User Information for AP On-Line

Academic Personnel On-Line is a UCSD business system for completing academic personnel actions electronically. The system is a suite of services that currently includes e-Recruitment Plan, Recruit, and Review. Planned additional services include AP On-Line Appointments and AP On-Line Leaves.

If you are registered for Single Sign-On and have a role assignment, you can log on to the AP On-Line services by clicking the links below:

For more information on each of the services, obtaining access, getting hands-on training, and more, click on the headings below.

Browsers supported by 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.

Win XP Win 7 Mac 10.6.†
Safari 5.† A-grade
Firefox 12.† A-grade A-grade
IE 8 A-grade
IE 9 A-grade

e-Recruitment Plan information

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

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 request a waiver of open recruitment for those persons who are changing department, changing percentage of time worked, changing title, have become PIs on their own grants, or are the only person who can perform a necessary job for the department.

The system will route the recruitment plan or wiaver request 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 or waiver.

To use e-RP / e-Waiver, 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.

Recruit information

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 User Manual provides step-by-step instructions for staff and faculty which also contains information for applicants. For further information on AP On-Line Recruit, please contact Nathalia Quirk (ext. 44497, adeo@ucsd.edu) in the Office of Academic Diversity and Equal Opportunity (OADEO).

To access the Recruit application, click here.

Review information

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.

Accessing AP On-Line services from Blink

Document scanning guidelines

Scanning guidelines for documents to be uploaded in AP On-Line Review

Getting help with AP On-Line

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.

Hands-on training classes

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.

Manuals

Step-by-step instructions for using e-Recruitment Plan, Recruit, and Review are provided in three separate manuals.

Both the e-RP Help Manual and the Recruit User Manual can be downloaded and printed as single documents. 

The Review manual, which is more extensive, is available as separate sections and appendices that can be downloaded and printed as needed.

If you have enrolled in the beginning AP On-Line Review class,  you should print the following sections and appendices and take them to the class:

Contents and Preface
Section A - Introduction to Review
Section B - File Preparation
Section C - Departmental Review of the File
Section D - Dean's Review as Final Authority
Appendix 1 - Home Screens for Different Roles
Appendix 2 - Candidate Designation of Candidate Alternate(s)
Appendix 3 - Document Scanning Guidelines
Appendix 4 - Candidate's Certifications
Appendix 5 - Handling of Fourth-Year Appraisals

If you have enrolled in the advanced AP On-Line Review class, you should print the following sections and take them to the class:

Section E - Campus Review of File
Section F - EVC's Action as Final Authority

Obtaining rights to use AP On-Line services

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.

Privacy and confidentiality

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.

Review status points flowchart

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

Roles in e-Recruitment Plan

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.

Roles in Recruit

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.

Roles in Review

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.

Submitting publications electronically

Departments can submit publications electronically for review by the Committee on Academic Personnel (CAP) by placing a link to a Dropbox account in the Bibliography section of the UCSD Biography and Bibliography form.

Links to the instructions are available under "Bibliography" in the "Appointments" and "Reviews" drawers on the Academic Personnel Services Forms and Examples web page.

