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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.

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List of Academic Personnel Analyst Support Services

GENERAL SUPPORT FUNCTIONS:

Academic Appointments/Reappointments:

  • Coordinate appointment/reappointment timelines and processes with ORUs
  • Advise regarding system-wide policies
  • Assist with and submit recruitments and recruitment waivers
  • 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
Visas:
  • 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

The new Department of Labor threshold is $455 per week ($23,660 per year) effective November 2017.

Effective July 1, 2018, non-faculty, non-student academic appointees in research or administrative positions (including postdoctoral scholars, specialists, academic coordinators, librarians, coordinators of public programs, professional researchers, academic administrators and project scientists) who are currently in non-exempt status will be reclassified back to exempt status if they earn more than $455 per week ($23,660 per year). In addition, new appointees in the above titles will be classified as exempt if they earn $455 per week ($23,660 per year) or more effective immediately.


Waiver and Open Recruitment

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

Waiver of Open Recruitment

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.

In rare circumstances, and on a case-by-case basis, the requirement of conducting an open search prior to review for appointment may be waived. These waivers should be made for the minimum duration of time required; they cannot be extended nor repeated unless specifically noted in the  Guidelines for Waivers of Open Recruitment Waivers should be submitted for approval prior to initiating the appointment process. 

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:

Please refer to:

  • Appointment of Academic Personnel (PPM 230-20) - information on the recruitment and appointment process for all academic appointees.
  • Appointment of Non-Senate Academics (term appointment) (APM 137, PDF) - 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 120 days in advance of start date (150 days if will be a CAP file) regardless of whether or not a if a Visa will be needed or, 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 a waiver and/or referee letters will be needed, as well as CAP Committee approval
  • New appointment proposals process (in consideration of the above timelines):

    1. The ORU submits the following completed and signed documents via email to the ORU/AP Analyst to start timeline:
      • ORU New Hire Form
      • CV
      • List of "Department" Referees (per guidelines about under External Referee Qualifications Quick Reference Chart, Excel)
      • Waiver of Open Recruitment letter (if salaried at 50% or more from UCSD), per above Template - Director's Letter Waiver Request (Word file) and instructions
      • Mid-Year (Zero-Year) Election Form (PDF, for Assistant Project and Assistant Research Scientists with proposed start dates between January and June)
      • If the candidate is CURRENTLY a POSTDOC at UCSD, the unit 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, department must submit an out of unit movement request. Request must be submitted 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. Submit the following directly to merritt@ucsd.edu:
          • 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 contacts that department would like to be copied on the notice letter to the UAW
    2. 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)

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" (PDF) 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.
  • 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.  
    1. 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
      • Waiver of Open Recruitment letter (if salaried at 50% or more from UCSD), per above Template - Director's Letter Waiver Request (Word file) and instructions
      • List of "Department" Referees/Referee letters
      • List of "Candidate" Referees/Referee letters
      • External funding letter (for non-salaried/externally funded candidates)
      • Mid-Year (Zero-Year) Election Form (PDF, for Assistant Project and Assistant Research Scientists with proposed start dates between January and June)
      • Any visa application documents (Form A and/or D, online expedite payment verification) any any supporting documents/information, if applicable
      • Completed UCSD/ORU Bio-Bibl form and publications/PDFs from the candidate
    2. 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
  • 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 a Waiver of Open Recruiment and/or a visa transfer will also be needed, and at least 60 days in advance of start date if no Waiver of Open Recruitment and/or no Visa transfer will be needed, otherwise an adjustment to the requested new start date may be required.
  1. The ORU Submits the following completed and signed documents via email to the ORU/AP Analyst to start the transfer process and timeline:

    • 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
    • Waiver of Open Recruiment Letter from new unit for any appointments with effort > 0%
    • Any signed visa transfer documentation/application, if applicable
  1. 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
  2. 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:

  • Current Year Reference Information and Timelines

    • 2020 ORU Reviews Due Timeline (Word file)
    • 2020 Academic Review Workshop (PDF)
    • INTERFOLIO Link for 2020 Academic Candidate Materials (login required)
  • Academic Review Files Policy

  • 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.
      1. ORU confirms preliminary proposed candidate review list, actions and mentors by Spring deadline as requested by ORU/AP Analyst (Feb)
      2. ORU/AP Analyst solicits candidates for their file materials (April)
      3. ORU/AP Analyst solicits unit for special documents, referees and other information as needed (April)
      4. ORU/AP Analyst reviews, edits, prepares and compiles file materials, documents and information (June-August)
      5. ORU/AP Analyst submits compiled files back to the ORU for Committee/Director review with suggestions and recommendations (August)
      6. ORU submits signed Summary Form, Committee letters, and Director's letters with final actions back to ORU/AP Analyst by deadlines (Sept-Nov)
      7. ORU/AP Analyst prepares a final file and submits to appropriate Dean's Office for campus review (Oct-Dec)

