ORU Core Services Academic Personnel
Find a list of services, links to forms, appointment and visa information and sample documents from the ORU Core Services Academic Personnel analyst.
Contents
Compliance and Policy
Personnel and Appointment Processes
Project and Research Scientists
Visiting Academics
- Graduate Students: New and Reappointments Processes
- Scholars: New and Reappointments Processes
- Project and Research Scientists: New and Reappointments Processes
Other Resources
List of Academic Personnel Analyst Support Services
- The ORU Academic Personnel Academic Affairs unit is dedicated to the recruitment, development, and advancement of outstanding academic staff at UCSD. We strongly support the UCSD Principles of Community.
- ORU Policies and Procedures
- Delegation of Authority (July 1, 2012) to Approve Academic Review Actions
- Timeliness of Appointments from The OFFICE OF RESEARCH AFFAIRS:
- The Office of Research Affairs (ORA) does not have the authority to approve retroactive appointments. Therefore units should be very careful not to promise a specific starting date to a prospective appointee. The policy clearly states that UCSD employees should not start work without an official appointment letter and a signed acceptance of the appointment. The majority of appointments can be finalized within two months of a completed file being submitted to the ORA/AA Analyst (VC/Research Affairs office) for approval. However there may be times when a longer period is required, especially when committees such as PSSRP or CAP need to review an appointment. Departments are advised to plan accordingly and submit appointment files well in advance of the desired start date. Thank you for your attention to this matter.
- The ORU/AP Academic Affairs unit provides assistance and information in areas such as:
- Academic Recruitments and Appointments
- Academic Advancements and Promotions
- Academic Development Opportunities
- University Policies and Procedures for Campus Academic Personnel
GENERAL SUPPORT FUNCTIONS:
Academic Appointments/Reappointments:
- Coordinate appointment/reappointment timelines and processes with ORUs
- Advise regarding system-wide policies
- Assist with and submit recruitments
- Contact candidates for materials
- Request mentor letters
- Solicit referee letters and check for conflicts of interests
- Prepare and compile all required file documents
- Advise regarding ad hoc committees
- Advise regarding voting policies
- Review/offer suggested edits for Directors letters
- Provide final file review and submission to appropriate Dean's Office
- Submit and track file status
- Coordinate offer letters
- Run monthly appointment and visa expiring reports
- Coordinate visa applications with unit for new appointments, extensions, transfers, LOA's, etc.
- Advise regarding system-wide and IC/Federal policies
- Contact candidate for materials
- Submit applications to International Center and obtain DS-2019s, etc.
- Point of contact for unit
- Run monthly appointment and visa expiring reports
General Information, Forms, and Policy Links for AP Appointment and Review Files
General Information
Effective January 1, 2024, the current Department of Labor threshold is $844 per week ($43,888 per year).
Beginning on January 1, 2025, the minimum salary threshold for overtime-exempt employees will increase to $1,128 per week (equivalent to $58,656 per year for a full-year employee).
Individuals in non-instructional academic titles who do not meet the minimum salary threshold will be converted to non-exempt status and transitioned to an hourly pay rate and bi-weekly pay schedule. This includes all appointees in the Junior Specialist title and part-time appointees in the following series whose salaries do not meet the DOL threshold:
- Research Scientist
- Project Scientist
- Specialist
- Postdoc
- Academic Administrator
- Academic Coordinator
- Coordinators of Public Programs
- Continuing Educator
- Non-Represented Librarian
- Non-Faculty Recall
See the UC San Diego Academic Personnel DOL Implementation Guidelines for additional information.
- AP Process Manual
- UCSD Academic Salary Scales
- Definitions of Academic Personnel terms - glossary of terms used in academic personnel procedures.
- Description of the Campus Review Committees (Word file)
- Understanding the Academic Series Titles (Word file)
- Academic Titles
- Tips on Preparing Appointment Files GC (PDF) ORUs (PDF)
- External Referee Qualifications Quick Reference Chart (Criteria based upon series, rank, & step, Excel)
- Rank and Step Grid and Information (Excel)
- International Services and Engagement Office
- Career Review Criteria for Advancement to Step VI or Above Scale (Word file)
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- ORA/ORU Policy and Procedures
- ORU Voting Policy (revised 6/18, PDF)
- APM (UC) Policy
- PPM (UCSD) Policy
- CAP Guidelines for External Referees re: Research Scientists (PDF, Dec 2014) - The Committee on Academic Personnel has produced a set of guidelines for department chairs and faculty members to consider when determining whether an external referee that have been asked to write on behalf of a faculty member is independent. Note that files that do not include the requisite number of independent external referee letters will be returned to the department as “incomplete”.
- Off-Scale Salaries for Appointments and Advancements (APM 620, PDF)
- 8-Year Rule for Assistant Project and Assistant Research Scientists: Limitation on total period of service in certain academic titles (PDF) Off-scale Salary Terms (PDF)
- Affirmative Action University policy regarding affirmative action, nondiscrimination, and sexual harassment in employment (APM 035)
- Access to Academic Personnel Records (PPM 230-11) - types of information maintained and procedures for requesting access to or amendment of academic personnel records.
- Eligibility and PI Exception Information https://blink.ucsd.edu/research/finding-funding/pi-eligibility.html
- Near-relative Appointments (APM 520) - definition of "near relative" and considerations during recruitment process.
- Disclosure of financial interest in private sponsors of research (APM 028) - requirements for principal investigators to disclose direct or indirect financial interests in private sponsors of research.
