Academic Personnel training courses

Academic Personnel Services offers a series of courses through Staff Education and Development to assist staff in developing their knowledge and skills in the following areas: academic personnel policies and processes, employee relations, the Payroll/Personnel System, and AP On-Line Recruit and Review.

Staff who complete all required courses in the academic personnel series will receive the Academic Personnel Certificate. The courses may also be taken individually by those who do not wish to obtain a certificate.

Please click on the course titles below for information about course content and 2015-2016 class dates.  Class times are provided if available; if they are still to be determined (TBD), they will be added at a later date.

Enrollment is available through the UC Learning Center. (UCSD Single Sign-On is required; select "Browse Catalog," then choose "Academic Personnel" under "Academic Policy and Practices.")

Academic Leaves and Family Accommodations

Intended for: Individuals involved in or wishing to learn more about academic leave policies and procedures and family accommodations for academic appointees.

This course will provide an in-depth look at academic leave policies, preparation of paperwork, and approval authorities, as well as helpful tips, handouts, and exercises.

Topics include:

  • Overview of academic leave policies and procedures
  • Types of academic leaves
  • Forms and materials used in academic leave request preparation
  • Policy resources, including the UCSD Policy and Procedure Manual, the UC Academic Personnel Manual, and the Academic Personnel Services Web page

Class dates, times, and location:

  • December 9, 2016:  8:30 a.m. to 12:00 p.m., TPCS Learning Center - Room 265A
  • Spring 2017: TBD

For questions regarding participant eligibility or course content, please contact instructor Lynn Field Karsh at lfield@ucsd.edu  or Kelly Lindlar at klindlar@ucsd.edu.

AP On-Line Review

Intended for: Individuals who use AP On-Line Review for processing academic review files.

AP On-Line Review is UCSD's system for electronic creation and processing of academic review files. In this hands-on, role-based course, academic personnel policies and procedures will be reinforced as the participant works through the steps to prepare and process review files, from file creation through submission for review and responding to a request for additional information or a preliminary decision.

Prerequisites:

  • Participants must be in a department that will process review files via AP On-Line Review
  • Participants must have UCSD Single Sign-On access

Topics include:

  • Overview of the role-based online system
  • Discussion of procedures and processes for specific review file actions
  • Scanning requirements for review file documents
  • Discussion of actions that occur outside of the online system

By the end of this course, participants will have the information and resources needed to prepare and submit review files online.

Required preparation: Prior to taking this course, review the following documents:

  • PPM 230-28, Academic Advancements and Reappointments
  • PPM 230-29, Fairness in the Academic Personnel Review Process
  • APM 210, Review and Appraisal Committees

Class dates, times, and location:

  • TBD

For questions regarding participant eligibility or course content, please contact instructor Brandy Cheshire at bmisquez@ucsd.edu.

Diversity Education

Intended for: Individuals who are interested in increasing their awareness of diversity by exploring concepts of effective cross-cultural interaction.

Content: Diversity Education is offered to increase awareness and appreciation of our workplace diversity and to support UCSD's Principles of Community. Working together and communicating effectively in our culturally diverse environment is essential to the mission of the university. This course introduces the cross-cultural competence approach and provides the opportunity to apply it to work situations. The cross-cultural competence approach is designed to broaden one's perspective of self and others and help others to understand the role of cultural differences in the workplace and provide options for interacting effectively with others. 

Note: Although Diversity Education is a required course for the Academic Personnel Certificate, it is not taught or scheduled by Academic Personnel Services. Please visit the UC Learning Center for more information on this year's class dates.

Academic Recruitment



Intended for:  Anyone involved in the recruitment process for academic appointments, including analysts and potential search committee members.

This course will provide an in-depth look at how to post academic positions and management of the recruitment process.

Topics include:

  • Overview of AP On-Line Recruit
  • How to create an Search Plan, Shortlist Report, Search Report, and Waiver Requests
  • Best practices for conducting academic recruitments

Class dates, times, and location:

  • TBD

For questions regarding participant eligibility or course content, please contact instructor Carla Solomon at c1solomon@ucsd.edu or Nathalia Quirk at nquirk@ucsd.edu.

AP On-Line Recruit Hands-On Training

Intended for:  Anyone involved in the recruitment process for academic appointments, specifically analysts who will create entries in both e-RP and Recruit.

This course will provide an in-depth look at how to post academic positions to AP On-Line Recruit and management of recruitments and applicants.

Topics include:

  • A hands-on demonstration on AP On-Line Recruit
  • How to create a new Recruit entry
  • How to manage recruitments in the Recruit system.
  • How to manage applicants within the system.
  • How to create analysis reports.
  • New features and changes to the system.

