Annual Call, Topics History

History of Annual Call contents, organized alphabethically by topic, from 2006 to the present

Browse by scrolling this page or select from the index. You may also search this page using your browser's Find feature.

Legacy links may no longer be active. For current information and resources, please refer to the current Web site at http://academicaffairs.ucsf.edu.

If you are unsure of the most current version of a policy please check by reviewing the alphabetical list of topics where the most recent version is noted.

 

ACADEMIC AFFAIRS FORMS 2008
ACADEMIC AFFAIRS FORMS 2008 All forms related to academic recruitment, appointment, and advancement are available at the Academic Personnel Web site http://academicaffairs.ucsf.edu. These forms will no longer be included in the Annual Call. A list of forms and links to their website location is attached (Attachment A). Please note that in addition to the documents noted on the attached list, the following documents are new or recently revised: Career Reviews Guidelines, http://academicaffairs.ucsf.edu/acapers/downloads/careerreview.pdf and Series Description for Use in Correspondence, http://academicaffairs.ucsf.edu/acapers/downloads/seriesdescription.pdf

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ACADEMIC AFFAIRS WEBSITE 2007
The Academic Affairs website was launched in June 2006 at http://academicaffairs.ucsf.edu/  The website includes information which formerly appeared on the Academic Personnel website as well as new information relevant to faculty.  All forms related to academic recruitment, appointment, and advancement are available at the Academic Affairs website.  These forms will no longer be included in the Annual Call.  A list of forms and links to their website location is attached (Attachment A).

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ACADEMIC AFFAIRS WEBSITE 2006
The Academic Affairs website has been launched at http://academicaffairs.ucsf.edu/. The website includes information which formerly appeared on the Academic Personnel website as well as new information relevant to faculty.

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ACADEMIC OFFER LETTERS 2009 
The following language should be included in all academic offer letters effective immediately:

"The University of California Regents have approved implementing pay reductions (furloughs) due to the state budget crisis.  These pay reductions will be effective from September 1, 2009 through August 31, 2010, subject to program terms and conditions.  For more details, please refer to:  http://www.universityofcalifornia.edu/news/article/21511

Note that the academic offer letter system at http://ucsfhr.ucsf.edu/index.php/offer is updated to include this language.

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INTERACTIVE ON-LINE OFFER LETTER SYSTEM 2007
An interactive on-line system for preparing offer letters for academic appointees has been available since May 2007 at http://ucsfhr.ucsf.edu/offerletter.  The system provides policy guidance to enhance compliance, and allows flexibility to meet the diverse needs of academic departments.   It is expected that the text provided by the on-line system for compensable items will be included in academic offer letters. Deviations from the templates for compensable items will require prior approval from the Vice/Associate Deans of Academic Affairs in your School.   Since October 31, 2006, Schools, Departments, and ORUs have been required to include a copy of the signed offer letter for all new academic appointments with the initial hire packet.  Packets received without a copy of the offer letter will not be processed and will be returned to the originating office (Attachment C).

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ACADEMIC JOB OPPORTUNITIES LISTING / NC-HERC POSTING 2007
In response to feedback from faculty and staff, the open academic positions are now listed in an excel format that can be easily downloaded from the Academic Affairs website. This will provide the Departments and Schools with a tool for sorting the positions by different categories as needed for various tracking and reporting requirements. Potential applicants can now access the job opportunities listing via the UCSF website home page under the “employment” link.  All UCSF open academic positions for which an Academic Recruitment Plan is submitted are posted at the Northern California Higher Education Recruitment Consortium (NC-HERC) website, http://www.norcalherc.org/.  The Office of Academic Affairs posts positions at the time the vacancy number is assigned, and removes listings when the position is filled.  NC-HERC supports the efforts of each of its member institutions to recruit and retain outstanding faculty, administrators, and staff through the sharing of information and resources.  Its web-based search engine includes faculty and staff job listings at member institutions.  This search engine is free and available to anyone seeking employment in higher education.  Questions regarding web postings and/or NC-HERC should be directed to Carol R. Miller, 476-2529, cmiller@acadpers.ucsf.edu

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ACADEMIC PERSONNEL ACTIONS-FLOW CHART 2003
CAP has initiated the development of a Flow Chart for Academic Personnel Reviews as a training tool. An academic personnel review is a lengthy process that faculty created in order to ensure fairness to all faculty. This chart illustrates the progression of a dossier and demonstrates that an incomplete dossier results in considerable delays. The entire process can take up to 9 months or more. (Attachment D.)

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ACCELERATION: UCSF GUIDELINES FOR ACCELERATED ADVANCEMENT  2010
Accelerated advancement is an important form of recognition that rewards faculty whose performance justifies advancement one or more years earlier than the normal, on-time schedule for such advancements.  Exceptional performance is defined as work that exceeds departmental expectations in one or more of the following categories: teaching, research or other creative activities, professional competence and activities, and University and public service.   The UCSF Guidelines for Accelerated Advancement have been updated to add the following as an example of exceptional performance:

Sustained (3 years) and dedicated University service on a major campus committee such as CAP, CHR, CAR; or on a School's admissions committee as appropriate.

As a reminder, the faculty member being considered for acceleration must meet departmental criteria for advancement in all other categories of evaluation.  The revised guidelines on accelerated advancements should be widely-disseminated to all faculty.
The revised guidelines can be found at: http://academicaffairs.ucsf.edu/acapers/downloads/accelerateadv2009.pdf

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ACCELERATION: UCSF GUIDELINES FOR ACCELERATED ADVANCEMENT  2009
Accelerated advancement is an important form of recognition that rewards faculty whose performance justifies advancement one or more years earlier than the normal, on-time schedule for such advancements.  Exceptional performance is defined as work that exceeds departmental expectations in one or more of the following categories: teaching, research or other creative activities, professional competence and activities, and University and public service.   The UCSF Guidelines for Accelerated Advancement have been updated to add the following as an example of exceptional performance:

Sustained (3 years) and dedicated University service on a major campus committee such as CAP, CHR, CAR; or on a School's admissions committee as appropriate.

As a reminder, the faculty member being considered for acceleration must meet departmental criteria for advancement in all other categories of evaluation.  The revised guidelines on accelerated advancements should be widely-disseminated to all faculty.
The revised guidelines can be found at:
http://academicaffairs.ucsf.edu/acapers/dowloads/accelerateadv2009.pdf

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ACCELERATED/DECELERATED ACTIONS 2007
The Committee on Academic Personnel (CAP) has asked that the Department Chair letters include a clear and concise statement or paragraph, preferably in bold typeface, stating the justification for any accelerated advancement action, or explanation of any decelerated actions.

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ACCELERATED ADVANCEMENT ACTIONS 2006
The UCSF guidelines on accelerated advancements should be widely-disseminated to all faculty. Departments are encouraged to propose accelerated advancements when appropriate; however, multiple accelerated advancements for a faculty member over the course of his/her career is not typical. The Schools and Departments are responsible for ensuring that the guidelines are consistently applied to all faculty. (Attachment A)

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ACADEMIC DEMOGRAPHIC SYSTEM (ADS) TO BE DISCONTINUED ON NOVEMBER 30, 2014
On July 1, 2013, UCSF required the use of a web-based tool called AP Recruit to facilitate the academic recruitment process. Searches initiated prior to July 1, 2013 used a campus-based system, “Academic Demographics System” (ADS). To avoid disruption in ongoing searches, ADS has run concurrently with AP Recruit for the past year.

The Office of Federal Contract Compliance Programs (OFCCP) recently concluded a compliance evaluation of UCSF’s employment practices. While the findings found no evidence of discrimination, UCSF was found to be non-compliant with some technical requirements around applicant tracking and record keeping. OFCCP reporting requirements for record keeping and applicant tracking can only be met using AP Recruit and therefore it is necessary that we discontinue the use of ADS. Effective November 30, 2014, the ADS system will be retired and all academic recruitments currently open within ADS will be deactivated unless action is taken. For detailed information on the transition from ADS to AP Recruit, please click here.
(posted August 26, 2014)

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ACADEMIC DEMOGRAPHIC SYSTEM  2011
Effective October 1, 2011 all academic positions (faculty and non-faculty academics) will be tracked in the Academic Demographic System (ADS).  All departments are required to use the system to enter applicants and complete the Search Process Report (SPR). The system tracks applicant data and produces the Attachment 1 / AAEOD form. As a result, there is no longer a need to send non-faculty academic SPR forms to the Affirmative Action office.  Due to Operational Excellence realignments, the AAEOD unit was integrated with the Office of Diversity and Outreach.  Please visit the Academic Affairs website for revised ADS instructions and checklist for conducting an academic search http://academicaffairs.ucsf.edu/.  For trainings and issues related to the system, contact Alan Carpenter at Alan.Carpenter@ucsf.edu. For best practices in conducting an academic search, contact Misty Loetterle at Misty.Loetterle@ucsf.edu

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ACADEMIC DEMOGRAPHIC SYSTEM 2008
The Chancellor’s Advisory Committee on Academic Diversity has developed the Academic Demographic System (ADS), which tracks applicant demographics, enhances the effectiveness of the search process, and potentially increases academic diversity. The ADS captures current workforce data, estimated availability data, and applicant demographic data. An automatic survey is sent to each applicant by email for him/her to complete online. Once the search is closed, the AA/EO/D search summary is automatically generated by the system and captures the demographic data of all applicants who responded to the survey. This database provides an opportunity for search chairs to have real-time feedback on the cumulative composition of their applicant pool. The entry of applicant information into the system has been required for all new faculty searches in Pharmacy, Dentistry, and Nursing, effective June 1, 2008. The ADS was introduced in the School of Medicine in early August. Please note until further notice, the ADS is to be used for faculty searches only. Questions about the ADS should be directed to Misty Loetterle, Misty.Loetterle@ucsf.edu, 476-7700.

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ADVANCEMENT: NEW 2014 GUIDELINES:
“UCSF CRITERIA FOR ADVANCEMENTS —  FACULTY SERIES”

New campus guidelines have been issued which update the UCSF criteria for advancements in the faculty series. Of note, the new guidelines clarify the criteria for accelerated advancements and provide guidance on determining whether actions will be considered accelerated. The new guidelines have been vetted with the Vice and Associate Deans of Academic Affairs, and the Academic Senate Committee on Academic Personnel (CAP). This document replaces (and combines) the following documents: "UCSF Criteria for On-Time Advancements in Rank – Faculty Series” (2/2013) and “UCSF Guidelines for Accelerated Advancement” (7/2009)." It is expected that Departments will transition to these new guidelines as soon as possible with the understanding that some actions may already be in progress under the prior guidelines. Proposed actions with an effective date of 7/2/2015 or later must be consistent with the updated guidelines. The Guidelines are available as a PDF here.
(posted August 19, 2014)

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AVANCEMENT IN RANK, NORMAL TIME (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)

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APM: ACADEMIC PERSONNEL MANUAL POLICIES ISSUED 7/1/08
The following policies have been issued with an effective date of July 1, 2008:

Medical Separation (APM 080): outlines the process for medical separation of academic appointees who have exhausted periods of leave and continue to be unable to work for health reasons, and for whom reasonable accommodation is not possible; provides a means to handle this issue in a sensitive and respectful manner by establishing a process that keeps such cases distinct from disciplinary actions resulting from misconduct or incompetent performance.

Reasonable Accommodation for Academic Appointees with Disabilities (APM 711): establishes system-wide policy governing the interactive process to determine reasonable accommodation for otherwise qualified academic appointees with disabilities, as required for compliance with Federal and California State law.

The following policy has been issued effective September 2, 2008 for implementation no later than July 1, 2009:

Criteria for Advancement to Professor, Step VI, and to Professor, Above Scale (APM 220-18-b(4)): The revised policy seeks to strengthen and provide greater guidance on requirements for advancement, to provide greater understanding of the distinction between the criteria for advancement to Step VI and Above Scale, and to bring the policy in line with campus practices.

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APM 035 POLICY ON SEXUAL HARASSMENT 2005
The Office of the President (UCOP) has revised the Policy on Sexual Harassment and Procedures for Responding to Reports of Sexual Harassment. Revisions to the Policy include an updated definition of sexual harassment, clarification of the University’s obligation to respond promptly and effectively to reports of sexual harassment, provisions for training employees and educating the Campus community regarding sexual harassment, and a statement that the policy shall be implemented in a manner that recognizes principles of free speech and academic freedom.

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APM 200 EMERITUS TITLES AND APM 200 APPOINTMENT AND PROMOTION 2005
APM 200 has been revised effective January 14, 2005 to expand the definition of retirement for purposes of granting Emeritus status as provided in Standing Order of The Regents 103.5 by conferring Emeritus status on those faculty who separate from UC while receiving disability income from UCRP, if they are otherwise eligible for Emeritus status. The revisions also clarify that only those faculty who retire within 120 days of separation from UC are eligible for Emeritus status and confirm the existing practice of granting Emeritus status to faculty who take Lump Sum cash outs within 120 days of separation from the University.


APM 200-22, the University’s Recall Policy, has been revised effective January 14, 2005. The new Pre-Retirement Recall Guidelines for Faculty Recalled for Post-Retirement Teaching apply to faculty who are age 60 or above and who have at least five years of UCRP service credit at the time the recall appointment is negotiated. The changes outlined in these Guidelines address the maximum duration of the recall appointment and the suggested recall salary rates.

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APM 210 REVIEW AND APPRAISAL COMMITTEES, APM 240 DEANS AND PROVOSTS AND AP -245 DEPARTMENT CHAIRS 2005
Effective July 1, 2005, the following Academic Personnel Manual Sections will be revised to implement the University’s commitment to diversity and equal opportunity. APM 210-1(d) provides that teaching, research and service that promote diversity and equal opportunity are to be encouraged and given recognition in the evaluation of the candidate’s qualifications. APM 240 provides that Deans and Provosts are responsible for an affirmative action program consistent with University policies and APM-245 (Appendix A) provides that the Chair is responsible for maintaining a climate hospitable to diversity and for maintaining a department affirmative action program.

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APM 278 HEALTH SCIENCES CLINICAL PROFESSOR SERIES AND APM-279 CLINICAL PROFESSOR VOLUNTEER SERIES 2005
Formal review has concluded and the following policies were issued effective July 1, 2005.
APM 278: The series title of Health Sciences Clinical Professor will be used for faculty who receive any kind of pay from the University, as well as for those who have without salary appointments at the University and a salaried appointment with one of our formal affiliates, e.g. VAMC (Attachment B).APM 279: The series title of Clinical Professor will be used for the community practitioners who donate their time to the University. The policy heading indicates that this is a volunteer series. Note that in the second paragraph of APM 279-10, Criteria for Appointment, Reappointment and Promotion, there is a new section which indicates that clinical competence for any of these actions should be determined, at least in part, by reviewing the same kind of information that is used for an appointment to the medical staff. It is understood that it may take some time for campuses to comply with the new provision (Attachment C).

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PROPOSED ACADEMIC PERSONNEL POLICY CHANGES 2003
The Office of the President issues proposed changes or new policies to campuses for circulation and comment. At UCSF, academic listservs have been developed to notify employees impacted by the policy. In order to contact academic employees, departments are encouraged to keep information on the Campus Locator System current. In addition to the use of listservs, notices also appear in UCSF Today and on the Academic Personnel website.

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APM 010, ACADEMIC FREEDOM 2003
A new statement on academic freedom for faculty has been added. This policy is based on the traditional cornerstones of academic freedom –freedom of inquiry and research, freedom of teaching and freedom of expression and publication. It establishes that faculty has primarily responsibility for articulating the professional standards by which academic freedom may be sustained.

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APM 015, FACULTY CODE OF CONDUCT 2003
Part II, Section A of the Faculty Code of Conduct, sets forth ethical principles and unacceptable conduct with regard to faculty members and their students. This policy prohibits a faculty member from entering into a romantic or sexual relationship with any student for whom that faculty member currently has or prospectively might have academic responsibility. The policy also prohibits a faculty member from exercising academic responsibility for any student with whom that faculty member has a romantic or sexual relationship.

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APM 740 SABBATICAL LEAVE AND APM 758 OTHER LEAVES WITH PAY 2003
The Sabbatical Leave and Other Leaves with Pay section of the Academic Personnel Manual have been revised. The three major revisions include 1) As an exception to policy, a faculty member would be allowed to substitute significant University service for some or all of the teaching requirement for a sabbatical in residence. 2) Recipients of a sabbatical leave at less than full salary would be allowed to receive additional compensation for research from another university. 3) As part of the policy on leaves with pay (APM 758), a faculty member who holds a full-time administrative position for five years or more would be allowed to take an administrative leave immediately after that service. This leave would be in lieu of a sabbatical leave.

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ADDITIONAL APPOINTMENTS 2008
As a reminder, faculty with joint appointments in Organized Research Units/Institutes, must have signatures of both the academic home department and the ORU/Institute on the summary sheets for academic review packets.

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ASSISTANT PROFESSORS – APPRAISALS AND EIGHT-YEAR LIMITATION 2005
Formal appraisals of Assistant Professors in the academic senate series shall be made in order to arrive at preliminary assessments of the prospects of candidates for eventual promotion to the Associate rank, as well as to identify appointees whose records of performance and achievement are below the level of excellence desired for continued membership in the faculty. It is expected that appraisal packets for Assistant Professors appointed in an academic senate series will be submitted at the beginning of their fourth year of applicable service.

Per policy, there is an eight year limitation on service at the Assistant Professor rank for appointees in an academic senate series. University policy requires appropriate review so that a decision may be made with regard to the future of the appointee which will assure compliance with APM, including requirements for appropriate notice to the faculty member. To ensure compliance with applicable University policies, it is expected that advancement packets for assistant professors in senate series will be submitted no later than three months into the seventh year of applicable service for these faculty. This is particularly important for faculty whose record of performance is below the level necessary for a continuing faculty appointment and to whom a one-year terminal notice must be issued at the end of their seventh year. Please note that this does not preclude Departments from submitting advancement packets sooner than this deadline.

Detailed information regarding computation of applicable service is available in APM 133 (http://www.ucop.edu/acadadv/acadpers/apm/apm-133.pdf).

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ASSISTANT RANK, STEPS I AND II 2004
In response to a proposal put forward by School of Medicine Vice Dean Cohen, the Committee on Academic Personnel and the Executive Vice Chancellor have approved a delegation of authority to the Vice/Associate Academic Deans for approval of appointments and advancements to the Assistant rank, Step I or II in all faculty series. The Committee on Academic Personnel will continue to provide a “rush” review for appointments at the Assistant, Step III level.

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ASSISTANT RANK, STEP III, SENATE SERIES 2003
Currently CAP’s review procedures for appointment to the assistant rank, Step I and II, in the senate series are currently reviewed by CAP within a 2 to 3 day period. CAP has agreed to include the rank of assistant, Step III, in the senate series, in that process. As with the Step I and IIs, should questions arise regarding the appropriateness of the appointment, a full CAP review will be done.

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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)

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APPOINTMENT AND ADVANCEMENT PROCESS 2011-12
The appointment and advancement process is now fully electronic via the Advance Faculty Information System.   All academic actions with an effective date of October 1, 2011 or later must be submitted electronically in Advance.

In consultation with the Committee on Academic Personnel (CAP), further changes were adopted to streamline the appointment and advancement process.

The following faculty appointments and advancements will no longer require CAP review:

Adjunct Faculty who are without salary (WOS) and not paid by an affiliate Health Sciences faculty who are without salary (WOS) and not paid by an affiliate  Adjunct Faulty who are paid less than 50% effort and not also paid by an affiliate Health Sciences faculty who are paid less than 50% effort and not also paid by an affiliate

Please note that this change does not preclude the candidate, Department chair, or Dean from requesting full CAP review in exceptional circumstances.

CAP will continue to review appointments and advancements for faculty who hold appointments at 50% time or greater, as well as for faculty who are paid by an affiliate at any percentage effort (including WOS). 

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APPOINTMENT AND ADVANCEMENT PROCESS 2010-11
The 2010-11 appointment and advancement process will be conducted using paper packets.  However, many changes have been adopted to the streamline the business process.  In particular, there have been changes to the documentation required for academic packets, delegations of approval authority and a new Department Chair form which can be used in place of a Department Chair letter.  To ensure that packets are efficiently processed in 2010-11, you are strongly encouraged to review these process changes which are available at:  http://academicaffairs.ucsf.edu/academic-personnel/other/media//2010advprocessrec.pdf. As a reminder, it is mandatory to use Advance to track all 2010-11 packets. Packets that have not been initiated in Advance will be returned to the Departments.

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CAREER REVIEW 2004
A Career Review process was introduced at UCSF in 2002 and provided the opportunity for an evaluation of a faculty member’s rank and step within a series. Effective immediately, the Career Review process will also be available for review for change-in-series. Briefly, a faculty member may request that a career review be initiated. Occasionally the series rank and step may be inconsistent with the faculty member’s accomplishments. Cases are reviewed from the initial hire throughout a faculty member’s UCSF academic career. A faculty member initiates this review by submitting a written request to the department chair providing supporting documentation and the series rank and step that she/he wants considered. The faculty member and the department will then assemble a review file that addresses the candidate’s entire academic record at UCSF. The review will proceed as a normal review including appropriate internal and external letters, faculty vote, etc. Even if the department does not support the action, the faculty member may request that the file move forward. If warranted, the faculty member will be placed at the appropriate series, rank and step. No retroactive actions will be
taken.

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CAREER REVIEW 2003
While reviews normally begin in the department, an individual faculty member may request that a career review be initiated. This review provides an evaluation of the faculty member’s rank and step within a series, not a change-in-series. Occasionally the rank and step may be inconsistent with the faculty member’s accomplishments. Cases are reviewed from the initial hire into the series throughout the member’s progress in the series. A faculty member initiates this review by submitting a written request to the department chair providing supporting documentation and the rank and/or step that she/he wants considered. The department will then assemble a review file that addresses the candidate’s entire academic record at UCSF. The review will proceed as a normal review including appropriate internal and external letters, faculty vote, etc., but the dossier will address the faculty member’s overall record. If the department does not support the action, the faculty member may request that the file move forward. If warranted, the faculty member will be placed at the appropriate rank and step, no retroactive actions will be taken. (Attachment A.)

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CHAIR'S LETTER
The Departmental Recommendation Letter or “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)

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CHILDBEARING LEAVE – EIGHT YEAR RULE 2006
In January 2006, many sections of the Academic Personnel Manual (APM) were revised to incorporate family accommodation policies to help faculty balance the needs of work and family. Two sections of the APM (APM 760-30 and APM 133-17) address how family accommodation policies for childbearing and/or childrearing affect the eight-year limitation of service of assistant level appointees. (Note: At the UCSF campus, the Eight-Year Limitation of Service of Assistant Level Appointees only applies to the Academic Senate series.)

APM 760-30 provides information on “Stopping the Clock for the Care of a Child.” It addresses the type of events that qualify, as well as details on when and how to request that the clock be stopped. APM 133-17 notes that if an academic appointee does take a formal childbearing or parental leave (either with or without salary) which is equal to or exceeds one quarter, and which is not greater than one year, the leave period shall automatically be excluded from service toward the eight-year period. If the faculty member does not want the leave period to be excluded from the eight-year limitation of service, s/he must inform the department chair in writing before, during, or within one quarter or semester after the leave that it should be included as service toward the eight-year limit.

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CHILDBEARING LEAVE 2004
The Chancellor provides six weeks of the fiscal-year base (Scale 0) salary to departments to help defray costs associated with the leave. These funds can be used to meet replacement requirements or other departmental academic needs. Funds are prorated based on percent time. If a faculty member holds a without salary title no funding will be allocated to support the Childbearing Leave. Please note that this procedure does not apply to adoptions. Adoptions are covered under the Active-Service Modified Duties or Parental Leave without Pay policies.

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CHILDBEARING LEAVE 2003
The Chancellor has authorized funding to support childbearing leave. Six weeks of the fiscal-year base (Scale 0) salary will be provided to departments to help defray costs associated with the leave that can include replacement requirements or other departmental academic needs. Upon receipt of the Sabbatical Leave/Special Leave of Absence form (UPAY-573) and a department account number, the UCSF Budget Office will be instructed to transfer funds to the department. The Chancellor’s report can be found at http://chancellor.ucsf.edu/.

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CURRICULUM VITAE 2003
CAP and other reviewing agencies depend on the curriculum vitae (CV) to highlight a faculty member’s progression and accomplishments. The attached sample CV was prepared by CAP as a guideline for preparation and to assist reviewers in evaluating personnel actions. (Attachment ) It is recommended that faculty and schools adopt the format to the extent possible for dossiers submitted for the next review cycle, actions effective July 1, 2005 or earlier. Please note that the section on Teaching has been modified to include Teaching and Mentoring with specific examples to illustrate the different components. (Attachment B.)

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DOSSIER CHECKLIST
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)

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DOSSIER DEADLINE 2007
Departmental deadlines for July 1, 2008 actions will be absolute.  If a faculty member does not submit materials to the department on or before the departmental deadline, the action will not be reviewed in the current cycle.  Late dossiers will be reviewed in the subsequent cycle and will be recorded as decelerated actions due to late submission.  If the delay is caused by faculty non-compliance, the action will not be corrected by subsequent acceleration.  The Chair’s letter must document the reason for any delay.

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DOSSIER DEADLINE 2006
Departmental deadlines for July 1, 2007 actions will be absolute. If a faculty member does not submit materials to the department on or before the departmental deadline, the action will not be reviewed in the current cycle. Late dossiers will be reviewed in the subsequent cycle and will be recorded as decelerated actions due to late submission. If the delay is caused by faculty non-compliance the action will not be corrected by subsequent acceleration. The Chair’s letter must document the reason for any delay.

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DOSSIER DEADLINE 2005
 All July 1, 2006 departmental deadlines will be absolute. If a faculty member does not submit materials to the department on or before the departmental deadline, the action will not be reviewed in the current cycle. Late dossiers will be reviewed in the subsequent cycle and will be recorded as decelerated actions due to late submission. If the delay is caused by faculty non-compliance the action will not be corrected by subsequent acceleration. The Chair’s letter must document the reason for any delay.

Responsibilities for meeting deadlines:

1. Each faculty member must provide a UCSF formatted curriculum vitae (CVGuidelines2005.pdf); a list of names of possible evaluators (if letters will be solicited) and a list of names of persons who might not be objective evaluators with reasons.

 2. Each Department Chair must notify the faculty of the Department’s deadline for submission of materials, schedule Department meetings to discuss and vote on cases, review and assess all faculty within the Department to ensure equitable salary and advancement and write the Departmental letter. The Departmental letter for every packet put forward after the Department or School Dean’s office deadlines shall include a sentence indicating whether the faculty member submitted his or her materials by the department deadline.

3. Each Dean has responsibility for establishing internal deadlines that encourage Departments to transmit files in a timely manner; ensuring that Chairs understand their responsibilities in the review process; ensuring that Departments meet the School’s deadlines; providing an independent assessment of each case; and assuring that faculty receive equitable salary and are appropriately advanced. 4. The Associate Vice Chancellor, Academic Affairs, has responsibility for establishing campus deadlines; ensuring that Schools follow established review policies and guidelines; consulting with the Committee on Academic Personnel when appropriate; and ensuring that faculty receive equitable levels of appointment and are appropriately advanced. Departments are strongly encouraged to submit files as soon as possible.

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DOSSIER DEADLINES 2004
All July 1, 2005 departmental deadlines will be absolute. If a faculty member does not submit materials to the department on or before the departmental deadline; the action will not be reviewed in the current cycle. Late dossiers will be reviewed in the subsequent cycle and will be recorded as a decelerated action due to late submission. These actions will not be corrected by subsequent accelerations. It is important to document in the dossier that a deadline was not adhered to so that different levels of reviewers do not recommend catch-up actions.

Responsibilities for meeting deadlines:

1. Each faculty member must provide a UCSF formatted curriculum vitae; a list of names of possible evaluators (if letters will be solicited) and a list of names of persons who might not be objective evaluators with reasons.

2. Each Department Chair must notify the faculty of the Department’s deadline for submission of materials, schedule Department meetings to discuss and vote on cases, review and assess all faculty within the Department to assure equitable salary and advancement and write the Departmental letter. The Departmental letter for every packet put forward after October 1, 2004 shall include a sentence indicating whether the faculty member submitted his or her materials by the department deadline.

3. Each Dean has responsibility for establishing internal deadlines that encourage Departments to transmit files in a timely manner; ensuring that Chairs understand their responsibilities in the review process; ensuring that Departments meet the School’s deadlines; providing an independent assessment of each case, and assuring that faculty receive equitable salary and are appropriately advanced.

4. The Executive Vice Chancellor has responsibility for establishing campus deadlines; ensuring that Schools follow established review policies and guidelines, consulting with the Committee on Academic Personnel when appropriate, and assuring that faculty receive equitable levels of appointment and are appropriately advanced.

Departments are strongly encouraged to get files in as soon as possible.

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DOSSIER DEADLINES 2003
Effective July 1, 2004, for actions being proposed effective July 1, 2005, the deadlines provided by the department will be absolute. If a faculty member does not submit materials to the department on or before the departmental deadline; the action will not be reviewed in the current cycle. Late dossiers will be reviewed in the subsequent cycle and will be recorded as a decelerated action due to late submission. These actions will not be corrected by subsequent accelerations. School and campus administrators will continue to monitor late submissions with possible consideration of penalties for late dossiers. We will work with the Schools over the next few months to establish some general parameters for department deadlines.

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DOCUMENTING RESEARCH SUPPORT IN DOSSIER PACKETS 2006
When NIH grant support is used as a measure of successful peer-review, in the current atmosphere of decreased NIH budgets, percentile scores on grant proposal that are better than the scores that were funded in prior years should be considered as positive examples of peer review. It is suggested that percentile scores for unfunded proposals be included with grant information on the Curriculum Vitae as appropriate.

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DATA COLLECTION FOR HEALTH SCIENCES FACULTY 2010
Academic Personnel at UCOP evaluates the competitiveness of faculty compensation through routine reviews, participation in compensation surveys, and an annual planning process. In addition, matters related to total remuneration are currently being considered by workgroups in two system-wide task forces.
Information maintained in payroll and reflected in the corporate payroll system (CPS) has not historically provided adequate data needed for compensation analysis for faculty in the Health Sciences.  Consequently, effective July 1, 2010, Departments are required to enter 3 specific data fields into the payroll system for faculty appointed after April 2010. These data elements include: salary scale/APU, an indicator for patient care responsibility, and education degree(s).  Detailed directions for this process are available at: 
http://academicaffairs.ucsf.edu/academic-personnel/media/FACDbundleinstuctions.pdf

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DISCUSSION POINTS FOR NEW FACULTY 2010
The Important Points for Discussion form for new faculty appointees has been updated to include a discussion point related to contribution to the University’s commitment to diversity and excellence. Per APM 210, The University of California is committed to excellence and equity in every facet of its mission. Teaching, research, professional and public service contributions that promote diversity and equal opportunity are to be encouraged and given recognition in the evaluation of the candidate’s qualifications. The revised form may be found under the recruitment header on the academic affairs website.
http://academicaffairs.ucsf.edu/academic-personnel/media/discussionpoints.pdf

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DISCUSSION POINTS BETWEEN DEPARTMENT CHAIR AND FACULTY 2006
Beginning January 1, 2006, the Discussion Points document was required for the appointment dossiers of new faculty. Effective immediately, the Discussion Points document will also be required for dossiers for Change in Series actions, as they are also considered new appointments. If the signed Discussion Points document is not forwarded with the review packet, the Committee on Academic Personnel (CAP) will return the review packet without consideration. Please note that the Discussion checklist has been revised to include signature blocks for the faculty member and his/her Department Chair or the Chair’s designate (e.g. Division Chief). (Attachment B)

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DISCUSSION POINTS BETWEEN DEPARTMENT CHAIR AND NEW FACULTY 2005
 The document is now part of the appointment dossier for new faculty and needs to be forwarded with the review packet. The Committee on Academic Personnel will return review packets without the Discussion Points document.)

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DISCUSSION POINTS BETWEEN DEPARTMENT CHAIR AND NEW FACULTY 2004
The Discussion Points document will now be incorporated into the appointment dossier and forwarded with the review packet. Two changes have been made to the Discussion Points document (agreed upon by both Committee on Academic Personnel and the campus administration) to ensure that a discussion of the negotiated annual salary and covered compensation, as well as a discussion of the sources of compensation for the first two years has taken place between the faculty member and hiring department.

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NEW FACULTY APPOINTMENT DISCUSSION POINTS 2003
The discussion points have been a useful tool for new hires. Based on experience, the following changes have been made and are reflected in the new document attached. (Attachment E.) The changes include revisions to compensation and the identification of specific resources available for mentoring.

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DISSEMINATION OF SCHOLARSHIP 2004
In accordance with the Academic Personnel Manual faculty scholarship must be disseminated, e.g., in peer-reviewed professional journals, book chapters and other publications. However, documentation of dissemination can take place through other nontraditional mechanisms, including national/international adoption of new teaching methodologies, development of websites and other creative endeavors. For these nontraditional mechanisms of dissemination, faculty should be informed of the need to clearly demonstrate through their CVs, extramural letters or other mechanisms, how and where these scholarly contributions are valued and used/adopted outside of the University.

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DISTINGUISHED PROFESSOR TITLE 2009
The special rank “Above Scale” is provided for faculty whose achievements, after thorough peer review as provided in the APM, warrants the designation of “highest distinction”.  In view of parallel practices on most of the other UC campuses, effective immediately, faculty at UCSF who have advanced to the Above Scale rank in any series may use the honorary designation of “Distinguished Professor” in their communications if they choose.  As this is an honorary distinction, it cannot be used on legal documents such as contract and grant applications that require an “official” title (i.e. a payroll title).  However, the title “Distinguished Professor” may be included in CVs as well as in correspondence. This title should include the series as appropriate, e.g., Distinguished Adjunct Professor, Distinguished Professor of Clinical X, Distinguished Professor in Residence, and Distinguished Health Sciences Clinical Professor.

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DIVERSITY: CONTRIBUTIONS TO DIVERSITY 2009
In accordance with APM 210-1-d (Evaluating Contributions to Diversity for Appointment and Promotion): teaching, research, professional and public service contributions that promote diversity and equal opportunity are to be encouraged and given recognition in the evaluation of the candidate’s qualifications. It is recommended that these contributions be reflected in Chair’s letters proposing appointment or advancement, when applicable. In addition, solicitation letters to referees may include a request for comments relating to the candidate’s contributions to diversity. Contributions that promote diversity will strengthen the candidate’s profile although they are not a criterion for appointment or advancement.  Please see Evaluating Contributions to Diversity for Appointment and Promotion (APM 210) for further information relating to evaluating contributions to diversity at http://academicaffairs.ucsf.edu/recruitment/evalcontributionstodiversity.doc for further information relating to evaluating contributions to diversity.

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ELECTRONIC AND OPEN ACCESS PUBLICATIONS 2006
The Committee on Academic Personnel (CAP) recognizes that in the future, publication in electronic or open access journals may constitute an increasing proportion of faculty members’ bibliographies. Publications in such electronic or on-line journals will be considered in the same manner as publication in traditional print journals. As with the latter, open access journals will be viewed in light of their peer review processes and standing in their particular field of scholarship.

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EMERITUS (Non-Senate), RECALL AND POST-RETIREMENT APPOINTMENTS 2009
A revised checklist for Emeritus, Recall and Post Retirement can be found at:
found at on the Dossier Checklists page.

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FACULTY ADMINISTRATORS, NEW APM SECTIONS 2010
The Faculty Administrator policies are the culmination of a comprehensive review of academic personnel policy to return authority to the Chancellors for academic leadership and management decisions. These policies describe the role of faculty administrators as senior academic and administrative leaders; they provide the framework for all faculty administrator titles; clarify criteria for appointment; eligibility for service; terms of service; salary; conditions of employment; benefits and privileges; and review procedures.

Effective July 1, 2010:


APM Section

Status

APM 241: Faculty Administrators [Positions Less Than 100%]

New

APM 246: Faculty Administrators [100% Time]

New

APM 245: Department Chairs

Revised

APM 633: Stipends/Academic Appointees

Revised

APM 242: Directors of Organized Research Units

Rescinded

APM 630: Compensation of Divisional, Associate, and Assistant Deans, and Directors of Organized Research Units

Rescinded

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FACULTY EXIT SURVEY 2011
As part of improving faculty retention efforts at UCSF, the University is partnering with a third party vendor, Healthstream Research, to distribute exit surveys to faculty members who leave paid faculty positions at UCSF or affiliate institutions, including SFVAMC, HHMI, Gladstone Institute and Gallo Center.  Beginning January 2012, faculty members who separate from the University will be contacted via e-mail by Healthstream Research to complete a web-based survey regarding what factors have influenced their decision to leave UCSF.  Establishing this ongoing feedback will inform effective solutions to improve the faculty experience at UCSF. 

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FACULTY MENTORING 2008
If a faculty member intends to highlight his/her role as a mentor in an advancement packet, at least one letter from a mentee who can attest to his/her effectiveness as a mentor should be included in the dossier. Any additional documentation and evaluation of mentoring activities should be included in the departmental information accompanying the dossier.

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FISCAL-YEAR APPOINTMENTS 2003
Inquiries from departments have been received desiring to make academic-year (nine-month) appointments at UCSF. Office of the President confirmed that Health Science disciplines at UCSF are to be made on a fiscal-year basis only.

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FIVE YEAR REVIEW POLICY 2011
Per APM 200-0, any faculty member who has not had an academic personnel review processed within the previous five-year period must receive a Five-Year Review.  The purpose of a five-year review of faculty is to ensure that the performance of a faculty member is appraised at regular intervals, to assess the faculty member’s productivity, and to identify what more needs to be accomplished for advancement.  A Joint Administration-Academic Senate Task Force was convened to review, assess and revise the campus process for Five Year Reviews of faculty.  The updated policy is effective July 2011.

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FIVE -YEAR REVIEW 2003
University policy requires that any faculty member employed more than 50% time who has not had an academic personnel review processed within the previous five-year period must receive a Five-Year Review. The purpose of a five-year review of faculty is to ensure that the performance of a faculty member is appraised at regular intervals, to assess the faculty member’s productivity since the last successful advancement and to identify what more needs to be accomplished for advancement. In general, the five year review process applies to faculty with a full time commitment to UCSF regardless of whether they are paid by UCSF or appointed on a without salary basis or paid less than 100% from UCSF while paid by an affiliate organization. Each department must ensure that timely reviews are initiated. When preparing the dossier for review, a one page statement including any extenuating circumstances describing the faculty member’s perspective on why their advancement was not on time should be included. (Attachment C.)

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FRAP: FACULTY RECRUITMENT ALLOWANCE PROGRAM 2011
Effective October 1, 2011, the maximum amount of an individual Faculty Recruitment Allowance has been increased to $59,700. The primary purpose of the Faculty
Recruitment Allowance is to provide support for housing costs, but the recipient may use the allowance to support childcare expenses, education or tuition assistance, or similar expenses. Funding for the FRAP is provided by individual campus departments. UCSF parameters of the Faculty Recruitment Allowance Program (FRAP) are found at: http://academicaffairs.ucsf.edu/acapers/downloads/frapcampusdoc.pdf. Please direct questions to Wilson Hardcastle, Campus Loan Program Manager.

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FRAP: NEW DOS CODE FOR FACULTY RECRUITMENT ALLOWANCE PROGRAM 2008
Effective October 1, 2008, departments should use new Description of Service (DOS) code FHA in conjunction with Title Code 3993 when paying a Faculty Recruitment Allowance.   UCSF parameters of the Faculty Recruitment Allowance Program (FRAP) are found at:  http://academicaffairs.ucsf.edu/acapers/downloads/frapcampusdoc.pdf.  When forwarding a copy of the One-Time Payment Form to Campus Loan Program Manager Carol Miller,  please make sure that it is clearly noted as a COPY, NOT FOR PAYMENT.

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HBS PROCESS REQUESTS
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)

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HOUSESTAFF SALARY SCALE EFFECTIVE 07/01/11
A revised salary scale was issued effective July 1, 2011 for non-represented and represented housestaff in the following title codes: 2708 Resident Physician I/Non Represented; 2709 Resident Physician I/Represented; 2723 Resident Physician II-IX/Represented; 2724 Resident Physician II-IX/Non Represented; and 2727 Post D.D.S. I-VI/Non Represented. The new scale is available at the UCOP website. http://www.ucop.edu/acadpersonnel/documents/table22_07111.pdf

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HOUSESTAFF SALARY SCALE EFFECTIVE 07/01/10
A revised salary scale has been issued effective July 1, 2010 for non-represented and represented housestaff in the following title codes: 2708 Resident Physician I/Non Represented; 2709 Resident Physician I/Represented; 2723 Resident Physician II-IX/Represented; 2724 Resident Physician II-IX/Non Represented; 2727 Post D.D.S. I-VI/Non Represented; 2728 Resident-Pharmacy/Non Represented; and 2729 Chief Resident-Pharmacy/Non Represented. The new scale is available online at: http://www.ucop.edu/acadadv/acadpers/documents/rev_table22_residents.pdf

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HOUSESTAFF SALARY SCALE EFFECTIVE 07/01/08
A revised salary scale has been issued effective July 1, 2008 for non-represented and represented housestaff in the following title codes: 2708 Resident Physician I/Non Represented; 2709 Resident Physician I/Represented; 2723 Resident Physician II-IX/Represented; 2724 Resident Physician II-IX/Non Represented;  and 2727 Post D.D.S. I-VI/Non Represented.

The revised salary scale will bring UC’s house staff salary levels to the Council of Teaching Hospitals’ (COTH) 50th percentile for the preceding fiscal year plus an additional 3.3% for all levels.   Per the instructions from the Health Affairs Office, the July 1, 2008 increase will be the only salary increase for house staff for the 2008-09 year, and there will be no further adjustment or increase, including COLA, for house staff salaries at any of the UC campuses or to their salary scale during the year. The new scale is available on line at http://www.ucop.edu/acadadv/acadpers/rev-table22-housestaff.html, “Attachment A”.

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HOUSESTAFF SALARY SCALE EFFECTIVE 07/01/07
A revised salary scale has been issued effective July 1, 2007 for non-represented and represented housestaff in the following title codes: 2708 Resident Physician I/Non Represented; 2709 Resident Physician I/Represented; 2723 Resident Physician II-IX/Represented; 2724 Resident Physician II-IX/Non Represented;  2727 Post D.D.S. I-VI/Non Represented; 2728 Resident-Pharmacy/Non Represented; and 2729 Chief Resident-Pharmacy/Non Represented.

The revised salary scale will bring UC’s house staff salary levels to the Council of Teaching Hospitals’ (COTH) 50th percentile for fiscal year 2006-07 plus an additional 3.3% for all levels.  The revised scale is also intended to assure that UC salary scales are adjusted in parallel with national trends for physician training programs. Per the instructions from the Health Affairs Office, the July 1, 2007 increase will be the only salary increase for house staff for the 2007-08 year, and there will be no further adjustment or increase, including COLA, for house staff salaries at any of the UC campuses or to their salary scale during the year. The new scale is available on line at: http://www.ucop.edu/acadadv/acadpers/table-23-house-staff.pdf  (Attachment B).

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HOUSESTAFF SALARY SCALE EFFECTIVE 07/1/06
A revised salary scale has been issued effective July 1, 2006 for non-represented and represented housestaff in the following title codes: 2708 Resident Physician I/Non Represented; 2709 Resident Physician I/Represented; 2723 Resident Physician II-IX/Represented; 2724 Resident Physician II-IX/Non Represented; 2727 Post D.D.S. I-VI/Non Represented; 2728 Resident-Pharmacy/Non Represented; and 2729 Chief Resident-Pharmacy/Non Represented. 

The salary scale reflects a salary increase ranging from 1.68% to 5.00% in the salary rates for housestaff at Steps I through VIII only. There is no change in the salary rate at Step IX. The increase will help our programs remain competitive in recruiting top graduates for our residency programs. (Attachment D) The new scale is available on line at: http://www.ucop.edu/acadadv/acadpers/rev-table23-7-1-06.pdf

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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)

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HOUSESTAFF: REVISED SALARY SCALES FOR CERTAIN NON-REPRESENTED HOUSE STAFF 2005
Effective January 1, 2005, UCOP revised the salary scales (Table 23-1-1-05) (Attachment E) for non-represented house staff in the following title codes; Title Code 2708 Resident Physician I/Non Represented, Title Code 2724 Resident Physician II-IX/Non Represented, and Title Code 2727 Post D.D.S. I-VI/Non Represented. The scale reflects a small salary increase ranging from 1.2% to 2.9% in the salary rates for house staff at Steps I, II and III only. The increase will help our programs remain competitive in recruiting top graduates for our residency programs. Each school is responsible for ensuring funding to support the new scale.

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UCSF HONORARIUM POLICY (300-29) 2006
Payments of honoraria to faculty should be in compliance with the UCSF honoraria policy (Attachment C) (http://policies.ucsf.edu Policy 300-29). It should be noted that non-faculty academics are NOT currently eligible for honoraria per campus interpretation of APM 666. Revisions to APM 666 are being proposed by UCOP to more clearly define eligibility for honoraria. The campus will be notified if revisions to APM 666 are adopted by UCOP which change the eligibility of non-faculty academics for honoraria.

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IN RESIDENCE FACULTY 2006
Per the 1999 Report of the UCSF In Residence Task Force, In Residence Faculty at the Associate and Full Professor rank should have indefinite appointment end dates in the payroll system. However, it may be appropriate for an In Residence faculty member to have a definite end date as the result of extenuating circumstance, e.g. budgetary reasons. The following guidelines should be used when recording an indefinite end date:

  • In Residence Faculty Appointed at the Associate or Full Professor Rank prior to July 1, 2000:
    Faculty in this category are eligible for an indefinite appointment end date but must sign the In Residence acknowledgement form. http://academicaffairs.ucsf.edu/acapers/downloads/inresacknowledgement.doc
  • A copy of the signed acknowledgement form must be attached to the PAF that records the indefinite end date. If the faculty member chooses not to sign the form, then their appointment should be renewed on an annual basis.

