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Academic Policy and Procedures

Academic Personnel Services manages the development, revision, analysis, and implementation of UC San Diego's academic personnel policies and procedures to carry out the vision of the University's academic leadership, to increase efficiency and compliance, and to limit institutional liability.  Gabriel Lopez, Director of Academic Policy, may be contacted regarding any of the below at gal037@ucsd.edu.

Academic Personnel Policies by Topic

Academic Personnel Policies

(listed by topic)

Policies governing academic personnel are provided in two separate manuals: the University of California Academic Personnel Manual (APM), which contains general, system wide policies, and the UCSD Policy and Procedure Manual (PPM), which contains information on implementing specific academic personnel policies at UCSD.

The listing below provides links to policies arranged by topic. Links to APM sections are provided if the PPM does not address a particular topic, or if a PPM section is under revision. Otherwise, a link to the appropriate PPM section is provided.

Topic Description Policy
A
Academic freedom Statement regarding UC’s commitment to freedom of inquiry and research, freedom of teaching, and freedom of expression and publication APM 010
Academic titles Explanation of academic titles utilized at UC APM 112
Academic title codes Links to lists arranged by title code name and number APM 113
Access to academic personnel records Types of information maintained and procedures for requesting access to or amendment of academic personnel records PPM 230-11
Affirmative action  University policy regarding affirmative action, nondiscrimination, and sexual harassment in employment APM 035
Appointment of non-Senate academics (term appointment) Policy for appointments with specified ending dates APM 137
B
C
Compensation of academic-year appointees Determination of salary payments to academic-year (nine-month) appointees who hold joint appointments for teaching and research PPM 230-42
Conflict of commitment and outside activities of faculty members Policy on managing potential conflict of commitment for faculty undertaking compensated and uncompensated outside activities (professional and non-professional) APM 025
D
Definitions of academic personnel terms Glossary of terms used in academic personnel procedures APM 110
Department chairs – appointment and review   Policy and procedures for appointment and review of department chairs PPM 230-2
Discipline/Corrective Action
Standards and procedures for instituting corrective action for or dismissal of non-Senate academic appointees APM 150
Standards for faculty conduct and types of unacceptable faculty conduct subject to University discipline APM 016
Disclosure of financial interest in private sponsors of research Requirements for principal investigators to disclose direct or indirect financial interests in private sponsors of research APM 028
E
Emeritus titles Circumstances and criteria for conferring emeritus status APM 120
Endowed chairs and professorships Guidelines for establishment and administration of all endowed chairs and professorships PPM 230-8
F
Faculty code of conduct Code of professional rights, responsibilities, and conduct for university faculty, and university disciplinary procedures APM 015
Faculty privileges and duties Academic freedom in relation to educational planning APM 005
Family accommodations Policies intended to assist academic appointees in balancing the needs of work and family PPM 230-15
G
Grievance procedures for non-Senate appointees Eligibility criteria and procedures for non-Senate academic appointees to present grievances PPM 230-5
Grievance procedures for Senate appointees Procedures for Senate appointees to present grievances to the Committee on Privilege and Tenure Acad. Senate Bylaw 230
H
I
Integrity in research Reaffirmation of University’s standards for intellectual honesty and integrity in research APM 190, Appendix B
Intercampus transfers – salary administration Salary procedures for one-time payments, temporary transfers, and permanent transfers PPM 230-44
J
K
L
Limitation on total period of service in certain academic titles Procedures for determining the number of years toward the eight-year limitation on service in certain titles APM 133
Layoffs and involuntary reductions in time for non-Senate academic appointees Procedures for equitable treatment of appointees in the event of termination or involuntary reduction in time due to lack of work, lack of funds, or discontinuance of a program PPM 230-7
Leaves of absence Policies, procedures, and approval authority charts for leaves for academic appointees at UCSD PPM 230-10
M
Medical leave Policy on medical leave for academic appointees APM 710
Medical separation Basis and procedures for separation of an academic appointee due to medical reasons APM 080
N
Near-relative appointments Definition of "near relative" and considerations during recruitment process APM 520
O
Off-Scale Salaries for Appointments and Advancements Eligibility for and justification, limitation, and adjustment of off-scale salaries APM 620
P
Q
R
Recruitment of academic personnel APM 500
S
Special services to individuals and organizations Policy related to special services by the University or members of its faculty to individuals or organizations (business, industrial, governmental, educational, etc.) APM 020
T
Termination of appointment for the Professor In Residence series PPM 230-9.1
Termination for Incompetent Performance Standards and procedures by which faculty with tenure or with Security of Employment (SOE) may be terminated for incompetent performance APM 075
U
Unit 18 Lecturers contract Memorandum of Understanding between the University of California and the University Council AFT
V
Voting Policy governing faculty voting on academic appointment and review cases (see also Academic Senate Bylaw 55) PPM 230-28, Section VIII
W
"Whistleblower" policy Reporting and investigating allegations of suspected improper governmental activities APM 190, Appendix A-1
"Whistleblower protection" policy Protection from retaliation for reporting suspected improper governmental activities APM 190, Appendix A-2
X
Y
Z

