Forms and Examples for Academic Personnel Procedures

Academic Personnel Services provides the forms required for various academic personnel procedures, as well as templates to follow when creating required documents other than forms.

Click a heading below for the forms and templates related to that topic.

Some forms are available in more than one format (e.g., PDF fill-in and MS Excel). To download a specific form, click the preferred format icon.

News & Updates

Delegation of Authority for Appointments at the Assistant Step III Level

Following consultation with the Academic Senate Committee on Academic Personnel, effective October 1,2016, IEVC Cowhey delegated to Divisional Deans the authority to approve all appointments at the Assistant Step III level in the following series:

Professor (Ladder-Rank)
Professor in Residence
Professor of Clinical X
Adjunct Professor
Research Scientist

Short Form Merit Review Process

In an ongoing effort to streamline the academic review process, a Short Form Evaluation was created for use in routine merit files under the Dean’s delegation.  The form may be used in lieu of a 1) review file summary form, 2) full departmental recommendation letter, and 3) Division Dean’s final action letter  for files where a normal merit is proposed and campus review is not required.  Use of the short form is optional and should be adopted by departmental vote. The form can be used for files effective July 1, 2017 and after.   

The use of the form by Health Sciences is being coordinated by the Academic Affairs Office in the Office of the Vice Chancellor Health Sciences.  Please contact Rebecca Woolston for specifics on VCHS implementation guidelines.

APOL Review Short Form and Instructions

Electronic File Short Form and Instructions

Frequently Asked Questions

UC and AFT Agreement Ratified

A successor Agreement between the University and the UC-AFT was ratified on February 29, 2016. The new Agreement, which establishes the terms and conditions of appointment for all Unit 18 appointees at the University, is effective immediately. The new contract can be found at http://ucnet.universityofcalifornia.edu/labor/bargaining-units/ix/contract.html

Changes to the Biobib Format

For academic review files with actions proposed for July 1, 2016, and thereafter, candidates must restructure their bibliographies into the new subsection format, choosing one of the two options presented in the implementation guidelines found below.  Files that are not formatted into subsections will be returned to their department for revision.

Biography/Bibliography Form Reformatting Implementation Guidelines

Biography/Bibliography Reformatting Implementation FAQ's

Biography/Bibliography (Biobib) Form

Biography/Bibliography (Biobib) Instructions

Samples of Restructured Bibliographies

List of Suggested Subsections and Subcatergories 

Appointments

FORMS PDF fill-in MS Word
Academic Appointment Summary Form for Temporary Employees PDF

Biography/Bibliography (Bio-Bib) form
[Also see Bio-Bib instructions and Submitting Publications Electronically]

Word
GC Mid-Year Election Form
[Also see "Implementation Guidelines for Mid-Year Appointment 'Zero Year' Option - General Campus"]
PDF Word
Recall Appointment form - General Campus/SIO or Health Sciences PDF
Referee ID form PDF Word
GC/SIO Summary of Appointment Recommendation PDF Word
HS Summary of Appointment Recommendation PDF Word
TEMPLATES/EXAMPLES PDF fill-in PDF print MS Word MS Excel
Appointment solicitation letters (templates) PDF Word
Bibliography (example) Word
Confidentiality Statement (template) PDF Word
Employment history (example) Word

Compensation

FORMS PDF fill-in MS Word MS Excel
Intercampus One-Time Payment Form PDF Excel
ROS Compensation Rate Approval Form Word
Temporary Intercampus or Multi-campus Appointment Form PDF Excel
Training Justification and Anticipated Cost (TJAC) Form PDF

Conflict of commitment

FORMS
PDF fill-in

Prior Approval for Category I Outside Activities for GC and SIO faculty

PDF
Prior Approval for Category I Outside Activities for Health Sci Comp Plan faculty PDF
Report of Category I and II outside activities
for GC and SIO faculty
PDF
Report of Category I and II outside activities
for Health Sci Comp Plan faculty
PDF
Report of Category I and II outside activities
for Senior Management Group
PDF

Family accommodations

FORMS PDF fill-in PDF print MS Word MS Excel

 Family Accomodations Reporting form for GC and SIO Faculty

PDF

 Family Accomodations Reporting Form for Health Sciences Faculty

PDF

Layoff/Involuntary Reduction in Time

FORMS PDF fill-in PDF print MS Word MS Excel

Non-Senate Academic Appointee Layoff or Involuntary Reduction in Time Form

PDF

Leaves/sabbaticals

FORMS PDF fill-in PDF print MS Word MS Excel
Academic Leave of Absence/Sabbatical ALAS) Form PDF Excel

Partner Opportunities Program

FORMS PDF fill-in PDF print MS Word MS Excel
Request for Services Form PDF
Service Needs Assessment Form PDF
Program Evaluation Form PDF

Policy Exceptions


FORMS PDF fill-in MS Word
Policy Exception Summary Form PDF Word

Recruitments

No paper or PDF documents are adminstered by the ADEO office for recruitments; all Academic Recruitment and Recruitment Waiver activity is recorded electronically on apol-recruit.ucsd.edu if you need assistance with any of the processes on the platflorm please contact adeo@ucsd.edu. Thank you!

Reviews

FORMS PDF fill-in MS Word MS Excel
UCSD Biography & Bibliography (Bio-Bib) form
[Also see Bio-Bib instructions and Submitting Publications Electronically]
Word
Certifications
Certification A PDF Word
Certification B PDF Word
Certification C PDF Word
Course Load and Student Direction form for General Campus and SIO faculty PDF Excel
Level of Administrative Responsibility form PDF Excel
Referee ID form PDF Word
Review file summary form for General Campus PDF
Review file summary form for SIO PDF
Review file summary form for School of Med/School of Pharm
PDF
Short Form Evaluation form
[Also see  Short Form Evaluation Instructions & Checklist]
Word
Short Form Evaluation form-APOL Review version
[Also see APOL Review Short Form Evaluation Instructions & Checklist]
Word
Teaching Quantification and Patient Caseload forms (Health Sciences)
[Also see FAQ on form use]
Excel
TEMPLATES/EXAMPLES PDF fill-in PDF print MS Word
Bibliography (example) Word
Confidentiality Statement (template) PDF Word
Employment history (example) Word
Review solicitation letters (templates) PDF Word

Unit 18

Assessments of individual NSF for reappointment are to be made on the basis of demonstrated competence in the field, ability in teaching, academic responsibility and other assigned duties that may include University co-curricular and community service. For more information related to Unit 18 Lecturer appointments, please consult the current contract found at: http://ucnet.universityofcalifornia.edu/labor/bargaining-units/ix/contract.html

Checklists PDF fill-in PDF print MS Word MS Excel
Departmental Checklist for Initial and Continuing Appointment/Merit Review Files PDF
Departmental Checklist for Pre-Six NSF Appointment Files PDF
Forms PDF fill-in PDF print MS Word MS Excel
Academic Appointment Summary Form for Temporary Employees       PDF
Continuing Appointment Temporary Modification Request PDF Excel
Initial Continuing Appoint and/or Merit Review PDF
Unit 18 Mentoring Meeting Documentation Form PDF
Templates/Examples PDF fill-in PDF print MS Word MS Excel
Detailed Notification of Continuing Excellence Review PDF Word
Extension of Pre-Six Lecturer Appointment  Word
Notification of Excellence Review PDF Word
Permament Augmentation Memo Word
Solicitation Letter for Initial Continuing Appointment Word
Solicitation Letter from Students for Initial Continuing Appointments   Word
Volunteer Independent Study Word

Academic Advancement and Training