In Residence Faculty Appointed at the Associate or Full Professor Rank effective July 1, 2000 or later:

  • Faculty appointed after July 2000 are automatically covered by the terms of the Report of the UCSF In Residence Task Force.
  • A signed acknowledgement form is not required prior to recording the indefinite end date although some Departments may wish to obtain a statement as a way to ensure that faculty are properly informed of the policy. Please refer to the Report for specific guidelines (Attachment E): http://academicaffairs.ucsf.edu/acapers/downloads/inresidencereport2005.pdf

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INTERCAMPUS RECRUITMENT 2011
As a reminder, recruitment of faculty from other UC campuses to Academic Senate appointments at UCSF requires notification to their home campus. Intercampus recruitment guidelines are available in APM 510, which outlines the timing of the notification to the home campus, the details of the offer that need to be included in the notification, and the restrictions on proposed salary and appointment. At UCSF, the notification process was delegated to the Office of the Vice Provost of Academic Affairs. Please contact Cynthia Lynch Leathers (cynthia.leathers@ucsf.edu) as soon as it appears that a faculty member from another UC campus may be a finalist in an academic search

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INTERCAMPUS RECRUITMENT 2010
As a reminder, recruitment of faculty from other UC campuses to Academic Senate appointments at UCSF requires notification to their home campus. Intercampus recruitment guidelines are available in APM 510, which outlines the timing of the notification to the home campus, the details of the offer that need to be included in the notification, and the restrictions on proposed salary and appointment. At UCSF, the notification process has been delegated to the Office of the Vice Provost of Academic Affairs. Please contact Cynthia Lynch Leathers (cynthia.leathers@ucsf.edu) as soon as it appears that a faculty member from another UC campus may be a finalist in an academic search.

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INTERCAMPUS RECRUITMENT 2007
As a reminder, recruitment of faculty from other UC campuses to Academic Senate appointments at UCSF requires notification to their home campus.  Intercampus recruitment guidelines are available in APM 510, which outlines the timing of the notification to the home campus, the details of the offer that need to be included in the notification, and the restrictions on proposed salary and appointment.  At UCSF, the notification process has been delegated to the Office of the Vice Provost of Academic Affairs.  Please contact Cynthia Lynch Leathers (cynthia.leathers@ucsf.edu) as soon as it appears that a faculty member from another UC campus may be a finalist in an academic search.

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INTERNATIONAL STUDENTS:
SERVICES TO INTERNATIONAL STUDENTS AND SCHOLARS (SISS) 2007

Recent policy revisions at SISS are of particular relevance to faculty and to those who process academic appointments. Under certain conditions, UCSF academic units sponsoring short-term visitors can process invitations to guest lecturers, conference attendees, and observers rather than requiring that SISS initiate the process (Attachment D).  A revised policy clarifies restrictions on the use of outside immigration attorneys and provides guidance to faculty members writing personal letters of support for individually-sponsored permanent residency petitions.  (Attachment D1)   SISS reminds UCSF academic units that individuals with nonimmigrant visa status may not volunteer services in a research laboratory, patient clinic, or academic or scholarly role.  (Attachment D2)  Please direct questions or comments to Janet Thelen Lockwood, Director, SISS.

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INTERPROFESIONAL EDUCATION:
RECOGNIZING CONTRIBUTIONS TO INTERPROFESIONAL EDUCATION 2009

The campus has made a commitment to expanding interprofessional education opportunities via the UCSF Strategic Plan and the campus’ commitments to the Western Association of Schools & Colleges (WASC) accreditation.  The UCSF Interprofessional Education Task Force notes that substantial teaching contributions that enhance interprofessional education (in particular, the development/enhancement of interprofessional curricula) are to be encouraged and given recognition in the evaluation of a candidate’s qualifications for advancement.  It is recommended that these contributions be reflected in Chairs’ letters proposing appointment or advancement, when applicable.  In addition, solicitation letters to referees may include a request for comments relating to the candidate’s contributions to interprofessional education.

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LECTURER SALARY SCALES 2005
In accordance with the agreement between the UC-AFT and the University, the Non-Senate Instructional (NSI) Unit 18 salary scales, Table 17, 18 and 19 (Attachment D) were established with new minimum salaries for represented pre-six year Non-Senate Faculty (NSF) effective July 1, 2005 and for represented NSF with continuing appointments effective July 1, 2005.

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LECTURERS 2004
Effective immediately, the Vice/Associate Academic Deans are delegated the authority for approval of Lecturers, without salary, appointments.

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LECTURERS 2003
The Non-Senate Instructional Unit (Lecturer) contract negotiations are now complete. The contract can be found at http://atyourservice.ucop.edu/employees/policies/systemwide_contracts/nsi/index.html. Highlights of the contract are:

    • Salary increases.
    • Retroactive pay to Lecturers who received pay during fiscal year 2002-2003.
    • Increases are based on earnings not range adjustment and vary according to salary level.
    • When “need” is identified by the department that a Lecturer will be continued, the department must provide an assessment and generate a reappointment letter for all pre-continuing appointments (1 to 6 years).
    • The departments must establish review criteria for the assessment of pre-continuing Lecturers whom shall be notified of the review criteria, the form of assessment that the department will follow for reappointment and when the assessment will occur.
    • Prior to reappointment in the seventh year, an “excellence review” must be conducted. This action identifies a Lecturer as a Continuing Indefinite Appointee and removal is possible only through layoff, termination for cause or failure to maintain excellence. When a Lecturer is favorably reviewed for a Continuing Appointment, a two step merit increase is awarded. Eligibility for further advancement occurs every third year thereafter.
    • We await further clarification for implementation from Office of the President.

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LETTERS OF EVALUATION 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)

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LETTERS OF EVALUATION 2004
In response to departmental requests, the Committee on Academic Personnel and campus administration have agreed to allow the written request for letters of evaluation, as well as the letters of evaluation, to be submitted via Facsimile and/or E-Mail. It is anticipated that this will greatly facilitate and reduce the preparation time for dossiers.

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LIABILITY INSURANCE GUIDELINES FOR UCSF
In response to a request from Audit Services, a campus-wide work group that included representatives from Legal Services, Risk Management, and School of Medicine Academic Affairs developed guidelines regarding the University’s liability insurance. These guidelines, which are in effect for all UCSF faculty members, provide general guidance to faculty members and clarify the limits of the University’s liability insurance coverage. Faculty members who have questions about liability insurance should contact their Department Chair or ORU Director. The Guidelines are available as a PDF here.
(posted February 4, 2014)

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MEDICAL SEPARATION POLICY (APM 080) 2010
Medical Separation may be appropriate when a long term or serious disability occurs that cannot be reasonably accommodated and which precludes an appointee from performing the essential assigned functions of their position. The Medical Separation Policy (APM 080) describes the process and conditions under which a medical separation should be considered for an academic appointee.  UCSF-specific guidelines, flowcharts, and templates are now available to assist Departments should they need to pursue this option.  Please contact Emerald Light [mailto:emerald.light@ucsf.edu] for additional information on this process.

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POSTDOCTORAL SCHOLARS -  MEDICAL SEPARATION (APM 080) 2008
Vice Provost Nicholas Jewel, Office of the President, provided the following clarification on how Postdoctoral Scholars are governed by the provisions of the recently-issued Academic Personnel Policy 080 on Medical Separation, effective July 1, 2008:

The section entitled “Notice” in the new policy, APM - 080-3-c, states that for non-faculty academic appointees, a letter of medical separation “shall include the separation date and the right  to file a grievance under APM - 140.” However, Postdoctoral Scholars are not covered by APM - 140; rather, their grievance rights and process are outlined in APM - 390-40. It is not the intention of  APM - 080 to deny Postdoctoral Scholars the right to file a grievance in the case of a medical separation. Therefore, the provisions of APM - 080 that apply to non-faculty academic appointees shall apply equally to Postdoctoral Scholars, with the exception that under APM - 080-3-c, for Postdoctoral Scholars, the letter of medical separation shall include the right to file a grievance under APM - 390-40 rather than APM - 140.

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RECALL: NEW RECALL AND VISITING PROFESSOR TITLE CODES EFFECTIVE 01/01/14
As part of the system-wide standardization effort, Recall and Visiting Professor title codes have been renamed and/or remapped, and outdated title codes have been frozen.  Transaction Services will transition academics currently appointed as Recall and Visiting Professors to the new codes in PPS to reflect the new mapping. Effective January 1, 2014, the new title codes should be used for all new recall and visiting professor appointments.  For additional information about the new title codes and a job aid for determining the appropriate title code to use, please click here.
(posted January 28, 2014)

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SUPPLEMENT TO MILITARY PAY REVISED AND EXTENDED THROUGH JUNE 2018
The Policy on the Supplement to Military Pay, which expired on June 30, 2014, has been revised and extended through June 30, 2018.  All employees who are members of the National Guard, the Armed Forces, the commissioned corps of the Public Health Service, or any other category designated by the President, and who have enlisted or have been called to active military duty in the Overseas Contingency Operations campaign (formerly the War on Terror campaign) or any successor military campaign, are eligible for supplements to their military pay.  Policy guidelines are available at: http://ucnet.universityofcalifornia.edu/compensation-and-benefits/roadmaps/military.html.
(posted August 22, 2014)

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SUPPLEMENT TO MILITARY PAY EXTENDED TWO YEARS 2010
Under the Policy on Supplement to Military Pay, the University provides eligible employees with supplemental payments equal to the difference between the employees’ University base pay and their military pay and allowances until the end of an employee’s active military duty, or until June 30, 2012, whichever comes first.  The University also continues to pay the UC contribution to employees’ health plan premiums while an employee is eligible for benefits under the policy.  Benefits provided under the policy are subject to a two-year lifetime limit.  The University has proposed that the Policy be renewed for a two-year period, effective July 1, 2010 through June 30, 2012. Please refer to the Revised Implementation Guidelines and Extended Military Leave Q&A’s for additional details.

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SUPPLEMENT TO MILITARY PAY EXTENDED TWO YEARS 2008
 The Policy on the Supplement to Military Pay, which was set to expire on June 30, 2008, has been extended through June 30, 2010. The University of California will continue to provide reasonable assistance to the University academic and staff personnel who are serving on active military duty in the Operation Enduring Freedom, Operation Noble Eagle, and Operation Iraqi Freedom campaigns, and any other campaigns in connection with the national state of emergency declared in the aftermath of the September 11, 2001 attacks. Employees who serve in such campaigns are eligible for benefits under the Policy on Supplement to Military Pay.  (Please see full document -“Attach. C”).
 http://atyourservice.ucop.edu/employees/policies_employee_labor_relations/military_pay_polici
es/index.html.

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SUPPLEMENT TO MILITARY PAY  2007
The Policy on the Supplement to Military Pay provides eligible employees with supplemental payments equal to the difference between the employees’ University base pay and their military pay and allowances, and continues the University contribution to health plan premiums. The Policy on the Supplement to Military Pay has been extended through June 30, 2008. Policy guidelines are available at: http://atyourservice.ucop.edu/employees/policies/policies/supplement.html.

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SUPPLEMENT TO MILITARY PAY  2006
The Policy on the Supplement to Military Pay provides eligible employees with supplemental payments equal to the difference between the employees’ University base pay and their military pay and allowances, and continues the University contribution to health plan premiums. The Policy on the Supplement to Military Pay has been extended through June 30, 2008. Policy guidelines are available at: http://atyourservice.ucop.edu/employees/policies/policies/supplement.html

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SUPPLEMENT TO MILITARY PAY 2005
The University is currently updating policy for academic appointees who are away on military service. The current policy is scheduled to end on June 30, 2005.

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MORTGAGE ORIGINATION PROGRAM AND SUPPLEMENTAL HOME LOAN PROGRAM LANGUAGE IN OFFER LETTERS 2008
The Mortgage Origination Program (MOP) and Supplemental Home Loan Program (SLHP) sections of the interactive on-line offer letter system for academic appointees have been modified for clarity and to ensure potential participants do not enter into a purchase contract until eligibility and loan approval requirements have been met.  The program parameters for MOP and SHLP loans have not changed.  Departments should not use language other than the approved language in the offer letter system.  Departments should coordinate with Home Loan Program Manager Carol Miller at cmiller@acadpers.ucsf.edu [ as of Jan 2012, Wilson Hardcastle at Wilson.hardcastle@ucsf.edu] before setting terms for a SHLP loan.