Newly Issued and Recently Revised Policies

Policy Final Policy Action New/Revised Policy Link Issuance Link Effective Date

Academic Personnel Manual (APM) 715, Leaves of Absence/Family and Medical Leave

Academic Personnel Manual (APM) 760, Family Accommodations for Childbearing and Childrearing

Revised

APM 715

APM 760

Issuance Letter January 1, 2023
Policy and Procedure Manual (PPM) 230-275, Appointment and Promotion - Professor of Clinical X Series Revised PPM 230-275 Review Announcement December 5, 2022
Policy and Procedure Manual (PPM) 230-220, Appointment and Promotion - Professor Series Revised PPM 230-220 Review Announcement July 1, 2022
Policy and Procedure Manual (PPM) 230-375, Academic Coordinator Series No Change PPM 230-275 N/A N/A
Presidential Policy on Abusive Conduct in the Workplace  New Policy on Abusive Conduct Issuance Letter January 1, 2023
California Pay Transparency and Applicant Inquiry Restrictions for Academic Recruitment New/Revised

Assembly Bill (AB) 168

Senate Bill (SB) 1162

Guidelines for the Application of AB 168 and SB 1162 January 1, 2023
Academic Personnel Manual (APM) Section 759, Leaves of Absence/Other Leaves Without Pay Revised

APM 759 

Issuance Letter July 1, 2022
Academic Personnel Manual (APM) 700 Series Policies Related to Academic Leaves Revised APM 700 Series Issuance Letter July 1, 2021

Academic Pesronnel Manual (APM) 240, Deans

Academic Personnel Manual (APM) 246, Faculty Administrators 

Revised

APM 240

APM 246

Issuance Letter November 20, 2020
Academic Personnel Manual (APM) 025, Conflict of Commitment and Outside Activities for Faculty Members Revised APM 025 Issuance Letter Jauary 15, 2020
Academic Personnel Manual (APM) 230, Visiting Appointments Revised APM 230 Issuance Letter December 4, 2019
Academic Personnel Manual (APM) 011, Academic Freedom, Protection of Professional Standards, and Responsibilities of Non-Faculty Academic Appointees New APM 011

Issuance Letter

Frequently Asked Questions (FAQ)

February 1, 2020

Academic Personnel Manual (APM) 715, Leaves of Absence/Family and Medical Leave

Academic Personnel Manual (APM) 120, Emerita/Emeritus Titles

Revised

APM 715

APM 120

APM 715 Issuance Letter

APM 120 Issuance Letter

July 1, 2019
Academic Personnel Manual (APM) 700 Series Revised

APM 710

APM 715

APM 730

APM 760

Issuance Letter May 1, 2019

Academic Personnel Manual (APM) 110, Academic Personnel Definitions

Academic Personnel Manual (APM) 112, Academic Titles

Academic Personnel Manual (APM) 160, Academic Personnel Records/Maintenance of, Access to, and Opporutnity to Request Amendment of

Academic Personnel Manual (APM) 220, Professor Series

Academic Personnel Manual (APM) 235, Acting Appointments

Revised

APM 110

APM 112

APM 160

APM 220

APM 230

Issuance Letter March 7, 2019

Academic Personnel Manual (APM) 285, Lecturer with Security of Employment Series


Academic Personnel Manual (APM) 210-3, Instructions to Review Committees That Advise on Actions Concerning the Lecturer with Security of Employment Series


Academic Personnel Manual (APM) 133, Limitation on Total Period of Service with Certain Academic Titles


Academic Personnel Manual (APM) 740, Leaves of Absence/Sabbatical Leaves


Academic Personnel Manual (APM) 135, Security of Employment


Academic Personnel Manual (APM) 235, Acting Appointments

Revised

APM 285

APM 210

APM 133

APM 740

APM 135

APM 235

Issuance Letter October 1, 2018

Academic Personnel Manual (APM) 230, Visiting Appointments

Academic Personnel Manual (APM) 650, Technical Assistance Projects

Academic Personnel Manual (APM) 760, Family Accommodations for Childbearing and Childrearing

Revised

APM 230

APM 650

APM 760

Issuance Letter August 7, 2018
Policy and Procedure Manual (PPM) 230, Appointment and Reviews Series New/Revised

Disposition of PPM 230-20


Disposition of PPM 230-28


Disposition of PPM 230-29

Introduction to PPM 230 - Academic Personnel

 

Summary of Revisions July 1, 2017

 

Policy & Procedural Manual (UCSD-PPM) Policies Under Review or Open for Comment

Under Review : Policy and Procedure Manual (PPM) 230-500, Recruitment;  230-6, Affirmatice Action; 230-035, Affirmative Action

 

Policy Review Status:

APS Consultation & Review Senate Review Campuswide Review Post Senate/Campuswide Review Consultation Final Review Issuance Date
In Process Pending

Pending

Pending Pending TBD

 


Under Review : Policy and Procedure Manual (PPM) 410-7, Policy on Faculty Gifts in Support of Their Own Research (New)

 

Policy Review Status:

APS Consultation & Review Senate Review Campuswide Review Post Senate/Campuswide Review Consultation Final Review Issuance Date
In Process Pending

Pending

Pending Pending TBD

 


Under Review - Closed for Comment: Policy and Procedure Manual (PPM) 230-278, Appointment and Promotion - Health Sciences Clinical Professor Series 

The University invites comments on a proposed revision to Policy and Procedure Manual (PPM) 230-278, Appointment and Promotion – Health Sciences Clinical Professor Series and PPM 230-278 Appendix A.

 Proposed revisions include the following:

  • Modification of PPM 230-278-20.c to align with Academic Personnel Manual (APM) 278, Health Sciences Clinical Professor Series, Section 278-20.c to specify faculty in the Clinical Professor Series must have a Ph.D. or equivalent terminal professional degree depending on a candidate’s health-related discipline. 
  • Modification of PPM 230-278 Appendix A requirements for appointment of a Health Sciences Assistant Clinical Professor at Step I or II #1 to remove “(a minimum of three years Post M.D)” and allow for equivalent recognition in a candidate’s health-related discipline. 
  • Modification of PPM 230-278 Appendix A requirements for appointment of a Health Sciences Assistant Clinical Professor at Step III #1 to specify equivalent achievement and recognition is dependent on a candidate’s health-related discipline. 
  • Modification of PPM 230-278 Appendix A requirement for appointment of a Health Sciences Associate Clinical Professor #1 requiring a candidate be certified by one of the medical specialty boards, or demonstrate achievement and recognition depending on the candidate’s health-related discipline. 
  • Modification of PPM 230-278 Appendix A requirement for appointment of a Health Sciences Associate Clinical Professor #4 to specify serving effectively as a clinical consultant depending on the candidate’s health-related discipline.

A red-line and clean draft of the proposed policy can be viewed by clicking the links below:

PPM 230-278 Red-line Draft
PPM 230-278 Clean Draft
PPM 230-278 Appendix A Red-line Draft
PPM 230-278 Appendix A Clean Draft

 

 

Policy Review Status:

APS Consultation & Review Senate Review Campuswide Review Post Senate/Campuswide Review Consultation Final Review Issuance Date
Complete In Process

Closed

(2/13/2023 - 3/13/2023)

Pending Pending TBD

  


Under Review - Closed for Comment: Policy and Procedure Manual (PPM) 230-8, Endowed Chairs and Professorships

The University previously invited comments on a proposed revised Policy and Procedure Manual (PPM) 230-8, Endowed Chairs and Professorships.

Key revisions include the following:

Renumbering of PPM 230-8, Endowed Chairs and Professorships, to PPM 230-191 to align with related Academic Personnel Manual (APM) 191, Policy on Endowed Chairs and Professorships.

  • Removal of Organized Research Units (ORU) as an option for the assignment of an Endowed Chair. 
  • Increase in the required minimum gift amount to establish an endowed chair from $500,000 to $1,000,000 per Chancellor’s Endowed Chair Challenge guidelines and PPM 410-30, Endowed and Current Use Gift Funds Minimum Policy. 
  • Various updates in alignment with Regent’s Standing Order 100.4 issued July 11, 2019 delegating endowed chair approval authority from the President to campus Chancellors. 
  • Removal of Permanent Endowed Chairs as a type of endowed chair with the addition of a footnote specifying endowed chair appointments at UC San Diego have been either Term or Administrative in nature since 2015. 
  • Removal of the requirement for membership in the Academic Senate for Term Endowed Chairs and the expansion of eligible academic series to include all Senate Faculty, HS Clinical Faculty, and full time salaried Adjunct Faculty (excluding Professor of Practice). 
  • Removal of Organized Research Units (ORU) as an option for the assignment of an Administrative Endowed Chair. 
  • Removal of the requirement for review and approval by the Campus Chief Financial Officer and Campus General Counsel for proposals to fund all or any portion of a chair endowment through a deferred gift or future bequest. The revised policy makes review dependent on established UC San Diego Advancement policies and procedures with review by the Campus Chief Financial Officer and Campus General Counsel on a case by case basis. 
  • Addition of “Donor request for disestablishment” as a possible and acceptable endowed chair disestablishment event. 
  • Technical revisions such as rearrangement of sections, title updates, numbering updates and formatting of Attachment I. 

A red-line and clean draft of the proposed policy can be viewed by clicking the links below:

PPM 230-191 Red-line Draft
PPM 230-191 Clean Draft

 

Policy Review Status:

APS Consultation & Review Senate Review Campuswide Review Post Senate/Campuswide Review Consultation Final Review Issuance Date
Complete Complete

Complete

In Process Pending TBD

Academic Personnel Manual (UC-APM) & Presidential Policies Under Review or Open for Comment

Open for Comment: Proposed Presidential Policy on Inventions, Patents, and Innovation Transfer

The University of California Office of the President invites comments on a proposed revision to the Presidential Policy on Inventions, Patents, and Innovation Transfer.

The revised policy includes the following key changes:

  • Gives campuses authority over innovation transfer and intellectual property related decisions, 
  • Addresses un-patentable innovations of interest to extramural sponsors and licensees that can generate commercialization income, and 
  • Renames the policy to the Policy on Inventions, Patents, and Innovation Transfer

 The draft policy is located https://adminrecords.ucsd.edu/PPM/systemwide-review/2023/IP-Policy.htmlhere. If you have any questions or if you wish to comment, please contact Paula Johnson in Policy and Records Administration at policy@ucsd.edu no later than May 17, 2023.

 

 Policy Review Status:

Campuswide Review Status Campuswide Review Start Campuswide Review End Feedback Due to OP Post Feedback Submission
Open for Comment February 27, 2023 May 17, 2023 May 31, 2023

 

Visit UCOP's Policy Development Process webpage for additional information and guidance on UCOP's policy development and review procedures.

 


Open for Comment: Proposed Presidential Policy Responding to Immigration Enforcement Issues Involving Patients in UC Health Facilities

The University of California Office of the President invites comments on a proposed Presidential Policy Responding to Immigration Enforcement Issues Involving Patients in UC Health Facilities.

The policy is proposed to be revised and includes the following key issues:

  • move policy from interim to regular status
  • clarify custody related requirements
  • address private and public designated areas within a health facility; and,
  • require an immigration policy resource for coverage during all shifts

The draft policy is located here. If you have any questions or if you wish to comment, please contact Paula Johnson in Policy and Records Administration at policy@ucsd.edu no later than February 17, 2023.

 Policy Review Status:

Campuswide Review Status Campuswide Review Start Campuswide Review End Feedback Due to OP Post Feedback Submission
Open for Comment February 24, 2023 May 4, 2023 May 18, 2023

 

Visit UCOP's Policy Development Process webpage for additional information and guidance on UCOP's policy development and review procedures.

 


Open for Comment: Presidential Policy on Developing and Maintaining Presidential Policies (Policy on Policies)

 The University of California Office of the President invites comments on the proposed Presidential Policy on Developing and Maintaining Presidential Policies (“Policy on Policies”).

 The proposed substantive revisions include the following key provisions:

  • Updating the Policy name, scope, and summary to accurately reflect content;
  • Adding and updating definitions for terms frequently used and removal of terms that are no longer used;
  • Adding requirements such as:
    • use of gender-neutral terms;
    • cross-referencing of UC policies and laws for continued compliance and ease of maintenance;
    • new Presidential Policies must be proposed through a Policy Review, developed in accordance with the Policy Development Process, and approved in accordance with the Presidential Policy Approval Process;
    • all Presidential Policies must undergo a Policy Review every 5 years, or more frequently as necessary;
    • a Compliance with Law Revision Process to handle changes to a policy that are for the purposes of law, rules, or regulations;
    • rescinded Policies on the website must also include reference where current information can be found (if applicable);
    • policies must specify when a campus location delegation of authority is required, redelegatable and any restrictions on redelegations;
    • guidelines should be updated regularly to ensure the information remains current, useful, and in alignment with Presidential Policies
    • Adding responsibilities for the Policy Advisory Committee (PAC), Policy Steering Committee (PSC), Stakeholders, and Required Reviewers.
  • Revising procedures to describe the action steps for accomplishing required tasks that have to be completed.
  • Additional editorial changes for readability and clarity.

The draft policy is located here. If you have any questions or if you wish to comment, please contact Paula Johnson in Policy and Records Administration at policy@ucsd.edu no later than February 17, 2023.

 

Policy Review Status:

Campuswide Review Status Campuswide Review Start Campuswide Review End Feedback Due to OP Post Feedback Submission
Open for Comment December 6, 2022 February 17, 2023 March 16, 2023

 

Visit UCOP's Policy Development Process webpage for additional information and guidance on UCOP's policy development and review procedures.


Open for Comment: Presidential Policy on Anti-Discrimination

The University of California Office of the President invites comments on a proposed Presidential Policy on Anti-Discrimination. The proposed policy covers discrimination, harassment, and retaliation by and against members of the University community on University property or in connection with University-sponsored activities.

 The proposed policy includes the following key provisions:

  • The proposed policy affirms the University of California’s commitment to creating and maintaining a healthy working and learning environment in an inclusive environment free of discrimination, harassment and retaliation.
  • The proposed policy defines harassment and discrimination as well as lists the protected categories protected by federal and state law.
  • The proposed policy prohibits retaliation against an individual who reports Discrimination and/or Harassment, assists someone with a report of Discrimination and/or Harassment, or participates in an investigation or other process under the policy.
  • The proposed policy addresses free speech and academic freedom. The proposed policy is intended to protect members of the University community from Discrimination, Harassment, and/or Retaliation, not to regulate protected speech. The proposed policy recognizes that freedom of speech, freedom of expression, and academic freedom are essential to the mission of the University. However, freedom of speech and academic freedom are not limitless and do not protect speech or expressive conduct that violates federal or state anti-discrimination laws.
  • The proposed policy outlines the possible consequences of noncompliance, which may include remediation, educational efforts, informal counseling, adverse performance evaluations, corrective action/discipline, and termination/dismissal.

The draft policy is posted here. If you have any questions or if you wish to comment, please contact Paula Johnson in Policy and Records Administration at policy@ucsd.edu  no later than April 17, 2023.

 

Policy Review Status:

Campuswide Review Status Campuswide Review Start Campuswide Review End Feedback Due to OP Post Feedback Submission
Open for Comment January 1, 2023 April 17, 2023 April 24, 2023

 

Visit UCOP's Policy Development Process webpage for additional information and guidance on UCOP's policy development and review procedures.

 


 

Closed for Comment: Presidential Policy on Sustainable Practices 

A copy of the proposed policy can be viewed here

 

Policy Review Status:

Campuswide Review Status Campuswide Review Start Campuswide Review End Feedback Due to OP Post Feedback Submission
Closed for Comment October 18, 2022 January 17, 2023 January 31, 2023

 

Visit UCOP's Policy Development Process webpage for additional information and guidance on UCOP's policy development and review procedures.

 


Closed for Comment: Policy on Vaccination Programs 

Proposed revisions to the Policy on Vaccination Programs interim amendments issued on August 30, 2022.

A copy of the proposed revisions can be viewed here

 

Policy Review Status:

Campuswide Review Status Campuswide Review Start Campuswide Review End Feedback Due to OP Post Feedback Submission
Closed for Comment December 15, 2022 January 24, 2023 January 1, 2023

 

Visit UCOP's Policy Development Process webpage for additional information and guidance on UCOP's policy development and review procedures.


Closed for Comment: Second Systemwide Review: Draft Revised APM - 025 and APM - 671 

Proposed revisions to the conflict-of-commitment policies of APM - 025 and APM - 671 are posted to the Academic Personnel and Programs website under the “Systemwide Review” tab.

A copy of the proposed revisions can be viewed here

 

Policy Review Status:

Campuswide Review Status Campuswide Review Start Campuswide Review End Feedback Due to OP Post Feedback Submission
Closed for Comment September 6, 2022 October 21, 2022 November 1, 2022

 

Visit UCOP's Policy Development Process webpage for additional information and guidance on UCOP's policy development and review procedures.


Closed for Comment: Negotiated Salary Trial Program Phase 2 Taskforce Report

A copy of the report and proposed policy can be found here.

Policy Review Status:

Campuswide Review Status Campuswide Review Start Campuswide Review End Feedback Due to OP Post Feedback Submission
Closed for Comment May 18, 2022 July 8, 2022 July 15, 2022 Visit UCOP's Policy Development Process webpage for additional information and guidance on UCOP's policy development and review procedures.