Requirements for Various Academic Personnel Actions

Adding a non-salaried Adjunct appointment for an existing salaried faculty member

  • Required file components:
    • Appointment summary form
    • Employment history
    • Department recommendation letter
    • Certs A&B
    • Most recent bio-bib
    • Recruitment waiver:  Not required.
  • Appointment is at Dean’s authority
    • The Dean’s office shall issue the offer letter and collect the candidate’s acceptance.
    • Upon receiving the candidate’s acceptance, the Dean’s office analyst should send out an acceptance notification email to the appropriate individuals.
      • For General Campus: TO: Department Chair CC: Nathalia Quirk (ADEO)
      • For Health Sciences: TO: Department Chair CC: Nathalia Quirk (ADEO)
      •  For SIO: New_Hires (SIO alias for new appointees) CC: Nathalia Quirk (ADEO)

Policy Exception Requests

  • Required exception request packet components:
    • Policy Exception Request Summary Form submitted electronically in an MS Word compatible format or PDF fill-in
    • Candidate’s request memo/Family Accommodation Reporting (FAR) Form/ Academic Leave of Absence/Sabbatical (ALAS) form/APM 025 Prior Approval for Category I Outside Activities form
    • Other candidate supporting documents, if applicable
    • Endorsement of candidate’s request by the department chair via memo or via endorsement signatures on the candidate’s request memo/ FAR form/ALAS form/APM 025 form
    • Endorsement of candidate’s request by the Dean via memo or via endorsement signatures on the candidate’s request memo/ FAR form/ALAS form/APM 025 form
  • Policy exception requests are EVC authority
    • APS shall issue the appropriate approval document and update the appropriate databases, if applicable

Department transfer for non-senate academics with no change in rank, step, or salary

  • Required transfer packet components:
    • Candidate’s request memo
    • Endorsement of candidate’s request by both the current and receiving department chairs via a memo from both chair’s or via endorsement signatures on the candidate’s request memo.
    • Recruitment waiver:   Not required.
  • Department transfers for NON-SENATE academics are Dean’s authority
    • The Dean’s office shall issue a new offer letter and collect the candidate’s acceptance.
    • Upon receiving the candidate’s acceptance, the Dean’s office analyst should send out an acceptance notification email to the appropriate individuals.
      • For General Campus: TO: Department Chair 
      • For Health Sciences: Department Chair 
      • For SIO: New_Hires (SIO alias for new appointees) 

Temporary series change from LRF to non-salaried Adjunct Professor upon resignation (for up to one year)

  • Required request components:
    • Candidate’s request memo
    • Endorsement of candidate’s request by the department chairs via memo or via endorsement signatures on the candidate’s request memo.
    • Recruitment waiver:  Not required.
  • Appointment is at Dean’s authority
    • The Dean’s office shall issue the offer letter and collect the candidate’s acceptance.
    • Upon receiving the candidate’s acceptance, the Dean’s office analyst should send out an acceptance notification email to the appropriate individuals.
      • For General Campus: TO: Department Chair CC: Nathalia Quirk (ADEO), Michele Null (Academic Senate analyst)
      • For Health Sciences: TO: Department Chair CC: Nathalia Quirk (ADEO), Michele Null (Academic Senate analyst)
      •  For SIO: New_Hires (SIO alias for new appointees) CC: Nathalia Quirk (ADEO), Michele Null (Academic Senate analyst)

Subsequent (re)appointment after temporary series change as a non-salaried Adjunct Professor

  • Required file components:
    • Review file summary form
    • Employment history
    • Dean’s letter
    • Department recommendation letter (must include how this candidate will contribute to the department and why an ongoing relationship is desired)
    • Certs A&B
    • Candidate self-assessment, optional
    • Teaching evaluations
    • Updated bio-bib 
    • Recruitment waiver:  Not required
  • File requires CAP Review
  • Appointment is EVC authority
    • APS shall issue the offer letter and collect the candidate’s acceptance.
    • Upon receiving the candidate’s acceptance, the APS analyst will send out an acceptance notification email to the appropriate individuals.

Department transfer for a single person (Ladder-Rank Faculty) with no change in rank, step, or salary

“Downward” Change in Series (e.g., from Professor In Residence to Adjunct Professor) with no change in rank, step, or salary

  • Required file components:
    • Appointment summary form
    • Employment history
    • Department letter
    • Certs A&B
    • Candidate statement, optional
    • Teaching evaluations, if applicable
    • Updated bio-bib
    • Recruitment waiver:  If temporary (one year or less), not required.  If over a year/becomes permanent, then required.
  • Appointment authority will depend on the series that the candidate is switching to.  Campus committee review may be required. Please consult the Authority and Review chart for more details.
    • APS or the Dean’s office shall issue the offer letter and collect the candidate’s acceptance.
    • Upon receiving the candidate’s acceptance, the APS or Dean’s office analyst will send out an acceptance notification email to the appropriate individuals.

Non-salaried Adjunct appointment transitioning to a temporary salaried Adjunct appointment

  • Required request components:
    • Departmental request via “Request for Salary Status" form.
      • If a step has not already been established for the candidate, you may only propose the salary rate for Step 1 in the appropriate rank.  To propose a higher step, a mini file is required and it requires CAP review (see below for required components).
      • A “course” (valued at an IWC of 1.0) in the adjunct series is typically worth a 50% percentage of effort. Departments may propose effort at a lower percent, but not propose less than 33%.
  • Temporary Adjunct pay status transfers are Dean’s authority. Upon approval, the Dean’s office shall update the candidate’s AP Admin record to reflect the temporary salary status and send a copy of the approved memo to APS.

   Establishing a higher step other than Step 1 in the appropriate rank:

  • Required mini file components:
    • Appointment summary form
    • Employment history
    • Department recommendation letter
    • Certs A&B
    • Candidate statement, optional
    • Teaching evaluations, if applicable
    • Updated bio-bib

Adding a 0% Professor Appointment to Existing LRF

  • Required file components:
    • Appointment summary form
    • Employment history
    • Department recommendation letter
    • Certs A&B
    • Candidate statement, optional
    • Teaching evaluations
    • Updated bio-bib
    • Recruitment waiver:   Not required.
  • File requires CAP Review
  • Appointment is EVC authority
    • APS shall issue the offer letter and collect the candidate’s acceptance.
    • Upon receiving the candidate’s acceptance, the APS analyst will send out an acceptance notification email to the appropriate individuals.

Temporary Interdepartmental Adjunct Teaching Appointment

  • Required request components:
    • Departmental request via “Adjunct Temporary Interdepartmental Teaching Appointment form”
      • If a step has not already been established for the candidate, you may only propose the salary rate for Step 1 in the appropriate rank.  To propose a higher step, a mini file is required and it requires CAP review (see below for required components).
      • A “course” (valued at an IWC of 1.0) in the adjunct series is typically worth a 50% percentage of effort. Departments may propose effort at a lower percent, but not propose less than 33%.
  • Temporary Adjunct pay status transfers are Dean’s authority. Upon approval, the Dean’s office shall update the candidate’s AP Admin record to reflect the temporary salary status and send a copy of the approved memo to APS.
  • The hiring department is responsible for sending the course evaluations to the home department so that they may be submitted as teaching evidence in the Adjunct Professor' subsequent academic review file.

     Establishing a higher step other than Step 1 in the appropriate rank:

  • Required mini file components:
    • Appointment summary form
    • Employment history
    • Department recommendation letter
    • Certs A&B
    • Candidate statement, optional
    • Teaching evaluations, if applicable
    • Updated bio-bib

Academic Advancement and Training