Q: I hear the Dean's office now requests a few changes I should keep in mind when compiling my biobib for the upcoming review season.  What are the changes? How can I avoid delays in processing my file?

A. Here are the main areas we've been asked to revise.  Any revising of these, in advance of turning in the bib, will be helpful.  (In the event that you do not agree with a proposed change or set of changes, please do what you feel comfortable with and include a statement in the file regarding why you elect not to adopt the modification:

1.    General

• The dean's office now requests all biobibs to be paginated consecutively from the start of the bio to the end of the bib.

Section I:

• Please be sure to fill in the emergency contact information completely.

• Make sure your current address is listed and also that your employment history lays out each change in rank, step, or off-scale salary  in addition to including a line reflecting your current salary and the current salary scale date.  In other words, usually a line for each review you've gone through that resulted in a change.

• For assistant professor appointment, make the most current appointment reflect an end date, i.e. 7/1/08 - 6/30/10.

 Section II :

•  Section II.a University/Department Service:  please move any non-award, on-campus lectures and events from B to this section.

• Section II e. External Professional Activities please place all invited lectures, creative writing readings, and conference paper presentations here.  If you had these in B of the bibliography, please do move them to II.e.  The only exception would be a published conference paper that you would consider a second-tier publication.  This would still go in B. 

Section III: Bibliography

• Do not use C at all unless for a Crossover merit or Appraisal file

• If C is used, list only that which will be included with the file

• Feel free to delete and renumber C anytime without keeping old listings

Q: Are there any quick tips you can give me for filling this out?

Q: Well, I'm new here and the process is somewhat unclear...  What is the difference between a UC Bibliography and what I put on my C.V.?

For a sample of the UC format, check here. This page was created by Academic Personnel.. 

You can use your base listings that you have on your CV, but here are some UC requirements:

1. That items be listed in chronological order (not alphabetical), oldest at the top.  You may separate your bibliography by types of publications (i.e. Articles, Stories, etc.), but these too should be chronological.   

2. That the faculty member clearly document the type of publication (indicating his/her specific role) in  whatever is listed by placing a descriptor tag in CAPLOCK after each publication.

EXAMPLE:

At the end of one List A entry, for a book entirely written by the candidate, the descriptor tag would read: BOOK.

At the end of one List A entry for a book edited by the candidate, the descriptor tag would read: EDITED BOOK.

3. If the item is not yet in print form to send along, the status of new items should be listed after the descriptor (In Press, Accepted, etc.) and an informal printed copy should be sent along. 

4. The use of lines:  At the end of items previously listed in the earlier review period, the candidate places a solid line to indicate where new materials begin.

Note: As you continue to be reviewed in the UC system, you will find that the chronological format and solid lines are useful for separating new publications from earlier publications.  You may also  find it necessary to keep your CV new entries and UC Bibliographical entries in separate docs.

Q: Okay, I'm liking the tab-thru aspect of the form, but what if I need more rows? How do I get them?

At this point, I would recommend using the "ab" button on that same Forms toolbar to add more fields  wherever you intend to type. 

Then, lock the form again and continue to happily tab along.

If you don't add fields and lock the form again, here's the problem:

1. Leaving the form unlocked, you'll be able to add more data in the new rows you've created, but will have problems manipulating earlier data due to text field properties.

2. You wont be able to tab-thru again until re-lock the form.

Summary:  Locking and unlocking the form is something you will either get very good at, or the form will be frustrating to use.  I would be happy to walk anyone through the process if they have trouble.

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Q: What are the advantages to updating this section if I have moved or changed address?

For standard merits, you can go back  to your date of hire--or you can only include what has happened since the last review cycle.  If you have more than the current review period on your form, please use plus signs before each item to indicate the new listings (+).

For career reviews, you will either want to include all achievements or a selection of your most prominent service and activities (career-wide) on the form.     

The advice from your friendly, neighborhood, academic files coordinator would be: Keep everything on your form, no matter what.  This way, you won't have to start from scratch each review period and can simply update your accomplishments as they happen.  Also, this way, you'll have one document to work from (as opposed to several) and need do nothing special if a career review is  planned the next cycle. 

If everything is on your biobib and it is cumulative, you can simply add pluses to the new items or have the earlier parts of your career reflect highlights of previous review periods by using descriptor tags and designate new items with a header such as, "Since the Time of Last Review."

Q: Section III, the Bibliography—Should I revise the whole thing, or just the new stuff?

FOR CAREER REVIEWS:

Although last year we were told (informally) that as long as we made sure the current cycle's information was placed according to the new rules, we could leave earlier numbering as it was (especially in the event that the existing bibliography was enormous)-- the latest information we've received is that CAP would prefer career review bibliographies to be completely reworked if they do not comply with the new directions. 

 Per the Assistant Vice Chancellor's memo of 9/9/2003:

"For career reviews, CAP requests that the entire bibliography, not just the work from the current review period, be presented in the new format.  Although this is not required, it may prevent delays in the review process." 

FOR OTHER FILE TYPES:

 If your bibliography is relatively easy to reconfigure and renumber regardless of the type of file to go forward, please go ahead and reconfigure it.  It is especially important that  your entire bibliography will be revised according to the new standards  if:  A. You are an Assistant Professor, or B. the last file you submitted was a "no change."

Q: What should I do about exhibits and gallery shows?  If they're my work, should they go in Section A?

Q: I have a publication that is technically a review, but it seems more like an article because it is longer than most reviews and required more work to complete.  Do I really have to put it in B because of the new rules regarding encyclopedia articles and book reviews?

Also, please make sure the department chair is aware of any publication placements that differ from the form's attached instructions.  He/she should discuss and approve your preferred placement in the departmental recommendation letter.

Q: What are the dates I should use when deciding what goes in this review period and what does not?

 If you can see where your last review grouping ended for each section, draw the new line under whatever you last listed then add the new achievements.

If you do not remember where the lines were or do not have a copy of your old biobib, please ask your Academic Files Coordinator for one. 

1. “Article.” Lit Journal. Vol. 2. Oxford Press. 2003. (23-53). RESEARCH ARTICLE

1.a. “Article Etc.” Other Lit Journal. Sping 2007.  (59-66) REPRINT

2. “Different Article.” Hybrid. 2006. etc.

A2: Designate anything that differentiates the reprint from the original in the bib listing; for example, in the listing one could add and bold text that says: (Substantially revised and expanded)--or (Excerpted reprint)--whichever is the case.

 Also, if C is used, Academic Personnel will expect actual material  to be sent forward for every listing.