Requirements for Various AP Actions

See below for file requirements and notes on review/appointment authority or implementation guidelines for each action.

Adding a Non-Salaried Adjunct Appointment to an Existing Salaried Faculty Appointment

Required file components:

  • Appointment summary form
  • Employment history
  • Department recommendation letter
  • Certs A&B
  • Most recent bio-bib
  • Recruitment waiver:  Not required.
  • Appointment is at Dean’s authority
    • The Dean’s office shall issue the offer letter and collect the candidate’s acceptance.
    • Upon receiving the candidate’s acceptance, the Dean’s office analyst should send out an acceptance notification email to the appropriate individuals.
      • For General Campus: TO: Department Chair
      • For Health Sciences: TO: Department Chair
      •  For SIO: New_Hires (SIO alias for new appointees)

Adding a Temporary Salaried Adjunct Appointment to a Non-Salaried Adjunct Appointment

Required request components:
  • Departmental request via “Request Salary Status for Adjunct Professors" form.
    • If a step has not already been established for the candidate, you may only propose the salary rate for Step 1 in the appropriate rank.  To propose a higher step, a mini file is required and it requires CAP review (see below for required components).
    • A “course” (valued at an IWC of 1.0) in the adjunct series is typically worth a 50% percentage of effort. Departments may propose effort at a lower percent, but not propose less than 33%.
  • Temporary Adjunct pay status transfers are Dean’s authority. Upon approval, the Dean’s office shall update the candidate’s AP Admin record to reflect the temporary salary status and send a copy of the approved memo to APS.

   Establishing a higher step other than Step 1 in the appropriate rank:

  • Required mini file components:
    • Appointment summary form
    • Employment history
    • Department recommendation letter
    • Certs A&B
    • Candidate statement, optional
    • Teaching evaluations, if applicable
    • Updated bio-bib

Adding a 0% Appointment to an Existing Ladder-rank Faculty Appointment

Required file components:
  • Appointment summary form
  • Employment history
  • Department recommendation letter
  • Certs A&B
  • Candidate statement, optional
  • Teaching evaluations
  • Updated bio-bib
  • File requires CAP Review
  • Appointment is EVC authority
    • APS shall issue the offer letter and collect the candidate’s acceptance.
    • Upon receiving the candidate’s acceptance, the APS analyst will send out an acceptance notification email to the appropriate individuals.

Department Transfer Process for Ladder-rank Faculty

If a ladder-rank faculty member wishes to transfer to another department with no change in rank, step, or salary, the process below should be followed:

UC San Diego Faculty Department Transfer Process

Department Transfer Process for Non-Senate Academics

If a non-Senate academic wishes to transfer to another department with no change in rank, step, or salary, the process below should be followed:

Required transfer packet components:

  • Candidate’s request memo
  • Endorsement of candidate’s request by both the current and receiving department chairs via a memo from both chair’s or via endorsement signatures on the candidate’s request memo.
  • Recruitment waiver:   Not required.
  • Department transfers for NON-SENATE academics are Dean’s authority
    • The Dean’s office shall issue a new offer letter and collect the candidate’s acceptance.
    • Upon receiving the candidate’s acceptance, the Dean’s office analyst should send out an acceptance notification email to the appropriate individuals.
      • For General Campus: TO: Department Chair 
      • For Health Sciences: Department Chair 
      • For SIO: New_Hires (SIO alias for new appointees) 

Downward Change in Series (e.g., from Professor in Residence to Adjunct Professor)

If an academic requests a downward change in series with no change in rank, step, or salary, the process below should be followed:

Required file components:

  • Appointment summary form
  • Employment history
  • Department letter
  • Certs A&B
  • Candidate statement, optional
  • *Referee ID List
  • *Reference Letters
    • *Referee ID List and Reference Letter requirements may be waived if the downward series change is between series with similar appointment and review criteria
  • Teaching evaluations, if applicable
  • Updated bio-bib
  • Appointment authority will depend on the series that the candidate is switching to.  Campus committee review may be required. Please consult the Authority and Review chart for more details.
    • APS or the Dean’s office shall issue the offer letter and collect the candidate’s acceptance.
    • Upon receiving the candidate’s acceptance, the APS or Dean’s office analyst will send out an acceptance notification email to the appropriate individuals.

