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.

Under Review-Closed for Comment: 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:

Under Review-Closed for Comment: 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:

Under Review-Closed for Comment: 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:

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: 

Policy Review Status:

Open for Comment: Academic Personnel Manual (APM) Section 710, Leaves of Absence/Sick Leave/Medical Leave

 The University of California Office of the President invites comments on the following proposed policy:

• APM - 710, Leaves of Absence/Sick Leave/Medical Leave

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

• Proposed effective date of the policy revision is January 1, 2025.
• Policy title updated to clarify the policy applies to paid sick leave. 
• Policy updated to provide paid medical leave to Agronomists, Astronomers, and Curators who have a full-time appointment for at least a full academic year. 
• Policy updated to permit paid sick leave accrual and usage to certain academic appointees who have a paid appointment of at least thirty (30) calendar days, and to those with less than 50% appointments.
• Policy updated to provide a paid sick leave bank to all faculty, Agronomists, Astronomers, and Curators who have an appointment of at least thirty (30) calendar days.
• Policy updated to provide a paid sick leave bank to academic appointees in university extension who do not accrue sick leave who have an appointment of at least thirty (30) calendar days.
• Policy updated to include protected paid sick leave.
• Policy updated to extend the period during which accrued and unused paid sick leave may be reinstated if an appointee is reemployed after a separation from employment and to address reinstatement of unused days from a paid sick leave bank.
• Policy updated to allow use of paid sick leave for additional reasons, including preventive care and for specified purposes for victims of domestic violence, sexual assault, or stalking.
• Policy updated to provide notice requirements for an academic appointee to use paid sick leave.
• Policy updated to include recording of paid medical leave, paid sick leave bank, and paid sick leave accrual and use.

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 26, 2024.

Closed for Comment: Academic Personnel Manual (APM) Section 285, Professor of Teaching Series 

The University of California Office of the President invites comments on the following proposed policy:

•  APM - 285, Lecturer with Security of Employment Series

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

• Revised name of “Lecturer with Security of Employment” (LSOE) series and ranks to “Professor of Teaching.”
• Removal of Appendix A.

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 March 1, 2024.

Closed for Comment: New Academic Personnel Manual (APM) Section 672, Negotiated Salary Program

The University invites comments on the newly proposed APM - 672, Negotiated Salary Program.

 The purpose of the Negotiated Salary Program (NSP) is to provide a mechanism for participating campuses to augment faculty compensation on a temporary basis according to the competitive requirements of academic disciplines.

Specific goals of the NSP include:

• To recruit and retain outstanding faculty by leveraging external, nonstate-appropriated funds;
• To encourage and recognize significant contributions to the University mission; and
• To offer negotiated compensation to participating general campus faculty.

The proposed policy includes the following key provisions:

• Eligibility: Eligibility is limited to Senate faculty and Acting appointees in Senate titles. Faculty who hold appointments in a Health Sciences school, college, or department with a Health Sciences Compensation Plan are not eligible to participate in the NSP.
• Implementation Plan: Each campus must develop an Implementation Plan that is consistent with the policy. The Implementation Plan will be reviewed by the appropriate division Academic Senate committee, approved by the Chancellor, and reviewed by the UC Provost/EVP prior to implementation.
• Contingency Plan: The Campus Implementation Plan must include a Contingency Plan outlining a strategy for covering the agreed-upon compensation to each NSP participant in the event that current-year income is unexpectedly insufficient to do so.
• Good Standing Criteria: Written Good Standing Criteria shall be established at the campus level and must be included in the Campus Implementation Plan. Faculty participants in the NSP must be in Good Standing, make significant contributions to the mission of the University, and meet all other conditions of the campus plan.
• Negotiated Salary Component: The Negotiated Salary component cannot exceed 30% of the Base Salary that was in effect on July 1 of the proposed participation year.
• Range Adjustments: Covered Compensation is eligible for the general range adjustment, but the Negotiated Salary Component will be adjusted so that the Total UC Salary Rate remains unchanged.
• Summer Ninths: To be eligible for NSP, the candidate must take the maximum amount of summer salary available to them unless the Campus Implementation Plan includes provisions allowing participants to take fewer summer ninths. Locations have authority to grant exceptions to the summer ninths requirement. Campus Implementation Plans shall address the process by which a participant may request an exception to the summer ninths requirement.
• Leaves of Absence: Salaried leaves of absence will be paid at the Total UC Salary Rate, which includes the Negotiated Salary Component. In the event of a funding shortfall, the Contingency Plan will be implemented to resolve the shortfall.
• Data Collection: Appendix A establishes minimum requirements for collection of data on which locations must be prepared to report, if requested to do so.

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 December 8, 2023.

Closed for Comment:  Policy on Vaccination Programs

The University of California Office of the President invites comments on changes from the interim revisions to finalize this Presidential Policy. 

As background, there have been significant changes in federal and State public health guidance regarding COVID-19 since the last Systemwide Review period for this policy. The federal Public Health Emergency ended on May 11, 2023, along with the COVID-19 vaccination requirements for federal employees and federal contractors. California’s COVID-19 State of Emergency ended on February 28, 2023, and the California Department of Public Health rescinded its health care worker vaccination requirement effective April 3, 2023.

