Academic Information Systems and Data Management is responsible for the ongoing development, testing, implementation, and maintenance of Academic Personnel On-Line, the Web portal for completing academic personnel business processes at UCSD.
This office also oversees academic personnel data resources at UCSD and works closely with other Academic Personnel Services units to ensure consistent and cohesive delivery of shared information. Academic personnel data is collected via APS staff input into an internal APS database and via AP On-Line Recruit and Review.
Dawn Reser, Director of Academic Information Systems and Data Management, can be contacted at (858) 534-7960 or firstname.lastname@example.org.
Click here for general information about the AP On-Line services (e-Recruitment Plan, Recruit, and Review), or to log on to these services.
Below is information about the ongoing development of AP On-Line and about academic personnel data resources.
New AP On-Line Review functions for which requirements have been written include.
The timeframe for coding and roll-out of these functions is to be determined.
As UC San Diego was working on developing and deploying the first phases of AP On-Line Review, UC Irvine was developing an application for online management of academic recruitments. Recognizing the potential for significant savings of time and money for both campuses, UCSD and UCI agreed in February 2009 to share Recruit and Review and to collaborate on the ongoing development of AP On-Line services.
UCSD had its own version of Recruit by the fall of 2009, and in the fall of 2010, UCI piloted its own version of Phase I of Review (normal merits and reappointments not requiring campus review).
In July 2010, Recruit was selected to receive one of six Larry L. Sauter Golden Awards for Innovation in Technology. The winning projects were recognized for their innovation and their value to the University of California.
UCSD and UCI are now collaborating to develop needed functions in AP On-Line Review and will collaborate on future development of this and other AP On-Line services.
To use the AP On-Line suite of services, academics and staff must be registered for Single Sign-On, UCSD’s gatekeeper system for campus business systems. They must also be assigned a role and scope (department code) in each of the AP On-Line services they wish to use. This will determine what materials they can see and what actions they can take. The Department Security Administrator (DSA) in the user’s home department makes such assignments.
Detailed information about the roles available in e-Recruitment Plan, Recruit, and Review is provided on the AP On-line Information for Users Web page.
In the fall of 2010, in consultation with UC Irvine’s Academic Personnel Office, UCSD Academic Personnel Services drafted a UCSD/UCI AP On-Line Strategic Plan as a framework for continuing development of the AP On-Line suite of services. The plan recognizes that AP On-Line is not intended to replicate existing paper processes, but to allow completion of academic personnel processes in ways that are most effective and efficient and that support compliance with academic personnel policies.
The strategic plan:
Priorities for system development will be determined by consultation between UCSD and UCI.
Campus users can access academic personnel data via the Academic Personnel Queries Menu on DataLink. The types of data available include:
The College Data Query is a modified version of the Employee Query, returning a reduced number of fields. It is geared toward retrieving employee information by college.
Examples of uses for a College data query are creating lists of active employees within a specified college; creating lists of all academic employees in a given department whose appointments end by a certain date; or getting contact information for all employees within a college.
File Tracking data
A File Tracking query can be used to see the current reviewer or the status of an academic review file for which Academic Personnel Services (APS) is office of record.
Examples of uses for a File Tracking query are viewing a file's routing history, starting with receipt of the file in APS or the Office of Graduate Studies, or viewing the final action status of all current-year academic review and appointment files under the user’s purview for which APs is the office of record.
Next Review Due data
This data provides a snapshot of the expected review dates for current academics in the user's department(s). As academic review files are processed, this data will change.
Examples of uses for a Next Review Due query are creating a list of academics expected to be due for an academic review in the current year for a specified department or division, or determining a specific academic's expected next review date.
Non-Senate Faculty Quarter data
This data provides a history and count of the number of quarters taught by non-Senate faculty.
Examples of uses for a Non-Senate Faculty Quarter query are determining the number of quarters taught by a specific academic employee in a non-Senate instructional title, subtotaled by appointing department and type of quarter (e.g., pre 6-year or continuing), or checking the appointment details that were used to determine the quarter count.
This data provides results of academic reviews for academics currently or formerly in the user’s department(s), back to approximately 1995. As academic review files are processed, this data will change. The salary history does not reflect each year’s range increases, but information such as deferred start dates, regularizations, and transitions due to title and scale changes is included.
Examples of uses for a History query are to create a specific academic’s appointment and review history, or to create a list of all academics currently holding a specific academic title in the user’s department(s).
Leaves and Duty Modifications data
This data provides a history of leaves and duty modifications for academics for whom the Academic Personnel Office is the office of record. Duty modifications include sabbaticals, periods of active service with modified duties (ASMD), and periods of conflict of commitment. This data contains information back to approximately 1995 for most academics, with some histories going back further.
Examples of uses for a Leaves and Duty Modifications query are to see the history of leaves and modifications for a specific academic, or to see a list of academics in the user’s department(s) who have taken a leave since the user last downloaded this data.
Sabbatical Credit Accrual data
This data provides a snapshot of the sabbatical credits earned by current academics in the user’s department(s). The data is summarized as the number of credits available and the date to which the credits were calculated. This "Credits Calculated Date" lets users know that here has been no activity affecting the accrual since this date (e.g., leave or forfeiture); that there has been no sabbatical credit usage recorded since this date; and that all activity affecting the accrual, as well as sabbatical credit usage, is accounted for through this date.
Examples of uses for a Sabbatical Credit Accrual query are to create a list of academics for a specific department or division and their earned sabbatical credits calculated to the end of the last usage; or to list a specific academic's earned sabbatical credits calculated to the end of the last usage.
The Academic Compensation and Data Reporting unit of Academic Personnel Services makes data reports available on its Web page. These are the Academic Personnel Headcount report and the Salary Distribution by Rank for General Campus Ladder-Rank Faculty report.
There are two screens in AP On-Line Review that let users easily see where each file is in the review process.
The File Tracking screen lets users see all file review steps that have been completed or are pending. These steps (e.g., File Created, File Prep, Dept Review Cert pending, Dept Review Cert signed) are listed in reverse chronological order, with the date and time each step was completed or became pending.
The Certs and Notifs Tracking screen shows a list of notifications that have been sent to various roles (e.g., notifications asking review candidates to sign certifications), along with the date and time each was sent. This screen also shows which certifications have been signed and which still have signatures pending.
These screens help make the review process more transparent to both academics and staff.