Summary 10: Statement of Confidentiality

The following statement on confidentiality must be incorporated in every letter of solicitation, or included on a separate sheet, with a reference in the letter such as "Please see the enclosed statement concerning confidentiality of letters of evaluation."

University of California
Statement of Confidentiality

Under University of California policy, the identity of authors of letters of evaluation which are included in the personnel review files will be held in confidence. A candidate may, upon request and at certain prescribed stages of the academic personnel review process, be provided access to such letters in redacted form. Redaction is defined as the removal of identifying information (including name, title, institutional affiliation, and relationship to the candidate) contained either at the top of the letterhead or within and below the signature block of the letter of evaluation.

The full text of the body of your letter will therefore be provided to the candidate if so requested. Thus, if you provide any information that tends to identify you in the body of the letter, that information may become available to the candidate. If you wish, you may provide a brief factual statement regarding your relationship to the candidate at the end of your letter but below the signature block. This brief statement will be subject to redaction and will not be made available to the candidate.

Although we cannot guarantee that at some future time a court or governmental agency will not require the disclosure of the source of confidential evaluations in University of California personnel files, we can assure you that the University will endeavor to protect the identity of authors of letters of evaluation to the fullest extent allowable under law.

If an unsolicited letter of evaluation is to be included in a personnel review file, a letter should first be sent to the writer setting forth the new statement and asking that individual to respond whether in light of this University policy the letter of evaluation should be included in the personnel file or returned.

Questions concerning academic policy should be directed to the Academic Personnel Office.

Revised 10/13/99

Web page updated 4/21/10