Types of files that can be processed in AP On-Line Review

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
  • Actions for series that are reviewed by campus-level 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)
Action code in AP On-Line Review Description of Action
Merit
ABOVE-SCALE MERIT Merit advancement to an above-scale salary
(Action always requires campus review)
ACCEL ABOVE-SCALE MERIT Accelerated merit to an above-scale salary
(Action always requires campus review)
ACCEL FURTHER ABOVE-SCALE MERIT Accelerated merit for candidate who already has an above-scale salary
(Action always requires campus review)
ACCEL MERIT Accelerated merit
(Action always requires campus review)
ACCEL MERIT – CROSSOVER Accelerated merit to a crossover step
(Action always requires campus review)
ACCEL MERIT + OFFSCALE Accelerated merit with a market offscale salary component
(Action always requires campus review, regardless of whether MOS is new, maintained [less than 6 years old], or requires a 6th-year review)
FURTHER ABOVE-SCALE MERIT Normal merit advancement for a candidate who already has an above-scale salary
(Action always required campus review)
MERIT – CAMPUS REVIEW Normal merit (at any rank) requiring campus review
MERIT - CONTESTED Dean disagrees with department’s proposed action, and the file becomes a Campus Review action
MERIT – CROSSOVER Normal merit to a crossover step
(Action always requires campus review)
MERIT – CROSSOVER + OFFSCALE Merit to a crossover step with a market offscale salary component
(Action always requires campus review, regardless of whether offscale is new, maintained [less than 6 years old] , or requires 6th-year review)
MERIT – DEAN’S AUTH Uncontested normal merit at Associate or Full rank
(If dean agrees with action proposed by department, it is "uncontested")
MERIT + OFFSCALE – DEAN'S AUTH Dean's authority normal merit, with maintenance of the market offscale salary component (MOS must be less than 6 years old)
MERIT + OFFSCALE – CAMPUS REVIEW Any normal merit with a new market offscale salary component, or with a 6th-year review of an existing MOS
Reappointment and merit
ACCEL REAPPT/MERIT Accelerated reappointment and merit
(Action always requires campus review)
ACCEL REAPPT/MERIT + OFFSCALE Accelerated reappt and merit with an offscale salary component
(Action always requires campus review)
REAPPT/MERIT – CAMPUS REVIEW Uncontested reappointment/normal merit after first review at Assistant rank
REAPPT/MERIT – DEAN'S AUTH Uncontested reappointment/normal merit at first review at Assistant rank, and reappointment/normal merit for appointees with term end dates in all ranks
REAPPT/MERIT + OFFSCALE – CAMPUS REVIEW Reappointment and normal merit with a new market offscale salary component, or with a 6th- year review of an existing MOS
REAPPT/MERIT + OFFSCALE – DEAN'S AUTH Dean's authority reappointment/normal merit, with maintenance of the market offscale salary component (existing MOS must be less than 6 years old)
Reappointment/Merit/Appraisal
APPRAISAL Appraisal of candidate’s career to date
(Always requires a campus review)
ACCEL REAPPT/MERIT/APPRAISAL – CAMPUS REVIEW Reappointment, accelerated merit, and appraisal of candidate’s career to date
ACCEL REAPPT/MERIT/APPRAISAL + OFFSCALE – CAMPUS REVIEW Reappointment, accelerated merit, and appraisal of candidate’s career to date, with a market offscale salary component.
REAPPT/MERIT/APPRAISAL – CAMPUS REVIEW Reappointment, normal merit, and appraisal of candidate’s career to date
REAPPT/MERIT/APPRAISAL – CROSSOVER – CAMPUS REVIEW Reappointment, merit to a crossover step, and appraisal of candidate’s career to date
REAPPT/MERIT/APPRAISAL – CROSSOVER + OFFSCALE – CAMPUS REVIEW Reappointment, merit to a crossover step, and appraisal of candidate’s career to date, with a market offscale salary component.
REAPPT/MERIT/APPRAISAL + OFFSCALE – CAMPUS REVIEW Reappointment, normal merit, and appraisal of candidate’s career to date, with a market offscale salary component.
REAPPT/APPRAISAL – CAMPUS REVIEW Reappointment and appraisal of candidate’s career to date
REAPPT/APPRAISAL + OFFSCALE – CAMPUS REVIEW Reappointment and appraisal of candidate’s career to date, with a market offscale salary component.
Promotion
ACCEL PROMOTION Accelerated promotion
(Action always requires campus review)
ACCEL PROMOTION + OFFSCALE Accelerated promotion with an offscale salary component
(Action always requires campus review)
PROMOTION Promotion
(Action always requires campus review)
PROMOTION + OFFSCALE Promotion with an offscale salary component
(Action always requires campus review)
No change
NO CHANGE – CAMPUS REVIEW Uncontested No Change after first review at Assistant rank, and contested No Change at any rank
NO CHANGE – DEAN'S AUTHORITY Uncontested No Change at first review at Assistant rank, and uncontested No Change at Associate and Full ranks
Market offscale salary change only
OFFSCALE SALARY INCREASE Award of a new or increased market offscale salary component for a retention or pre-emptive retention
(Action always requires campus review)
Reappointment only
REAPPOINTMENT – CAMPUS REVIEW Reappointment after first review at Assistant rank
REAPPOINTMENT – DEAN'S AUTH Reappointment at first review at Assistant rank
Terminal reappointment
TERMINAL 1 YR REAPPT Terminal one-year reappointment
(Action always requires campus review)
TERMINAL 2 YR REAPPT Terminal two-year reappointment
(Action always requires campus review)