- Forms
- Academic Personnel Website and Forms
- INTERFOLIO Link for Academic Candidate Materials (login required)
- Checklists for Project Scientist (Word file)/Research Scientist (Word file) - New Appointments & Review/Reappointment Files
- NEW Academic BioBibliography Form (Word file, rev. March 2021) for Academic Appointments
- Other Useful Links:
- CAP Meeting Schedule
- CAP Frequently Asked Questions (PDF)
- "Where CAP Stood" Annual Memos
- RS-CAP
- PSSRP Meeting Schedule
- AARP Meeting Schedule
- Interfolio Log-In Page
- "Whistleblower" Policy
- Other Useful links for Faculty
- Faculty Career Development
- Academic Leaves and Accommodations
- Required and recommended training for academic appointees (PDF)
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Retirement resources
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Contributing to diversity
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Visit the Diversity Initiatives for news about the innovative ways UCSD faculty are contributing to this important part of the University's mission and for access to a searchable database of opportunities.
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Research Compliance
Academic Researchers UAW Union
Open Recruitments
Open Recruitments
As an employer and federal contractor, UC San Diego is required to provide equal employment opportunity and to identify and address underutilization of protected classes, including women, underrepresented minorities, individuals with disabilities, and protected veterans in our academic job groups. Conducting full and open searches for academic employment positions supports the University of California in fulfilling these requirements under federal and state laws.
The Office of Academic Recruitment Services (OARS) is committed to academic excellence and diversity within the faculty, staff, and student body and manages several programs to promote academic diversity and equal opportunity at UC San Diego. They are responsible for providing an annual review and update of the UCSD Academic Personnel Affirmative Action Program (AAP). The AAP contains the annual update of the Academic Affirmative Action Program for women, people of color, covered veterans, and people with disabilities, in compliance with applicable federal and state regulations.
It is a written document of UCSD's good faith efforts and programs for accomplishing federally mandated affirmative action objectives and serves to:
- Reaffirm the University's commitment to the equal employment opportunity/nondiscrimination policy and its responsibility for implementation
- Analyze UC San Diego's workforce composition
- Monitor UC San Diego's employment practices
- Identify job areas where women and people of color are underutilized and establishes placement goals
- Present action-oriented programs to remedy deficiencies
- Evaluate the program to determine if progress is being made to remedy deficiencies
Requests for a New Open Recruitment
- Open Recruitment of Academic Personnel (APM 500)
- APOL Recruit
- Near-relative Appointments (APM 500) - definition of "near relative" and considerations during recruitment process.
- Disclosure of financial interest in private sponsors of research (APM 028)
- Open Recruitment Process (minimum of 9 months before start date):
- Please contact the ORU/AP Analyst directly to initiate and receive a list of applicable candidates form the applicant pool
- Identify at least 3 candidates that the Unit will interview and notify the ORU Analyst
- Provide a list of at least 3 screening/interviewing search committee members
- The ORU Analyst will guide the process with the MSO step by step going forward while managing the online recruitment system and approvals process
- Once these steps are completed and the recruitment is approved by ADEO, and appointment file will be prepared
Links to Open/Active ORU "blanket" Recruitments:
Contact your ORU AP Analyst at oru-academics@ucsd.edu or oru-assistant@ucsd.edu for more information.
Project and Research Scientists: New Appointment Processes
Requests for New Appointments for Project and Research Scientists (Open Recruitment Required):
- Appointment of Academic Personnel (APM) - information on the recruitment and appointment process for all academic appointees.
- Appointment of Non-Senate Academics (term appointment) (APM) - policy for appointments with specified ending dates.
- New/Initial appointments are normally 2 years for Assistant and Associate levels, and 3 years for full levels.
- Requests and all documents below must be received a minimum of 150 days in advance of start date (180 days if will be a CAP or PSSRP file or if a Visa will be needed) or an adjustment to the start date will be required. (For any new requests received in the Fall of the year, please add an additional 30 days of processing time to the listed timelines to account for the Holiday season)
- New joint appointment timelines will be on a case-by-case basis, mainly driven by title, home department, and whether or not an Open Recruitment and/or referee letters will be needed, as well as CAP Committee approval
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New appointment proposals process (in consideration of the above timelines):
- The ORU submits the following completed and signed documents via email to the ORU/AP Analyst to start timeline:
- ORU New Hire Form
- CV
- Mentor/PI Appointment Recommendation/Justification Letter (detailing specific Project, Purpose/Reason, Funding, etc., for the proposed appointment)
- List of "Department" Referees (per guidelines about under External Referee Qualifications Quick Reference Chart, Excel)
- If the candidate is CURRENTLY a POSTDOC at UCSD, the ORU Analyst must also submit an "Out of Unit Movement Request" - if postdoc will be appointed into a non-postdoc title before their current postdoc contract end date, an out of unit movement request must be submitted to the OPVSA office a minimum of 60 days prior to the proposed effective date of the new appointment to ensure sufficient time to comply with the terms of the UC-UAW contract:
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- Name of postdoc
- Postdoc's current title and title code(s)
- Department
- Postdoc appointment end date
- Proposed title and title code
- New department (if applicable)
- Proposed effective date of new title
- Department contact that would like to be copied on the notice letter to the UAW
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- ORU New Hire Form
- The ORU/AP Analyst will then collect the following documents from the candidate and then submit the proposed appointment application back to the ORU for final review/voting:
- All remaining appointment file documents and publications/PDFs
- List of "Candidate" Referees/Referee letters
- Visa application information and preparation (if applicable)
- The ORU submits the following completed and signed documents via email to the ORU/AP Analyst to start timeline:
Note: If your file is to be routed to a campus review committee (i.e., CAP, PSSRP, AARP, etc.) for final endorsement, additional time for processing the file/action will be necessary (minimum of 30 days). Please refer to the "Authority and Review Chart" as well as the "Description of the Campus Review Committees" to see whether your file will be routed to committee. As there are NO retroactive appointments, please also bear in mind that committee agendas may fill up quickly and once full, your file may be scheduled for the next available meeting and the start date will be adjusted accordingly.