The draft policy is virtually identical to the policy with interim revisions that was issued on August 16, 2023.  Key revisions include:

• Policy will require covered individuals to either be up-to-date on COVID-19 vaccination or to opt out of COVID-19 vaccination. In the event applicable law or public health orders impose stricter vaccination requirements, such as for healthcare workers, the policy will continue to require compliance with those stricter requirements.
• As policy will no longer require covered individuals to either be up-to-date on COVID-19 vaccination or receive a University-approved exception, model forms and other content regarding the exception process were removed.
• COVID-19 vaccination program implementation guidelines were removed. Relevant language regarding vaccination data moved to main policy. Policy noncompliance language added to main policy, including citations to relevant University policies.
• Removed content regarding rescinded California Department of Public Health (CDPH) health care worker vaccine requirement.
• Updated language consistent with current public health usage. Removed outdated deadlines and content.

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 December 1, 2023. 

Closed for Comment: Proposed Revisions to Presidential Policy on Affiliations with Certain Health Care Organizations

The University of California Office of the President invites comments on the draft Presidential Policy on Affiliations with Certain Health Care Organizations which supports the implementation of Regents Policy 4405. The Policy makes revisions to the existing interim Presidential Policy, which was first circulated for systemwide review in March 2022. The policy has been revised to:

• Focus on UC values by enhancing the policy summary statement and addressing the importance of affiliations with government agencies;
• Clarify expectations of UC providers and define “emergency services” and “emergency medical conditions” under EMTALA and the California Department of Managed Health Care;
• Specify implementation of the voluntary requirement for UC health trainees to support continuity of University training programs; and
• Reduce administrative burden for “limited affiliations” while maintaining consistency with Regents Policy 4405.

The draft policy is posted here.

Closed for Comment: Proposed Revisions to APM 210, Review and Appraisal Committees

The University invites comments on proposed revisions to Section 210 of the Academic Personnel Manual (APM) Section - 210, Review and Appraisal Committees.

Proposed changes include the addition of mentoring to criteria and assessment, revisions to evaluation and evidence of teaching and mentoring effectiveness, contributions to diversity, equity, inclusion, and equal opportunity for policy-covered librarians, minor additions of numbering for clarity, and technical revisions for grammatical consistency. Proposed substantive changes are made to the following APM - 210 sections: 

• 210-1 Instructions to Review Committees That Advise on Actions Concerning Appointees in the Professor and Corresponding Series;
• 210-2 Instructions to Review Committees That Advise on Actions Concerning the Professor of Clinical (e.g., Medicine) Series;
• 210-3 Instructions to Review Committees That Advise on Actions Concerning the Lecturer with Security of Employment Series;
• 210-4 Instructions to Review Committees That Advise on the Appointment, Merit Increase, Promotion, Career Status Actions for Members of Librarian Series;
• 210-6 Instructions to Review Committees That Advise on Actions Concerning the Health Sciences Clinical Professor Series.

 In addition, it is proposed that APM section 210-5, Instructions to Review Committees that Advise on Actions Concerning Appointees in the Supervisor of Physical Education Series be removed as this title series has been discontinued and no appointees remain in the title, and that Appendix B be removed since it expires June 30, 2023.

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 July 21, 2023.

The proposed revisions to APM 210 are posted to the UC Office of the President Academic Personnel and Programs website.

Closed for Comment: Proposed Revisions to APM 710, Leaves of Absence/Sick Leave/Medical Leave

 The University invites comments on proposed revisions to Section 710 of the Academic Personnel Manual: APM - 710, Leaves of Absence/Sick Leave/ Medical Leave.

The proposed changes are largely technical revisions to add a designated person for family and medical leave due to changes to the California Family Rights Act (CFRA), effective January 1, 2023.

The proposed substantive change allows academic appointees to use accrued sick leave for medical appointments or illness of a designated person.

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 July 21, 2023.

The proposed revisions to APM 710 are posted to the UC Office of the President Academic Personnel and Programs website.

Closed for Comment: Interim Clery Act Policy

The University of California Office of the President invites comments on interim Clery Act Policy – Campus Safety and Security Reporting. The interim Policy was issued in July 2022 and is seeking Systemwide Review prior to its finalization. Following the interim issuance, a Systemwide Clery Policy Working Group was formed that included representation from campus Chief Compliance & Ethics Officers, Clery Coordinators, CARE Offices, Ombuds, Title IX, Community Safety, and UC Legal. The working group conducted workshops with key stakeholder groups to gather feedback on the interim Policy, compile additional feedback on the policy, and begin the development of implementation guidance.

The interim Clery Act Policy is being submitted for Systemwide Review as currently publicly posted to seek any additional feedback on the following revisions:

• The Clery Act Policy revisions removed language in the Policy to conform with the formal text of the Clery Act and the Department of Education’s recent directives and enforcement cases.
• The changes include removal of the language regarding categorical exemption of all CARE Advocates, Ombuds, and all other confidential campus offices as Campus Security Authority (CSA), and a clarification that employees with responsibilities, within the scope of their license, as professional or pastoral counselors are not CSAs for the purposes of this Policy.

 The draft policy is located here.

 Policy Review Status:

Closed 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

 Policy Review Status:

Closed 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.

 Policy Review Status:

Closed 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.  

Policy Review Status:

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

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

 The draft policy can be found here.

Policy Review Status:

Closed for Comment: Presidential Policy on Sustainable Practices 

A copy of the proposed policy can be viewed here. 

Policy Review Status:

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:

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:

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: