Services of Academic Information Systems
and Data Management

Academic Information Systems and Data Management is responsible for the ongoing development, testing, implementation, and maintenance of Academic Personnel On-Line Review, 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.

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.

AP On-Line: Collaboration with UC Irvine

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.

AP On-Line: Security and access

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.

AP On-Line: Strategic plan for future development

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:

  • identifies the business needs for AP On-Line
  • identifies the system’s general goals (such as increasing efficiency and data accuracy, reducing risk by ensuring compliance with policies, and making academic personnel processes more transparent to faculty and staff)
  • identifies the individuals and entities who will utilize AP On-Line
  • lists the planned components of the complete AP On-Line suite of services
  • identifies the required functions of AP On-Line services and includes a "wish list" of additional functions

Priorities for system development will be determined by consultation between UCSD and UCI.

Data resources: Academic Personnel Queries on DataLink

Campus users can access academic personnel data via the Academic Personnel Queries Menu on DataLink. The types of data available include:

  • 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.

  • 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.

Data resources: Academic Personnel Services Web site

Data resources: File tracking screens in AP On-Line Review

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.