Deans and Dean's AP ANalysts

Cases in Progress

The Cases in Progress page lists those active cases to which you have access. In the "Assignment" column you can tell who currently is responsible for taking action on the Case. At certain points in the process, you will have view only access to a Case and can take no action.

Case Archive

The Case Archive page lists those archived cases to which you have access. Access will be determined by the role held at the time of access. For example, a department chair who made the recommendation for a specific case will not have access to the case if he/she no longer is the department chair.

This guide provides a step-by-step workflow for Dean’s Analysts to review, manage, and route academic personnel cases within the APBears system, both to and from campus reviewers.

Initial Case Access

• Case Routing: Cases are routed to the Dean’s Office by the Department Analyst once the departmental review is complete.
• Logging In: Access the system at APBears.berkeley.edu using your CalNet ID.
• Finding Cases: Click the “Cases” button on the top navigation bar to see a list of active cases in your unit. Click the View link in the left-hand column to open a specific file.

Navigating the Case File

Once a case is open, you will use the primary tabs to navigate the material:

• Case Overview Tab: This is your launch page. Verify that all completed fields are correct.
  • Note: You can add case notes here, but if major corrections are needed, the case must be returned to the department.
  • Privacy: This tab is hidden from the candidate, faculty reviewers, and ad hoc committee members.
• Candidate Summary Tab: Review the candidate’s achievements during the review period.
  • Sections with no data (e.g., a missing Self-Statement) will not be listed.
  • Review Documents: Find the candidate's CV, Self-Statement, and other uploaded files at the end of this summary.

Reviewing Recommendations

• Recommendation Overview: This tab displays the departmental salary recommendation and key documents, including:
  • External letters
  • Departmental ad hoc report and formal department recommendation (or reconsideration)
  • The candidate’s response to review materials
  • Miscellaneous uploads
  • Note: You will only see documents generated at the departmental level. Documents added later by campus-level reviewers will not appear here.

Coordinating the Dean’s Review

• Notifying the Dean: The Dean’s AP Analysts in each of the faculty member’s units are responsible for designating the Dean reviewers. Go to the Reviewers tab to edit reviewer lists. Use the “Request Review” button to trigger an automated email to the Dean, notifying them that the case is ready for their evaluation. If a Dean is missing from the list, contact apbears@berkeley.edu to request they be added to the system.
• Uploading the Dean's Recommendation:
  1. Navigate to the Documents tab.
  2. Click Add Document, select Dean Recommendation (or Dean Reconsideration Recommendation) from the dropdown menu, and attach the file.
  3. Salary Tab: Enter the final salary recommendation and have the Dean sign off on the system.
• Simplified Concurrence: If the Dean wishes to concur with the department’s recommendation without further comment, and the particular case type allows for this simplified process, do not upload a separate document. Simply have the Dean sign off on the Salary Recommendation tab; the endorsement will automatically display on the Recommendation Overview.
• Joint Appointments: For faculty with joint appointments, both Deans must review a case and make their recommendation. This can be either via jointly signed letters, or separate letters, as well as the updated salary recommendation tab. Ideally, they review the case simultaneously, not sequentially. This can be achieved if all Reviewers are defined early in the case review stage. The home Department Analyst and dean’s analyst should take responsibility for all routing actions unless arrangements have been made with the other units. If appropriate, both Deans may indicate their concurrence on the salary tab using the simplified concurrence process.

Submission to Campus and Case Tracking

• Route to APO: Once the Dean’s review is finalized, navigate to the case header and select the option to route the case to the Academic Personnel Office (APO).
• Routing Log: Use this tab to view a complete chronology of actions taken on the case.
  • Visibility: This log is visible to the Dean, Department Chair, Candidate, and Analysts throughout the process.
• Reconsiderations: Ensure that the reconsideration case is received in APO within 120 days after APO’s issuance of the final outcome.

Bypassing Campus Review

• Reviews of adjunct professors for 5-year reviews, merits, or reappointments may bypass the campus review phase.
• When the case is in the Dean's Analyst queue, the additional option to "Bypass Campus Review" will be available. If the bypass is used, the case is sent to the Dean's final decision phase.

Once a Final Decision has been issued by the Vice Provost, the Dean’s Analyst is responsible for reviewing the outcome and routing the case to the appropriate next stage.

Notification and Initial Review

When a Final Decision is reached, the Dean’s Analyst will receive an automated email notification. Upon opening the review file in APBears, you will see two primary routing options in the case header:

• Send to Department: Use this once the review is complete and the decision is ready to be shared with the department.
• Return to APO Analyst: Use this only if the Dean has specific questions about the Final Decision or if you identify factual errors that require correction.

Facilitating Dean Review

Before routing the case back to the department, you may wish to have the Dean review the Vice Provost's letter.

• Reviewers Tab: Navigate to the "Reviewers" tab to manage which Dean(s) can see the file.
• Request Review: Selecting "Request Review" triggers an email to all Dean Reviewers currently on the list. This allows them to view the Final Decision letter.
  • Note: No formal action is required by the Dean within the system at this stage.
• Technical Support: If a Dean is missing from the list, contact apbears@berkeley.edu to request they be added to the system.

Uploading Supplemental Decision Letters

In some units, the Dean issues a separate, formal decision letter in addition to the Vice Provost’s letter.

1. Upload: If applicable, the Dean’s Analyst should upload the Dean’s Final Decision letter to the case file.
2. Verify: Ensure the letter is correctly categorized in the documents list before proceeding.

Final Routing to the Department

After the Dean has been consulted and any additional letters are uploaded, you must formally return the case to the department:

• Action: Click the "Send to Department" button under the case header.
• Result: This triggers an automated email to the Department Analyst, notifying them that the Final Decision has been issued and is ready for the candidate.

The faculty member may request a reconsideration for an outcome of their academic review. The department analyst will coordinate with APO to re-open the case, and notify the Dean’s analyst(s). Once the Department Analyst routes the case to the Dean's Office:

1. Dean’s Review: Request a review by the Dean (or designated Associate Dean).
2. Prepare Recommendation: The Dean’s Analyst or Dean prepares the reconsideration letter.
3. Upload & Salary Sign-off:
   • Upload to Documents Tab as: Dean’s Reconsideration Recommendation
   • Update the Salary Recommendation tab as necessary and ensure the Dean provides their electronic sign-off.
4. Route to APO: Submit the case to APO through APBears.
5. Archiving the reconsideration decision: Follow the regular steps in the Final Decision routing guide to once again archive the case.

Reminder: The reconsideration request must be received in APO within 120 days after the outcome letter was issued by APO.