December 2008

We are pleased to introduce the first edition of the Academic Personnel Newsletter.  In response to your requests and comments, this new online publication intends to keep the campus community informed of the changes and updates happening to the academic faculty throughout the year.

The Newsletter will profile academic processing changes including: “in depth” discussion of our non-Senate employees covered by union representation, faculty life, academic payroll activities, systemwide programs, and new and revised policies and procedures. Enjoy!

 

Contract Employees

New Salary Scales

Postdoctoral Scholars/Postgraduate Researchers, Unit 18 Non-Senate Faculty (NSF) Lecturers, Academic Student Employees (ASE)

Postdoctoral Scholars/Postgraduate Researchers:  Local scales have been updated as part of the three-year plan for UC to increase postdoctoral scholar minimum salaries to the level established by NIH. The new minimum of the Postdoctoral Scholars salary range has been increased to $35,500, effective October 1, 2008.  The maximum salary will remain at $80,880.  For the Irvine campus, the salaries for all postdoctoral scholars (title codes 3240 and/or 3252, including 3252 supplements) that fell below the new minimum have been adjusted to reflect the new salary rate of $35,500 retroactive to October 1, 2008.  Click here for more information.

ASE (Associated Student Employees): The ASE local scales have been updated based on the October 1st contractually prescribed scale adjustments. Please refer to the October 8th PPS Listserv message "Unit 18 and ASE Salary Scale Adjustments - October 2008" for more detailed information. Appointment Notifications have been developed for use during AY 2008-2009. To comply with Article 2 (Appointment Notification) of the collective bargaining agreement between the University and the UAW, appropriate notifications are required when UCI students are offered employment as Teaching Associates (Associates In), Teaching Assistants, Readers, and Tutors.

Unit 18 (Non-Senate Faculty Lecturers): The local Unit 18 scales have been updated based on the October 1st contractually prescribed scale adjustments. Any appointment or review documentation coming forward for your Unit 18 employees should now reflect the October 1st adjusted rates - keep this in mind when reviewing PANs. Please refer to the October 8th PPS Listserv message "Unit 18 and ASE Salary Scale Adjustments - October 2008" for more detailed information.

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Lecturers - Reduction in Time and Layoff Guidelines

It is the practice of the Irvine campus to review the departmental instructional need annually.  When a school or department determines that a layoff or reduction in time is necessary due to lack of work, budgetary considerations or programmatic changes, it is important to remember that there are specific campus guidelines to follow.  The school or department should consult with their dean or the Office of Academic Personnel:

1. If the department determines that a layoff or reduction in time is necessary, it should inform the non-senate faculty (NSF) lecturers in writing as soon as possible.  Written notice should be provided in advance of the effective date of the action. Managers chould contact their AP Analyst for the appropriate sample notice templates. 
2. Based on the NSF’s employment length there are different periods of notice.
3. Seniority is based on the full-time equivalent number of months of service and pay status is calculated on the basis of an appointment at 50% or more.

For a more complete description of the process and the necessary forms needed, please refer to Academic Personnel Procedures Section 4-16 Non-Senate Layoff. Also see the MOU Article 17 Layoff, Reduction in Time. 

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Faculty Initiatives

Presidential Postdoctoral Recruitments

The UC Office of the President (UCOP) extended the hiring incentive for President’s and Chancellor’s Postdoctoral Fellowship participants to campuses that hire current or former President’s or Chancellor’s Postdoctoral Fellows into ladder-rank faculty positions effective July 1, 2009, through July 1, 2011.

Upon UCOP approval, the FTE will be advanced to the hiring unit for a five year period.  At the end of the five year period, units will need to provide their own FTE in support of the position. Health Science programs that do not receive general campus enrollment funding will not be eligible to receive the FTE.

If your unit is thinking of hiring a former or current President’s or Chancellors’ Postdoctoral Fellow, please notify Professor Douglas Haynes, Director of ADVANCE at (949) 824-2798 or via electronic mail at advancedirector@uci.edu.

FOR AP COORDINATORS ACTIVELY RECRUITING
UCOP collects information on these new hires throughout the year, including:

• Name
• Hiring Department and School
• Anticipated appointment start date
• Status (interview, offer pending, offer made, offer accepted, etc.)

Please forward your intent to recruit (even if the appointment is not complete within the school) to your Academic Personnel Analyst, as soon as possible.  AP will be requesting this information from the Schools throughout the year.

