Requesting an Exception to the Faculty Recruitment Allowance Guidelines

The maximum payment under the Faculty Recruitment Allowance Program, as of July 1, 2016, is $66,700. FRAP payments are made from department accounts, but for leadership or senior recruitments it may be paid from a school or EVCP account. To make a payment to a new recruit under the Faculty Recruitment Allowance Program, departments should submit a One-Time Pay Form to the service center using Title Code 3993 and DOS Code FHA. FRAP payments must be made, in whole or in part, within the first two years of the eligible appointment, without exception. FRAPs to be paid by a school-level funding source require approval from the academic dean's office.

It is possible to request an exception to the Faculty Recruitment Allowance Program Guidelines and offer up to $100,000. Exceptions must be requested in writing from the department chair with the dean's concurrence to the Vice Provost Academic Affairs. The department should draft the request, addressed to VPAA Brian Alldredge, and submit it to the appropriate academic dean's office* for approval and concurring signature. The dean's office will submit the request to the Vice Provost Academic Affairs via Wilson Hardcastle in the Office of Academic Affairs. If approved, a written approval from the VPAA will be provided back to the requesting parties and the department should attach this to the one-time pay form when it comes time to request the payment be disbursed.

Below is some sample language for requesting an exception for a FRAP payment above the program limit ($66,700) and up to $100,000.

Brian Alldredge, PharmD
Vice Provost Academic Affairs
Box 0652
 
We have recently completed the recruitment of Dr. Eve Adam, MD, PhD, to join the Bioscience faculty as Assistant Professor In Residence, Step 3, effective July 1, 2015, where she will be responsible for the Miracles lab and leading research pertaining to transfiguration and stem cell replication. [Include a brief description regarding the recruitment and planned activity].  This recruitment is essential to the department as we develop our program in [area of scientific impressiveness]. 

Considering the exceptionally difficult housing market in the San Francisco Bay Area and the importance of this recruitment, the Department of Bioscience requests an exception to the Faculty Recruitment Allowance Program Guidelines to allow the department to offer a program payment in the amount of $100,000 to Dr. Eve Adam, PhD, as part of her recruitment to the position of Assistant Professor In Residence in the department [and as director of such and such or other title, if any].  
 
Sincerely,
 
Musika Chair, MD
Chair, Department of Bioscience
School of Medicine
 
I concur,
 
Elena Fuentes-Afflick, MD, MPH 
Vice Dean, Academic Affairs
School of Medicine

Often the Faculty Recruitment Allowance Program payment is used by the faculty to assist in a home purchase. In some cases, the department may need to disburse the FRAP money to the incoming faculty member prior to the full approval of the appointment or prior to the effective date of the eligible appointment. If the incoming candidate is already in the UCSF payroll system under another title, the department may also request that the FRAP payment be made in advance of the pending appointment. The request for this exception can be included in the same letter requesting an exception to the program limit as demonstrated above. Sample language for this request is as follows:

Dr. Adam's appointment to the In Residence series is currently under review/has been submitted by the department for academic review. In addition to the exception to the program limit, the department requests an exception to the Program Guidelines to allow the FRAP payment to be made in advance of the full approval and/or effective date of the In Residence appointment. The department has every expectation that the appointment will be fully approved at all levels of review by March, 2015.

Candidates must already be in the UCSF payroll system in order to receive funds under the Faculty Recruitment Allowance Program.

Ineligible Titles:
Only recently recruited faculty with an appointment in an Academic Senate series are eligible for FRAP payments. However, in special cases of recruitment, departments may request an exception to the eligibility requirements for recruits in the Adjunct or Health Sciences Clinical Professor series if they will be providing a unique and special contribution to the University and the recruitment is deemed essential by the department and the dean. The APM allows for the Chancellor to approve such essential, individual exceptions on a case-by-case basis. At UCSF, this reivew and exception authority has been delegated to the Vice Provost Academic Affairs.

If there is a truly unique and essential recruitment need, the dean's office may request a special exception regarding eligibility by sending a similar letter to the VPAA.

Sample language for ineligible titles:

We have recently completed the recruitment of Dr. Eve Adam, PhD, to join the Bioscience faculty as an Associate Adjunct Professor, effective July 1, 2015, where she will be responsible for the Miracles lab and leading research pertaining to transfiguration and stem cell replication. [Include a brief description regarding the recruitment and planned activity].  This recruitment is essential to the department as we develop our program in [area of specific expertise]. 

Considering the exceptionally difficult housing market in the San Francisco Bay Area and the importance of this recruitment, the Department of Bioscience requests exceptions to the Faculty Recruitment Allowance Program Guidelines regarding eligibility and program limit to allow the department to offer a program payment in the amount of $100,000 to Dr. Eve Adam, PhD, as part of her recruitment to the position of Associate Adjunct Professor in the department [and as director of such-and-such or other title, if any].  

 

Questions regarding the Faculty Recruitment Allowance Program may be directed to Wilson Hardcastle, 415-476-2016.

 

* Departments submit requests for exceptions to the academic dean's office of their school. Once reviewed, the Director of Academic Affairs in the school secures the signature of approval from the academic dean, and the request is then submitted to Home Loan Program Manager Wilson Hardcastle in the Office of the Vice Provost Academic Affairs. The school-level Directors of Academic Affairs are as follows:

School of Dentistry: Shirley Hodges
School of Medicine: Bonnie Johnson
School of Nursing: Shari Dworkin
School of Pharmacy: Nancy Walters

 

 

 

 

 

     

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