The 2013 Annual Call

New information and policy changes relased since this issuance will be posted to the main Annual Call page continually throughout the year.

See also:
Historical Index of Topics Presented in the Annual Call (2003-2013)

 

Sent on behalf of Brian Alldredge, Vice Provost of Academic Affairs

December 6, 2013

VICE DEAN FOR ACADEMIC AFFAIRS ELENA FUENTES-AFFLICK
DEAN JOSEPH GUGLIELMO
ASSOCIATE DEAN FOR ACADEMIC AFFAIRS CHRISTINE MIASKOWSKI
ASSOCIATE DEAN FOR ACADEMIC AFFAIRS PETER SARGENT
GRADUATE DIVISION DEAN ELIZABETH WATKINS


Re: Annual Call for Academic Personnel Actions Effective 2013-2014

ACADEMIC PERSONNEL
ACTION

DATE DUE TO VP ACADEMIC AFFAIRS

Academic Advancement  Status List

First Monday in November

Merits - Accelerated, Professor V - VI, IX – Above-Scale

First Monday in December

Appointments, Changes in Series

First Monday in December

Promotions

First Monday in December

Appraisals

To Be Submitted Early in Fourth Year

Merits – Normal

Fourth Friday in January

Five Year Review

Fourth Friday in January

 

Please note that the due dates listed above do not change from year-to-year. After another advancement cycle using Advance, later due dates may be considered, and any changes will be widely communicated. In the absence of such changes, the dates above should continue to be used for subsequent advancement cycles. Note that as a result of the reorganization of HR services, there are no longer separate School-specific deadlines which precede these dates – these are now the dates by which packets must be completed, certified by the Department Chair, and routed from the Service Centers to the appropriate campus reviewing agencies.

 

FORMAT FOR ANNUAL CALL
As noted in the 2012 Annual Call, an “Annual Call” webpage was added to the Academic Affairs website to provide the campus with more timely information on policy changes impacting academics. UC and campus policies that would normally appear in the Annual Call were posted on the webpage throughout the year as they were implemented. At the end of each academic year, a summary of all of the postings from the preceding year will be sent via the regular communication channels for the Annual Call, and a new Annual Call webpage will be started for the subsequent academic year. This change is intended to provide the campus with more relevant and timely information and to reflect the changing landscape of electronic notifications. Following is the summary of all postings to the Annual Call Webpage since the 2012 Annual Call:

 

New Academic Policy for Visiting Scholars/Other Visitors (APM 430) effective July 1, 2013
APM 430 provides an opportunity for visitors on leave from an academic appointment, other employment, or student enrollment at a home institution or other entity to visit UCSF to participate in a short-term educational, research, or academic project under the supervision of an academic appointee. This policy was issued on July 1, 2013 and is available for use on the UCSF campus effective immediately.

For additional resources supporting the implementation of APM 430 at UCSF, please go to:

(posted July 29, 2013)

 

Guidance and Clarification on Departmental Recommendation Letter
("Department Chair’s Letter") For Academic Actions

The Departmental Recommendation Letter (“Department Chair’s Letter”) is a critical component in the academic appraisal process because it represents peer assessment and highlights the candidate’s academic accomplishments. In order to provide guidance and clarification regarding the Department Chair’s Letter, a statement was issued in June 2013 by the Vice Provost, Academic Affairs, the Academic Senate Committee on Academic Personnel (CAP), and Vice and Associate Deans of Academic Affairs. Please click here to view this document.
(posted July 11, 2013)

 

AP Recruit
As of July 1, 2013 all new academic searches must be managed via AP Recruit. Staff in the VPAA’s office will provide just-in-time training for all search committee chairs and search support staff for each recruitment that is initiated on July 1, 2013 or later. In addition to in-person orientations for search committee chairs and staff, my office also has prepared quick guides and help tools, as well as new ARP and SPR forms to facilitate the transition to the new system. Read the full announcement here.
(posted June 21, 2013)

 

New Housestaff Salary Scale Effective 07/01/13
A revised salary scale is issued effective July 1, 2013 for non-represented and represented resident physicians and dental school residents. Click here to access the new salary scale.
(posted May 14, 2013)

 

Change in Reference Letter Requirements
Packets with an effective date of July 2, 2013 or later will require fewer reference letters and teaching assessments. This change has been vetted with the Vice and Associate Deans and CAP, and includes the following actions: merits, promotions, and accelerated actions. Please note that effective immediately, change in series packets should follow the new appointment checklists which were updated in February 2013. All dossier checklists have been updated to reflect these changes and are available here.
Letter Requirements for Appointments and Changse in Series (PDF)
Letter Requirements for Merits and Promotions (PDF)
(posted April 22, 2013)

 

Updated Policy Regarding Normal Advancements in Rank
The UCSF Normal Criteria for On-time Advancements in Rank – Faculty Series was last updated in July 1998. A workgroup was charged with updating this policy to provide clarity on certain aspects of advancements and to align some of UCSF practices with other UC Campuses. The new policy is now available here and will apply to ALL advancement actions with effective dates as of July 2, 2013 or later. You are encouraged to read the updated policy as there are significant changes. (See also the associated Training Guide.)
(posted March 7, 2013)

 

Professional Research Series, WOS
As noted in the 2012 Annual Call, “Professional Research (including Visiting) and Specialist series candidates may not be WOS unless they are on a UCSF sponsored visa (current policy under review)”. In response to requests from Departments, and upon further review by the Schools and VPAA, this longstanding UCSF policy will be changed as follows.
(posted March 2013)