Class dates, times, and location:

  • TBD

For questions regarding participant eligibility or course content, please contact instructor Carla Solomon at c1solomon@ucsd.edu or Nathalia Quirk at nquirk@ucsd.edu.

Introduction to Academic Employee Relations

Intended for: Individuals who wish to learn about academic employee relations

This course will provide an introduction to academic employee relations, proactive problem solving, campus resources, and applicable policies. Participants will get a chance to work with frequently seen case scenarios and present their ideas for solutions.

Topics include:

  • Introduction to academic employee relations and managing conflict and complaints
  • Overview of policies, common misconceptions, and related campus offices
  • Tips for proactive problem solving and avoiding process pitfalls
  • Case scenarios for discussion

Class dates, times, and location:

  • TBD

For questions regarding participant eligibility or course content, please contact instructor Amy Rosen at arosen@ucsd.edu or Kelly Lindlar at klindlar@ucsd.edu.

Introduction to Academic Personnel (E-Course)

Intended for: Individuals involved in or wishing to learn more about academic personnel.

This course will provide an overview of academic personnel at UC San Diego. Participants will be introduced to the various titles used on this campus, approval authorities, policy resources, and reference materials.

Topics include:

  • General overview of academic personnel
  • Academic titles - definitions of academic series and their related criteria
  • Policy resources, including the UCSD Policy and Procedure Manual, the UC Academic Personnel Manual, and the Academic Personnel Services Web page

By the end of the course, participants will be familiar with basic academic personnel terms and resources.

Enrollment:

Enrollment is available through the UC Learning Center. (UCSD Single Sign-On is required; select "Browse Catalog," then choose "Academic Personnel" under "Academic Policy and Practices.")

For questions regarding participant eligibility or course content, please contact Brandy Cheshire (bmisquez@ucsd.edu) or Jenna Lucius (jlucius@ucsd.edu)

Non-Senate Instructional Unit Overview and Contract Update

Intended for: Individuals involved in or wishing to learn more about academic personnel processes for the non-Senate instructional unit (Unit 18).

This course is designed for academic personnel staff who prepare and process appointments for non-Senate facutly (NSF) in their departments or divisions.

Topics include:          

  • NSF appointments
  • Pay, workload, and augmentations for NSF
  • Recent contract changes for NSF

Class dates, times, and location:

  • December 15, 2016: 8:30am-11:30am

For questions regarding participant eligibility or course content, please contact instructor Lynn Field Karsh at lfield@ucsd.edu or Heather Pratt at hpratt@ucsd.edu.

PPS Update: Academic Personnel Procedures and Activities

In this hands-on course, academic personnel policies and procedures will be reinforced as participants work through a series of personnel actions for an academic appointee. Participants will practice inputting actions such as new hires, separations, leaves, summer employment, merits, and promotions in the test PPS database, which is identical to the live PPS.

Note: This course is part of the PPS Update training series, and you may not enroll in this class separately from the series. Please review the PPS Update course description (via Single Sign-On) to learn more. If you already have PPS access, and you now need to add Academic Personnel skills, please contact the instructor indicated below for more information about class availability.

Class dates, times, and location:

  • Janurary 26, 2016:  8:30 a.m. to 12:30 p.m., Training Room 400, Torrey Pines Center South
  • March 22, 2016:  8:30 a.m. to 12:30 p.m., Training Room 400, Torrey Pines Center South
  • May 20, 2016 : 8:30 a.m. to 12:30 p.m., Training Room 400, Torrey Pines Center South
  • July 26, 2016: 8:30 a.m. to 12:30 p.m., Training Room 400, Torrey Pines Center South
  • September 22, 2016:  8:30 a.m. to 12:30 p.m., Training Room 400, Torrey Pines Center South
  • November 2, 2016:  8:30 a.m. to 12:30 p.m., Training Room 400, Torrey Pines Center South

For questions regarding participant eligibility or course content, please contact instructor Mary Baran at mbaran@ucsd.edu.

PPS Update: Academic Personnel Policy Workshop

This course will provide an introduction to academic personnel policies for employees responsible for processing payroll/personnel actions for academic appointees. Participants will learn the fundamentals of academic personnel policies, as well as policies specific to processing actions in PPS.

Topics covered will include descriptions of academic series and titles, an introduction to academic personnel actions and the file review process, and the campus approval hierarchy for academic actions.

Participants will also be instructed on payroll topics specific to academic personnel actions, including the pre-approval process, pay versus service period, basis/paid over, pay scales, staffing, additional summer compensation, and action code usage.

Note: This course is part of the PPS Update training series, and you may not enroll in this class separately from the series. Please review the PPS Update course series description (via Single Sign-On) to learn more about this series. If you already have PPS access, and you now need to add Academic Personnel skills, please contact the instructor indicated below for more information about class availability.