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UC HOME LOAN ASSISTANCE FOR RECRUITMENT OR RETENTION 2006
The Mortgage Origination Program (MOP) provides first deed of trust mortgage loans to eligible members of the faculty of the University of California. The Supplemental Home Loan Program (SHLP) provides below-market-rate home financing to assist eligible faculty members. The MOP is centrally funded; the SHLP is departmentally funded.

The eligible population for the both Programs consists of full-time University appointees who are members of the Academic Senate or hold the title of Acting Assistant Professor. The MOP is further restricted to eligible appointees who do not currently own, and have not, within the 12-month period preceding the issuance of the loan, owned a principal place of residence within a reasonable distance of the campus. Exception to both Program eligibility requirements requires review and approval by the Chancellor and, in some cases, the Board of Regents. As of June 2006, all UCSF campus exception funds for MOP were committed through at least June 2007.

Effective June 2006, requests for faculty participation in the home loan programs require the signature of the respective Dean indicating his/her concurrence. Department Chairs may not make affirmative statements concerning allocations or loan qualifications, since those decisions cannot be made until an allocation request and loan application are received and evaluated. The Office of Academic Affairs recommends the following language for offer letters: “(The Department) will support your application for a Mortgage Origination Program (MOP) loan allocation. Provision of a MOP allocation is subject to eligibility requirements and the availability of funds. Provision of a MOP loan is subject to your ability to qualify for financing.”

Questions regarding UC Home Loan Programs should be directed to UCSF Home Loan Program Manager Carol R. Miller [ as of Jan 2012, Wilson Hardcastle at Wilson.hardcastle@ucsf.edu]

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OPEN ENROLLMENT 2005
For the first time since 1992, the UC-Sponsored Supplemental Disability Plan will be an available option during Open Enrollment this Fall. The plan will be open for new enrollments, and those already enrolled may change their waiting period. No statement of health will be required. Faculty and staff who are not enrolled in supplemental disability are encouraged to consider whether this plan may be appropriate as it protects against lost wages in the event of a disabling illness or injury. Premiums for Supplemental Disability in 2006 will not increase over those for 2005. Coverage for those who enroll during Open Enrollment will be effective January 1, 2006. For more information about the Supplemental Disability Plan, see “Disability” under “Health and Insurance” on the At Your Service website (http://atyourservice.ucop.edu).

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OWNERSHIP OF COURSE MATERIALS 2003
The Policy on Ownership of Course Materials was prepared to clarify existing policy concepts and extend their application to works prepared for teaching and, in particular to provide useful guidance for faculty, staff and administrators about intellectual property rights for teaching materials in digital form. This policy is intended to supplement the existing Policy on Copyright Ownership which remains in effect, addressing copyright ownership issues related to materials prepared for instructional purposes
http://www.ucop.edu/ucophome/coordrev/policy/9-25-03policy.pdf.

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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)

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PLACEMENT GOALS 2007
Effective immediately, departments must use actual numbers (rather than “X”) in the placement goals section of the academic recruitment plan and search waiver form.  Forms not completed properly will not be processed and will be returned to the originating office.  Placement goals are available online.

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POSTDOCTORAL SCHOLAR MINIMUM ANNUAL SALARY RATE  2009
The scale for Postdoctoral Scholars (Table 24) has been adjusted to reflect a new minimum salary of $37,400 effective October 1, 2009.  This is the third year of a three-year plan to increase the Postdoctoral Scholar minimum salary by October 1, 2009 to the annual level established by the NIH for NRSA Postdoctoral Fellowships and Training Grants.  There is no change in the maximum salary rate.  The revised salary scales is available online at:  http://www.ucop.edu/acadadv/acadpers/revised_postdoc.html

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POSTGRADUATE RESEARCHER TITLES 2009
As a reminder, the title series for Postgraduate Researcher will be retired on January 1, 2010. This includes the following Postgraduate Research title codes:  

  • 3240 Postgraduate Research ___- Fiscal Year
  • 3370 Visiting___-Postdoctoral Scholar.

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POSTGRADUATE RESEARCHERS – NON-STUDENT 2003
A New Postdoctoral Scholar policy was implemented July 1, 2003. Starting January 1, 2004 the University will begin phasing out the use of the Postgraduate Research (PGR) title, Title Code 3240. Effectively immediately, no new appointments may be made to PGR. All PGRs who are not postdoctoral scholars and have appointment end dates beyond July 1, 2006 need to be appointed in a title that is appropriate to their job responsibilities. Such titles may include, but are not limited to, academic titles such as Junior Specialist, Assistant Specialist, or staff titles such as Staff Research Associate. (http://www.ucop.edu/acadadv/acadpers/apm/apm-390.pdf)

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PROFESSIONAL RESEARCH SERIES SERIES 2013
New and revised policies have been issued by Office of the President. Revised APM 310, Professional Research series, is used for researchers who are directly engaged in independent research, function as Principal Investigators, and have the major responsibility and leadership for their research work. A new series, Project Scientist, is used for appointees who make significant and creative contributions to a research program. Appointees are not required to carry out independent research. While these policies were under review, the San Francisco campus did not see the necessity of adding another research series. It is believed that the Professional Research series addresses the needs of UCSF. Therefore, the San Francisco campus will not be implementing the Project Scientist series at this time.
A reminder that all Professional Research appointees must advance to the maximum of their approved rank and step, no later than October 1, 2004. The salary ranges that apply to UCSF can be found on Table 15 of the October 1, 2003 salary scales issued by the Office of the President. Departments may adjust salaries within the range at time of reappointment/continuation (Attachment F).

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PROFESSIONAL RESEARCH SERIES 2008
The Committee on Academic Personnel offers this description to clarify policy and practice regarding this series at UCSF:

The Professional Research series is used for appointees who engage in independent or collaborative research equivalent to that required for the Professor series.  Professional Researchers may or may not be Principal Investigators. Candidates in the Professional Research series do not have teaching responsibilities.

Advancement in this series requires meritorious contributions in the area of creative activity and professional competence.  Candidates at the Assistant rank are not required to participate in University, professional, and/or public service; however at the Associate level or above, candidates are expected to participate in some form of service. 

Appointments in this series can be made to individuals who contribute unique and essential expertise to a research program.  Letters—internal, external, or from a Department Chair—written in support of an appointment to or an advancement within this series should include reference to the unique and essential contribution a candidate provides to a collaborative research effort (in the cases where the candidate is not working independently as a Principal Investigator).

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PROFESSIONAL RESEARCH SERIES 2006
Appointees in the professional research titles do not have teaching responsibilities. While participation in an occasional lecture might be appropriate, major teaching activities and course responsibilities are not appropriate for appointees in this series. Materials related to teaching activities that are submitted with dossiers will not be considered for appointment or advancement.

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PROFESSIONAL RESEARCH SERIES 2004
Review and approval of normal, on-time merits in the Professional Research Series (with the exception of merit from Step V to VI) is delegated to Vice/Associate Academic Deans. As in the past, promotions in the Professional Research Series will be reviewed by the Committee on Academic Personnel.

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PROFESSIONAL RESEARCH SERIES/PROJECT SCIENTIST SERIES 2003
New and revised policies have been issued by Office of the President. Revised APM 310, Professional Research series, is used for researchers who are directly engaged in independent research, function as Principal Investigators, and have the major responsibility and leadership for their research work. A new series, Project Scientist, is used for appointees who make significant and creative contributions to a research program. Appointees are not required to carry out independent research. While these policies were under review, the San Francisco campus did not see the necessity of adding another research series. It is believed that the Professional Research series addresses the needs of UCSF. Therefore, the San Francisco campus will not be implementing the Project Scientist series at this time.
A reminder that all Professional Research appointees must advance to the maximum of their approved rank and step, no later than October 1, 2004. The salary ranges that apply to UCSF can be found on Table 15 of the October 1, 2003 salary scales issued by the Office of the President. Departments may adjust salaries within the range at time of reappointment/continuation. (Attachment F.)

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PROFESSIONAL RESEARCH SERIES – SALARY SCALES 2008
In October 2007, a 3.2% guaranteed increase was applied to current salaries for appointees in the Professional Research series at UCSF.  In addition, there was an option to grant all or part of the market adjustment for professional research series appointees based on the availability of funding sources to support the increase.   As a reminder, it is expected that appointees in this series will be at market-adjusted rate by October 1, 2008.  The UCSF salary scale for Professional Research Series appointees is available at:
http://academicaffairs.ucsf.edu/acapers/salaryscales.php

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RECRUITMENT: NEW POLICY AND PROCESS FOR ACADEMIC RECRUITMENTS
TO BE IMPLEMENTED IN SUMMER 2015

As noted in Chancellor Hawgood’s July 2014 communication to the campus (click here), the Office of Federal Contract Compliance Programs (OFCCP) conducted a compliance evaluation to determine whether UCSF’s hiring and employment practices are nondiscriminatory and whether affirmative action is being taken. While the findings found no evidence of discrimination, UCSF was found to be non-compliant with some technical requirements around applicant tracking, collection and maintenance of personnel files and employment records, and analysis to determine whether/where impediments to equal employment opportunity exist. As a result of the campus’ agreement with the OFCCP to remedy these technical regulatory violations, Academic Affairs has been actively involved in reviewing our local practices in consultation other campus offices and outside counsel to determine areas where revisions to academic recruitment process and policy are needed to meet federal requirements. Compliance needs were carefully balanced with the impact to business processes and operational efficiencies. Over the summer, detailed information will be disseminated to the campus regarding academic searches and search waivers, including new guidelines, processes, tools and training.

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REIMBURSEMENT OF MOVING EXPENSES 2011
Per APM 560, reimbursement of relocation expenses are not provided automatically nor does it constitute a perquisite of University employment. APM 560 notes that certain expenses (e.g. moving household goods) can be reimbursed for one-half the total costs. Additionally, it notes that only certain academic appointees are eligible for reimbursement. Application for reimbursement of removal (moving) expenses should follow the procedures of Business and Finance Bulletin G-13, Policy and Regulations Governing Moving and Relocation. Written documentation requesting an exception to APM 560 must accompany the check request / invoice if the Department is proposing 100% reimbursement of expenses and/or reimbursement of expenses for an academic appointee who is not eligible by policy. Effective January 1, 2012, School/Dean’s Office  approval is no longer required for exceptions to APM 560, unless there is a Dean’s office commitment of funds for the expenses. Please use the form and instructions for requesting an exception for moving expenses provided online.
(Note: Academic Affairs CANNOT grant exceptions to any Business and Finance Bulletins, including G-13 and G-28.)

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REIMBURSEMENT OF RELOCATION EXPENSES 2007
Per APM 560, reimbursement of relocation expenses are not provided automatically nor do they constitute a perquisite of University employment.  APM 560 notes that certain expenses (e.g. moving household goods) can be reimbursed for one-half the total costs. Additionally, it notes that only certain academic appointees are eligible for reimbursement.  Application for reimbursement of removal expenses should follow the procedures of Business and Finance Bulletin G-13, Policy and Regulations Governing Moving and Relocation. Written documentation must accompany the check request if the Department is proposing 100% reimbursement of expenses and/or reimbursement of expenses for an academic appointee who is not eligible by policy.  It is anticipated that revisions to APM 560 will be proposed by UCOP in 2007-08 which will expand eligibility as well as allow reimbursement of 100% of expenses by policy.  The campus will be notified if revisions to APM 560 are adopted by UCOP.

