• For questions regarding Academic Personnel processes, please contact your dean's office
• For technical issues or error messages, please contact the ACT Help Desk at (858) 434-1853 (x41853). 
• You can also use the "Send us your feedback" links at the bottom right-hand corner of each page of AP On-Line to submit questions and receive a telephone or e-mail response.
• A detailed manual for using AP On-Line is available via the link at left.

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:

• Ladder Rank
• In Residence
• Clinical X
• Adjunct, salaried
• Research Scientist (SOM only)

All uncontested normal merits, with or without reappointment as applicable:

• Ladder Rank - Associate/Full
• In Residence - Associate/Full
• Clinical X - Associate/Full
• Adjunct, salaried – Associate/Full
• Research Scientist - Associate/Full (SOM only)
• Project Scientist - Assistant/Associate/Full (SOM only)
• Specialist - Assistant/Associate/Full (SOM only)
• Academic Administrator (if less than 6 years since last review)
• Academic Coordinator (for up to two consecutive employment periods)
• Lecturer with Potential for Security of Employment
• Lecturer with Security of Employment (at salary levels equal to or less than that for Professor, Step V)
• Lecturer, Unit 18

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:

• files for which the department chair submits a personal letter
• files representing joint appointments

Each of these steps will be addressed in future phases of AP On-Line.

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.

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.