Class dates, times, and location:

  • Janurary 12, 2016:  8:30 a.m. to 10:30 a.m., TBD
  • March 8, 2016: 8:30 a.m. to 10:30 a.m.,  TBD
  • May 3, 2016  8:30 a.m. to 10:30 a.m., 302 University Center
  • July 6, 2016: 8:30 a.m. to 10:30 a.m., TBD
  • September 6, 2016:  8:30 a.m. to 10:30 a.m., 302 University Center
  • November 1, 2016:  8:30 a.m. to 10:30 a.m., 302 University Center

For questions regarding participant eligibility or course content, please contact instructor Mary Baran at mbaran@ucsd.edu.

Preparing the UCSD Biography and Bibliography Form

Intended for: Individuals who are involved in the preparation of the UCSD Biography and Bibliography ("biobib") packet.

The biobib packet is a critical and fundamental element of any academic appointment or review file. Students in this course will thoroughly examine and discuss the elements of the biobib. Instructors will lead several hands-on exercises to help reinforce the concepts presented. By the end of this course, students will be equipped with the knowledge to advise on the proper content and format of the biobib packet.

Topics include:

  • Overview of the academic review process and the importance of the biobib packet
  • Detailed review of the sections of the bibliography and their proper use
  • Step-by-step instructions on how to complete the biography form
  • Overview of the School of Medicine's use of the five most significant publications

Class dates, times, and location:

  • November 16th, 2016:  8:30 a.m. to 11:30 a.m., TPCS Learning Center - Room 265A
  • Spring 2017: TBD

For questions regarding participant eligibility or course content, please contact instructor Heather Pratt at hpratt@ucsd.edu or Jenna Lucius at jlucius@ucsd.edu.

The Academic Appointment Process

Intended for:  Individuals involved in or wishing to learn more about academic appointment file preparation, policies, and procedures.

This course will provide an in-depth look at academic appointment file preparation, including policy resources and procedural guidelines, as well as helpful tips, exercises, and reference materials.

Topics include:

  • Overview of the academic appointment process for the General Campus, the Scripps Institution of Oceanography, and the Health Sciences
  • File preparation for new appointments (excluding Unit 18 and temporary titles)
  • Definitions of academic series and their related criteria
  • Policy resources, including the UCSD Policy and Procedure Manual, the UC Academic Personnel Manual, and the Academic Personnel Services Web page

By the end of the course, participants will have the information and resources needed in order to assemble academic appointment files that are in compliance with academic personnel policies and procedures.

Class dates, times, and location:

  • November 2, 2016:  8:30 a.m. to 11:30 a.m., TPCS Learning Center - Room 265A
  • Spring 2017: TBD

For questions regarding participant eligibility or course content, please contact instructor Brandy Cheshire at bmisquez@ucsd.edu Jenna Lucius at jlucius@ucsd.edu.

The Academic Review Process (Part 1)

Intended for:  Individuals involved in or wishing to learn more about academic review file preparation and review procedures.

This course will provide an in-depth look at academic review file preparation, including policy resources and procedure guidelines, helpful tips, handouts, and exercises.

Topics Include:

  • Overview of the academic review process on the General Campus, at the Scripps Institution of Oceanography, and in Health Sciences
  • Types of review file actions
  • Forms and materials used in academic review file preparation
  • Policy resources, including the UCSD Policy and Procedure Manual, the UC Academic Personnel Manual, and the Academic Personnel Services Web page

Class dates, times, and location:

  • October 20, 2016: 8:30a.m. to 11:30 a.m., TPCS Learning Center - Room 265A
  • Spring 2017: TBD

For questions regarding participant eligibility or course content, please contact instructors Jenna Lucius at jlucius@ucsd.edu or Kevin DelMastro at kdelmastro@ucsd.edu

The Academic Review Process (Part 2)

Intended for: Individuals involved in or wishing to learn more about academic review file preparation and review procedures.

This course will provide an in-depth look at academic review file preparation, including policy resources and procedure guidelines, helpful tips, handouts, and exercises.

Topics Include:

  • Overview of the academic review process on the General Campus, at the Scripps Institution of Oceanography, and in Health Sciences
  • Types of review file actions
  • Forms and materials used in academic review file preparation
  • Policy resources, including the UCSD Policy and Procedure Manual, the UC Academic Personnel Manual, and the Academic Personnel Services Web page

Class dates, times, and location:

  • October 26, 2016: : 8:30a.m. to 11:30 a.m., TPCS Learning Center - Room 265A
  • Spring 2017: TBD

For questions regarding participant eligibility or course content, please contact instructor Jenna Lucius at jlucius@ucsd.edu or Kevin DelMastro at kdelmastro@ucsd.edu

Academic Advancement and Training