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 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

AP Data information

AP Data is Academic Personnel's new data management tool.  The system is currently undergoing development, however, limited functionality has been made available as of June 7, 2016.

Video tutorials and a system user manual are available and will be continuously updated as functionality increases.

The AP Data Management System Manual also provides step-by-step instructions.

How to get additional assistance with AP Data

If you have general questions regarding academic personnel policy, please contact your divisional dean's office.

If you have questions regarding technical issues or error messages in AP Data please contact Academic Technology Services (ATS), ats@ucsd.edu

To submit general questions, feedback, suggestions for improvements or future enhancements, please contact Brandy Cheshire, bmisquez@ucsd.edu 

To access the AP Data application, click the AP Data tab in APOL Review or click here to access the system directly.

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 and hiring officials can conduct the entire recruitment process on Recruit.  They can view and evaluate applicants' files, select short-list candidates, and track candidates invited to campus for interviews.

Recruit training is available through UC Learning Center. Click here for class names and enrollment information.

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 Executive Vice Chancellor for Academic Affairs has final authority

The AP On-Line Review Training Manual provides step-by-step instructions.

The Department Staff Committee Quick Start Guide and the Dean Staff Committee Quick Start Guide provides instructions on creating and managing committees and voting faculty groups in the new version of APOL Review released on June 20, 2017.

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

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. For "AP On-Line Review." Click here for class details and enrollment information.  For Academic Recruitment classes go to APOL-Recruit System Training.

Manuals

Step-by-step instructions for using AP Data,  Recruit, and Review are provided in separate manuals.

The AP Data Management System Manual will continue to grow as new functionality is released.

Recruit User Manual can be downloaded and printed as single documents. 

The Review Training Manual, which is more extensive, is available below 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

The Department Staff Committee Quick Start Guide and the Dean Staff Committee Quick Start Guide provides instructions on creating and managing committees and voting faculty groups in the new version of APOL Review released on June 20, 2017.

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.

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 OARS Department. 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 Recruit

Department Analysts administer all aspects of the recruitment from start to finish. They create the recruitments for their departments, complete the search plan, publish the recruitment, assign search committee roles, manage the applicant files and generate reports.

Committee Chairs review the applicants. Chairs have slightly more access rights to the applicant pool than the committee reviewers. Chairs can review incomplete applications and can manage applicant files (although this is generally left to the Analyst).

Search Committee Reviewers have viewing rights to completed applications for a given recruitment and may participate in the search committee's activities.

Equity Advisors have access to view completed applications for a given recruitment and can create diversity reports. These roles are often part of the approval workflow for the search plan and reports.

Approvers are responsible for overseeing the Search Plan, Diversity Reports, and the final Search Report. Approvers are either system-assigned or assigned by analysts on a recruitment-by-recruitment basis.

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 for series that are reviewed by CAP and are Dean’s Authority (e.g. Research Scientist, Continuing Lecturers)
  • Career equity reviews (CER)
  • Terminal reappointment
  • Retention or pre-emptive retention
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 + OFFSCALE Accelerated merit with a market offscale salary  or  new bonus offscale salary component
(Action always requires campus 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 – 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 a market offscale salary component 
MERIT + OFFSCALE – CAMPUS REVIEW Any normal merit with a new bonus offscale salary component
Reappointment and merit
ACCEL REAPPT/MERIT Accelerated reappointment and merit
(Action always requires campus review)
ACCEL REAPPT/MERIT + OFFSCALE Accelerated reappt and merit with a market offscale salary component or a new bonus 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 market offscale salary component or a new bonus offscale salary component
REAPPT/MERIT + OFFSCALE – DEAN'S AUTH Dean's authority reappointment/normal merit, with a market offscale salary component 
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 or a new bonus offscale salary component
REAPPT/MERIT/APPRAISAL – CAMPUS REVIEW Reappointment, normal merit, and appraisal of candidate’s career to date
REAPPT/MERIT/APPRAISAL + OFFSCALE – CAMPUS REVIEW Reappointment, normal merit, and appraisal of candidate’s career to date, with a market offscale salary component or a new bonus 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 or a new bonus offscale salary component
Promotion
ACCEL PROMOTION Accelerated promotion
(Action always requires campus review)
ACCEL PROMOTION + OFFSCALE Accelerated promotion with a market offscale salary component or a new bonus offscale salary component
(Action always requires campus review)
PROMOTION Promotion
(Action always requires campus review)
PROMOTION + OFFSCALE Promotion with a market offscale salary component or a new bonus offscale salary component
(Action always requires campus review)
No change
NO CHANGE – CAMPUS REVIEWS Uncontested No Change after first review at Assistant Rank, contested No Change at any rank, second consecutive No Change at any rank, with or without a market offscale salary component or new bonus offscale salary componet
NO CHANGE – DEAN'S AUTHORITY Uncontested No Change at first review at Assistant rank, and uncontested No Change at Associate and Full ranks, with or without a market offscale salary component
Reappointment only
REAPPOINTMENT – CAMPUS REVIEW Reappointment after first review at Assistant rank
REAPPOINTMENT – DEAN'S AUTH Reappointment at first review at Assistant rank