Briefings
APS Briefings Information and Reminders for Fall 2011
These courses are offered through Staff Education and Development, and enrollment is via the UC Learning Center. Staff who complete all required courses in the academic personnel series will receive a Certificate in Academic Personnel. Encourage staff who have a role in the academic personnel process to sign up today!
2011/12 Academic Review File Reminders
- Electronic Files – Paperless in 2012!! Effective with the January 24, 2012, file deadline, all files requiring campus review will need to be submitted in electronic form. This can be managed by either using the AP On-Line Review system, or, as an alternative while AP On-Line functionality is being developed and implemented, departments may create electronic PDF files.
- Initial Continuing Lecturer Appointments. Be sure the candidate’s teaching is evaluated on more than just CAPE(s). For a proposed continuing appointment, evidence of teaching excellence could include student evaluations; assessments by former students; assessments by other members of the department, program or unit, and other appropriate faculty members; development of new and effective techniques of instruction and instructional materials; and assessments resulting from classroom visits by colleagues and evaluators.
- Joint Appointments/EVC Outcomes. When releasing the EVC decision(s) for faculty with joint appointments that involve two deans, deans’ AP staff should coordinate the timing and release of the outcome information. Coordination by the dean’s AP staff for the primary department is important in making sure that both departments receive the information at the same time.
- Use the Latest Bio-Bib. This is a good time of year to ensure that your faculty are all using the latest bio-bib form; there are certain fields no longer being used. The latest form can be found at: http://academicaffairs.ucsd.edu/aps/advance-train/forms.html
- Emeritus PPS Entries. Even after retirement, Senate faculty members remain members of the Senate. Many remain active in the department and on the campus. Others may leave the area, but they still retain emeritus status. Emeritus faculty may serve on committees and have certain Senate voting privileges. When a Senate faculty member retires, his or her continuing relationship with the University should be documented by entering an Emeritus appointment in PPS. Only the department can enter this appointment in PPS, and we would appreciate the department’s doing so after the faculty member has received his or her first retirement check to ensure that the faculty member remains on appropriate listings.
A related issue occurs when an emeritus faculty member dies. At that time, the emeritus appointment should be terminated. Otherwise, departments will continue to receive mail for deceased faculty.
- How do I count the votes? We are often asked, “How should ‘eligible to vote and in residence’ be interpreted in determining whether a quorum is met?”
In order for an action to be moved forward by the department, it must be supported by at least 50% of the departmental faculty "eligible to vote and in residence on campus in the quarter when the vote is taken." (PPM 230-20 V F)
Those who are on approved leave and away from campus are not counted for purposes of establishing the 50% minimum. Similarly, those who have abstained due to a conflict or for administrative reasons (i.e., because they will serve as a reviewer later in the process) are not counted for this purpose. Those who are in residence but choose not to participate in the review or cast a vote are counted in the total number of eligible faculty for purposes of establishing the 50% minimum. For this reason, it is important that departments indicate on the summary page how many absences are due to approved leave and how many abstentions are for administrative purposes.
AP On-Line Review
Below is a summary of important upgrades/enhancements coming this fall:
- Departments will have the ability to upload external referee letters (ERLs) and chair’s independent letters (CILs) in mid-October. These upgrades will allow for on-line processing of promotion files. Other new actions include no-changes (both contested and uncontested); market off-scale salary change only; reappointment only (both dean and campus review); and terminal reappointments.
AP On-Line e-Recruitment Plan
Reminder that departments must submit their recruitment plans using AP On-Line e-Recruitment Plan. For more information, see: http://academicaffairs.ucsd.edu/aps/adeo/index.html
Academic Policy Development
The following academic personnel policies are out for formal review. If you have any comments or questions, please contact Kelly Lindlar, director of Academic Policy Development, Academic Personnel Services, at klindlar@ucsd.edu.
UCSD Policy and Procedure Manual (PPM) policies under review:
- PPM 230-7, Non-Senate Academic Appointees/Layoff and Involuntary Reduction in Time (Comments due November 28, 2011)
The policy and supporting documents may be viewed at: http://academicaffairs.ucsd.edu/aps/policydev/index.html
Systemwide Academic Personnel Manual (APM) policies under review:
- APM Section 668, Negotiated Salary Program (proposed new academic personnel policy; comments due November 11, 2011)
- APM 200, General (proposed revisions; comments due November 11, 2011)
- APM 205, Recall for Academic Appointees (proposed new academic personnel policy; comments due November 11, 2011)
- APM 670, Health Sciences Compensation Plan (proposed revisions; comments due November 11, 2011)
The policies may be viewed at: http://www.ucop.edu/acadpersonnel/apm/review.html