- Exceptions: New Appointment Proposals process (for requests received by the ORU/AP Analyst after the requested submission timelines):
- Urgent circumstances will sometimes occur but should be rare. When they do, please inform your MSO as early as possible so they can provide assistance and support along with notifying the ORU/AP Analyst. Notifying the ORU/AP Analyst as early as possible to such urgencies allows for anticipation and assistance from the ORU/AP Analyst with the pending proposal.
- Proposals received prior to (or by) the ORU/AP Analyst's submittal timelines will be processed first
- Proposals received after the ORU/AP Analyst's submittal deadlines are not guaranteed to be successfully submitted due to:
- Insufficient time for collection of necessary file materials from the candidate and/or the unit, including receipt of referee letters
- Errors that result in a limited timeline
- Visa processing issues, if applicable
- Insufficient time for inclusion on ORA Dean's Office review agendas due to workload and/or during peak periods thus missing cutoff dates
- Insufficient time for inclusion on campus review committee agendas during peak periods thus missing cutoff dates
- Insufficient time for processing due to workload or personal time off schedule of the ORU/AP Analyst
- Periodic reports/notifications will be sent to the MSO, ORA Dean's Office and the ORA VC Office reflecting "exception" proposal submission frequency data to assist with Unit compliance and organizational challenges at a higher level.
- Urgent circumstances will sometimes occur but should be rare. When they do, please inform your MSO as early as possible so they can provide assistance and support along with notifying the ORU/AP Analyst. Notifying the ORU/AP Analyst as early as possible to such urgencies allows for anticipation and assistance from the ORU/AP Analyst with the pending proposal.
- In these cases, if perceived as urgent and necessary by the unit's MSO, the ORU/AP Analyst will share/delegate some or all of the file preparation responsibilities back to the unit's MSO at a minimum as follows and based on the requested accelerated start dates, and will be reviewed for reasonableness on a case-by-case basis.
- The ORU submits all of the following completed and signed documents via email to the ORU/AP Analyst to start the timeline:
- ORU New Hire Form
- CV
- List of "Department" Referees/Referee letters
- List of "Candidate" Referees/Referee letters
- External funding letter (for non-salaried/externally funded candidates)
- Any visa application documents (Form A and/or D, online expedite payment verification) any supporting documents/information, if applicable
- Completed UCSD/ORU Bio-Bibl form and publications/PDFs from the candidate
- The ORU/AP Analyst will:
- Solicit candidate for any remaining documents as needed
- Solicit the proposed referees and collect the referee letters
- Submit visa application to the IC, as applicable
- Format and assemble all completed file documents, as time allows
- Submit the proposed appointment application back to the ORU for final review/voting
- Subsequently submit the final file to the ORA/AA office for final approval/appointment
- The ORU submits all of the following completed and signed documents via email to the ORU/AP Analyst to start the timeline:
- On a case-by-case basis there may also be circumstances, such as certain requests with start dates less than 90 days in advance, or other circumstances, etc., in which the ORU/AP Analyst will possibly be unable to assist with the request due to timing and/or workload. In consideration of the growing complexity and rigor of the file proposal preparation and submission process and the increased volume of proposal activity, it is in the best interests of all MSOs and Principal Investigators do their utmost to have consideration for the above timelines. Doing so will enable ORU/AP Analyst and ORA staff to ensure that they are providing the Unit with the highest level of service, and that a proposal can be successfully prepared, reviewed, and submitted, without errors, to meet the deadlines.
Transfers / New Appointment Proposals (Internal):
- Candidate must be currently appointed in another UCSD Department/ORU. The title, salary, research, and present appointment end date must remain unchanged, otherwise a full new appointment file (process above) with referee letters may be required. Requests for transfers must be received a minimum of 90 days in advance of start date if an Open Recruitment and/or a visa transfer will also be needed, and at least 60 days in advance of start date if no Open Recruitment and/or no Visa transfer will be needed, otherwise an adjustment to the requested start date may be required.
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The ORU Submits the following completed and signed documents via email to the ORU/AP Analyst to start the transfer process and timeline:
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- ORU New Hire Form
- Copy of the email from the candidate to the current department acknowledging/notifying of the transfer request to the new ORU.
- CV, if applicable
- Open Recruitment for any appointments with effort > 0%
- Any signed visa transfer documentation/application, if applicable
- The ORU/AP Analyst will collect the following documents when starting the transfer process:
- UCSD latest file documents from current UCSD department/ORU
- Any other documentation, as applicable
- Additional visa transfer application information and preparation, as applicable
- Once all of the documents are collected:
- The ORU/AP Analyst will assemble a "mini-file" for submission to the unit for voting and preparation of the Director's letter
- On a case-by-case basis there may also be circumstances, such as certain requests with start dates less than 90 days in advance, or other circumstances, etc., in which the ORU/AP Analyst will possibly be unable to assist with the request due to timing and/or workload. In consideration of the growing complexity and rigor of the file proposal preparation and submission process and the increased volume of proposal activity, it is in the best interests of all MSOs and Principal Investigators to do their utmost to have consideration for the above timelines. Doing so will enable the ORU/AP Analyst and ORA staff to ensure that they are providing the unit with the highest level of service, and that a proposal can be successfully prepared, reviewed, and submitted, without errors, to meet the deadlines.
Project and Research Scientists: Reappointment Processes
Reappointment Processes for Project and Research Scientists
Academic Review Files Policy
- Advancement and Reappointment of Academic Personnel (APM 200) - information on the reappointment and review process for all academic appointees.
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General ORU/AP Analyst Review Annual File Process Overview:
- Note: The ORU/AP Analyst will rely heavily upon the unit MSOs to support, respond to and follow-up regarding notices of timeline delinquencies when received from the ORU/AP Analyst. The unit MSO will be called upon to pick up communications for file completion upon timely notification of exhausted efforts (usually after at least 3 unanswered attempts "strikes") by the ORU/AP Analyst regarding requests made to unresponsive candidates/mentors for materials needed for timely file completion.
- ORU confirms preliminary proposed candidate review list, actions and mentors by Spring deadline as requested by ORU/AP Analyst (Feb)
- ORU/AP Analyst solicits candidates for their file materials (April)
- ORU/AP Analyst solicits unit for special documents, referees and other information as needed (April)
- ORU/AP Analyst reviews, edits, prepares and compiles file materials, documents and information (June-August)
- ORU/AP Analyst submits compiled files back to the ORU for Committee/Director review with suggestions and recommendations (August)
- ORU submits signed Summary Form, Committee letters, and Director's letters with final actions back to ORU/AP Analyst by deadlines (Sept-Nov)
- ORU/AP Analyst prepares a final file and submits to appropriate Dean's Office for campus review (Oct-Dec)
- Note: The ORU/AP Analyst will rely heavily upon the unit MSOs to support, respond to and follow-up regarding notices of timeline delinquencies when received from the ORU/AP Analyst. The unit MSO will be called upon to pick up communications for file completion upon timely notification of exhausted efforts (usually after at least 3 unanswered attempts "strikes") by the ORU/AP Analyst regarding requests made to unresponsive candidates/mentors for materials needed for timely file completion.
Postdoctoral Scholars: New and Reappointment Processes
Questions? Contact Isabel Castaneda x63298 <icastaneda@UCSD.EDU>
For information regarding Postdoctoral scholar policies, salaries and benefits, please refer to the following links:
Postdoc Open Recruitment Process:
- The ORU PI/MSO directs candidate to apply at this posting:
JPF02509 Postdoctoral Scholars - UCSD Research Affairs - Multi-Disciplinary (FY 20-21) https://apol-recruit.ucsd.edu/JPF02509
- Once the ORU committee selects a candidate, the ORU MSO forwards the necessary documents to the ORU Core Services Administrative Assistant for completion of the recruitment process.
New Appointment Proposals:
- New/Initial Postdoc appointments are for a minimum of 1 year.
- Requests must be received a minimum of 120 days in advance of start date if a visa will be needed or, at least 90 days in advance of start date if no visa will be needed, or an adjustment to the start date may be required.
- Contact ORU Core Services for visa questions or if another type of visa will be needed.
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The ORU submits the following completed and signed documents via email to the ORU Administrative Assistant:
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- ORU New Hire Form (fillable PDF, rev 3/2014)
- CV
- External funding letter (for Fellow or Paid-Direct status if candidate will not be a UCSD Employee)
- Initial J-1 Submission Form (if applicable) https://ifso.ucsd.edu/_files/ifso/j1_form.pdf
- Copy of confirmation of completed online payment to the UCSD IC for the J-1 visa application (if applicable)
- The ORU Administrative Assistant will collect the following documents from the candidate and then submit the proposed appointment application into RSAS:
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- UCSD PD Bio-Bibl Form
- Proof of Degree
- Passport (if postdoc will be traveling to UCSD with family, we will also need copies of the family members' passports)
- Scholar will receive an email invitation from ISD to complete the visa application through International Scholar Dossier (ISD) (if applicable)
- ORA Administrator will complete the Department Review through ISD.
Transfer/New Appointment Proposals (Internal/External):
- New/Initial Postdoc appointments are for a minimum of 1 year.
- Requests must be received a minimum of 60 days in advance of start date if an Open Recruitment and/or visa (J-1) transfer will be needed and/or transferee is currently at another UC or a non-UC institution, and at least 30 days in advance of start date if no Open Recruitment and/or visa will be needed and/or the transferee is already internal to UCSD, otherwise an adjustment to the start date may be required
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The ORU Submits the following completed and signed documents via email to the ORU Administrative Assistant:
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- ORU New Hire Form (fillable PDF, rev 3/2014)
- Copy of the email from the Postdocs current PI acknowledging the transfer request of the Postdoc to UCSD and the new ORU
- CV
- External funding letter (for Fellow or Paid-Direct status if candidate will not be a 100% UCSD Employee)
- Signed Initial J-1 Submission Form (if applicable)
- Copy of confirmation of completed online payment to the UCSD IC for the J-1 visa transfer application (if applicable)
- The ORU Administrative Assistant will collect the following documents from the candidate and then submit the proposed appointment application into RSAS:
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- UCSD PD Bio-Bibl Form
- Proof of Degree
- Copy of Passport (if postdoc will be traveling to UCSD with family, we will also need copies of the family members' passports)
- Additional visa application information and preparation (as applicable)
- Exceptions: New appointment proposals process (for requests received by the ORU Core Services Administrative Assistant after the requested submission timelines):
- Urgent circumstances will sometimes occur but should be rare. When they do, please inform your MSO as early as possible so they can provide assistance and support along with notifying the ORU Core Services Administrative Assistant. Notifying ORU Core Services as early as possible to such urgencies allows for anticipation and assistance with the pending proposal.
