Skip to main content
bookshelf

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.  Kelly Lindlar, Director of Academic Employee & Labor Relations, may be contacted regarding any of the below at (858) 822-4564 or klindlar@ucsd.edu.

Academic Personnel Policies, Links 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

New and Recently Revised Policies

Systemwide Academic Personnel Manual (APM) Section 025 (APM-025) Policy Updated with Technical Revisions

The University has issued revisions to the Academic Personnel Manual Section 025, Conflict of Commitment and Outside Activities of Faculty Members (APM - 025), effective January 15, 2020.

The revisions to this policy are technical revisions made to correct an inadvertent omission of language regarding uncompensated outside professional activities during the summer months in APM - 025-8-c; to remove gendered language; to conform with recent updates and revisions to other APM policies; to correct minor grammatical and formatting inconsistencies; and to update and add links to referenced documents in Appendix A. 

The revised policy and the policy's letter of issuance are available at the following website:  https://go.ucsd.edu/2RxB4BS.


Systemwide Academic Personnel Manual (APM) Section 230 (APM - 230), Visiting Appointments Policy Updated with Revisions

The University has issued revisions to the Academic Personnel Manual Section 230 Visiting Appointments (APM - 230), effective December 4, 2019.

These revisions reflect policy changes issued to comply with a stipulated agreement (the “Stipulation”) between the University of California and the International Union, United Automobile, Aerospace and Agricultural Implement Workers of America (“UAW”) in recognition of the Researchers-Academic Unit (“RA Unit”) formation. 

The issued policy changes alter the APM - 230 as it applies to Visiting appointments for Research Scientists, Project Scientists, and Specialists. The policy remains unchanged as it applies to appointees in the Professor, Astronomer, Agronomist in the Agricultural Experiment Station, Specialist in Cooperative Extension, and Librarian series.

Key policy revisions are as follows, from the University of California Office of the President policy revisions issuance letter:

  • Pursuant to the stipulation, if an individual is temporarily performing the duties of a Professional Researcher or Project Scientist, and (1) previously held or was retired from an academic or research position at another institution, or (2) has research, creative activities, or professional achievement that would previously have made a Visiting appointment appropriate, they must be appointed in a RA in-unit title. Although these criteria previously qualified an individual to be appointed in a Visiting Professional Researcher or Project Scientist title, pursuant to the Stipulation and revised APM - 230, moving forward, they must be appointed in a non-Visiting in-unit title.
  • Out-of-unit Visiting Professional Researcher titles and Visiting Project Scientist titles will be reserved for only those individuals who hold or are on leave from an academic or research position at another institution other than the University of California. The UAW represents academic researchers at all University of California locations and considers UC to be "one employer" with respect to all University locations; thus, individuals who are appointed at a University of California campus other than their home campus are not considered visitors in these titles and must be appointed in a non-visiting title.
  • Revised APM - 230 permits the visiting prefix to also be attached to the Specialist series. Out-of-unit Visiting Specialist titles will be reserved only for those individuals who hold or are on leave from an academic or research position at another institution other than the University of California, or, those who are enrolled in a degree-granting doctoral program or the equivalent at an educational institution other than the University of California.
  • The time limits established in APM - 230-17, Terms of Service, will continue to apply to Visiting titles with the exception that visiting doctoral students in Visiting Specialist titles can only be appointed for a total period of one year (12 months) with no extension, reappointment, or exception. The one-year limitation was agreed to in the Stipulation. Visiting doctoral students in Visiting Specialist titles may subsequently be appointed in a non-Visiting title once the one year period has concluded.

 The revised policy and issuance letter are available at the following website: https://go.ucsd.edu/2RDpaGZ.


New Academic Personnel Manual (APM) Section 011 (APM - 011)

The University has issued new Academic Personnel Manual Section 011 (APM - 011), Academic Freedom, Protection of Professional Standards, and Responsibilities of Non-Faculty Academic Appointees, effective February 1, 2020.

APM - 011 specifically addresses considerations for non-faculty academic appointees. Publication of APM - 011 will not result in any changes to APM - 010 (Academic Freedom) or APM - 015 (The Faculty Code of Conduct). As such, the protections afforded to faculty under the UC policy on Academic Freedom, along with the attendant responsibilities of the Faculty Code of Conduct, are unaffected.

The new policy, an APM - 011 FAQ, and the policy's letter of issuance are available at the following website: https://go.ucsd.edu/2O1V1PP.


Systemwide Family and Medical Leave Policy and Emerita/Emeritus Policies Updated with Technical Changes and Updates to Comply with Regents Policy 1203:

The University has issued revisions to the following sections of the system-wide Academic Personnel Manual (APM), effective July 1, 2019:

  • APM Section 120, Emerita/Emeritus Titles
  • APM Section 715, Leaves of Absence/Family and Medical Leave

The revisions to APM - 120 reflect technical changes made to comply with Regents Policy 1203: Policy on Emerita/Emeritus Title Suffix, Section C, Conferral on Academic Appointees, which may be found online at: https://regents.universityofcalifomia.edu/govemance/policies/1203.html.

The revisions to the APM -715 reflect necessary technical changes to correct an inadvertent omission of language from APM - 715, specifically APM - 715-20-b, as previously issued on May 1, 2019.

 The revised policies are available at the following website: https://go.ucsd.edu/2qK1fXw


Systemwide Leaves and Family Accommodations Policies Updated with Technical, Legal, and Clarity-Related Changes:

The University has issued revisions to the following sections of the system-wide Academic Personnel Manual (APM), effective May 1, 2019.  Please see the summary of changes for all four here:

  • APM Section 710, Leaves of Absence/Sick Leave/Medical Leave
  • APM Section 715, Leaves of Absence/Family and Medical Leave
  • APM Section 730, Leaves of Absence/Vacation
  • APM Section 760, Family Accommodations for Childbearing and Childrearing

The revisions to these policies reflect technical changes made to comply with law and existing policy, and to revise the language for clarity.

The revised policies are available at the following website:

https://www.ucop.edu/academic-personnel-programs/academic-personnel-policy/policy-issuances-and-guidelines/revised-apm-710-715-730-760.html


Systemwide Policies Updated with Technical Changes:

The University has issued revisions to the following sections of the system-wide Academic Personnel Manual (APM):

  • APM - 110, Academic Personnel Definitions
  • APM - 112, Academic Titles
  • APM - 160, Academic Personnel Records/Maintenance of, Access to, and Opportunity to Request Amendment of
  • APM - 220, Professor Series
  • APM - 235, Acting Appointments

The revised policies are effective March 7, 2019. The revised policies and a summary of the key revisions are available at the following website:

https://www.ucop.edu/academic-personnel-programs/academic-personnel-policy/policy-issuances-and-guidelines/revised-apm-110-112-160-220-235.html 


Systemwide LSOE (Teaching Professor) Policies Updated:

The University has issued revisions to the following sections of the system-wide Academic Personnel Manual (APM), as they pertain to appointees in the Lecturer with Security of Employment (Teaching Professor) series:

  • APM Section 285, Lecturer with Security of Employment Series
  • APM Section 210-3, Instructions to Review Committees That Advise on Actions Concerning the Lecturer with Security of Employment Series
  • APM Section 133, Limitation on Total Period of Service with Certain Academic Titles
  • APM Section 740, Leaves of Absence/Sabbatical Leaves
  • APM Section 135, Security of Employment
  • APM Section 235, Acting Appointments

The revised policies are effective October 1, 2018; full implementation of the revisions by the campus will be completed by 7/1/2019, in accordance with the guidelines established by the UC Office of the President.

The revised policies and a summary of the key revisions are available at the following website:

https://www.ucop.edu/academic-personnel-programs/academic-personnel-policy/policy-issuances-and-guidelines/revised-apm-285-210-3-133-740-135-235.html


Systemwide Policies Updated with Technical Changes:

The University has issued technical revisions to the following sections of the system-wide Academic Personnel Manual (APM):

  • APM Section 230, Visiting Appointments
  • APM Section 650, Technical Assistance Projects
  • APM Section 760, Family Accommodations for Childbearing and Childrearing

 The revised policies are effective 8/7/18.

