The 2012 Annual Call

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

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


Sent on behalf of Sally Marshall, Vice Provost Academic Affairs

November 14, 2012

Re: Annual Call for Academic Personnel Actions Effective 2012-2013



Academic Advancement  Status List

First Monday in November

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

First Monday in December

Appointments, Changes in Series

First Monday in December


First Monday in December


To Be Submitted Early in Fourth Year

Merits – Normal

Fourth Friday in January

Five Year Review

Fourth Friday in January


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

To provide the campus with more timely information on policy changes impacting academics, a new “Annual Call” webpage has been added to the Academic Affairs website.  UC and campus policies that would normally appear in the Annual Call will be posted on the webpage throughout the year as they are implemented.  At the end of each academic year, a summary of all of the postings from the preceding year will be sent via the regular communication channels for the Annual Call, and a new Annual Call webpage will be started for the subsequent academic year.  This change is intended to provide the campus with more relevant and timely information and to reflect the changing landscape of electronic notifications.  

Beginning October 1, 2012, academic leaves, defined as sabbatical and professional development leaves, can be managed as part of the Advance system. [Refer to Quick Guide] Requests, approvals, and report submissions will all be electronic. Please note that beginning January 1, 2013, all academic leave requests must be submitted via the Advance system.

Per APM 740, faculty appointed in the ladder rank series are eligible for sabbatical leaves.  It has been the longstanding practice at UCSF to allow faculty in the other senate series to request professional development leaves using similar criteria and conditions as outlined in APM 740.  Effective July 1, 2012, eligibility to request professional development leaves has been extended to faculty in the Adjunct and HS Clinical series.  Faculty in these series began accruing “professional leave credits” in the Advance system effective July 1, 2012.  Please note that sabbatical and professional development leaves are not granted as a matter of individual right and must be approved by the Department Chair.  A sabbatical or professional development leave shall be granted only at a time when it will not disrupt the vital operations of the Department or University.  Departments may develop additional criteria for requesting and granting professional development leaves which may include requiring the candidate to identify sources of salary support during the leave.

As a reminder, all academic actions with an effective date of October 1, 2011 or later should have been submitted electronically in Advance.  We have successfully completed one advancement cycle of fully electronic packets.  As of October 1, 2012, 2529 packets have been initiated and completed in Advance.  In addition, there are 1185 active electronic packets created in Advance for actions effective during the 2012-13 review cycle.

In recognition of the transition to using Advance, as well as the organizational change to Service Centers, the reviewing agencies have been lenient on the how the content of the electronic packets was presented in Advance in order to avoid delays in the actions.  However, please note that it is expected that packets in the 2012-13 review cycle will be presented appropriately. While Advance allows the attachment of documents (e.g. Educator Portfolio, candidate response, additional information at the request of the reviewing agencies), attachments to packets should not be used to make corrections to original documents.  Although the turnaround time for decisions by the reviewing agencies was greatly improved as the result of Advance, it was negatively impacted by the proliferation of attachments used in lieu of correcting source documents during the 2011-12 cycle.  The reviewing agencies were required to open each attachment and collate the information into the context of the entire packet which significantly impacted the speed with which the packets could be reviewed.  In 2012-13, incomplete or incorrect information in submitted packets will result in the packets being returned to the Service Centers for corrections to the source documents (e.g. chair letters, CV) rather than accepting attachments.  A checklist of common mistakes, omissions and clarifications has been developed for Packets and for Chair Letters.  The Service Center staff have received additional training on this topic with the goal of continuing to improve the turnaround time on decisions for submitted packets. 

The checklists for appointment and advancement packets have been updated to reflect current requirements in light of the Advance system, as well as helpful reminders and clarifications that were not previously included on the checklists.  In addition, new checklists for Without Salary (WOS) appointments in the Adjunct and HS Clinical series have been developed.  In recognition that packets are already in progress for the 2012-13 cycle, the new checklists will required for packets with an effective date of 7/2/2013 or later. Please note that these checklists replace all prior versions of the checklists as well as replace School-specific checklists.  As part of our streamlining efforts, there is now only one set of checklists for the entire campus. 

Selected Reminders/ Clarifications from the Reviewing Agencies on Packet Materials:

  1. Internal and External referees should be at or above the candidate’s proposed rank; it has been noted by the reviewing agencies that many junior faculty are asked to serve as internal referees for actions involving senior faculty.
  2. Teaching assessments/reference letters may not be submitted in lieu of formal evaluations (if formal evaluations are available)
  3. Adjunct WOS and HS Clinical WOS faculty who are not paid by Affiliates may attach a PDF version of their CV in Advance (refer to My CV Matrix)
  4. Professional Research (including Visiting) and Specialist series candidates may not be WOS unless they are on a UCSF sponsored visa (current policy under review)
  5. University and public service is required for the Specialist series (refer to APM 330)
  6. For the Academic Coordinator series, if a change in level is warranted due to significant changes in scope and complexity of the program being administered, the action is considered a new appointment (refer to APM 375)
  7. If a faculty member holds a concomitant MSP or other staff appointment, it should be noted in the department chair letter.
  8. Titles and Institutions of referees must be included in the packet
  9. At UCSF, University and Public Service is required for all faculty series, including the HS Clinical series
  10. Advancement from Instructor to the Assistant rank is considered a new appointment - not a promotion
  11. Chair letters should address any negative comments in teaching evaluations and / or  reference letters

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.  Please note that the Chair letter should not specifically identify the candidate as a member of a protected class (including ethnicity, gender, medical condition, disability, age, veterans status, etc.).

As mentioned in previous Annual Calls, 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.  This process was implemented on July 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. 

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 ( as soon as it appears that a faculty member from another UC campus may be a finalist in an academic search.

A revised salary scale was issued effective July 1, 2012 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.  Click here to access the new salary scale.

In accordance with the Academic Student Employees’ (ASE) Memorandum of Understanding (MOU) between the UAW union and UC a revised salary scale with a 2% increase was issued effective October 1, 2012 for the following titles:  Readers, Remedial Tutors, Tutors, Teaching Assistants and Teaching Fellows.  Although employees in teaching titles at UCSF are not in the ASE bargaining unit, our campus follows the salary scale increases.  Click here to access the new salary scale.


Sally J. Marshall, Ph.D.
Vice Provost
Academic Affairs


cc: Susan Desmond-Hellmann, Chancellor
Jeffrey Bluestone, Executive Vice Chancellor and Provost
Lowell Tong, Interim Director, Langley Porter Institute
Todd Margolis, Director, Francis I. Proctor Foundation
Patrick Fox, Chair, Committee on Academic Personnel
Academic Senate Office – Committee on Academic Personnel
Renee Navarro, Vice Chancellor, Diversity and Outreach
Karen Butter, University Librarian