- Proposals received prior to (or by) the submittal timelines will be processed first
- Proposals received after the submittal deadlines are not guaranteed to be successfully submitted due to:
- Insufficient time for collection of necessary file materials from the candidate and/or the unit
- Errors that result in a limited timeline
- Visa processing issues (if applicable)
- Insufficient time for processing in RSAS due to ORA/AA workload or personal time off schedule of the ORU/AP Analyst
- Periodic reports/notifications will be sent to the MSO, ORA Dean's Office and the ORA VC Office reflecting "exception" proposal submission frequency data to assist with unit compliance and organizational challenges at a higher level.
- In these cases, if perceived as urgent and necessary by the unit, ORU Core Services will share file preparation responsibilities with the unit's MSO based on the accelerated start dates, and will be reviewed for reasonableness on a case-by-case basis.
- On a case-by-case basis there may also be circumstances, such as requests with start dates less than 30 days in advance, or other circumstances, workload, etc., in which ORU Core Services will be unable to assist with the request. In consideration of the growing complexity and rigor of the file proposal preparation and submission process and the increased volume of proposal activity, it is in the best interests of all MSOs and Principal Investigators to do their utmost to have consideration for the above timelines. Doing so will enable ORU Core Services and ORA staff to ensure that they are providing the unit with the highest level of service, and that a proposal can be successfully prepared, reviewed, and submitted, without errors, to meet the deadlines.
- Urgent circumstances will sometimes occur but should be rare. When they do, please inform your MSO as early as possible so they can provide assistance and support along with notifying the ORU Core Services Administrative Assistant. Notifying ORU Core Services as early as possible to such urgencies allows for anticipation and assistance with the pending proposal.
Reappointment Proposals:
- Per the new Postdoctoral Scholar Contract, the first reappointment for a Postdoc must be for a minimum of 2 years, with the exception of the following special circumstances:
- Less than 2 years of programmatic work
- Less than 2 years of funding
- Exhausted eligibility as a Postdoctoral Scholar
- Work authorization limitations
- Change in PI
- Requests must be received a minimum of 90 days in advance of start date if a visa will be needed or, at least 60 days in advance of start date if no visa will be needed, or an adjustment to the start date may be required.
- The ORU submits the following completed and signed documents via email to the ORU Administrative Assistant:
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- Postdoc Annual Review Form, including proposed new salary
- Updated funding letter (for Fellow or Paid-Direct status if candidate will not be a UCSD Employee)
- Signed Initial J-1 Submission Form (if applicable)
- Copy of confirmation of completed online payment to the UCSD IC for the J-1 visa application (if applicable)
- PD Exception Form (PDF) (for beyond 5th year, a reduction in time, or less than 1 year reappointment, if applicable)
- PD Amendment Form (PDF) (for early termination, change of funding type, or salary, if applicable)
- Provide name of funding source. Include funding agency, type of award, UCSD Kuali Research record number, and funding expiration date.
- The ORU Administrative Assistant will collect the following documents from the candidate and then submit the proposed appointment application into RSAS:
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- UCSD PD Bio-Bibl Form, as applicable
- Proof of Degree, as applicable
- Additional visa application information and preparation, as applicable
Postdoc Leave of Absence (LOA) Process:
The ORU submits the Academic Leave of Absence/Sabbatical (ALAS) Form (PDF) via email to the ORU Administrative Assistant for processing.
Maternity Leave Process:
- The Postdoc should contact Garnett-Powers immediately and confirm their benefits eligibility and coverage.
- The ORU should reconcile the Postdocs available accruals for Personal Time Off (PTO) and Sick Time.
- Postdocs accrue 12 days of sick leave per year and 24 days of PTO per year. PTO is accrued on a “use it or lose it” basis and does not carry over to the next year.
- The FML paperwork should be completed (see the PD website under the “Maternity” section for instructions)
- The ORU submits the ALAS form completed/signed to ORU Core Services – see link on PD website in Maternity section
Postdoc Sick Leave and Personal Time Off (PTO) Policies:
- Please refer to the UAW Contract (PDF) for the policies regarding sick leave and Personal Time Off (PTO):.
- Sick Leave: Article 23 (PDF)
- Personal Time Off (PTO): Article 17 (PDF)
Early Separations and/or Exceptions to the "5-Year Rule":
The ORU submits the following completed and signed documents via email to the ORU Administrative Assistant:
- PD Exception Form (PDF) (for beyond 5th year, a reduction in time, or less than 1 year reappointment, if applicable)
- PD Amendment Form (PDF) (for early termination, change of funding type, or salary, if applicable)
- Copy of confirmation of completed Online Departure Form tor the UCSD IC for the J-1 or H1-B ending early, if applicable. (NOTE: there is a penalty for H1-B scholar's ending their program early. Refer to the IC website for details (PDF)).
Postdoc Layoff Policy and Process:
Please contact Isabel Castaneda, the ORU Core Services AP Analyst, for the current Layoff Policy and Process.
Visiting Graduate Students: New and Reappointments Processes
Non-UC Visiting Graduate Students: New and Reappointment Processes
A VGS is a pre‐doctoral graduate student (PhD, MA, MS, MBA, or MD) pursuing research at UCSD related to their degree program at their home institution. The VGS must be enrolled in a degree granting program or equivalent at an institution of higher education other than the University of California, and be physically present at UCSD for the duration of the appointment. The UC appointment must serve an academic purpose for the unit in which they are visiting.
For more information regarding visiting graduate students, please visit the following links:
https://grad.ucsd.edu/financial/non-uc-visiting-grads/index.html
(APM‐430) https://www.ucop.edu/academic-personnel-programs/_files/apm/apm-430.pdf
VGS will not be permitted to enroll in UCSD courses for credit unless they do so via Extension, with payment of appropriate fees by either the student or their home institution. VGS may be permitted to audit UCSD courses with permission of the instructor. A VGS may not be enrolled in any degree program at UCSD.
New Appointment Proposals:
- Requests must be received a minimum of 150 days in advance of start date if a visa will be needed or, at least 120 days in advance of start date if no visa will be needed, or an adjustment to the start date may be required.
- Contact ORU Core Services for visa questions or if another type of visa will be needed.
- The ORU submits the following completed and signed documents via email to the ORU Administrative Assistant:
- ORU New Hire Form (fillable PDF, rev 3/2014)
- CV
- The ORU Administrative Assistant will collect the following documents from the candidate and then submit the proposed appointment application into VGSAS:
- Initial J-1 Submission form (if applicable) https://ifso.ucsd.edu/_files/ifso/j1_form.pdf
- Scholar will receive an email invitation from ISD to complete the visa application through International Scholar Dossier (ISD) (if applicable)
- ORA Administrator will complete the Department Review through ISD
- Copy of confirmation of completed online payment to the UCSD IC for the J-1 visa application (if applicable)
- External/Personal funding letter
- Oath/Patent Form
- Proof of registration at home institution
Non-Salaried Visiting Graduate Student - (WOS) Title Code 3730
- A non-salaried VGS receives financial support for their visit from their home institution (grant, fellowship/scholarship) or personal funds. See “Compensation” below for support level requirements.
- A non-salaried VGS does not receive financial support from their UCSD faculty sponsor.
- Workers Compensation coverage is not provided to a Non‐salaried VGS.
- NOTE: Non-salaried Visiting Graduate Students are NOT to be entered into UCPath at this time.
Salaried Visiting Graduate Student - Title Codes 3330 and 3329 (NEX):
- A salaried VGS may receive partial or full support from their UCSD faculty sponsor via the Junior Specialist Titles.
- All VGS are prohibited from being appointed as a Lecturer at UCSD or any title covered by the UAW/ASE contract with the UC system.
- Salaried VGS are eligible for Workers’ Compensation at UCSD if injured in the course and scope of their employment.
- VGS should normally be appointed for periods of no less than three months and may be appointed up to one year at a time. Appointments may be extended up to an additional year with a break in service for a total of two years maximum with appropriate justification. Note that students with support extending beyond one year may be considered for an initial appointment of 2 years maximum. In this scenario, a letter from the Faculty Sponsor citing exceptional circumstances must be submitted with the application.
Compensation:
- All VGS engaged in research activities at UCSD, and appointed for six months or less, must have financial support that meets the J-1 visa requirement of $2400 per month.
- All VGS appointed for more than six months must have financial support comparable to that available to UCSD graduate students enrolled in similar disciplinary programs for the duration of their appointment. The source of support may come from their home institution (fellowship/scholarship or grant), personal funds, and/or salary from UCSD.
- Regardless of the source of support, under no circumstances will the appointment of a VGS be approved if the student will receive support less than the minimum requirement for J1 visa holders. Under no circumstances should involvement of a VGS detract from financial support and/or resources that would be otherwise available to registered UCSD graduate students whether domestic or international.
- An exception approval is required when a department is requesting a salaried VGS appointment above the amount paid to a registered UCSD graduate student in a comparable department. NOTE: in all cases the maximum monthly dollar amount for the Junior Specialist title is $3708.33/mo effective 7/1/20.
Visiting Graduate Student Processing Fee:
Each Visiting Graduate Student (VGS) is required to pay a $100 nonrefundable processing fee. This is a one‐time fee that covers a period of stay up to 2 years. An additional $100 nonrefundable processing fee will be charged in the following instance: there is a > 30‐day break in the appointment period and a new appointment packet is required
There are two options to pay the processing fee:
- upon arrival at UCSD, the VGS may pay the fee directly at the UCSD Cashier's Office, or
- the Sponsoring Department may pay the fee via UCSD recharge.
In all cases, the Sponsoring Department must supply an index number when submitting the original VGS appointment to the Graduate Division.
The processing fee is due on the 15th of the month following the appointment start date. For example, if the appointment begins October 1, the fee must be paid no later than November 15. If the VGS does not pay the fee by the deadline, the fee will be automatically recharged to the Sponsoring Department. For this reason, it is imperative that Graduate Division is notified of any changes to the appointment period.
Reappointment Proposals:
- Email the ORU Analyst with the Visiting Graduate Student reappointment request and details – length of extension
- Requests must be received a minimum of 90 days in advance of start date if a visa will be needed or, at least 60 days in advance of start date if no visa will be needed, or an adjustment to the start date may be required.
- The following document is required when the VGS/Sponsoring Department is requesting an appointment extension:
- Current proof of registration and/or transcript from the home institution
- Exception letter (if applicable)
- The ORU Administrative Assistant will update VGSAS and send the Appointment Offer Letter to the MSO.
Visiting Scholars: New and Reappointment Processes
A Visiting Scholar is normally a scholar from another university, research institution, government agency or non-profit organization on leave from his/her home institution who visits the University for the purposes of participating in a University-sponsored educational program, cooperative agreement, or collaborative research project under the supervision of a UCSD faculty, for a short period of time.
Visitors are appointed for short periods not to exceed one year (12 months), and more typically, for six (6) months or less. The appointment may be made in advance of arrival and is self-terminating. Reappointment is permitted. The University of California may terminate the appointment without prior notice and withdraw associated privileges.
For more information regarding visiting scholars, please visit the following links:
- Visiting Scholar Information
- Visiting Scholar Policy
- Reimbursing Visiting Scholars: “Visiting Scholars” cannot be paid UCSD salary, but may be eligible to have some expenses reimbursed.
New Appointment Proposals:
- Requests must be received a minimum of 120 days in advance of start date if a visa will be needed or, at least 90 days in advance of start date if no visa will be needed, or an adjustment to the start date may be required.
- Contact ORU Core Services for visa questions or if another type of visa will be needed.
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The ORU submits the following completed and signed documents via email to the ORU Administrative Assistant:
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- ORU New Hire Form (fillable PDF, rev 3/2014)
- CV
- External funding letter (if available)
- The ORU Administrative Assistant will collect the following documents from the candidate and then submit the proposed appointment application into RSAS:
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- Initial J-1 Submission form
- Scholar will receive an email invitation from ISD to complete the visa application through International Scholar Dossier (ISD) (if applicable)
- ORA Administrator will complete the Department Review through ISD
- Copy of confirmation of completed online payment to the UCSD IC for the J-1 visa application (if applicable)
- External funding letter
- Oath/Patent Form
Exceptions: Appointment proposals process
(for requests received by the ORU Core Services Administrative Assistant after the requested submission timelines):- Urgent circumstances will sometimes occur, but should be rare. When they do, please inform your MSO as early as possible so they can provide assistance and support along with notifying the ORU Core Services Administrative Assistant. Notifying ORU Core Services as early as possible to such urgencies allows for anticipation and assistance with the pending proposal.
- Proposals received prior to (or by) the submittal timelines will be processed first
- Proposals received after the submittal deadlines are not guaranteed to be successfully submitted due to:
- Insufficient time for collection of necessary file materials from the candidate and/or the unit
- Errors that result in a limited timeline
- Visa processing issues (if applicable)
- Insufficient time for processing in RSAS due to ORA/AA workload or personal time off schedule of the ORU/AP Analyst
- Periodic reports/notifications will be sent to the MSO, ORA Dean's Office and the ORA VC Office reflecting "exception" proposal submission frequency data to assist with unit compliance and organizational challenges at a higher level.
- In these cases, if perceived as urgent and necessary by the unit, ORU Core Services will share file preparation responsibilities with the unit's MSO based on the accelerated start dates, and will be reviewed for reasonableness on a case-by-case basis.
- On a case-by-case basis there may also be circumstances, such as requests with start dates less than 30 days in advance, or other circumstances, workload, etc., in which ORU Core Services will be unable to assist with the request. In consideration of the growing complexity and rigor of the file proposal preparation and submission process and the increased volume of proposal activity, it is in the best interests of all MSOs and Principal Investigators to do their utmost to have consideration for the above timelines. Doing so will enable ORU Core Services and ORA staff to ensure that they are providing the unit with the highest level of service, and that a proposal can be successfully prepared, reviewed, and submitted, without errors, to meet the deadlines.
Reappointment Proposals:
- Email the ORU Analyst with the Visiting Scholar reappointment request and details
- Requests must be received a minimum of 90 days in advance of start date if a visa will be needed or, at least 60 days in advance of start date if no visa will be needed, or an adjustment to the start date may be required. See exception guidelines above.
- The ORU Administrative Assistant will update RSAS and send the new Appointment Offer Letter to the MSO for signature once obtained.
Visiting Project and Visiting Research Scientists: New and Reappointment Processes
Visiting Researcher Policy (APM 230, PPM 230-230)
- Salary and Reimbursing Visiting Researchers Policy (APM 230-18, PPM 230-230-18)
- Visiting appointments are initially appointed for up to one year. An extension of an additional year may be approved later, but no extensions beyond the second consecutive year will be approved.
- These appointments are temporary academic employees with possibly associated employee benefits (e.g. health, workers comp, and accruals)
- No retroactive appointments will be approved, therefore, the candidate cannot begin working until they have been offered and accepted the position
Appointment Guidelines are appropriate for:
- Established scholars who either has held, is on leave from, or is retired from an academic or research position at another educational institution, or, alternatively, whose research, creative activities or professional achievement makes a Visiting appointment appropriate. In the latter cases, the Chancellor must solicit advice on the appointment from the Divisional Committee on Academic Personnel or its equivalent.
- Who are engaged in a UCSD research program temporarily,
- and who will have no teaching responsibilities.
- The proposed rank is normally based on the person's home institution rank. There are no steps associated with a visiting appointment.
- The salary is based on their home institution's salary. However, if the scholar is foreign and their home institution's rate is not equivalent to US rates, then a case can be made to use the appropriate UCSD salary scale to determine their salary rate. The appointment has to be ‘percent time’ rated and cannot be ‘by agreement’. A salary increase is only allowed if there is an increase in salary at the home institution.
- A visiting appointment should not be used in place of a permanent appointment. If the department is aware that the candidate will be needed beyond a year or two, then the candidate should be proposed for a regular Research Scientist or Project Scientist appointment.