 

Search Waiver Policy
The UCSF Search and Search Waiver policy now clarifies that search waivers are required for academics in their first year of appointment, unless the appointment is clearly temporary (one year or less, with no intention of renewal) or is less than 50% effort.  For the entire UCSF Search and Search Waiver policy, visit: http://academicaffairs.ucsf.edu/academic-personnel/media/searchpolicy.pdf.
(posted February 2013)

 

New Dossier Checklist:  Abridged Packets
A new dossier checklist has been created to define all necessary documentation for change in series actions that require "Abridged Packets," rather than full packets.  The checklist applies to actions that are allowable under the UCSF Search and Search Waiver Policy only, unless otherwise approved by Academic Affairs.  Effective immediately, "Abridged Packets" must be submitted through Advance.  
For the “Abridged Packet” dossier checklist, visit: http://academicaffairs.ucsf.edu/academic-personnel/appointment-advancement-reviews/media/checklists/Abridged_Packets.pdf.
(posted February 2013)

 

HBS Process Request
HBS is the time and attendance system used at UCSF.  HBS is programmed to be policy compliant:  as noted in APM 730, academics appointed >50% effort for >6 months accrue vacation. This means that academics who are appointed after January 1st in any given year,  should be given an appointment end date at least 6 months after their initial faculty appointment even if that means their end date is beyond June 30th of that year.  If not, HBS will not start accruing their vacation until the 7th month, which can result in extensive manual adjustments for the retroactive period.   If someone is truly expected to only be on a short-term (less than 6 month) appointment ( e.g. a post-doc finishing up some work) then it is appropriate for them to be recorded as such.  However, for most academic appointments when there is an expectation that they will be here at least a year, and for whom the initial appointment date is after January 1, the best practice would be to make their initial appointment 12-18 months (i.e. through June 30 of the subsequent year) if funding sources permit.
(posted February 2013)

 

Packet Review Guidelines
Further clarification has been made regarding approval authority for Acting appointments at Assistant steps 1 and 2, and accelerated/ decelerated advancements from Assistant step 1 to 2. Currently all acting appointments as well as all accelerated/ decelerated faculty advancements are approved at the VPAA level. Effective immediately, all Assistant step 1 and 2 actions will be delegated to the Dean level regardless of action type. This will include Acting appointments for Assistant steps 1 and 2, as well as accelerated or decelerated advancements from Assistant step 1 to step 2. Please note that currently Advance is not programmed to allow the Dean’s Office to have final approval on any accelerated/decelerated faculty advancements, so program changes in Advance will be forthcoming. For a complete list of approval authorities for faculty actions, please see:  http://academicaffairs.ucsf.edu/academic-personnel/appointment-advancement-reviews/media/Approval_Authorities_Faculty.pdf.
(posted February 2013)

 

Change in Appointment Reference Letter Requirements
Effective immediately, appointments for both faculty and non-faculty series will require fewer reference letters and teaching assessments.  This change has been vetted with the Vice and Associate Deans, and CAP. Please note that the new requirements do not apply to change in series packets, and that both the current and new dossier checklists will reflect this change.  All dossier checklists can be found here: http://academicaffairs.ucsf.edu/academic-personnel/appointment-advancement-reviews/checklists.php

PAST

Series

Internal Letters

External
Letters

Teaching Assessments

Ladder Rank

3

3

5

In Residence

3

3

5

Clinical X

3

3

5

Adjunct

3

3

5

HS Clinical

3

3

5

Instructors

0

0

0

Volunteer Clinical/ Adjunct WOS
(appt as  Asst & Assoc Prof)

Minimum of 2

0

Volunteer Clinical/ Adjunct WOS
(appt as Full Prof)

Minimum of 4

5

Professional Research

3

3

N/A

Academic Administrator/ Coordinator

3 to 5 total

N/A

 

CURRENT

Series

Internal Letters

External
Letters

Teaching Assessments

Senate Series

 

 

 

 -- Appt at Assistant Rank

at least 1 internal/1 external; minimum of 5 total letters

3

  --Appt at Associate or Full Rank

at least 2 internal/3 external; minimum of 6 total letters

3

Non Senate Series

 

 

 

 --Appt at Asst/Associate/Full Rank

Minimum of 3 letters  in any combination

3

Instructors

0

0

0

Volunteer Clinical/ Adjunct WOS
(appt as  Asst & Assoc Prof)

Minimum of 2 letters  in any combination

0

Volunteer Clinical/ Adjunct WOS
(appt as Full Prof)

Minimum of 3 letters  in any combination

3

Professional Research

Minimum of 3 letters  in any combination

N/A

Academic Administrator/ Coordinator

Minimum of 3 letters  in any combination

N/A

(posted February 2013)

 

Historical Index of the Annual Call Topcs:
A new feature on the Academic Affairs website allows you to search the Annual Call archives by topic The Index of Topics Presented in the Annual Call includes information presented from 2003 to 2011. (posted January 2013)

 

Brian K. Alldredge, PharmD
Vice Provost of Academic Affairs
BKA:cll

cc: Susan Desmond-Hellmann, Chancellor
Jeffrey Bluestone, Executive Vice Chancellor and Provost
Matthew State, Director, Langley Porter Institute
Todd Margolis, Director, Francis I. Proctor Foundation
Thomas Kearney, Chair, Committee on Academic Personnel
Academic Senate Office – Committee on Academic Personnel
Karen Butter, University Librarian