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Requirements for Various AP Actions

See below for file requirements and notes on review/appointment authority or implementation guidelines for each action.

Adding a Non-Salaried Adjunct Appointment to an Existing Salaried Faculty Appointment

Required file components:

  • Appointment summary form
  • Employment history
  • Department recommendation letter
  • Certs A&B
  • Most recent bio-bib
  • Recruitment waiver:  Not required.
  • Appointment is at Dean’s authority
    • The Dean’s office shall issue the offer letter and collect the candidate’s acceptance.
    • Upon receiving the candidate’s acceptance, the Dean’s office analyst should send out an acceptance notification email to the appropriate individuals.
      • For General Campus: TO: Department Chair
      • For Health Sciences: TO: Department Chair
      •  For SIO: New_Hires (SIO alias for new appointees)

Adding a Temporary Salaried Adjunct Appointment to a Non-Salaried Adjunct Appointment

Required request components:
  • Departmental request via “Request Salary Status for Adjunct Professors" form.
    • If a step has not already been established for the candidate, you may only propose the salary rate for Step 1 in the appropriate rank.  To propose a higher step, a mini file is required and it requires CAP review (see below for required components).
    • A “course” (valued at an IWC of 1.0) in the adjunct series is typically worth a 50% percentage of effort. Departments may propose effort at a lower percent, but not propose less than 33%.
  • Temporary Adjunct pay status transfers are Dean’s authority. Upon approval, the Dean’s office shall update the candidate’s AP Admin record to reflect the temporary salary status and send a copy of the approved memo to APS.

   Establishing a higher step other than Step 1 in the appropriate rank:

  • Required mini file components:
    • Appointment summary form
    • Employment history
    • Department recommendation letter
    • Certs A&B
    • Candidate statement, optional
    • Teaching evaluations, if applicable
    • Updated bio-bib

Adding a 0% Appointment to an Existing Ladder-rank Faculty Appointment

Required file components:
  • Appointment summary form (eligible faculty in both departments must vote on the file)
  • Employment history
  • Department recommendation letter 
  • Certs A&B
  • Candidate statement, optional
  • Teaching evaluations
  • Updated bio-bib
  • File requires CAP Review
  • Appointment is EVC authority
    • APS shall issue the offer letter and collect the candidate’s acceptance.
    • Upon receiving the candidate’s acceptance, the APS analyst will send out an acceptance notification email to the appropriate individuals.

Department Transfer Process for Ladder-rank Faculty

If a ladder-rank faculty member wishes to transfer to another department with no change in rank, step, or salary, the process below should be followed:

UC San Diego Faculty Department Transfer Process

Department Transfer Process for Non-Senate Academics

If a non-Senate academic wishes to transfer to another department with no change in rank, step, or salary, the process below should be followed:

Required transfer packet components:

  • Candidate’s request memo
  • Endorsement of candidate’s request by both the current and receiving department chairs via a memo from both chair’s or via endorsement signatures on the candidate’s request memo.
  • Recruitment waiver:   Not required.
  • Department transfers for NON-SENATE academics are Dean’s authority
    • The Dean’s office shall issue a new offer letter and collect the candidate’s acceptance.
    • Upon receiving the candidate’s acceptance, the Dean’s office analyst should send out an acceptance notification email to the appropriate individuals.
      • For General Campus: TO: Department Chair; cc:  Academic Personnel
      • For Health Sciences: TO: Department Chair; cc: Academic Personnel 
      • For SIO: New_Hires (SIO alias for new appointees); cc:  Academic Personnel

Downward Change in Series (e.g., from Professor in Residence to Adjunct Professor)

If an academic requests a downward change in series with no change in rank, step, or salary, the process below should be followed:

Required file components:

  • Appointment summary form
  • Employment history
  • Department letter
  • Certs A&B
  • Candidate statement, optional
  • *Referee ID List
  • *Reference Letters
    • *Referee ID List and Reference Letter requirements may be waived if the downward series change is between series with similar appointment and review criteria
  • Teaching evaluations, if applicable
  • Updated bio-bib
  • Appointment authority will depend on the series that the candidate is switching to.  Campus committee review may be required. Please consult the Authority and Review chart for more details.
    • APS or the Dean’s office shall issue the offer letter and collect the candidate’s acceptance.
    • Upon receiving the candidate’s acceptance, the APS or Dean’s office analyst will send out an acceptance notification email to the appropriate individuals.

Policy Exception Requests

Policy Exception Request Components:

  1. Policy Exception Request Summary Form with the following sections completed by the requesting department/division:
    • Section I: Candidate Information
    • Section II: Exception Request Details
      • List of applicable policies to which an exception is being requested (Ex. APM 740, PPM 230-230, etc.)
      • APM 025 Conflict of Commitment and Outside Activities questionnaire
        1. Does this request include an exception to APM 025 – Conflict of Commitment and Outside Activities?
          • YES – Answer question ii.
          • NO – Complete the Exception Request Summary
        2. Was the Conflict of Interest Office (COI) consulted?
          • YES, COI consulted – What was the outcome?
            • Approved - APM 025 activity deemed to be acceptable and in compliance with COI standards.
            • Denied – APM 025 activity deemed to be in conflict with applicable COI standards.
            • In Process - APM 025 activity currently under review by COI.
          • NO, COI not consulted – Explain why in the Exception Request Summary.
      • Exception Request Summary
        • Provide a 5 to 7 sentence summary of the requested exception to include specific policy citations, historical background, mitigating circumstances, justification for late/retroactive requests, and urgency concerns.
        • Please summarize the nature of the request. Inserting “see attached” will result in a form returned for correction.
    • Section V: Approvals
      • Enter relevant approval designations for Department and Dean/AVC
  2. Candidate’s request documentation in the form or one or more of the following documents:
    • Candidate Request Memo
    • Family Accommodation Reporting (FAR) Form
    • Academic Leave of Absence/Sabbatical (ALAS) Form
    • APM 025 Prior Approval for Category I Outside Activities Form
      • Best practice recommends APM 025 requests be vetted through the Conflict of Interest Office prior to APS submission.
    • Other candidate supporting documents if applicable and relevant to the request
  3. Departmental endorsement of the candidate’s request via memo or endorsement signatures on the candidate’s request documents.
  4. Dean or AVC endorsement of the candidate’s request via memo or endorsement signatures on the candidate’s request documents.

Dean’s offices are responsible for verifying supporting documentation is accurate, complete, and signed by all appropriate parties (e.g. split appointments require signatures from all applicable chairs and deans).

 Authority:

 Policy exception requests are EVC and/or Chancellor authority.

 Outcomes:

 APS will issue the appropriate request outcome documents and update relevant databases when applicable.

Professor of Practice Implementation Guidelines

In addition to PPM 230-281, please consult the Professor of Practice Implementation Guidelines.

Subsequent (Re)Appointment After Series Change as a Non-Salaried Adjunct Professor

Required file components:
  • Review file summary form
  • Employment history
  • Dean’s letter
  • Department recommendation letter (must include how this candidate will contribute to the department and why an ongoing relationship is desired)
  • Certs A&B
  • Candidate self-assessment, optional
  • Teaching evaluations
  • Updated bio-bib 
  • File requires CAP Review
  • Appointment is EVC authority
    • APS shall issue the offer letter and collect the candidate’s acceptance.
    • Upon receiving the candidate’s acceptance, the APS analyst will send out an acceptance notification email to the appropriate individuals.

Temporary Interdepartmental Adjunct Teaching Appointment

Required request components:
  • Departmental request via “Adjunct Temporary Interdepartmental Teaching Appointment form”
    • If a step has not already been established for the candidate, you may only propose the salary rate for Step 1 in the appropriate rank.  To propose a higher step, a mini file is required and it requires CAP review (see below for required components).
    • A “course” (valued at an IWC of 1.0) in the adjunct series is typically worth a 50% percentage of effort. Departments may propose effort at a lower percent, but not propose less than 33%.
  • Temporary Adjunct pay status transfers are Dean’s authority. Upon approval, the Dean’s office shall update the candidate’s AP Admin record to reflect the temporary salary status and send a copy of the approved memo to APS.
  • The hiring department is responsible for sending the course evaluations to the home department so that they may be submitted as teaching evidence in the Adjunct Professor' subsequent academic review file.

     Establishing a higher step other than Step 1 in the appropriate rank:

  • Required mini file components:
    • Appointment summary form
    • Employment history
    • Department recommendation letter
    • Certs A&B
    • Candidate statement, optional
    • Teaching evaluations, if applicable
    • Updated bio-bib

Temporary Series Change for LRF to Non-Salaried Adjunct Professor Upon Resignation

Ladder-rank faculty who resign their tenured appointments at UC San Diego may request to be appointed in a non-salaried Adjunct Professor position for up to one year in order to finish with graduate students, collaborative research projects, etc.  For these temporary appointments of one year or less, the process below is followed:

Required request components:

  • Candidate’s request memo
  • Endorsement of candidate’s request by the department chairs via memo or via endorsement signatures on the candidate’s request memo.
  • Recruitment waiver:  Not required.
  • Appointment is at Dean’s authority
    • The Dean’s office shall issue the offer letter and collect the candidate’s acceptance.
    • Upon receiving the candidate’s acceptance, the Dean’s office analyst should send out an acceptance notification email to the appropriate individuals.
      • For General Campus: TO: Department Chair CC: Michele Null (Academic Senate analyst)
      • For Health Sciences: TO: Department Chair CC: Michele Null (Academic Senate analyst)
      •  For SIO: New_Hires (SIO alias for new appointees) CC: Michele Null (Academic Senate analyst)

Should the department or candidate request an appointment longer than one year, campus committee review of the file is required.

UC San Diego Health Sciences Faculty FTE Allocation Process

UC San Diego Health Sciences Faculty FTE Allocation Process

EVC Simmons, December 10, 2018

Background:

In the Health Sciences at UC San Diego, due to the wide variety of funding sources, some faculty may be supported by partial FTE allocations. When faculty are partially supported by an FTE, it is expected that the faculty member and department will be able to cover the non-FTE portion of their salary from other sources. On occasion, departments may have additional FTE allocations that they wish to allocate to Health Sciences faculty. When this occurs, a search plan should be put in place as outlined below.

Search Principles:

When FTE becomes available in a department, the department will conduct a search to fill the position. The search may be a full open, national search or, with the approval of the Dean of the School of Medicine (SOM Dean) or Vice Chancellor for Health Sciences (VCHS), it may be an internal search. The position would then be supported by the available FTE. It   is the goal of the campus to offer these FTE provisions in a fair and deliberate manner.

This document focuses on the factors to be considered and the process to be followed for internal searches arising from availability of FTE. The processes governing national searches for new faculty are established in other documents.

Reviewing candidates in internal searches:

When reviewing internal candidates for FTE allocation, the following factors shall be considered:

  • Research
    • Impact on the field (e.g., prevalence of publications in high-impact venues, citations considered in relation to seniority, awards and prizes, grant funding success)
    • Impact on the department (degree to which candidate improves and/or supports the work of others)
    • Likely future impact (new ideas and methods, initiatives, collaborative projects)
    • Interdisciplinary activities
  • Teaching
    • Excellence, innovation, amount, breadth, roles in major programs and/or initiatives, awards
  • Service
    • Department, University (our campus and UC System-wide), profession, community
    • Leadership activities or potential for leadership roles
  • In addition, consideration should be made for balancing other factors (contributions to diversity and inclusion, basic clinical science, etc.), other available funding sources (e.g., VA 8th’s), and documented retention efforts.
Process for Internal Searches

 

Who is responsible:

What they need to do:

 

 

 

 

1

SOM Department Chair or SSPPS Dean

·     Writes a request that confirms the availability of FTE and that asks to initiate an internal search in order to utilize this FTE to augment an existing faculty member’s appointment, or to offer FTE to an existing faculty who is currently not supported by an FTE line. The request takes the form of a letter to the Dean of the School of Medicine (SOM Dean) or Vice Chancellor for Health Sciences (VCHS) via VCCRM.

 

 

 

2

Vice Chancellor Cabinet on the Research Mission (VCCRM)

·     Advisory to Vice Chancellor for Health Sciences.

·     Reviews department’s request.

·     Provides a recommendation regarding the request to the SOM Dean or VCHS.

 

3

Director, Resource Management

·     Advisory to the SOM Dean and VCHS.

·     Responsible for oversight of FTE allocation.

·     Confirms availability of FTE.

 

 

 

 

 

4

School of Medicine Dean or Vice Chancellor for Health Sciences

·     Approves the use of FTE to augment a current faculty member’s appointment or to provide FTE to a current faculty member who is not supported by FTE resources, with an  internal search as the mechanism for selecting the recipient(s) of FTE. Assesses divisional, departmental, school-wide or Health Sciences-wide unit within Health Sciences to which the internal search is appropriate.

·     Communicates outcome via VCCRM to requestor.

 

 

 

 

5

SOM Dean, Department Chair or SSPPS Dean, as appropriate

·     If request is approved, sends out a call letter for FTE allocation proposals to divisional, departmental, school-wide or Health- Science-wide faculty groups as appropriate.

·     Convenes a diverse and inclusive selection committee including at least one LRF.

·     Communicates packet requirements and deadlines.

 

 

 

 

 

6

Eligible

Faculty Member

·     Becomes aware of internal search as outlined above.

·     Writes a letter of interest to include:

o Discussion of eligibility for the FTE allocation

This document will form the basis of the FTE request packet.

·     Includes an updated bio/bib form and any other relevant materials.

·     Submits packet to Selection Advisory Committee via department staff representative

7

Department Staff Representative

·     Collects all packets

·     Schedules Selection Advisory Meeting(s)

·     Provides committee support

 

 

 

8

Selection Advisory Committee

·     Reviews all packets received.

·     Discusses and votes on each file; identifies slate of candidates to go forward for consideration.

·     Writes a report outlining the basis for their recommendation.

·     Forwards report to SOM Department Chair or SSPPS Dean.

 

9

SOM Department Chair or SSPPS Dean

·     Makes a selection from the committee report.

 

 

 

 

10

VCCRM, SOM

Dean, and VCHS

·     Provides a second layer of review of the department chair or dean’s selection.

·     Obtains final approval from SOM Dean (as appropriate) and then VCHS

·     Notifies the department chair or SSPPS dean of final approval, with cc: to VCHS & Director, Resource Management

 

 

11

SOM Department Chair or SSPPS Dean

·     Consults with candidate to prepare a faculty FTE allocation file (see below) in compliance with policy

·     Writes letter discussing the proposal.

·     Forwards file to VCHS AA

 

 

 

12

VCHS and AA Staff

·     VCHS AA staff review file for completeness and assigned policy compliance.

·     VCHS AA reviews file.

·     VCHS AA writes letter of evaluation.

·     Forwards file to Academic Personnel Office.

 

 

 

13

Academic Personnel Office

·     Receives file.

·     Reviews file for completeness and assigned policy compliance.

·     Appends candidate’s most recent academic review file.

·     Forwards files to CAP and EVC.

 

14

CAP

·     Reviews file.

·     Provides a written recommendation to the EVC

 

15

EVC

·     Reviews file.

·     Renders a recommendation on the proposal

 

 

16

Academic Personnel Office

·     Prepares outcome letter and forwards to VCHS AA and sponsoring unit (SOM department or SSPPS) . If a prelim or request for additional information, file will follow normal process.

A Faculty FTE Allocation File will include:

  • Updated bio-bib & pubs
  • Teaching evaluations since last review
  • Ad hoc report (if department requires)
  • Candidate’s Request
  • Certs A & B
  • Departmental Recommendation Letter with faculty vote in accordance with Senate and departmental voting bylaws
  • Employment History Summary