New Appointment Proposals
- New/Initial Visiting Project/Research Scientist appointments may be up to 12 months. An extension of an additional year may be approved later, but no extensions beyond the second consecutive year will be approved.
- Requests must be received a minimum of 120 days in advance of start date if a visa will be needed or, at least 60 days in advance of start date if no visa will be needed, or an adjustment to the start date may be required
- The ORU submits the following completed and signed documents via email to the ORU/AP Analyst:
- ORU New Hire Form
- Temp Appointment Summary Form. If the candidate has visited UCSD before, please include these dates in ‘Previous UC Experience’ on the summary page, or attach separate UC Employment History page.
- Director’s appointment proposal letter indicating dates, purpose, salary, etc.(addressed to: Sandra A. Brown, Vice Chancellor, Office of Research Affairs),
- UCSD ORU Bio-Bibl form (in WORD format along with a PDF of the signature page)
- CV
- Letter from the home institution for leave and return to Home country
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The ORU/AP Analyst will:
- Format and assemble all completed file documents
- Submit the proposed appointment application back to the ORU for edit/final review
- Subsequently submit the final file to the ORA/AA office for final approval/appointment
Re-Appointment Proposals (2-Year consecutive maximum limit)
- The ORU submits the following completed and signed documents via email to the ORU/AP Analyst:
- Director's reappointment proposal letter indicating dates, purpose, reason for extension, salary, etc.
- Updated letter from the home institution for leave and return to Home country
- The ORU/AP Analyst will:
- Format and assemble all completed file documents
- Submit the proposed appointment application back to the ORU unit for edits/final review
- Subsequently submit the final file to the ORA/AA office for final approval/appointment
RECALL and EMERITUS Appointments
Recall Policy for Academic Appointees (APM 205)
RECALL Appointment Guidelines:
- The ORU submits in Kuali the following completed and signed document via email to the ORU/AP Analyst:
- Recall Appointment Form (PDF)
EMERITUS Policy Summary:
- Emeritus titles (APM 120, PDF) (PPM 200-5)- circumstances and criteria for conferring emeritus status:
- There are no special criteria for conferral of Emeritus status upon academic appointees who are members of the Academic Senate since such status is granted automatically upon retirement.
- An academic appointee who holds that position at the time of retirement and who is not a member of the Academic Senate may be nominated for conferral of the Emeritus title suffix. In these cases, the nominee shall be judged by the following criteria:
a. at least ten years of University service;
b. attainment of the highest rank in the individual’s title series; and
c. evidence of noteworthy and meritorious contributions to the educational mission and programs of the University.
EMERITUS Appointment Guidelines:
The ORU submits the following completed and signed document via email to the ORU/AP Analyst:
- Department recommendation letter detailing the outstanding career achievements and national/international acclaim of the candidate
- Updated UCSD BioBibl form
Leave of Absence (LOA) Processes
Leaves of absence (APM 700) - policies, procedures, and approval authority charts for leaves for academic appointees at UCSD.
- Academic Leave of Absence/Sabbatical Form (ALAS) (PDF)
Family Accommodations (APM 760) - policies intended to assist academic appointees in balancing the needs of work and family
- The Family Accommodations Reporting (FAR) form (PDF) should be prepared by the department in coordination with the academic appointee. The appointee is expected to review the FAR form, provide the necessary attachments,and assure the accuracy of the reported information.
Medical leave (APM 710) - policy on medical leave for academic appointees.
Medical separation (AMP 080) - basis and procedures for separation of an academic appointee due to medical reasons.
ISEO Leave of Absence J1 Authorization Request Form
If so, [s/he] should update our office when [s/he] re-enters. The scholar can do this by submitting a change of address form online and sending document copies (the latest I-94 printout & visa (if new)) to ischolars@ucsd.edu. Or the scholar can visit our office with the same documents to complete this process.
If the Leave of Absence will be extended, we must be updated with a new return date. Lastly, if [s/he] has ended their J program, we need to complete the SEVIS record as soon as possible; please submit a Departure Form.
Voluntary and Involuntary RIT, Layoff, Termination Processes
Requests for a Voluntary Decrease in Effort (PDF, not applicable to Postdocs) - submit this Memo only if the reason is for funding and the person is not on a variable appointment already. Otherwise, an ALAS form must be submitted for all other requests for a reduction in time that are not due to funding.
Layoffs and involuntary reductions in time for non-Senate academic appointees (APM 145) - procedures for equitable treatment of appointees in the event of termination or involuntary reduction in time due to lack of work, lack of funds, or discontinuance of a program.
Please contact the ORU/AP Analyst for current policy and processes.
UCSD International Services & Engagement Office
Please visit ISEO for updated visa information and contact your ORU AP Analyst for questions.
For H-1B Employees: The H-1B is job and employer specific. BEFORE changes in employment take place (job title, significant change in job duties, salary, FTE, location), departments MUST consult with an IFSO advisor. Changes in employment circumstances may require filing an amended H-1B petition, complete with internal recharge and USCIS filing fees. If you have any questions on the need for amending an H-1B petition, please contact ischolars@ucsd.edu.
For J-1 Exchange Visitors: All changes in site of activity, funding amounts or sources, FTE, as well as significant changes in job duties, must be reported to the International Faculty & Scholar Office through an Amendment Request . No recharge fee is required. If you have any questions on the need for submitting Form A, please contact ischolars@ucsd.edu. See instructions on completing the amendment application.