Policy Exception Requests

Policy Exception Request Components:

  1. Policy Exception Request Summary Form with the following sections completed by the requesting department/division:
    • Section I: Candidate Information
    • Section II: Exception Request Details
      • List of applicable policies to which an exception is being requested (Ex. APM 740, PPM 230-230, etc.)
      • APM 025 Conflict of Commitment and Outside Activities questionnaire
        1. Does this request include an exception to APM 025 – Conflict of Commitment and Outside Activities?
          • YES – Answer question ii.
          • NO – Complete the Exception Request Summary
        2. Was the Conflict of Interest Office (COI) consulted?
          • YES, COI consulted – What was the outcome?
            • Approved - APM 025 activity deemed to be acceptable and in compliance with COI standards.
            • Denied – APM 025 activity deemed to be in conflict with applicable COI standards.
            • In Process - APM 025 activity currently under review by COI.
          • NO, COI not consulted – Explain why in the Exception Request Summary.
      • Exception Request Summary
        • Provide a 5 to 7 sentence summary of the requested exception to include specific policy citations, historical background, mitigating circumstances, justification for late/retroactive requests, and urgency concerns.
        • Please summarize the nature of the request. Inserting “see attached” will result in a form returned for correction.
    • Section V: Approvals
      • Enter relevant approval designations for Department and Dean/AVC
  2. Candidate’s request documentation in the form or one or more of the following documents:
    • Candidate Request Memo
    • Family Accommodation Reporting (FAR) Form
    • Academic Leave of Absence/Sabbatical (ALAS) Form
    • APM 025 Prior Approval for Category I Outside Activities Form
      • Best practice recommends APM 025 requests be vetted through the Conflict of Interest Office prior to APS submission.
    • Other candidate supporting documents if applicable and relevant to the request
  3. Departmental endorsement of the candidate’s request via memo or endorsement signatures on the candidate’s request documents.
  4. Dean or AVC endorsement of the candidate’s request via memo or endorsement signatures on the candidate’s request documents.

Dean’s offices are responsible for verifying supporting documentation is accurate, complete, and signed by all appropriate parties (e.g. split appointments require signatures from all applicable chairs and deans).

 Authority:

 Policy exception requests are EVC and/or Chancellor authority.

 Outcomes:

 APS will issue the appropriate request outcome documents and update relevant databases when applicable.

Professor of Practice Implementation Guidelines

In addition to PPM 230-281, please consult the Professor of Practice Implementation Guidelines.

Subsequent (Re)Appointment After Series Change as a Non-Salaried Adjunct Professor

Required file components:
  • Review file summary form
  • Employment history
  • Dean’s letter
  • Department recommendation letter (must include how this candidate will contribute to the department and why an ongoing relationship is desired)
  • Certs A&B
  • Candidate self-assessment, optional
  • Teaching evaluations
  • Updated bio-bib 
  • File requires CAP Review
  • Appointment is EVC authority
    • APS shall issue the offer letter and collect the candidate’s acceptance.
    • Upon receiving the candidate’s acceptance, the APS analyst will send out an acceptance notification email to the appropriate individuals.

Temporary Interdepartmental Adjunct Teaching Appointment

Required request components:
  • Departmental request via “Adjunct Temporary Interdepartmental Teaching Appointment form”
    • If a step has not already been established for the candidate, you may only propose the salary rate for Step 1 in the appropriate rank.  To propose a higher step, a mini file is required and it requires CAP review (see below for required components).
    • A “course” (valued at an IWC of 1.0) in the adjunct series is typically worth a 50% percentage of effort. Departments may propose effort at a lower percent, but not propose less than 33%.
  • Temporary Adjunct pay status transfers are Dean’s authority. Upon approval, the Dean’s office shall update the candidate’s AP Admin record to reflect the temporary salary status and send a copy of the approved memo to APS.
  • The hiring department is responsible for sending the course evaluations to the home department so that they may be submitted as teaching evidence in the Adjunct Professor' subsequent academic review file.

     Establishing a higher step other than Step 1 in the appropriate rank:

  • Required mini file components:
    • Appointment summary form
    • Employment history
    • Department recommendation letter
    • Certs A&B
    • Candidate statement, optional
    • Teaching evaluations, if applicable
    • Updated bio-bib

Temporary Series Change for LRF to Non-Salaried Adjunct Professor Upon Resignation

Ladder-rank faculty who resign their tenured appointments at UC San Diego may request to be appointed in a non-salaried Adjunct Professor position for up to one year in order to finish with graduate students, collaborative research projects, etc.  For these temporary appointments of one year or less, the process below is followed:

Required request components:

  • Candidate’s request memo
  • Endorsement of candidate’s request by the department chairs via memo or via endorsement signatures on the candidate’s request memo.
  • Recruitment waiver:  Not required.
  • Appointment is at Dean’s authority
    • The Dean’s office shall issue the offer letter and collect the candidate’s acceptance.
    • Upon receiving the candidate’s acceptance, the Dean’s office analyst should send out an acceptance notification email to the appropriate individuals.
      • For General Campus: TO: Department Chair CC: Michele Null (Academic Senate analyst)
      • For Health Sciences: TO: Department Chair CC: Michele Null (Academic Senate analyst)
      •  For SIO: New_Hires (SIO alias for new appointees) CC: Michele Null (Academic Senate analyst)

Should the department or candidate request an appointment longer than one year, campus committee review of the file is required.