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

Policy Review Status:

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

Policy Review Status:

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:

Policy Review Status:

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:

Policy Review Status:

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:

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:

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:

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:

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: