Requirements for Various AP Actions

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)

• 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%.
  • No "By Agreement" appointments may be proposed.  See APM 280, "For appointments with salary, the academic salary scales for the regular Professor series shall apply, subject to the terms of the compensation plan."
• 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

• Appointment summary form (eligible faculty in both departments must vote on the file)
• 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.

This process should be followed in cases where an academic’s scholarly interests may become more closely aligned with research and/or creative efforts leading to the creation of a new department.   

Such a transfer will take place only after thorough and considered discussions following the process outlined here.

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

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; cc:  Academic Personnel
    • For Health Sciences: TO: Department Chair; cc: Academic Personnel 
    • For SIO: New_Hires (SIO alias for new appointees); cc:  Academic Personnel

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.

Per Regents Policy 1203, the title suffix Emerita/Emeritus shall be conferred, upon retirement, on every Professor and Associate Professor.

Upon recommendation from CAP and the EVCAA to the Chancellor, the title suffix Emerita/Emeritus may be conferred on those members of the Academic Senate who are not a Professor or Associate Professor and  who are not Academic Senate members but who meet specific criteria established by the Chancellor.

Criteria:

An academic appointee who is not a member of the Academic Senate at the time of retirement may be nominated for conferral of the Emeritus title suffix, provided the appointee has met specific criteria outlined in APM 120-10. 

1. Has at least 10 years of University experience at the time of retirement
2. Has attained the highest rank in their academic series
3. Has made noteworthy and meritorious contributions to the educational mission and programs of the University

File Components:

• Dean Endorsement
  • Can be in the form of a memo or signature endorsement on the departmental request.
• Request memo from the Department Chair, or equivalent, outlining how the candidate meets established criteria.
  • If the request for emerita/emeritus status originates from faculty within a department, the request must be endorsed by the Department Chair either via a Department Chair memo or signature endorsement.
• Ad hoc committee report/recommendation (optional)
• Updated or most recent biography/bibliography 

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.

• 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.

• 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

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.

Professor in Residence or Professor of Clinical X faculty who resign their appointments at UC San Diego may request to be appointed in a non-salaried Adjust Professor position for up to one year in order to finish with graduate students, collaborative research projects, etc.  For these temporary appointment 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: Nathalia Quirk (ADEO), Michele Null (Academic Senate analyst)
    • For Health Sciences: TO: Department Chair CC: Nathalia Quirk (ADEO), Michele Null (Academic Senate analyst)
    • For SIO: New_Hires (SIO alias for new appointees) CC: Nathalia Quirk (ADEO), Michele Null (Academic Senate analyst)

The following procedures should be followed when a candidate resigns from their appointment at UCSD and requests a non-salaried appointment in the same series they held prior to resigning (Example: Adjunct Professor, 100% to Adjunct Professor, Non-Salaried, or Project Scientist, 100% to Project Scientist, Non-Salaried).

• 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
  • An offer letter is not required. The Dean may instead endorse the candidate’s request by signing the request memo.
• Additional Considerations:
  • Appointment may extend through the candidate’s current term end date.
  • At the time of next review due, the candidate may be proposed for reappointment, if deemed necessary.
  • If the appointment effective date coincides with the candidate’s current end date, Deans have the authority to approve for 1 year for all series except Project Scientists. CAP will review the subsequent appointment extension, if proposed.
  • For Project Scientists: If the appointment effective date coincides with the candidate’s current end date, please consult with Academic Personnel Services. These will be handled on a case by case basis.

UC San Diego Health Sciences Faculty FTE Allocation Process

EVC Simmons, December 10, 2018

Background:

In the Health Sciences at UC San Diego, due to the wide variety of funding sources, some faculty may be supported by partial FTE allocations. When faculty are partially supported by an FTE, it is expected that the faculty member and department will be able to cover the non-FTE portion of their salary from other sources. On occasion, departments may have additional FTE allocations that they wish to allocate to Health Sciences faculty. When this occurs, a search plan should be put in place as outlined below.

Search Principles:

When FTE becomes available in a department, the department will conduct a search to fill the position. The search may be a full open, national search or, with the approval of the Dean of the School of Medicine (SOM Dean) or Vice Chancellor for Health Sciences (VCHS), it may be an internal search. The position would then be supported by the available FTE. It   is the goal of the campus to offer these FTE provisions in a fair and deliberate manner.

This document focuses on the factors to be considered and the process to be followed for internal searches arising from availability of FTE. The processes governing national searches for new faculty are established in other documents.

Reviewing candidates in internal searches:

When reviewing internal candidates for FTE allocation, the following factors shall be considered:

• Research
  • Impact on the field (e.g., prevalence of publications in high-impact venues, citations considered in relation to seniority, awards and prizes, grant funding success)
  • Impact on the department (degree to which candidate improves and/or supports the work of others)
  • Likely future impact (new ideas and methods, initiatives, collaborative projects)
  • Interdisciplinary activities
• Teaching
  • Excellence, innovation, amount, breadth, roles in major programs and/or initiatives, awards
• Service
  • Department, University (our campus and UC System-wide), profession, community
  • Leadership activities or potential for leadership roles
• In addition, consideration should be made for balancing other factors (contributions to diversity and inclusion, basic clinical science, etc.), other available funding sources (e.g., VA 8th’s), and documented retention efforts.