Department Chair Review

Review Structure

1. Five-year reviews are conducted for 25 department chairs, including 8 basic science and 17 clinical chairs. We anticipate conducting approximately 5 to 6 reviews per year.
2. CRCs are established each cycle, comprising of 7 to 10 members. 

Committee Responsibilities

1. Committee members will receive completed review packets beforehand and read all provided materials.
2. The CRCs will conduct meetings for discussion and interviews with chairs and stakeholders, including Vice Chairs, CAO, and others.
3. The CRCs will provide structured summary review reports advisory to the Dean, VCHS, and for clinical departments, to the President of the UCLA Health System. The reports will not contain a recommendation regarding continued leadership.

Finalization and Decision-Making

1. A meeting involving CRC members, the Dean, and the Vice Dean for Faculty is held to address questions and rectify errors before report finalization.
2. The de-identified reports are shared with the department chairs, who can provide a written response for their reviews. The department chairs meet with leadership to discuss the results of the review.
3. A shared decision regarding continued leadership is made in consultation with the Chairs and the Dean, VCHS, and for clinical departments, the President of the UCLA Health System.

The purpose of reviews is to provide constructive feedback to the department chair regarding their leadership and to offer advisory insights to the Dean, Vice Chancellor of Health Sciences and, for Clinical Department Chairs, the President of the UCLA Health System for the improvement of the department.

Please note that the CRC is not an investigative body, and the primary purpose of this review is not to address personal grievances or conflicts. Specific concerns that need formal attention should be submitted to the appropriate reporting resources provided. For further information, please refer to the following link: Reporting Resources. 

Responsibilities of the Chair

APM 245, Appendix A states, "The Chair of a department of instruction and research is its leader and administrative head. Appointed by the Chancellor, the chair is responsible to the Chancellor through the Dean of the college or school."

Review Criteria

The CRC is charged with evaluating the following minimum core review criteria:

• Quality of intellectual leadership;
• Quality of personal leadership;
• Commitment to academic excellence;
• Commitment to an inclusive climate of excellence;
• Effective management and administration of the Department;
• Fundraising;
• Collaborations and relationships with stakeholders; 
• Strategic initiatives for the future;
• Climate of the Department; and
• Fiscal responsibility in managing and operating the Department budget to maintain financial viability.

Committee members will utilize these criteria as a guide for their assessments, ensuring a consistent and objective evaluation process. The success of each chair will be measured against these criteria, providing a clear and transparent framework for the Chair Review Process. 

Preparation (September through January)

• Chair Informed of Review
• Committee Members Selected
• Data Collected
• External Evaluation Letters Collected
• Internal Survey Distributed and Results Collected
• Review Packet Collated

CRC Review (February through May)

• CRC Meetings Scheduled & Conducted
• Interviews with Stakeholders Conducted
• Interviews with Department Chairs Conducted
• CRC Review Report Submitted & Finalized
• CRC Review Report Discussion with Dean Conducted

Consultation and Conclusion (June through August)

• Leadership/Dean Meeting with Chair
• Chair Comments Submission Due
• Chair Reappointment Decisions Finalized
• Report Available to Stakeholders for Viewing

The process for selecting committee membership will involve soliciting nominations from various stakeholders, including the Chairs of Basic Science and Clinical Departments, the Faculty Executive Committee, the Vice Deans for Faculty, Education, Research, and Inclusive Excellence, the Dean of the College of Life Sciences, the President of the UCLA Health System, and the VCHS. Each stakeholder will be requested to provide 3 to 5 nominations. The dean will then select CRC members based on these nominations, adhering to guidelines for an inclusive academic environment.

CRCs are established each cycle, comprising of 7 to 10 members. Each CRC will consist of 1 to 2 standing Clinical Department Chairs, serving at least a one-year term. Additionally, the dean will ensure representation of basic science expertise in the CRC when reviewing a Chair of a Basic Science department. The CRCs will conduct reviews for all Department Chairs scheduled for evaluation in a given year.

Data on finances, personnel, research, educational programs and teaching, commercialization activities, inclusive excellence, and for clinical departments, data on patient access, patient safety, operational metrics, and physician engagement will be provided from validated data sources and made available to the department chair and the CRCs.

We gather feedback from various stakeholders to comprehensively assess chair performance. This involves:

External Reviewers

Input is collected via letters and structured anonymous questionnaires from approximately 10 to 15 internal and external colleagues. The department chair is requested to provide 15 names of individuals who can offer feedback. Additionally, the Dean, VCHS, and President of the UCLA Health System (for Clinical Departments) will contribute an additional 10 to 15 names. The final list of external evaluators will be determined by the Dean and letters/anonymous questionnaires will be collected by the Dean’s Office. 

Internal Stakeholders

Feedback is obtained from faculty, trainees, and staff through an anonymous and confidential survey distributed to all departmental faculty, staff, and trainees. These surveys provide broad, representative insight into the department chair’s leadership, communication, culture‑building, and operational effectiveness, and serve as a key component of the overall review.

Stakeholder Interviews

Further insights are gathered through confidential stakeholder interviews with the CRC. These interviews aim to provide nuanced context and enrich the review process. Interview requests are extended to all stakeholders; however, due to time constraints, the final list of interviewees will be curated at the discretion of the CRC based on needs, relevance, and availability.

Following the review process, the CRC will craft a detailed review report for each department chair being evaluated. The review report will provide a detailed evaluation of the department chair's performance, aiming to offer a balanced perspective on strengths and areas for improvement. The report will thoroughly assess the chair's performance against the minimum core review criteria established by the committee, ensuring a comprehensive evaluation process. While conclusions will offer a holistic assessment of leadership effectiveness and potential impact, the report will refrain from making recommendations regarding continued leadership. Instead, it will focus on outlining specific development opportunities to address identified areas for growth. The CRC will provide a structured summary review report advisory to the Dean, VCHS, and for clinical departments, to the President of the UCLA Health System. Ultimately, the report will serve as a valuable resource for decision-making and leadership development within the department.

After the review and finalization of the reports, individuals can schedule an appointment to view a de-identified report in the Dean’s Office.

If you are interested in accessing a report, please contact Sheleana Varvaro-Toney, Academic Affairs Special Projects Manager.

Policy

• Appointment and Promotion: APM - 245 - Department Chairs
• General University Policy Regarding Academic Appointees: APM - 160 - Academic Personnel Records/Maintenance of, Access to, and Opportunity to Request Amendment of

General Information

• DGSOM Departments