Postdoctoral Scholars: New and Reappointment Processes

Questions? Contact Vilay Luangraj x63298

For information regarding Postdoctoral scholar policies, salaries and benefits, please refer to the following links:

Postdoc Open Recruitment Process:

  1. The ORU PI/MSO posts the job description/recruitment directly to the OPVSA central posting site: http://postdocservices.ucsd.edu/PostDocOpp/Admin/Post
  2. Once the ORU PI selects a candidate, the ORU MSO forwards the necessary documents to the ORU Core Services Administrative Assistant per the process listed below for "New Appointment Proposals"

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.
  1. 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
    • External funding letter (for Fellow or Paid-Direct status if candidate will not be a UCSD Employee)
    • Form A for the J-1 visa application (if applicable)
    • Copy of confirmation of completed online payment to the UCSD IC for the J-1 visa application (if applicable)
  1. The ORU Administrative Assistant will collect the following documents from the candidate and then submit the proposed appointment application into RSAS:
    • 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)
    • Visa application information and preparation (if applicable)

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 a visa (J-1) transfer will be needed and/or transferree is currently at another UC or a non-UC institution, and at least 30 days in advance of start date if no visa will be needed and/or the transferee is already internal to UCSD, otherwise an adjustment to the start date may be required
  1. 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)
    • 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 Form A for the transfer of the J-1 visa application (if applicable)
    • Copy of confirmation of completed online payment to the UCSD IC for the J-1 visa transfer application (if applicable)
  1. The ORU Administrative Assistant will collect the following documents from the candidate and then submit the proposed appointment application into RSAS:
    • 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.

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.
  1. The ORU submits the following completed and signed documents via email to the ORU Administrative Assistant:
    • 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)
    • Form A (signed) for visa extension (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)
  1. The ORU Administrative Assistant will collect the following documents from the candidate and then submit the proposed appointment application into RSAS:
    • 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:

  1. The Postdoc should contact Garnett-Powers immediately and confirm their benefits eligibility and coverage.
  2. The ORU should reconcile the Postdocs available accruals for paid time off. 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.
  3. The FML paperwork should be completed (see the PD website under the “Maternity” section for instructions)
  4. 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:

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:

  1. PD Exception Form (PDF) (for beyond 5th year, a reduction in time, or less than 1 year reappointment, if applicable)
  2. PD Amendment Form (PDF) (for early termination, change of funding type, or salary, if applicable)
  3. 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 Catherine Schumacher, the ORU Core Services AP Analyst, for the current Layoff Policy and Process.

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:

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.
  1. 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
    • External funding letter (if available)
  1. The ORU Administrative Assistant will collect the following documents from the candidate and then submit the proposed appointment application into RSAS:
    • Visa application information and preparation (if applicable) - Form A for the J-1 visa application from the Dept (if applicable) and Forms B, C, and any other documents needed for the Visa from the candidate
    • 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
  1. 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 instituion for leave
  2. 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)

  1. 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
  2. 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, PDF) (PPM 230-205, PDF)

RECALL Appointment Guidelines:

  • The ORU submits the following completed and signed document via email to the ORU/AP Analyst:

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:

  •  ORU new hire form
  •  Department letter 

Leave of Absence (LOA) Processes

Leaves of absence (PPM 230-10) - policies, procedures, and approval authority charts for leaves for academic appointees at UCSD.

Family accommodations (PPM 230-15) - 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, PDF) - policy on medical leave for academic appointees.

Medical separation (AMP 080, PDF) - basis and procedures for separation of an academic appointee due to medical reasons.

IC Leave of Absence 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, Separation, Termination Processes

Requests for a Voluntary Decrease in Effort (PDF, not applicable to Postdocs)

Layoffs and involuntary reductions in time for non-Senate academic appointees (PPM 230-7) - 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.

Templates for File Letters

UCSD IFSO Visa Info and Links

Please visit IFSO at ifso.ucsd.edu for updated visa information and contact your ORU AP Analyst for questions.

Visa Services Policy for International Scholars (PPM 200-16 Supplement I) (PPM 200-16 Supplement II)

International Center Visa Applications Information Page

Visa Services Online Payment Instructions 

Visa Services Online Recharge Form (login required)

Travel & Re-Entry Process

Renewing & Replacing Documents

International Center Check-in Process

IC Leave of Absence Form

When the scholar returns, [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 his J program, we need to complete the SEVIS record as soon as possible; please submit a Departure Form.

Other Visas 

Changes in Employment (Amendments): Non-immigrants are responsible for carrying out the principal activity for which they were admitted to the U.S. to pursue; UC San Diego must abide by the specific regulations governing the pursuit of these principal activities, including when changes in employment occur.

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 ISO 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 Form. 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.

Other Useful Links

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