Confidentiality is an absolute responsibility of the members of CHAPA and all review committees. All communications to the review committees will be held in strict confidence. Since review committees deal with personnel matters, their meetings will be closed to all persons other than those on a particular review committee. The chair of each review committee is responsible for maintaining confidentiality. (University Legal Counsel should be consulted for guidance when necessary.) All confidential materials will be kept by the chair of the review committee, and no copies of such materials to be made or distributed. Members of the committee are responsible for maintaining confidentiality regarding all materials or information they are privy to.
Prior to review, the CHAPA consults with the officer and the administrative superior of the officer being reviewed to validate that the file for the position is adequate and current. In the case of the Chancellor, the administrative superior is the President, and for the line officers, it is the Chancellor.
The chair of the CHAPA notifies the officer to be reviewed. The officer is advised concerning the nature, the parameters, and the format of the procedure to be used. The officer is also requested to submit to the CHAPA within thirty days any materials to be considered by the review committee.
Upon receipt of the materials (see B.) from the administrator being reviewed, the review committee will meet with the administrator to discuss matters relevant to the review. In particular, sources of information available for the review, including previous reviews; and identification of persons who are in a direct position to comment on the administrator's performance, will be requested by the review committee.
Approved by Chancellor effective 4/10/91
This policy was issued on October 3, 2008, replacing the September 24, 2008 version.
Document Reference: 2B2 (formerly 2B3 before former policy 2B2 was deleted)
Origin: OP 4/5/84; EB 16-15; OP 5/22/89; OP 4/10/91