 The revisions to APM 230 and APM 650 represent technical changes to comply with the new legal requirements of California Assembly Bill 168, effective January 1, 2018, prohibiting an employer from seeking salary history information about an applicant for employment.

The revisions to APM 760 are technical changes to equalize the active service-modified duties (ASMD) periods between semester and quarter campuses, and result in a new maximum ASMD benefit of three quarters for childbearing academic appointees.

The revised policies are available at the following website:

https://www.ucop.edu/academic-personnel-programs/academic-personnel-policy/policy-issuances-and-guidelines/revised-apm-230-650-760.html


Revisions to UC San Diego 230 PPM Policies (Appointment and Review)

New PPM sections affecting the appointment and advancement of academic appointees were published effective July 1, 2017.

The content of PPM Sections 230-20 - Academic Appointments, PPM 230-28 - Academic Advancements and Reappointments, and PPM 230-29 - Policies and Procedures to Ensure Fairness in the Academic Personnel Review has been moved to the newly created polices; PPM 230-20, PPM 230-28, and PPM 230-29 have been rescinded, effective retroactive to July 1, 2017.

The new policies are available here: Introduction to PPM 230 - Academic Personnel

Updates have been made to make the PPM more straightforward, to provide local academic appointment and advancement policies consistent with the system-wide Academic Personnel Manual (APM), and to reorganize the content of former PPM 230-20, PPM 230-28 and PPM 230-29 to adopt the structure of the APM. New PPM policies and procedures are numbered to correspond to the associated APM section. (For example, PPM 230-220, Professor Series, relates to matters subject to APM 220, Professor Series.) In addition, duplicative language (policy language which previously appeared in both the PPM the APM) has been removed from the new PPM Sections.

A detailed summary of the revisions, including a complete listing of the new PPM sections is available here:

Summary of Revisions

For reference, below are links to supporting documentation that provides a clear, comprehensive visual representation of the disposition of PPM 230-20, PPM 230-28, and PPM 230-29:/p>

Disposition of PPM 230-20
Disposition of PPM 230-28
Disposition of PPM 230-29

Recent Delegations of Authority

Delegation of Authority - Promotions and Appointments; Layoffs, Involuntary Reductions in Time, and Notices of Non-Reappointment; Professional Research (Research Scientist) Series

Following a rescission of existing delegations and a new reissuance of delegation of authority by the Chancellor to the Executive Vice Chancellor of Academic Affairs (EVC-AA), the EVC-AA delegated to Divisional Deans and VCs of Health Sciences and SIO the authority to make academic review decisions, as described in a Delegation of Authority for Academic Review Actions – Research Scientist Series chart, dated January 29, 2019, attached to the delegation, that also detailed the authority for actions being retained by the Chancellor and the EVC-AA. Please see UCSD DA3747 and UCSD DA3753 for complete text.  


Delegation of Authority - Promotions and Appointments; Layoffs, Involuntary Reductions in Time, and Notices of Non-Reappointment; Specialist Series

Following a rescission of existing delegations and a new reissuance of delegation of authority by the Chancellor to the Executive Vice Chancellor of Academic Affairs (EVC-AA), the EVC-AA delegated to Divisional Deans and VCs of Health Sciences and SIO the authority to make academic review decisions, as described in a Delegation of Authority for Academic Review Actions – Specialist Series chart, dated January 29, 2019, attached to the delegation, that also detailed the authority for actions being retained by the Chancellor and the EVC-AA. Please see UCSD DA3748 and UCSD DA3751 for complete text.  


