Academic Policy and Procedures

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.

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

UC San Diego invites comments on the proposed UC San Diego Policy & Procedure Manual (PPM) Section 410-7, Policy on Faculty Gifts in Support of Their Own Research.

The proposed PPM 410-7 applies to gifts from faculty at UC San Diego in support of their own research and is meant to institutionalize concepts found within the University of California Development Reference Guide as they apply to gifts from university employees to the University in support of bona fide activities and purchases. 

If you have comments for submission in response to the proposed policy revisions, please provide your written comments to Gabriel Lopez, Director of Academic Policy & Family Programs, at academicpersonnel@ucsd.edu no later than February 29, 2024.

A tracked draft of the proposed policy can be viewed by clicking the links below:

 Policy Review Status:

Review & Issuance Complete: Policy and Procedure Manual (PPM) 230-370, Academic Administrator Series, and 230-375, Academic Coordinator Series

The University invites comments on a proposed revision to UC San Diego Policy and Procedure Manual (PPM) Section 230-370, Appointment and Promotion – Academic Administrator Series and Section 230-375, Appointment and Promotion – Academic Coordinator Series.

Proposed revisions include the adoption of a Continuous Merit Advancement (CMA) model granting appointees in the Academic Administrator and Academic Coordinator series the opportunity to advance beyond the highest salary step of their respective salary scale. Revisions provide guidance on how to calculate proposed advancement beyond the highest salary scale step and guidance on related accelerated merit reviews.

If you have comments for submission in response to the proposed policy revisions, please provide your written comments to Gabriel Lopez, Director of Academic Policy & Family Programs, at academicpersonnel@ucsd.edu no later than September 30, 2023.

A tracked changes and clean draft of the proposed policy can be viewed by clicking the links below:

 Policy Review Status:

Review & Issuance Complete: Policy and Procedure Manual (PPM) 230-8, Endowed Chairs and Professorships Second Campuswide Review

The University invites comments on a proposed revised Policy and Procedure Manual (PPM) 230-8, Endowed Chairs and Professorships.  Proposed revisions are meant to align local campus policy with UC policy as well as reflect historical changes to local endowed chair and professorship requirements.

The proposed draft represents the second campus-wide review for proposed revisions to PPM 230-8 and includes updates in response to feedback collected from the initial review.

Initial revisions included the following: 

• Renumber of PPM 230-8, Endowed Chairs and Professorships, to PPM 230-191 to align with related Academic Personnel Manual (APM) Section 191, Policy on Endowed Chairs and Professorships. 
• Removal of Organized Research Unit (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 guidelines and UC San Diego Policy and Procedure Manual (PPM), Section 410-30, Endowed and Current Gift Fund Minimum Policy. 
• Alignment with Regents 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 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. 
• Addition of “Donor request for disestablishment” as a possible and acceptable endowed chair disestablishment event. 
• Technical revisions such as a rearrangement of sections, title updates, numbering updates, and formatting. 

Additional revisions include the following:

• Modified footnote, page 3, to define a “Permanent Endowed Chair” and clarify what happens with a permanent endowed chair is vacated. 
• Section 230-191.C.1:
  • Removal of redundant and outdated language.
  • Replacement of “University Educational Policy Committee (EPC)” with “Applicable UC San Diego Academic Senate Committee”. 
• Section 230-191.D:
  • Replacement of “Income” with “Payout” to align with common endowed chair verbiage. 
• Section 230-191.E:
  • Replacement of outdated language with updated verbiage and references to local UC San Diego policy. 
• Appendix I, II, and III
  • Various technical revisions, omissions and additions to consolidate information contained within the appendices and policy.

 If you have questions or wish to provide comments, please contact Gabriel Lopez, Director of Policy and Family Programs, at academicpersonnel@ucsd.edu, no later than June 30, 2023.  

 A tracked changes and clean draft of the proposed policy can be viewed by clicking the links below:

 Policy Review Status:

Under Review-Closed for Comment : Policy and Procedure Manual (PPM) 230-016, UC San Diego Procedures for Academic Senate Faculty Discipline

The University invites comments on a proposed UC San Diego Policy and Procedure Manual (PPM) Section 230-016, UC San Diego Procedures for Academic Senate Faculty Discipline.

 APM 016, the University Policy on Faculty Conduct and the Administration of Discipline, requires each Chancellor to establish procedures for the administration of discipline on the campus.  Consistent with the transparent administration of APM 016 and UC Academic Personnel Manual (APM) Section 015 – the Faculty Code of Conduct, Academic Personnel Services (APS) drafted and posted Interim UC San Diego Procedures for Academic Senate Faculty Discipline. 

 The interim procedures are now proposed for permanent institutionalization in the form of PPM 230-016.

If you have questions or wish to provide comments, please contact Gabriel Lopez, Director of Policy and Family Programs, at academicpersonnel@ucsd.edu, no later than July 1, 2023. 

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

  Policy Review Status:

Review & Issuance Complete: 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: 

Policy Review Status:

Open for Comment: Systemwide Review of Proposed Revisions to APM - 360, Librarian Series

The proposed revisions are intended to address substantive matters discussed in more detail in the Systemwide review cover letter, available via the Campus Notice link below.

Campus Notice- APM 360

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 28, 2025. 

Policy Review Status

Closed for Comment: Systemwide Review of Proposed Revisions to APM - 500, Recruitment - General

The policy revisions respond to the need to address two new bills signed into state law that add and amend sections 92612.1 and 92612.2 of the California Education Code, effective January 1, 2025 (reference California Senate Bill (SB) 791, Postsecondary education: academic and administrative employees: disclosure of sexual harassment; and California Assembly Bill (AB) 810, Postsecondary education: hiring practices: academic, athletic, and administrative positions).

Campus Notice- APM 500

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 14, 2025. 

Policy Review Status

Closed for Comment: Systemwide Review of Proposed Revisions to Academic Personnel Manual (APM) Section 036, General University Policy Regarding Academic Appointees/Employment

The policy revisions respond to the need to address a new bill signed into California state law that adds section 66284 to the California Education Code, effective January 1, 2025 (reference AB 1905 “Public postsecondary education: employment: settlements, informal resolutions, and retreat rights”), and requires the University to adopt a written policy regarding official letters of recommendation, among other requirements, as a condition of receiving state funding. The proposed technical revisions are intended to bring the University into compliance with section 66284 of the California Education Code.

Campus Notice APM 036 

Policy Review Status: 

Closed for Comment: Systemwide Review of Proposed Revisions to Academic Personnel Manual (APM) Section 675, Veterinary Medicine Salary Administration

Proposed key policy revisions that are being distributed for systemwide review.  

• Clarification that faculty members paid on the Veterinary Medicine Salary Scale are not permitted to participate in the Health Sciences Compensation Plan (APM - 670). 

• Clarification that participation by faculty members paid on the Veterinary Medicine Salary Scale in the Negotiated Salary Program (APM - 672) or any future compensation or salary plan is predicated on the requirement that faculty first fully meet the minimum contribution requirements specified in APM - 675-8.d, 675 - 8.e, and 675 - 8.

Campus Notice APM 675 

 Policy Review Status: 

Closed for Comment: Academic Personnel Manual (APM) Section 016,  University Policy on Faculty Conduct and the Administration of Discipline

 The University invites comments on proposed revisions to APM - 016, University Policy on Faculty Conduct and the Administration of Discipline. 

The policy revisions respond to the need to revise APM - 016 to address the handling of simultaneous academic misconduct investigations and personnel actions and include:

The draft policy is posted here. 

 Policy Review Status: