Academic Administrators Less than 100% Guidelines

Eligible Titles

The following titles are eligible for additional administrative compensation for the General Campus and the School of Medicine:

• Associate Dean*
• Vice Dean*
• Senior Associate Dean*
• Department Chair*
• Department Vice Chair
• Director*
• Associate Director
• Faculty Assistant to the Dean
• Interim/Acting appointments in the aforementioned titles*

*These are the titles that require a search process be submitted to the Office of Academic Personnel

Appointment Process

1. Approval of these appointments are delegated to the dean, however, prior to the final decision, the search process must be approved by the Vice Provost of Academic Personnel. The search process must be written on a memo from the dean and should include:
   • A discussion about other candidates considered, the qualifications of the final candidate for the position, and the consultative process that was followed (for example, did this include equity advisors, senior faculty advisory group, faculty, and/or executive committee).
   • The make-up of the compensation for the administrator and how it was derived (i.e. in comparison to other administrators serving in the same role, etc.)
2. After the search process is approved, the dean may proceed with making the appointment.
3. Please forward a copy of the appointment letter to the Office of Academic Personnel for our records within one month of the appointment. The appointment letter should include the following:
   • Term of the appointment;
   • All forms of compensation (i.e. stipend, course release, summer salary, etc.)

Appointment Limits 

General Campus Faculty Administrators may hold one administrative appointment at a time.

School of Medicine Faculty Administrators may not exceed more than two administrative appointments at the same time.

• Appointment memos should provide information on any existing concurrent administrative appointments, and include an acknowledgement that conflict of interest between the two positions does not exist.

Terms of Service

Per APM-241—Faculty Administrators and APM-245—Department Chairs the faculty administrator shall be appointed for a period of up to five years, subject to reappointment.

• A review must be conducted for each Faculty Administrator no later than once every five years to determine whether reappointment to another term is warranted.

Please note the following:

1. Modifications to existing appointments, as well as letters of renewal will require a copy of the documentation to the office of Academic Personnel.
   • Renewals do not require resubmission of search process.
2. Stipends offered above the maximum, will require approval from the Vice Provost of Academic Personnel.
3. Options for Associate Dean/Associate Vice Provost compensation will now include the option to allow Associate Deans/Associate Vice Provosts to remain 100% in their academic year professorial appointment, keeping their faculty administrator appointment without salary.

Incentives, such as course release, research allowance, committee service release will continue to be at the discretion of the dean.  All compensation components, including new augmentations up to the maximum, should be funded from the school/program budget.

Click here for the compensation options and how to administer each option while providing flexibility to handle individual circumstances that may arise within your unit. 

• Maximum compensation levels for applicable compensation components (e.g. stipends, summer salary, etc.) are also included.
• Maximum stipend amount is $25,000.
• The compensation model for Department Chairs also includes faculty administrators in the following titles:
  • Directors
  • Associate Directors
  • Faculty Assistant to the Dean
  • Interim/Acting in the titles above

Any exceptions to the compensation models outlined requires approval from the Office of Academic Personnel prior to the effective date. 

Administrative Stipend, Additional Administrative Compensation, and Appointment Limits

Administrative stipends are retirement base-building and are limited to a maximum of $25,000 annually.

Additional administrative compensation is non-retirement base-building that may be used to supplement up to $50,000 annually. Appointment memos should include the additional administrative compensation amount and that it will be paid as “additional compensation”.

The administrative stipend and the additional administrative compensation may not exceed a total maximum of $75,000 annually per administrative appointment (see below for exception requests).

Appointment limit for a faculty administrator may not exceed more than two administrative appointments at the same time. Appointment memos should provide information on any existing concurrent administrative appointments and include an acknowledgement that conflict of interest between the two positions does not exist.

Approval of compensation within the above-stated guidelines for these faculty administrators is delegated to the dean. Any exceptions to the compensation models outlined above are subject to review and approval by the Vice Provost for Academic Personnel and require approval prior to the effective date.

Compensation Components

Basic Science Departments: faculty administrators in the basic science departments can receive compensation in the form of a stipend, additional administrative compensation, and/or salary shortfall funds in support of their total negotiated salaries (TNS).

Clinical Science Departments: faculty administrators in the clinical science departments can receive compensation in a combination of stipends, additional administrative compensation, salary shortfall support, and/or clinical time buy outs via health sciences compensation plan ‘Y’ and ‘Z’ components of pay.

• Clinical Directors/Associate Directors: In general, directors and associate directors of the clinical enterprise will receive administrative compensation in the form of ‘Z’ component of pay.
• Clinical Department Chairs: For clinical science department chairs, the total amount of compensation is based on the size and complexity of the department along with American Association of Medical Colleges (AAMC) benchmarks and UC market data for salaries of clinical chairs.

Key Points

Due to the complexity of the administration of the Heath Sciences Compensation Plan, the Chief Administrative Officer (CAO) and/or the Chief Financial Officer (CFO) of the department should collaboratively work with the School of Medicine Academic Affairs Office on how to administer each proposed option stated above.

Incentives, such as stipends, salary shortfall support, and clinical time buy-out support will be at the discretion of the Dean. Generally, all compensation components, including new augmentations up to the maximum, should be funded from the College/School/Department/Program budget.

Grandfathering Existing Appointment Commitments

Any existing administrative appointment commitment made prior to 2018-2019 will be grandfathered until a modification to appointment or the end of the current appointment period. Any request for reappointment or modification will need to comply with the guidelines.

Any questions about these guidelines should be addressed via consultation between the School of Medicine Academic Affairs Office and the Office of Academic Personnel.