews to be sure the
recommendations are accurate, provide sufficient detail, and are an analytical representation of the
candidate’s accomplishments. Once the committee’s letter has sufficient detail, it is reviewed by the
Director for review/comment. Working from the committee letter, the Director memo is prepared.
Meeting with Candidates
After compiling the full merit review packet, the MSO (and possibly the Director) will meet with
the candidate, providing him/her with any redacted external letters and a copy of the Director’s
memo. At this meeting, the Procedural Safeguard Statement (Temporary Academic Titles) (Red
Binder III-5) will be completed for candidates in classifications requiring hard-copy submission.
For those requiring on-line submission they will log-on to the Academic Personnel website to
complete the Safeguard Statement.
Campus Review
All items are due to campus by March 1st of each year. The campus review process can take some
time but candidates are typically informed of the review results by the end of June. Merits and
promotions take effect 7/1 and are reflected in the August 1st paycheck.
Sample
I-28
BIO-BIBLIOGRAPHY UPDATES
(Revised 11/04)
Each faculty member is responsible for updating his or her bio-bibliography (bio-bib) on an annual
basis to assist the department chair in the annual review of all faculty (APM 220-80 b). The annual
bio-bib update is maintained in the departmental file and an updated bio-bib must be submitted with
each personnel review.
BIO-BIBLIOGRAPHY
University of California, Santa Barbara
Name Susie Green
Academic Title Assistant Researcher
Date 11/18/04
Last update filed on February 2004
This update refers to the period February 2004 - present
PART I. RESEARCH
#
1
Cumulative List of Publications (or Creative Activities)
Year
Title and Authors
1994
2
Publisher
Category
Refereed
journal
article
Authors in pub order, Title of publication
Journal of Geophysical
Research
1996
Authors in pub order, Title of publication
Journal of Climate
Refereed
journal
article
3
1998
Authors in pub order, Title of publication
Journal of Geophysical
Research
Refereed
journal
article
4
1999
Authors in pub order, Title of publication
Journal of Geophysical
Research
Refereed
journal
article
5
2000
Authors in pub order, Title of publication
Journal of Physical
Oceanography
Refereed
journal
article
6
2000
Authors in pub order, Title of publication
Journal of Physical
Oceanography
Refereed
journal
article
7
2000
Authors in pub order, Title of publication
Oceanography
Refereed
journal
article
8
2001
Authors in pub order, Title of publication
Journal of Geophysical
Research
Refereed
journal
article
9
2001
Authors in pub order, Title of publication
Journal of Marine
Systems
Refereed
journal
article
10
2001
Authors in pub order, Title of publication
Oceanography
Refereed
journal
article
11
2003
Authors in pub order, Title of publication
Bulletin of the American
Meteorological Society
Refereed
journal
article
12
2003
Authors in pub order, Title of publication
Journal of Climate
Refereed
journal
article
13
2003
Authors in pub order, Title of publication
Journal of Marine
Research
Refereed
journal
article
14*
2004
Authors in pub order, Title of publication
Bulletin of the American
Meteorological Society
Refereed
journal
article
15
2005
Progress in
Oceanography
Authors in pub order, Title of publication
Refereed
journal
article
(Please draw line after items listed for prior review; indicate items previously listed as Work In Press, Work Submitted, or
as Work In Progress.)
(Indicate priority of authorship when possible on jointly authored work.)
Work In Press
#
Year
B-1
2005
B-2
2005
Title and Authors
Publisher
Category
Authors in pub order, Title of publication
Journal of Atmospheric
and Oceanic Technology
Refereed
journal
article
Authors in pub order, Title of publication
Journal of Physical
Oceanography
Refereed
journal
article
Work Submitted
#
Yr
Subm.
C-1
2004
Title and Authors
Publisher
Fisheries Bulletin
Authors in pub order, Title of publication
Work In Progress (optional)
Title and Authors
Potential Publisher
Category
Refereed
journal
article
Category
*Previously listed as Work In Press
**Previously listed as Work Submitted
*** Previously listed as Work In Progress
Graduate Degree Committees
MA Committees
Student
Name
Yr Deg.
Compl.
2003
Chair/
Member
Member
Optional Info (e.g., Current
Employment)
Scripps
Yr Deg.
Compl.
Chair/
Member
Optional Info (e.g., Current
Employment)
PhD Committees
Student
none
Postdoctoral Scholars Supervised
Year
Name
none
Other Teaching Contributions (course improvements, new courses, honors seminars, etc.)
PART III. PROFESSIONAL ACTIVITIES
Lectures Presented
Month/Yr
2, 2002
Title
Meeting/Place
Authors in order, Title
2002 AGU/ASLO Ocean Sciences
meeting, Honolulu, HI
12, 2002
Authors in order, Title
2002 LAPCOD meeting, Ley Largo,
FL
9, 2003
Authors in order, Title
2003 EPOC meeting, Catalina Island,
CA
Grants and Contracts
Years
Source
2000National Science
2004
Foundation
Title
Amt.
PI
Title
$
In PI
order
20012004
National Science
Foundation
Title
$
In PI
order
20012004
National Science
Foundation
Title
$
In PI
order
20032006
University of
Washington
Title
$
In PI
order
2004
National Science
Foundation
Title
$
In PI
order
2004
NASA
Title
$
In PI
order
2004
NASA
Title
$
In PI
order
Reviewing and Refereeing Activity
Date
7, 2002
Activity and for Whom
Reviewed manuscript for JOURNAL
8, 2002
6, 2003
6, 2003
8 ,2003
1, 2004
4, 2004
4, 2004
Reviewed manuscript for JOURNAL
Reviewed manuscript for JOURNAL
Reviewed proposal for National Science Foundation
Reviewed manuscript for JOURNAL
Reviewed manuscript for Journal
Reviewed manuscript for Journal
Reviewed proposals for National Science Foundation
Special Appointments (e.g., Editorships, Officer of Prof. Organization)
Years
Position
Type of Service
2003Title
Institution
2004
Other Professional Contributions (e.g., Consulting or other application of your professional expertise)
PART IV. SERVICE
University Service (Including administrative posts held)
Years
Position
Type of Service
Public Service (including service to K-12 Education)
Years
Position
Type of Service