SUBJECT:

Pilot Program Effective January 1, 2019 - Institutional Reference Checks for Appointments Conferring Tenure or Security of Employment

The University of California is committed to creating and maintaining a community dedicated to the advancement, application, and transmission of knowledge and creative endeavors through academic excellence, where all individuals who participate in University programs and activities can work and learn together in a safe and secure environment, free of violence, harassment, discrimination, exploitation, or intimidation. To support this commitment, UC San Diego will commence a pilot program effective January 1, 2019 to conduct institutional reference checks on final candidates for academic appointments conferring tenure or security of employment. The current faculty hiring process solicits information regarding candidates' qualifications through outside letters. The pilot program will enable UC San Diego to gather information about candidates' conduct in their previous appointments that may be important to appointment decisions. Institutional reference checks do not include criminal background checks.

The pilot program will follow these steps for all recruitments for appointments conferring tenure or security of employment at UC San Diego:

1. All job ads for academic positions conferring tenure or security of employment will include the statement below, providing notice to applicants that UC San Diego will conduct institutional reference checks on all final candidates prior to hiring:

The University of California is committed to creating and maintaining a community dedicated to the advancement, application, and transmission of knowledge and creative endeavors through academic excellence, where all individuals who participate in University programs and activities can work and learn together in a safe and secure environment, free of violence, harassment, discrimination, exploitation, or intimidation. With this commitment, UC San Diego requires all candidates of ladder rank faculty tenured or security of employment searches to complete, sign, and upload the form entitled "Authorization to Release Information" into RECRUIT as part of their application. If the candidate does not include the signed authorization with the application materials, the application will be considered incomplete, and as with any incomplete application, will not receive further consideration. Although all applicants for faculty recruitments must complete the entire application, only finalists considered for positions with tenure or security of employment will be subject to reference checks.

2. Applicants for faculty appointments conferring tenure or security of employment will be required to upload a signed "Authorization to Release Information" form into UC Recruit. If the candidate does not include the signed authorization in UC Recruit, the application will be incomplete, and, as with any incomplete application, will not receive further consideration.

3. When the selection of the first choice candidate has been made by the department, Academic Personnel Services shall contact the academic personnel office (or equivalent) in one or more of the previous institutions where the candidate has been employed. This may occur concurrently with department negotiations with the candidate or after initial appointment terms have been determined. The candidate shall be notified before the contact with current or previous employers is initiated. When the institutional reference check is initiated, Academic Personnel will provide the signed release to the previous institution(s) and ask for information regarding any substantiated misconduct related to teaching, research, service, and (if applicable) clinical care. Academic Personnel will not contact the candidate's department unless there is no other office of record for faculty misconduct at the institution.

4. Academic Personnel will ask a consistent set of questions to each institution, and may ask follow-up questions relevant to information received. Academic Personnel will limit its inquiry to substantiated findings of misconduct and associated discipline related to teaching, research, service and (if applicable) clinical care, In accordance with the signed authorization, UC San Diego is entitled to this information, even if previously classified as confidential, including any materials that have been sealed or agreed to be withheld pursuant to a prior agreement or court proceeding.

5. Academic Personnel will assemble an individualized assessment of any information received, including the nature of the conduct, the length of time passed, any corrective action taken, and any explanation/s offered by the candidate. Collected material will be forwarded to the Sr. Associate Vice Chancellor, Academic Affairs (Sr. AVC-AA). The Sr. AVC-AA will consult with the EVC and the relevant Divisional Dean to determine whether the candidate is still eligible for consideration for the position. If it is determined that the candidate is not eligible, the relevant department chair at UC San Diego and the candidate shall be notified and a second choice candidate may be considered, subject to the institutional reference check process. The specific details that determined ineligibility will remain confidential within Academic Personnel Services; however, relevant department chairs will receive appropriate assistance to proceed with a second candidate if desired.

6. This pilot program applies to final candidates selected for appointment with or without current or prior UC appointments. This program includes candidates for any appointment conferring tenure or security of employment, whether the candidate is being considered for appointment following an open recruitment, or as the result of a search waiver.

7. In order to protect a candidate's privacy, all information received in connection with the reference check process will be treated as confidential and retained in accordance with UC policy. Should the candidate be offered and accept a position, any information received shall be securely maintained and held in Academic Personnel Services.

Academic Personnel Services will host a number of training seminars on this pilot program in January 2019 as part of its new Learn at Lunch series. Course and registration information may be found at
http://aps.ucsd.edu/training/training-courses.html#APS-Learn-at-Lunch-.

Recruitment instructions are available here:
https://go.ucsd.edu/2RboHw1.

Any questions regarding this pilot program may be directed to Cindy Palmer, Assistant Vice Chancellor, Academic Personnel (c5palmer@ucsd.edu -
858-534-3133).

Elizabeth H. Simmons Executive Vice Chancellor