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Policies and Procedures

Redelegation of Authority

Authority for academic personnel actions was delegated to the Executive Vice Chancellor by the Chancellor in 2000.  Effective November 2008, the Executive Vice Chancellor and Provost has delegated authority to the Dean in the School of Medicine for specific actions to the Health Sciences Clinical Professor Series. For more information regarding actions now delegated to the SOM Dean click here.

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New and Revised APM Sections

• APM - 035: Affirmative Action and Nondiscrimination in Employment
• APM - 080: Medical Separation »new«
• APM - 190, Appendix A-1: The University of California Policy on Reporting and Investigating Allegations of Suspected Improper Governmental Activities (Whistleblower Policy)
• APM - 220-18-b(4): Criteria for Advancement to Professor, Step VI, and to Professor, Above Scale, has been issued effective September 2, 2008 for implementation no later than July 1, 2009.
• APM - 220-85-b: Professor Series
• APM - 335-10-a: Cooperative Extension Advisor Series
• APM - 710: Leaves of Absence/Sick Leave/Medical Leave
• APM - 711: Reasonable Accommodation for Academic Appointees with Disabilities »new«
• APM - 740-11-c: Leaves of Absence/Sabbatical Leaves have been issued

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New and Revised AP Forms

Introducing the AP-9 and AP-99

• UCI-AP-9A: Instructions for Biography and Career History - instructions for completing both the UCI-AP-9 and UCI-AP-99 forms.
• UCI-AP-9: University Biography - reduced to a single page, now called the Academic Personal Data Sheet. This form will be required with all new initial appointments for all series.
• UCI-AP-99: Career History and Publications - replaces pages 2-4 of the old biography form. Although not required, if the candidate includes a vitae, many units are incorporating its use in place of the old form for consistency of information. Because there is no set criteria for the formatting of vitaes, the new form allows for the necessary information, needed for the proposed action, to be outlined in a concise and specific manner.  As long as the information listed on the form is on the vitae it may not be necessary to include. 
• Addendum: For department faculty who are participating in the myData (online faculty database) project on the General Campus, the new Review Profile will be substituted for the Addendum and Biography forms in faculty review files.  It will not be necessary to include an additional Addendum form. Those not participating in the myData project will continue to use the UCI-AP-10.
  • School of Medicine faculty will continue to submit the UCI-AP-10-Clin form, but do not need to prepare a University Biography Form.

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Academic Payroll

Salary Threshold

New 2008-09 Salary Thresholds

The 2008-09 thresholds for salaries requiring approval from the Office of the President have been adjusted in light of the Indexed Compensation Level (ICL) of $275,000 approved by the Regents on September 9, 2008.

New faculty salary thresholds have been approved for 2008-09.

The salary threshold for academic administrative positions have been adjusted to $275,000. Please continue to identify any Associate Dean, Department Chair (and Vice Chairs), and Director appointments whose total administrative salary components (including base professorial salary, summer administrative ninths, administrative stipends, and summer differential) exceed the $275,000 threshold.

When total administrative compensation exceeds $275,000 please contact your AP analyst or deans office.

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Leave With/Without Pay

The Chancellor has delegated to the deans approval for leaves of absence without pay for twelve months or less if there is good cause.

In exceptional cases, leave without pay for more than twelve months OR requests for leaves without salary that, when added to other leaves without salary taken in previous years, exceed a total of three quarters in a three-year period for academic-year appointees or four quarters in a four-year period for fiscal-year appointees may be granted with prior approval by the Vice Provost.  All such leaves should be requested in advance on the Leave of Absence form, accompanied by a letter of justification.

The delegation to the deans does not include leaves with pay, which require the Vice Provost’s approval as noted below. Please keep in mind that these are the requirements during the appropriate service period.

For Leaves with Pay to attend professional meetings or University business, the Department Chair can approve up to 7 days. 

If more than 7 days, it is campus policy that the leave form be completed and forwarded via the Dean's Office to AP for VP Killackey's approval.

Whether the leave is within the U.S. or outside is not an issue for AP - more than 7 days as paid leave is the determining factor for completion of the form (or leave without salary of any length).

These are the minimum requirements. However, each School or Dean's Office may establish their own requirements in addition to the minimum.  Also, keep in mind that this does not include leaves such as sabbatical, illness, etc., which have their own policies and procedures.

The Leave of Absence form (AP-76) also references this information.

Any leave without pay needs to be entered into PPS; any leave with pay for more than 30 days needs to be entered in PPS. 