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REDUCED FEE ENROLLMENT POLICY 2003
Many inquiries have been received regarding the eligibility of academic employees to participate in the Reduced Fee Enrollment Program. The policy was first established by The Regents in 1953 for staff employees and was extended to academic appointees in 1967. Program parameters are:

  • An academic appointee who is employed at least 50% time can apply to take courses at a two thirds
  • reduction of the full-time University Registration and Education Fee on undergraduate or graduate level courses for up to three (3) courses or nine (9) units per quarter, whichever is greater.
  • The appointee must satisfy the University of California residency requirement; otherwise, the employee is subject to the full non-resident fee.
  • The appointee must apply for admissions by contacting the UCSF Office of Admissions to obtain appropriate forms and information for entrance.
  • The form needs verification and approval from the Office of Academic Personnel.
  • Once the appointee has enrolled, the employee shall complete an Application for Reduced Fee Enrollment form.

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RESEARCH: EVALUATION OF COLLABORATIVE RESEARCH 2011 (reprinted from 2006 Annual Call)
The conduct of novel and successful research has grown increasingly collaborative in recent years.  In this environment it is often difficult to evaluate the unique and creative contributions to collaborative research of faculty candidates for appointment, merit advancement and promotion, regardless of their series.  Furthermore, the descriptors for some faculty series in the Academic Policy Manual (APM), are misleading and in need of revision.  To that end, efforts are underway system-wide to revise the APM to reflect the modern research environment. 

Traditional indicators, such as Principal Investigator status on grants and consistent position as first or senior author on publications (or other product of joint effort), remain key hallmarks of the successful researcher.  However, they are not the sole indicators of success in the present collaborative research environment.

Pending changes to the APM, the Committee for Collaborative Research Evaluation recommended that Department chairs, directors of large laboratories who oversee other faculty, and faculty candidates should include a description and evaluation of the faculty candidate’s unique, essential, and creative contributions to collaborative research.  Department chairs should take note of the current wording of APM 210-1-D (2), which reinforces the need for the Chair to clearly establish the role of the candidate in collaborative research.  To assist in this evaluation, faculty candidates should recommend, and the Chair select, both internal and external referees who are familiar with the candidate’s essential and creative contributions to collaborative research, such that the unique contributions of the candidate can be assessed.

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RESEARCH: EVALUATION OF RESEARCH 2007
As a reminder, Department chairs should include a description and evaluation of the faculty candidate’s unique, essential and creative contributions to collaborative research in their letters of support for appointment or advancement. Department chairs should take note of the current wording of APM 210-1-D (2), which reinforces the need for the Chair to clearly establish the role of the candidate in collaborative research.

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RESEARCH: EVALUATION OF RESEARCH 2005
The conduct of novel and successful research has grown increasingly collaborative in recent years. In this environment it is often difficult to evaluate the unique and creative contributions to collaborative research of faculty candidates for appointment, merit advancement and promotion, regardless of their series. Furthermore, the descriptors for some faculty series in the Academic Policy Manual (APM), are misleading and in need of revision. To that end, efforts are underway system-wide to revise the APM to reflect the modern research environment.

Traditional indicators, such as Principal Investigator status on grants and consistent position as first or senior author on publications (or other product of joint effort), remain key hallmarks of the successful researcher. However, they are not the sole indicators of success in the present collaborative research environment.

Pending changes to the APM, the Committee for Collaborative Research Evaluation has recommended that Department chairs, directors of large laboratories who oversee other faculty, and faculty candidates should include a description and evaluation of the faculty candidate’s unique, essential and creative contributions to collaborative research. Department chairs should take note of the current wording of APM 210-1-D (2), which reinforces the need for the Chair to clearly establish the role of the candidate in collaborative research. To assist in this evaluation, faculty candidates should recommend, and the Chair select, both internal and external references who are familiar with the candidate’s essential and creative contributions to collaborative research, such that the unique contributions of the candidate can be assessed.

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RECALL 2006
As a reminder, campus practice is to limit Recall/Post-Retirement appointments and reappointments to 43%. Per APM 200, the salary rate for an initial recall appointment should not exceed the faculty member’s rate at the time of retirement. Merit/promotion increases are not granted after retirement but the salary rate can be augmented by any subsequent range adjustments. For initial recall appointments, a UCRP Waiver and Release Form (UBEN 1039) is required and should be submitted to the campus benefits office prior to the effective date of the recall appointment.

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RECALL 2005
For UC retirees who are Medicare-eligible, and/or have Medicare-eligible family members, federal law requires that if the rehired retiree becomes eligible for medical coverage as an employee, Medicare will become the secondary payer and the employee medical coverage will become primary. Since this can have an impact on the employee’s and the employer’s cost for medical coverage, it is recommended that Recall/Post-Retirement appointments/re-appoints now be limited to 43%. The link to the UCOP Medicare Fact Sheet is http://atyourservice.ucop.edu/forms_pubs/checklists_factsheets/medicare_factsheet.pdf.

In preparing Post-Retirement or Recall appointment or reappointment packets, it is no longer necessary to include the curriculum vitae.

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RECALL 2004
For UC retirees that are Medicare-eligible, and/or have Medicare-eligible family members, federal law requires that if the rehired retiree becomes eligible for medical coverage as an employee, Medicare will become the secondary payer and the employee medical coverage will become primary. Since this can have an impact on the employee’s and the employer’s cost for medical coverage, it is recommended that Recall/Postretirement appointments/re-appoints now be limited to 43%. The link to the UCOP Medicare Fact Sheet is: http://atyourservice.ucop.edu/forms_pubs/checklists_factsheets/medicare_factsheet.pdf

In preparing Post-Retirement or Recall appointment or reappointment packets, it is no longer necessary to include a curriculum vitae.

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REFERENCE LETTER REQUEST REQUIREMENTS
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)

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REFERENCE REQUEST LANGUAGE FOR CLINICAL X ACTIONS 2010
With the approval of CAP, the language used in reference request letters for Clinical X faculty appointment and advancements packets was revised.  Specifically, there was concern about the perceived “requirement” for international stature for Clinical X faculty at the full professor rank.  The approved language now reads:  “At the [Assistant/Associate/full] Professor rank, candidates are expected to have achieved [local/regional/national] stature in their field by virtue of their creative contributions.”  This more closely matches the criteria outlined in APM 210-2 and more accurately reflects the credentials of our Clinical X faculty per the reviewing agencies.  These changes have been recorded in the Advance system so that reference requests sent from Advance already include the revised language.

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REVIEWS: COMMUNICATION OF REVIEWS 2004
Letters from the Executive Vice Chancellor informing the faculty member and the department of the result of the dossier review will no longer be based on the information provided on the Personnel Action Form, but rather only the information provided on the Summary Sheet. It is therefore imperative that the Summary Sheet be accurate and includes such information as all joint and additional appointments, areas of interest, degree, etc. We want to avoid confusion for faculty members, who become anxious when all the correct information is not included in the letter. Since these letters are now sent out much earlier than in the past, if an “improvement needed” letter is sent to the Chair it should be addressed as soon as possible.

Letters of Appraisal from the Executive Vice Chancellor will include an overview of the findings of the reviewing agencies and should always be sent to faculty members who are appraised. The
Executive Vice Chancellor’s letter will include the statement saying, “When this letter has been shared with Dr. _________ and his/her Department Chair, I would appreciate a note to that effect, signed by both so that it can be placed in his/her personnel file.”

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SABBATICAL LEAVE WORKSHEET 2007
A sabbatical leave worksheet has been developed in order to expedite the approval of sabbatical leave requests and help ensure compliance with APM 740.  This worksheet must accompany each sabbatical request.  Please note that this worksheet can also be use for professional development leaves when appropriate.  Many departments use similar criteria for professional development leave for senate faculty as is used for sabbatical leaves for ladder rank faculty.  The worksheet is available here. As a reminder, all leaves require approval from the Vice Provost, Academic Affairs subsequent to Departmental and Dean’s office concurrence before the information can be recorded in the payroll system.

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SABBATICAL LEAVE 2006
It has come to our attention that certain aspects of the sabbatical leave policy have not been consistently applied across the campus. The leave of absence form (UPAY-573) requesting a sabbatical leave must be accompanied by a detailed statement as outlined in APM 740-94. Per APM 740-97, within 90 calendar days following return from leave, the recipient of a sabbatical leave shall submit to the Associate Vice Chancellor-Academic Affairs, (through his/her Department and School) a concise report of the results of the leave. As a reminder, all leaves require approval from the Associate Vice Chancellor, Academic Affairs subsequent to Departmental and Dean’s office concurrence before the information can be recorded in the payroll system.

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SALARY SCALES: ACADEMIC SALARIES 2005-06
We are anticipating a 3 percent increase in the University’s base budget. This funding will support a 1.5 percent general salary increase for all eligible academics and 1.5 percent funding for faculty and other academic merit programs.

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SALARY SCALES: ACADEMIC SALARIES 2004-05
Attached are the range adjusted scales for the Academic Student Employees Unit who will be receiving a 1.5% salary increase effective October 1, 2004. Range adjustment funds from the State were not received for all other academic employees. Those academic salary scales will remain unchanged.
Note that all Professional Research titles must be at the maximum of the step range no later than October, 2004.

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SALARY SCALES: ACADEMIC SALARY INCREASES 2003-04
Once again the University of California did not receive range adjustment funds from the State. Academic salary scales remain unchanged. The 2003-04 salary scales are available on the web at http://www.ucop.edu/acadadv/acadpers/tab0304/tabcont.html. Academic merit increases for 2003-04 will be funded in accordance with academic compensation programs and collective bargaining agreements.

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SALARY SCALES: OFF-SCALE SALARIES: RETURN TO ON-SCALE 2003
It is important to remember that UCSF’s policy requires that an appointee who is given an off-scale salary must be returned to an on-scale salary no later than the second subsequent advancement through merit, promotion or change-in-series.

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SALARY SCALES: OFF-SCALE POLICY 2003
In order to preserve the significance and values of the salary scales, salaries should be on-scale to the greatest extent feasible. Only titles in the Ladder Rank, In-Residence, Clinical X, Clinical and Adjunct Professor Series as well as titles in the Professional Research series are eligible. Note that titles in other series such as Academic Administrator, Academic Coordinator and Specialist are not eligible.

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SEARCH PROCESS REPORT 2010
The Search Process Report (SPR) is now automated in the Academic Demographic System (ADS). All faculty searches will need to be closed out using the report generated by the system. The feature is designed to pull applicant information from the system and the report is generated following minor data entry by the department. The finalized report is formatted as a PDF and easily printed for signature and submission. Revised instructions for the ADS, including the use of this new feature, can be found under the Recruitment header on the Academic Affairs website. Please share this information with other members of your unit who handle faculty recruitment. Please contact Misty Loetterle at mistyann.loetterle@ucsf.edu with any questions. 

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SEARCHES: ACADEMIC SEARCHES 2009
The following are updates to the academic search process:

    • Letters to Unsuccessful Applicants
      Since the absence of a letter reflects on our commitment to an open and welcoming process, all attempts should be made to send letters out in a timely manner. Applicants may be sent a letter as soon as the search committee determines they are unqualified or at the point they are no longer being considered for a position. The sample letters may be found at  Letters to Unsuccessful Applicants and may be edited at the discretion of the search committee. 
    • Placement Goals
      Effective immediately departments must use planning unit/department specific placement goals on the Academic Recruitment Plan and Search Waiver forms. Forms not completed properly will not be processed and will be returned to the originating office. Forms currently in the approval process will be honored. Department placement goals may be found on the Recruitment page of the Academic Affairs website http://academicaffairs.ucsf.edu/ and on the Affirmative Action Equal Opportunity and Diversity website http://aaeod.ucsf.edu/aaeod/All_pages/7026-DSY.html
    • Vacancies
      Effective July 1, 2009, vacancies that have been open 3 or more years  (established prior to 6/30/06) will be closed. If the position is still active, a new recruitment plan will need to be submitted. This will facilitate moving all faculty  searches to the Academic Demographic System which captures timely demographic data on the applicant pool. A list of affected vacancies will be sent to each department.

