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AP On-Line is a UCSD business system that will allow electronic processing of all academic personnel actions, from recruitments to separations, including all appointments, all review actions, and all types of leaves. The system will eventually consist of a suite of services that include:
AP On-Line Recruitment Plan (e-RP)Units who wish to conduct an open recruitment should use e-RP which allows electronic submission, routing, and approval of a recruitment plan. Like the paper-based form, e-RP requires the unit to:
For personnel who wish to utilize e-RP, the department Management Services Officer (MSO) or the Department Business Officer (DBO) must first provide clearance by assigning a role for each person. To make a role assignment, 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. If you have questions about e-RP, please contact Jon Welch (x43623, welchj@ucsd.edu) or Nathalia Quirk (x44497, nquirk@ucsd.edu) in the Office of Academic Diversity and Equal Opportunity (OADEO). For the e-RP Application, click here. (e-RP is scheduled to become available on Friday, November 13) AP On-Line RecruitAP On-Line RECRUIT is an electronic recruitment application system. Once a recruitment plan has been approved and a designated staff person in the unit has set up the components for the recruitment in RECRUIT, applicants may apply to the position. RECRUIT enables applicants to submit application materials (for example, CV, cover letter) as well as names and e-mail addresses of referees. RECRUIT provides a mechanism for applicants to request letters of reference from referees, and for referees to submit letters directly into the RECRUIT system. Search committees may view and make comments on applicant files, select short-list candidates, and track candidates invited to campus for interviews. For the AP On-Line RECRUIT Application, click here. (RECRUIT is scheduled to become available in January 2010) AP On-Line ReviewAP On-Line Review is being developed in phases. Phase I, which allows processing of most General Campus and Health Sciences normal merit files and reappointment/merit files for which deans have final authority, is now available for use. Additional capabilities will be added in future phases. For the AP On-Line Review Application, click here. Please see the links below for additional information, and visit this page often for updates.
Actions/series that can be processed in Phase I Normal merit files and reappointment/merit files for the following actions and series, and for which deans have final authority, may be processed in AP On-Line as of July 13, 2009. Uncontested merit with reappointment – first review only at Assistant rank:
All uncontested normal merits, with or without reappointment as applicable:
Only files for which deans have authority can be processed in Phase I of AP On-Line. If the dean disagrees with the departmental recommendation, the file will be reviewed by CAP, and therefore online processing will stop. The file will be printed out and sent forward for further review and final action. There will be no impact on the faculty member is this occurs, and the process will continue to move forward in a timely manner. Please note that SIO files cannot be processed in Phase I because SIO CAP reviews all files, a feature not yet available in AP On-Line. The following are also excluded from Phase I because they require steps not yet included in AP On-Line:
Each of these steps will be addressed in future phases of AP On-Line. Training class dates for AP On-Line, Phase I Hands-on training for creating and processing files in AP On-Line is being
offered through Staff Education. For details and to enroll, please visit
Enrollment Central. Below is a list of class times, dates, and
locations. TORREY PINES CENTER SOUTH BFS Training Facility – Suite 400 09/14/2009 – 8:30 a.m. to 12 p.m. 09/21/2009 – 1:00 p.m. to 4:30 p.m. 09/30/2009 – 8:30 a.m. to 12 p.m. 10/05/2009 – 1:00 p.m. to 4:30 p.m. 10/07/2009 – 1:00 p.m. to 4:30 p.m. How to obtain access to AP On-Line In order to access AP On-Line, you need to be registered for Single Sign-On, UCSD’s “gatekeeper” system for allowing employees to use campus business systems. If you are not yet registered to use Single Sign-On, instructions for registering are available at: http://blink.ucsd.edu/Blink/External/Topics/Policy/0,1162,14006,00.html You also need to have been assigned a “role” in AP On-Line, which will determine what materials you can see in AP On-Line and what actions you can take. For the roll-out of Phase I of AP On-Line in July 2009, Academic Personnel Services coordinated with departments to obtain the names of those who would participate in AP On-Line, determined their roles, and completed the initial role assignments. Henceforward, department security administrators (DSAs) will maintain role assignments for the Department Chair, Department Staff, Dean, and Dean Staff roles. Employees designated as academics in the Payroll/Personnel System (PPS) will be granted the role of Candidate by a campus system to allow them access to their academic review files. Once you are registered for Single Sign-On and have been assigned a role, click here to access AP On-Line Review (or click third button in the column at left.) In order to use AP On-Line, you need to be assigned a “role” that determines
what material you can see in AP On-Line and what actions you can take (see previous
section for details.) The roles for Phase I are: Candidate: The role assigned to the academic appointee under review. Candidate Alternate: The role assigned to the person designated by the Candidate within AP On-Line to assist with compiling and uploading documents for the review file. A Candidate may designate more than one Candidate Alternate (referred to as “Alternate” in the remainder of this document). 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: This role assigned to the actual department chair. Department Ad Hoc: The temporary role assigned within AP On-Line by Department Staff to faculty members serving on ad hoc committees (if the department uses ad hoc committees for normal merit and/or reappointment/merit files). Voting Faculty: The temporary role assigned within AP On-Line by Department Staff to faculty members who are eligible to vote on a particular file (if a department votes on normal merit and/or reappointment/merit files). 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: This role assigned to the actual dean. AP On-Line users’ privacy and the confidentiality of academic personnel documents and records are maintained through the use of UC San Diego’s Single Sign-On gate-keeping system, and also through assignment of user roles within AP On-Line. Single Sign-On requires a user I.D. and a password. Click here for instructions for registering 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. |
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