APM O25 - Conflict of Commitment and Outside Activities of Faculty Members: 
Because the University encourages outside faculty activities that contribute to their respective professions and to the community, APM 025 was created to manage such activity.  One of the key provisions of APM 025, is the requirement that faculty members seek and receive prior approval from the Executive Vice Chancellor and Provost whenever activities are likely to raise issues of conflict of commitment.

This revised policy applies to all members of the Academic Senate and equivalent ranks, but does not replace professional and health science school policies, which provide more detailed or specific guidelines on outside activities.  To facilitate compliance with the policy, the campus procedures, APP 1-15, have been revised to include a summary chart which outlines the general guidelines with the types of activities that require prior approval.  A summary of the APM 025 policy and campus reporting procedures can be accessed at: http://www.ap.uci.edu/APP/1-15_activities.html.

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Service Periods vs. Pay Periods

What is the difference?

ACADEMIC YEAR PAY PERIODS (Three Quarters)

Academic Year Winter Service Period 2008-09
Pay Period: November 1, 2008 through February 28, 2009
Service Period: January 2, 2009 through March 20, 2009

Academic appointees who have academic-year appointments are required to serve for 9 months from the beginning of the fall term through the end of the spring term. They are normally paid over 12 months. Consequently, the months in which they receive payment do not correspond to their service periods. The pay periods for academic-year appointees paid on a 12-month basis are as follows:

Service Period	Paychecks Received On
Fall Quarter	Aug. 1st, Sept. 1st, Oct. 1st, and Nov. 1st
Winter Quarter	Dec. 1st, Jan. 1st, Feb. 1st, and March 1st
Spring Quarter	Apr. 1st, May 1st, June 1st, and July 1st

The difference between the service period and the pay period can lead to problems when an academic appointee paid on an academic year basis (9/12) resigns in mid-quarter or at the end of the quarter, or goes on a leave without pay for part of the academic year. Pay must correspond to the portion of the quarter or the portion of the year that is actually worked.

For example, a faculty member who resigns effective the end of the fall quarter would be entitled to paychecks on August 1, September 1, October 1, and November 1, but not on December 1 or thereafter. In the event that the December 1 or later check is received or benefits are used during a non-covered period, funds must be reimbursed. Faculty members leaving during the course of a quarter are paid an amount that is prorated through the portion (the number of days or "daily rate") of the quarter that they have worked.

FISCAL YEAR PAY PERIODS (Four Quarters)

Fiscal Year Winter Service Period 2008-2009
Pay Period: January 1, 2009 through March 31, 2009
Service Period: January 1, 2009 through March 31, 2009

Fiscal year appointees work year-round (12-months).

Service Period	Paychecks Received On
Summer Quarter	Aug. 1st, Sept. 1st, and Oct. 1st
Fall Quarter	Nov. 1st, Dec. 1st, and Jan. 1st
Winter Quarter	Feb. 1st, March 1st, and Apr. 1st
Spring Quarter	May 1st, June 1st, and July 1st

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Reminder: Administrative Appointments

Enter your faculty in PPS

Two items to remember regarding your Administrative Appointments:

1. Enter ALL administrative appointments regardless of pay status using the appropriate title code. Paid stipends are entered under the faculty’s administrative appointment and would be reflected on the distribution line. If the faculty is not receiving a stipend, enter the WOS for the description of service (DOS) code.
2. The majority of our academic titles are coded "E" for the Employee Relations Code --the Employee Relations Unit Code (i.e., A9 for Academic Senate/UCI) will then derive automatically for the appropriate unit, based on primary title code.

Some common administrative titles (including acting titles) that require PPS input include:

• Associate and Assistant Deans
• Directors of Organized Research Units
• Chairs and Vice Chairs

For Program Directors of Focused Research Groups (not listed above), units should use the administrative stipend title code. Please be sure to check in PPS that all of your current faculty in the titles above are coded correctly for the titles listed.

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Reminder: The 2007-08 Pay Equity Study Update

The 2007-08 pay equity study at UCI was conducted for ladder rank faculty based on December 2007 Payroll/Personnel data and data from the Office of Academic Personnel.

UC Irvine's annual faculty pay equity study applies the model recommended by the American Association of University Professors (AAUP) to identify women and underrepresented faculty members who appear to be underpaid. It should be noted that these groups of people are consistent with federal definitions for employment affirmative action, and include Black/African-American, Asian/Pacific Islander, Native American, Hispanic and others, regardless of citizenship or country of origin.

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Other Resources

Academic Personnel Contacts

Click here for a detailed list

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