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SEARCH COMMITTEE CHECKLIST – UCSF 2008
New checklists for conducting academic searches are now available. The Search Committee Checklists provide search committees with a step-by-step guide and best practices to follow when conducting an academic search. These checklists will help search committees follow academic recruitment policies and procedures, and will provide suggestions for attracting a more diverse qualified applicant pool. Note that there is a checklist specific to faculty searches and a checklist for non-faculty academic searches.  The checklists can be found at:
http://academicaffairs.ucsf.edu/recruitment/.

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SEARCH WAIVERS 2013

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)

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SEARCH WAIVERS 2009

A new document is available on the Academic Affairs website which summarizes and codifies the academic search waiver process on our campus. 

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SEARCH WAIVERS 2007
Search waivers will be limited to two-year periods which can be renewed.  Waivers of search for faculty will not be approved beyond five years unless the Department has identified a long-term strategy for a continuing appointment, possibly to include conducting a national search for which the faculty member might be identified as the candidate of choice. Indefinite waivers of search for faculty are no longer permissible.  All search waiver forms are forwarded to Academic Affairs for review and approval, including search waivers for non-faculty academics that were previously delegated to the Schools.

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SEARCH COMMITTEE AMBASSADOR PROGRAM 2003
I am pleased to announce that the Chancellor has approved a two-year pilot program developed by the Equal Opportunity Committee of the Academic Senate, the Search Committee Ambassadors. The primary purpose is to help search committees attract diverse pools of outstanding faculty candidates. The faculty Ambassadors will not be a member of search committees, but will provide services to departments and search committees with the goal of alleviating some of the search process burden. Once the Ambassadors have been appointed and have gained experience working with search committees, it is anticipated that best practices will be identified and a listing of campus/community resources and other recruitment tools will be developed.

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SEXUAL HARASSMENT PREVENTION TRAINING (MANDATORY) 2005
Recent California legislation (Assembly Bill 1825) requires designated California employers to provide mandatory sexual harassment prevention training for supervisors. In the University, many academic employees may not have supervisory titles, but are de facto supervisors, and would be considered supervisors under this new law. By January 1, 2006, at least two hours of didactic or other effective interactive training and education regarding sexual harassment must be provided for those employees designated as supervisors. Any new supervisor hired or promoted into a supervisory position after July 1, 2005, must receive the required training within six months after assuming the new supervisory position. Under the OSHPR (Office of Sexual Harassment Prevention and Resolution), UCSF has provided a proactive, ongoing classroom training program for employees and students, and, semi-annual briefings for new supervisors and faculty. In addition, UCOP anticipates providing an on-line version of sexual harassment training in the near future. For currently available UCSF training sessions, individuals may begin immediate registration on line at: http://training.ucsf.edu. Refer to the category for Managers and Supervisors. Individuals with general questions should contact Joyce Hammel or Charleane Williams at 476-5186 or make email contact at: mailto:cwilliams@worklife.ucsf.edu

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STAFF AND ACADEMIC REDUCTION IN TIME (START) PROGRAM 2008
The University has implemented a new, two-year Staff and Academic Reduction in Time (START) Program to provide eligible employees an opportunity to voluntarily reduce their working time and corresponding pay in exchange for a number advantages, such as accrual of University of California Retirement Program (UCRP) service credit and vacation and sick leave at the employees’ pre-START rates.  The reduction in time and pay will help the University achieve temporary salary savings during this period of budgetary shortfall.  Implementation of START is at the discretion of unit managers.  In instances where departments elect to offer START, employees may begin signing up for the program immediately.  The program will be in effect from July 1, 2008 through June 30, 2010.  Please note that faculty appointees are not eligible to participate in this program but non-faculty academics are eligible to participate. The documents for implementation of the program will be posted at the following URL:
http://atyourservice.ucop.edu/employees/policies_employee_labor_relations/start.html

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STATE SOURCES FOR SALARY SUPPORT 2008
In response to recent queries regarding the use of state funds for salary support, we have received confirmation from the Office of the President that state sources cannot be used for salary support above Scale 0 for Health Sciences Compensation Plan faculty.  Included in this restriction are funds from Industry-University Cooperative Research Program (IUCRP) programs, such as Discovery Grants.  Please note that this applies to all funding in the 199xx as well as 18xxx series of fund numbers.

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STEWARDSHIP REVIEWS (Dept. Chairs, Deans, ORU’s) 2007
The campus procedure for Stewardship Reviews has been further updated to provide clearer instructions to the reviewing committee and to ensure a quicker turnaround time for reporting the outcome of the review. Additionally, the stewardship review committee can recommend a subsequent interim review to obtain an update on areas of improvement which should be addressed prior to the next stewardship review (Attachment E).

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STEWARDSHIP REVIEW 2005
The campus procedure for Stewardship Reviews has been updated. Of note, the deadlines have been revised to ensure a quicker turnaround time for reporting the outcome of the review. (Attachment A;StewardshipRvReportTemplate2002.pdf; StewardshipRvCommMembers2002.pdf; StewardshipRvInterviewee2002.pdf)

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STEWARDSHIP REVIEW 2003
University policy requires that all department chairs, directors and deans be reviewed every five years. The Committee on Academic Personnel (CAP) has made the following changes in the stewardship review process. 1) Stewardship review committees will now be asked to interview the reviewee as their final interview in the review process, allowing the reviewee to comment on issues that may arise during the review. The review committee may choose to interview the reviewee early in the process as well. 2) The department or ORU representative would no longer be included on the review committee. Instead, a department Vice Chair (for Chair reviews) would be interviewed as needed during the process to provide a more in depth understanding of department issues and context. 3) When a stewardship review is initiated, widespread information should be given to the Department, ORU or School faculty regarding the nature of the stewardship review process and its confidentiality requirements. These changes have been added to the Stewardship Review Procedures. (Attachment G.)

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SUPPLEMENTAL MATERIALS TO CANDIDATES’ REVIEW FILES 2008
Considering the time span between the candidate’s first submission of an appointment or advancement packet to the department and its ultimate submission to CAP, the Committee would welcome the inclusion of a single paragraph or page of supplemental material prior to submission to the Committee.  This supplement would include any new information pertaining to grants, publications, awards or honors, and lectures or teaching-related items.  Supplements would only be used for packets that require review by CAP and would be submitted at the request of the Vice/Associate Dean of Academic Affairs in the candidate’s School prior to submission to the campus Academic Affairs office.

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SUPPLEMENTAL MATERIALS TO CANDIDATES’ REVIEW FILES 2007
Considering the time span between the candidate’s first submission of an appointment or advancement packet to the department and its ultimate submission to CAP, the Committee would welcome the inclusion of a single paragraph or page of supplemental material prior to submission to the Committee.  This supplement would include any new information pertaining to grants, publications, awards or honors, and lectures or teaching-related items.  Supplements would only be used for packets that require review by CAP and would be submitted at the request of the Vice/Associate Dean of Academic Affairs in the candidate’s School prior to submission to the campus Academic Affairs office.

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TEMPORARY EMPLOYEE EMERGENCY LOAN PROGRAM 2009
In response to salary reductions and furloughs, UCSF's campus leadership has created a Special Temporary Furlough Employee Emergency Loan Program for the duration of the salary reductions and furloughs.  Faculty and non-faculty academics can participate in this program if they meet the eligibility criteria listed below.  Employee may apply for this program beginning October 1, 2009.  The program will provide loan assistance to employees who have experienced salary reductions and experience financial stress causing them to need such assistance.  This temporary program will have the following criteria:

  • The maximum loan limit available to an employee will equal the reduction in pay created by the pay reduction applied to them (based on the applicable salary bands and related rules governing the salary reduction/furlough program).
  • The loan will be repaid in twenty-four (24) consecutive monthly payments through payroll deduction with the same rate of interest and repayment provisions as the regular Employee Emergency Loan.
  • Employees with salaries higher than $60,000 will be ineligible for this Program.
  • Any employee who does not qualify for this special program remains eligible for the regular Emergency Loan Program.

The Faculty and Staff Assistance Program (FSAP) will be handling the Special Temporary Furlough Employee Emergency Loan Program as well as the regular Employee Loan Program. Please contact them beginning October 1, 2009 for further information at 415-476-8279, or visit their website located at http://ucsfhr.ucsf.edu/index.php/assist/.

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TEMPLATES 2003
Attached are ten sample letters addressing the following Academic Personnel actions:

    • Written Warning, Non-Senate Academic Appointees
    • Counseling Letter (Optional), Non-Senate Academic Appointees
    • Written Notice of Action, Non-Senate Academic Appointees
    • Written Notice of Intent, Non-Senate Academic Appointees (Notice of Intent to Initiate Written
    • Censure, Suspension Without Pay, Reduction in Salary, Demotion or Dismissal)
    • Notice of Layoff or Involuntary Reduction in Time, Non-Senate Academic Appointees
    • Optional Follow-up to Layoff Letter, Non-Senate Academic Appointees
    • Optional Follow-up to Non-Renewal Notice, Non-Senate Academic Appointees
    • Notice of Action: Non-Renewal of Appointment, Non-Senate Academic Appointees with appointments of 50% time or greater who have served 8 or more consecutive years
    • Notice of Intent: Non-Renewal of Appointment, Non-Senate Academic Appointees with appointments of 50% or greater who have served 8 or more consecutive years
    •  Notice of Non-Renewal of Appointment, Non-Senate Academic Appointees with appointments of 50% time or greater who have served less than 8 consecutive years

These templates should be used as guides. Whenever you or your department confronts these issues, be sure to consult first with Academic Affairs in your Dean’s Office. These templates will be incorporated into local campus policies and guidelines on the Academic Personnel website. (Attachment H.)

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VETERANS BENEFITS IMPROVEMENT ACT 2005
The Veterans Benefits Improvement Act was signed into law on December 10, 2004. The new law requires the University to post a notice of employee rights, benefits and obligations under the Uniform Service Employment and Reemployment Rights Act of 1994. The text of this required notice will be forthcoming. Another provision of the Act expands the period that employers must offer employees called to active military service the right to continue employer-provided health coverage from a maximum of 18 months to 24 months.

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VISITING PROFESSORS: NEW RECALL AND VISITING PROFESSOR TITLE CODES EFFECTIVE 01/01/14
As part of the system-wide standardization effort, Recall and Visiting Professor title codes have been renamed and/or remapped, and outdated title codes have been frozen.  Transaction Services will transition academics currently appointed as Recall and Visiting Professors to the new codes in PPS to reflect the new mapping. Effective January 1, 2014, the new title codes should be used for all new recall and visiting professor appointments.  For additional information about the new title codes and a job aid for determining the appropriate title code to use, please click here.
(posted January 28, 2014)

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VISTING SCHOLARS
New Academic Policy for Visiting Scholars/Other Visitors (APM 430) effective July 1, 201: 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)

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WEBSITE 2003
The Annual Call website is http://www.ucsf.edu/acpers/. Each School in setting their deadlines andproviding information specific to their School uses information and deadlines provided by me. Please refer to the instructions from your Dean’s Office. This website will continue to provide announcements of new or proposed changes in academic personnel policies; lists of Deans, Directors and Department Chairs;checklists and forms for Academic Personnel actions; and links to other websites.

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WOS: REVIEW OF CLINICAL FACULTY SERIES WITHOUT SALARY (WOS) FACULTY FILES 2005
School of Medicine: Effective immediately, the files of true volunteer clinical faculty (new title Clinical Faculty) in the School of Medicine will be reviewed at the department level only. For volunteer clinical faculty in the other Schools, the review process will remain unchanged.

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