User Information for AP On-Line

AP On-Line users are reminded to use an A-grade browser that has been vetted for and is guaranteed to work with AP On-Line. The chart below shows the recomended A-grade browsers.

e-Recruitment Plan (e-RP) is an electronic system for processing open recruitment plans. (Use of e-RP is now required for submission, routing, and approval of recruitment plans.)

In e-RP, you can list proposed outreach efforts for advertising an open position, identify search committee members, and draft a job announcement.

You can also route the recruitment plan from the department staff to the department chair, and then to the Office of Academic Diversity and Equal Opportunity, the divisional faculty equity advisor, the dean's staff, and finally to the dean for approval. All parties are notified via e-mail once the dean has approved the plan.

To use e-RP, a staff employee must be assigned the role of Recruitment Plan Submitter by a Management Services Officer or Department Business Officer. To make this role assignment, the officer can access (via Single Sign-On) the "Assign Roles" link on the e-RP home page. The assignment process includes selecting the role for the employee, selecting the unit, and identifying the employee.

The e-RP Help Manual provides step-by-step instructions.

If you have questions about e-RP, please contact Nathalia Quirk (ext. 44497, nquirk@ucsd.edu) in the Office of Academic Diversity and Equal Opportunity (OADEO).

To access the e-RP application, click here.

AP On-Line Recruit is an electronic job application system. Once a recruitment plan has been approved, a designated staff employee can set up the components for the recruitment in Recruit.

Applicants can apply for the position and can submit documents such as CVs and cover letters. Recruit also provides a mechanism for applicants to request evaluation letters from external referees, and for referees to submit letters directly to Recruit.

Search committee members can then view and make comments on applicants' files, select short-list candidates, and track candidates invited to campus for interviews.

Hands-on training is available in the "Introduction to AP On-Line Recruit" class offered by Academic Personnel Services through Staff Education and Development. Click here for a class description and enrollment information.

The Recruit Help Manual provides step-by-step instructions for staff and faculty, and there is also a Recruit Help Manual for Applicants. In addition, you can access a PowerPoint presentation of the Applicant web application. (Please note: New changes to Recruit are in production. A new manual will be available soon.)

For further information on AP On-Line Recruit, please contact Nathalia Quirk (ext. 44497, nquirk@ucsd.edu) in the Office of Academic Diversity and Equal Opportunity (OADEO).

To access the Recruit application, click here.

AP On-Line Review allows electronic processing of academic review files, including:

• most General Campus and Health Sciences normal merit files and reappointment/merit files for which deans have authority
• files that require review by deans and the Committee on Academic Personnel (CAP), but not by other campus reviewers or external reviewers, and for which the Senior Vice Chancellor for Academic Affairs has final authority

Hands-on training is available in the "AP On-Line Review" class offered by Academic Personnel Services through Staff Education and Development. Click here for a class description and enrollment information.

The AP On-Line Review Training Manual also provides step-by-step instructions.

If you have questions about AP On-Line Recruit, please see "Getting help with AP On-Line," below.

To access the Review application, click here.

• An "AP On-Line" link is available in "Business Tools" under the "Toolbox" header on Blink's Faculty and Staff home page at http://blink.ucsd.edu
• Separate links for the three services currently available are on the "All Tools" index page at http://blink.ucsd.edu/_tool-page/index.html
• Links for AP On-Line Recruit and AP On-Line Review are in "Faculty Toolbox" on the right-hand side of the Faculty Resources page at http://blink.ucsd.edu/faculty/index.html
• A link to the AP On-Line information page is available under the "General Resources" heading on the Faculty Resource page at http://blink.ucsd.edu/faculty/index.html

Click here for information on scanning documents for upload in AP On-Line Review.

If you have questions regarding completing academic personnel processes, please contact your dean's office. If you have questions about using AP On-Line to complete these processes, there are several ways you can get help:

• If you have questions regarding technical issues or error messages in AP On-Line, please contact the ACT Help Desk at Ext. 41853.
• For access to detailed, printable manuals for e-Recruitment Plan, Recruit, and Review, click the "Manuals" heading on this page.
• Academic Personnel Services offers hands-on AP On-Line training through Staff Education and Development. Click here for class details and enrollment.
• Personal on-site assistance from Academic Personnel Services staff is available for users of AP On-Line Review. Please call Ext. 40068 for information.
• You can use the "Send Us Your Feedback" links at the bottom right-hand corner of each page of the AP On-Line applications to submit questions and receive a telephone or e-mail response.

Academic Personnel Services provides hands-on training for users of AP On-Line services through Staff Education and Development. The two classes are "Introduction to AP On-Line Recruit" and "AP On-Line Review."

Click here for class details and enrollment information.

Step-by-step instructions for using the AP On-Line services are provided in three downloadable, printable manuals:

• e-RP Help Manual
• Recruit Help Manual
• Review Training Manual

To use the AP On-Line suite of services, you need to be registered for Single Sign-On, UCSD's gatekeeper system for campus business systems. If you are not yet registered for Single Sign-On, go to Single Sign-On: How to Self-Register.

You also need to be assigned a role in the AP On-Line service you wish to use. This will determine what materials you can see and what actions you can take. Information regarding role assignments is provided below. A complete list of roles for each application is provided in "Roles in AP On-Line" on this page.

e-Recruitment Plan
The department's Management Services Officer (MSO) or Department Business Officer (DBO) must provide clearance for those who wish to use e-RP. To make role assignments, MSOs/DBOs should access the "Assign Roles" link on the e-RP home page. The assignment process involves selecting the role (for example, Academic Recruitment Plan Submitter), selecting the unit, and identifying the person who will be assigned the role.

Recruit
The MSO/DBO will identify the staff person who will serve in the role of Department Analyst in Recruit. Clearance for this role will be granted by the Department Security Administrator (DSA).

When creating a recruitment to be processed in Recruit, the Department Analyst will identify individuals who have been designated as search committee chair and search committee members for that recruitment. If the department chair wishes to have access, the Department Analyst should designate the chair as a search committee member. Only individuals who have been assigned formal roles in Recruit will have access to the system.

Review
Department Security Administrators (DSAs) maintain role assignments for the Department Chair, Department Staff, Dean, and Dean Staff roles. Employees designated as academics in the Payroll/Personnel System (PPS) are automatically assigned the role of Candidate, which allows them access to their academic review files. The Candidate can assign the Candidate Alternate role to one or more staff members, who can then assist the Candidate with review file preparation.

User privacy and the confidentiality of academic personnel documents and records are maintained through the use of UCSD's Single Sign-On gatekeeping system, and also through the assignment of user roles within AP On-Line services.

Single Sign-On requires a user I.D. and a password. Click here if you need to register as a new user of Single Sign-On.

It is extremely important not to share your password with anyone, because doing so allows them access to all your personal information, not just the information in AP On-Line services.

Click here for flowchart showing status points in AP On-Line Review.

In order to use AP On-Line services, you need to be assigned a role that determines what material you can see and what actions you can take. Below are definitions of the roles available in e-Recruitment Plan (e-RP), Recruit, and Review.

MSO/DBO: The role assigned to the Management Services Officer or Department Business Officer. This role assigns the Recruitment Plan Submitter role to the appropriate department staff member(s).

Recruitment Plan Submitter: The role assigned to department staff member responsible for creating the recruitment plan in e-RP. The MSO/DBO may also serve as a Recruitment Plan Submitter.

Unit head: The role assigned to the head of the recruiting unit (e.g., the department chair), who will review and approve the recruitment plan in e-RP at the unit level and submit the plan to the Office of Academic Diversity and Equal Opportunity (OADEO).

OADEO Reviewer: The role assigned to the OADEO staff member who does the initial examination of the recruitment plan.

OADEO Endorser: The role assigned to the director of OADEO, who reviews and endorses the recruitment plan prior to review and approval by the dean's office.

Faculty Equity Advisor: The role assigned to the faculty equity advisor in a division or school. This role reviews the recruitment plan and may advise the department chair, search committee, and/or dean.

Dean's Office Reviewer: The role assigned to the staff member in the dean's office who reviews the recruitment plan and forwards it for the dean's approval.

Final approver: The role assigned to the dean, who approves the final recruitment plan.

Search Chair: The role assigned to the faculty member who leads the search.

Department Analyst: The role assigned to the department staff member responsible for managing academic recruitments.

Search Editor: The role assigned to the staff member who assists the Department Analyst by performing some of the administrative duties for a faculty recruitment.

Referee: The role assigned to an individual who provides a letter of reference.

Reviewer: The role assigned to members of the search committee, who review the applicants for a position.

Faculty Equity Advisor: The role assigned to the faculty equity advisor in a division or school. This role may review applications and may advise the department chair, search committee, and/or dean.

Candidate: The role assigned to the academic appointee under review.

Candidate Alternate: The role assigned to the person designated by the Candidate to assist with compiling and uploading documents for the review file. A Candidate may designate more than one Candidate Alternate.

Department Staff: The role assigned to departmental staff members responsible for assembling and processing review files. More than one person in a department may be assigned this role.

Department Chair: The role assigned to the actual department chair.

Department Ad Hoc: The temporary role assigned within AP On-Line Review by Department Staff to faculty members serving on ad hoc committees (if applicable).

Voting Faculty: The temporary role assigned within AP On-Line Review by Department Staff to faculty members who are eligible to vote on a particular file (if applicable).

Dean Staff: The role assigned to deans' staff members responsible for screening incoming review files and coordinating deans' assessment of and action on these files.

Dean: The role assigned to the actual dean.

The chart below lists the actions now available in AP On-Line Review.

Please note that the following actions cannot yet be processed in Review, but will be added in future phases of development:

• Actions for academics with joint appointments or split appointments
• Reappointment of nonsalaried academics
• Actions for series for which there is no salary scale with specified steps  (e.g., Pre-6 Lecturers, Above Scale faculty)
• Actions for series for which the Vice Chancellor for Research has final authority (Research Scientists, Project Scientists, and Specialists on the General Campus and for ORUs).
• Actions for series that are reviewed by panels/committees other than CAP (e.g., AARP, PSSRP)
• Actions requiring review by a reviewing body for which there is not yet a role in Review (e.g., SOM CAP, SSPPS CAP, SIO CAP)

¹ If dean agrees with action proposed by department, it is "uncontested"

² If dean disagrees in any way with action proposed by department (and supports either an upward or downward modification), it is "contested," and file requires campus review

* Action always requires campus review