What’s New

August 31, 2016

DEANS
ASSOCIATE DEANS
DEPARTMENT CHAIRS

RE: Evidence of Teaching Effectiveness

Performance in teaching is one of the three broad areas evaluated for appointment, advancement, and promotion in the UC system.

Policy: APM 210 states “It is the responsibility of the department chair to submit meaningful statements, accompanied by evidence, of the candidate’s teaching effectiveness at lower-division, upper-division, and graduate levels of instruction. More than one kind of evidence shall accompany each review file. “

Practice: Student evaluations are often the only evidence provided in review files. Additional forms of evidence are important to provide a more accurate and balanced evaluation of teaching performance.  For the 2015-16 year, we asked that at least two forms of evidence should be submitted with each file. However, many files arrived with only student evaluations.

Change in Practice for 2016-17:  Files will not be accepted in AP unless they include Student Evaluations of Teaching, along with another form of evidence.  Types of evidence accepted can include, but are not limited to:

• Course syllabi
• Teaching self statement (similar to research self statement)
• Teaching Practice inventory (Weiman and Gilbert, CBE 13: 552-569)
• Peer evaluation
• Teaching Awards (with appropriate context – school, Dept, National level)
• Student achievement/learning gains

Appropriate checklists and AP Review have been revised to allow for other evidence of teaching effectiveness.

If you have any questions or concerns, please contact me at 949.824.0663.

Sincerely,

Diane K. O’Dowd
Vice Provost for Academic Personnel

cc: Assistant Deans
Academic Senate
Council on Academic Personnel
Chief Personnel Officers
Equity Advisors
Academic Personnel

August 17, 2016

ACADEMIC DEANS

RE: Nominations for Titles of Distinction 2016-2017

In an effort to ensure that all nominations for the title of distinction are reviewed in a timely manner, I am providing you with the following dates to submit nomination files:

Fall Quarter, submit to the Office of Academic Personnel by Friday, October 7, 2016, for review by the Distinctions Review Committee in November.

Winter Quarter, submit to the Office of Academic Personnel by Friday, January 6, 2017, for review by the Distinctions Review Committee in February.

Spring Quarter, submit to the Office of Academic Personnel by Friday, March 3, 2017, for review by the Distinctions Review Committee in April.

Nomination files submitted after the dates listed above may be reviewed in the following quarter. Nominations for new faculty who may need a review immediately will be handled on a case‐by‐case basis.

For additional information about the nomination process and file documentation for titles of distinctions, please visit: http://www.ap.uci.edu/distinctions/titles.html

If you have any questions or concerns, please contact me at 949.824.0663 or dkodowd@uci.edu.

Sincerely,

Diane K. O’Dowd
Vice Provost for Academic Personnel

cc: Council on Academic Personnel
Academic Budget
Chief Personnel Officers
Academic Personnel

June 24, 2016

DEANS and DEPARTMENT CHAIRS

RE: Procedures for New Faculty (Ladder Rank and Lecturer SOE Series) Hires- Updated June 24, 2016

UCOP has released new guidance today regarding the June 30, 2016 hire date.  There are two options for new faculty hired on June 30, 2016 and specific procedures for processing the one day leave no pay.

These are the two options for new faculty hired on June 30, 2016:

1. One Day Leave No Pay on June 30, 2016*:
   • Benefits will be effective 7/1/16.
   • July will be counted as the free month.
   • No July 1 paycheck.
   • August 1 paycheck will have normal deductions (e.g. 1 month of benefits, retirement, etc.)
   • Units will not be asked to pay for benefits for July.
   • This option would be like any other appointment that typically begins on July 1.
2. Pay Starting June 30, 2016*:
   • Benefits will be effective 6/30/16.
   • June is counted as the free month.
   • There will be a July 1 paycheck for the one day pay on June 30.
   • The following deductions will be included on the July 1 paycheck:
     • Health and welfare benefits for July
     • Associated retirement deductions
     • All other normal deductions (e.g. taxes)
   NOTE :  The deductions might be higher than the one day pay and the employee will be responsible for reimbursing the University.
   • Units will also have to pay for July benefits.

*: Faculty who are in H-1B status will NOT have the option for leave no pay on June 30, they must be paid beginning June 30, 2016.

Guidance from UCOP on Procedures for One Day Leave No Pay:
For new hires who will have a one day leave no pay on June 30, 2016,  UCOP has just informed us that they will provide special programming to the Payroll system so that the “first month free” is for the month of July (instead of June).