Delegation of Authority - Promotions and Appointments; Layoffs, Involuntary Reductions in Time, and Notices of Non-Reappointment; Project Scientist Series

Following a rescission of existing delegations and a new reissuance of delegation of authority by the Chancellor to the Executive Vice Chancellor of Academic Affairs (EVC-AA), the EVC-AA delegated to Divisional Deans and VCs of Health Sciences and SIO the authority to make academic review decisions, as described in a Delegation of Authority for Academic Review Actions – Project Scientist Series chart, dated January 29, 2019, attached to the delegation, that also detailed the authority for actions being retained by the Chancellor and the EVC-AA. Please see UCSD DA3749 and UCSD DA3752 for complete text.   


Delegation of Authority for Appointments at the Assistant Step III Level

Following consultation with the Academic Senate Committee on Academic Personnel, effective October 1,2016, IEVC Cowhey delegated to Divisional Deans the authority to approve all appointments at the Assistant Step III level in the following series:

Professor (Ladder-Rank)
Professor in Residence
Professor of Clinical X
Adjunct Professor
Research Scientist

System-wide Memoranda of Understanding (MOUs)

System-wide Policies Under Review (APM)

Open for comment:

 

N/A


Closed for comment:

 

Systemwide Review of Proposed Revisions to Academic Personnel Manual Sections 240 (APM - 240), Deans, and 246 (APM - 246), Faculty Administrators (100% Time)

The University invites comments on proposed revisions to Academic Personnel Manual Sections 240 (APM - 240), Deans, and 246 (APM - 246), Faculty Administrators (100% Time). Summarized below are the proposed key revisions that are being distributed for systemwide review. 

  • To align with previous revisions to APM - 025, Conflict of Commitment and Outside Activities of Faculty Members, language has been added in Sections 240-20-c and 246-20-c to clarify that both uncompensated and compensated activities are reported and count toward the time limit, but that vacation days are deducted only for compensated activities;
  • Language has been added to clarify that Deans and Faculty Administrators who hold concurrent Health Sciences Compensation Plan appointments are subject to APM - 670, Health Sciences Compensation Plan, and APM - 671, Conflict of Commitment and Outside Activities of Health Sciences Compensation Plan Participants; and
  • Since faculty administrative salaries should be greater than salary of the underlying faculty appointments, the language in Sections 240-18-a(5) and 246-18-a(4) has been revised to refer to the salary of the underlying faculty appointment.

If you have questions or if you wish to comment, please contact Heather Fowler Zion at hzion@ucsd.edu, no later than March 2, 2020.  

The proposed revisions to APM - 240, Deans, and APM - 246, Faculty Administrators (100% Time) are posted under the “Systemwide Review” tab at https://go.ucsd.edu/2r6kePT.  

Systemwide Review of Proposed Revisions to Academic Personnel Manual Section 120 (APM - 120), Emerita/Emeritus Titles.

 The University invites comments on proposed revisions to Academic Personnel Manual Section 120 (APM - 120), Emerita/Emeritus Titles. In May of 2018, the Board of Regents rescinded Standing Order 103.5 relating to the conferral of emeritus status and incorporated the provisions into Regents Policy 1203:  Policy on Emerita/Emeritus Title Suffix.  The revised Regents Policy changed eligibility requirements regarding automatic emeritus status for non-tenured Senate faculty, such as Professors of Clinical (e.g., Medicine), Professors in Residence, and Lecturers with Security of Employment.  Recommended changes to the Regents Policy were developed with the input of the Academic Senate and UCOP Academic Affairs.

Because APM policy cannot conflict with Regents Policy, technical revisions to APM - 120 were issued on July 1, 2019 to conform with revised Regents Policy 1203. When the technical changes were implemented, we anticipated that a systemwide review of APM - 120 would be forthcoming to consider whether systemwide criteria for the recommendation of non-tenured Senate faculty was necessary, among other things. A summary of proposed changes is available the cover letter that may be downloaded at the link below. The commenting period closes on February 21, 2020.  To provide comments, please contact Heather Fowler Zion at hzion@ucsd.edu.  

The policy draft and accompanying documentation is available at the following website: https://www.ucop.edu/academic-personnel-programs/academic-personnel-policy/policies-under-review/apm-120-sys-rvw.html 

 

UC San Diego Policies Under Review (PPM)