The purpose of this memo is to clarify the PPS procedures for hiring faculty on June 30, 2016, under the limited circumstances described in the attached memo.  We also attempted to identify any implications and manual work-arounds required to minimize impact on the faculty member – note that this process is not something our systems can handle easily, so manual intervention is required and impacted faculty should be advised to carefully monitor their coverage for the first several months to ensure results are as expected.  Additionally, the process does impact the “first month free” policy on health & welfare (H&W) coverage.

Please follow the procedures below for One Day Leave No Pay on June 30, 2016:

• Faculty member hired into a UCRP-eligible appointment on 6/30/2016 and immediately placed on leave without pay.
• Set the Hire Date and Appointment Begin Date to 6/30/2016.
  • Appointment Begin Date should be set to 6/30/16.
  • Add a distribution line to show 6/30/2016 to 6/30/2016 with “LNP” DOS code.
  • Add a second distribution line to start paid appointment on 7/1/2016 with “REG” DOS code.
• Set the Assigned BELI Effective Date to 07/01/2016.
• Update the PIE End Date to 07/31/2016 (must be done immediately after HIRE action is processed). Note: the system will set the date automatically to 07/30/2016 based on the Hire Date.
• Return faculty member to pay status on 7/1/2016.

Impacts:

1. Faculty pay will be accurate – earnings will begin 7/1/2016 and first check will be 8/1/2016.
2. ‘EE and ‘ER contributions to health & welfare:
   1. H&W coverage begins 7/1/2016;
   2. PPS will not deduct the ‘EE contributions for July coverage. July coverage is “free” month for employee.
   3. The self-billing report, enrollment files, and consolidated billing reports will indicate July coverage is “free”.
   4. At Your Service Online (AYSO) can be used to enroll in benefits after 7/1/2016
3. 2013 UCRP Tier membership:
   1. Faculty member will be a member of 2013 Tier.  To ensure all processing happens accurately, UCOP/RASC will run a report and work to make sure anyone with a 6/30/2016 date of hire is in the 2013 tier.

Policy Reminders:

• Current UC employees who are in safe harbor positions (e.g. post docs, residents) and who will be transitioning to a faculty appointment effective 7/1/2016 or later have their “foot in the door” already and are not subject to the PEPRA maximum.  They will, however, be offered a choice. There is no need to hire them before 7/1/2016 in order to keep them in the 2013 Tier.
• The option of hiring faculty on 6/30/2016 and placing them on immediate unpaid leave of absence is available as described in the attached memo.

If you have any questions, please direct them to your Academic Personnel Analyst.

Diane K. O’Dowd
Vice Provost for Academic Personnel

June 23, 2016

DEANS and DEPARTMENT CHAIRS

RE: Procedures for New Faculty (Ladder Rank and Lecturer SOE Series) Hires

One Day Leave No Pay (June, 30, 2016):

Newly hired faculty must have a begin date of June 30, 2016 in order to be included in the 2013 retirement tier. Faculty whose appointments would have normally began on July 1, 2016 will need to be placed on leave no pay for one day on June 30, 2016, and pay status will begin on July 1, 2016. Our office is working with UCOP to determine how benefits charges will be incurred by placing the faculty member on the one day leave no pay. We will keep you updated, but at this time we believe that since the faculty will not be on pay status for this day (June 30), no deductions for benefits will incur for the month of June; the month of June will be considered the “free” month. However, employees starting on June 30, 2016 will be responsible for their July and August benefits and will need to pay double employee contributions on their August 1 paycheck, and the units will also be charged for both August and July benefits in July. This would be the cost of being part of the 2013 Retirement Tier. For the one day leave no pay for June 30, our office will not require the completion of the Leave of Absence form.

One Year Leave No Pay for Faculty on Pay Status Starting July 1, 2017:

Faculty whose appointment begins on June 30, 2016 and will be on immediate leave no pay for the 2016-17 academic year, should have already submitted a request for this leave to my office and had a response returned to your School. If you have any outstanding Leave of Absence requests (greater than one day, beginning June 30, 2016), please submit them to my office by June 29, 2016 for my review and approval.

If you have any questions, please direct them to your Academic Personnel Analyst.

Diane K. O’Dowd
Vice Provost for Academic Personnel

June 20, 2016

ACADEMIC DEANS, VICE CHANCELLOR FOR RESEARCH, DIRECTORS, and DEPARTMENT CHAIRS

Re: Faculty Retirement Dates

Faculty who are 9 over 12 academics can only retire during the following dates:

1. Spring Quarter:
   • Separation date of June 29, 2016 (this is for 2016; it varies from year to year, but normally around the 28th)
   • Retirement date of July 1, 2016
   • June pay, reflected in the July paycheck would be less than 100% (roughly 98.5%)
2. Fall Quarter:
   • Separation date of October 31, 2016
   • Retirement date of November 1, 2016
3. Winter Quarter:
   • Separation date of February 28, 2017
   • Retirement date of March 1, 2017

Faculty who wish to retire mid-year, during Fall or Winter quarter are still responsible for completing their teaching assignments through the end of the quarter’s service dates. For Fall quarter their teaching assignment is through December and for Winter quarter it is through March.

Example of retirement at the end of Fall Quarter:

When faculty retire mid-year and need to complete their teaching assignments, their emeritus title will serve as their appointment to allow them to give grades at the end of the quarter.

The emeritus title shall be conferred, automatically upon retirement, on Academic Senate members. Membership in the Senate does not lapse upon conferral of emeritus status. When a Senate faculty member retires, his or her continuing relationship with the University should be documented by entering an Emeritus appointment in PPS. Only the home department can enter this appointment in PPS.

List of the Emeritus Title Codes:

• Title code 1132, Professor Emeritus – WOS – used for all Reg Ranks Professorial
• Title code 1620, Lecturer SOE Emeritus
• Title code 1621, Senior Lecturer SOE Emeritus
• Title code 3249, _____ Senate Emeritus – used for In-Residence and Clin X Emeritus

If you have any questions or need further assistance, please contact your Academic Personnel analyst.

Diane K. O’Dowd
Vice Provost

April 8, 2016

DEANS

RE: June 30 Appointment Placed on Immediate Leave Without Salary

For any newly recruited faculty who will begin on June 30, 2016 and placed on immediate leave without salary, the request should be submitted in advance and will require my approval. I am aware that leaves without pay for up to one year in length are delegated to the dean and will remain at the dean’s authority, except for appointments beginning June 30 and placed on immediate leave without salary. Since this year involves the transition to the 2016 Retirement Tier my office will need to maintain a list and provide a report to Office of the President, so that retirement program status can be accurately tracked in the future.

Please submit your request well in advance and include, the Leave of Absence form, UCI-AP-76 and ensure the reason for the leave without salary is well documented on the leave form or you may attach a separate memo if needed. Just a reminder, appointment with an immediate leave without salary may be approved for Ladder-Rank faculty and Lecturer with Security of Employment (SOE) series only when justified due to a pre-existing obligation, postodoctral appointment, fellowship or equivalent professional obligation. The reasons for the leave without salary must be well documented.

Should you have additional questions, please direct them to your assigned Academic Personnel analyst.

Sincerely,

Diane K. O’Dowd
Vice Provost for Academic Personnel

December 15, 2015

DEANS AND DEPARTMENT CHAIRS

Re:  Inclusive Excellence Activity Reporting Guidelines

Dear Colleagues,

Inclusive Excellence animates the mission of UCI.  The Academic Manual (APM) recommends that faculty be encouraged and recognized for contributing to this vital priority of the University.  Faculty may document their activity in their myData Review Profile and discuss specific contributions in their self-statements.

Below are the guidelines that are designed to ensure that such activity is appropriately evaluated and rewarded.  Please review and share them with your school and department faculty.  If you have questions, please contact Douglas Haynes, Vice Provost for Academic Equity, Diversity and Inclusion at advancedirector@uci.edu.

1. How the activity advances equal opportunity and diversity: the ways it explores underrepresented or understudied populations or communities, cultures and practices; or illuminate societal inequalities or disparities.
2. What the significance or impact of the activity is: how it builds or extends research problems or areas; raises awareness in local or state or national or international contexts; contributes to equitable access to education and broadens participation in higher education through outreach or mentoring or recruitment or student placement; addresses societal disparities or inequalities; or aligns with Category 7 (Multicultural Studies) of the General Education requirements.
3. The extent the activity has been recognized:  document and describe any and all of the following: competitive funding; any appearance in a peer reviewed journal or publication as a book; significant contribution to high impact online journalism such as a blog or curated web-page; selection for commendation by campus unit, professional association or public service organization; or has the faculty member served on a taskforce or been elected to a leadership position in an affinity group organization or a committee within a professional organization.

Sincerely,

Enrique J. Lavernia
Provost and Executive Vice Chancellor