Office of Academic Personnel Update Meeting August 25, 2016 CHT Building. Room 1341

Agenda

Introductions/Staff Updates Faculty Development Updates Recruitment Updates APM 025 671 Academic Actions Updates

Introductions and Staff Updates

Brent Seifert

Welcome

Colleen Clancy, Associate Vice Chancellor Gene Crumley, Leadership Program Director Sarah Johnson, Academic Actions Analyst Cassandra Bisbee, Cluster Analyst Roberta Campbell, Faculty Development Analyst Candace Reynolds, Recruitment Analyst

Faculty Development

Gene Crumley, Leadership Program Director Cheryl Busman, Program Manager

Roberta Campbell, Programs Analyst

Cheryl Busman: cdbusman@ucdavis.edu/ 916.703.9230 Roberta Campbell (WIMHS/Mentoring): rcampbell@ucdavis.edu/ 916.703.9109

Events

WIMHS (Women In Medicine and Health Sciences) Speaker Series: 10/7/16 Swimming Upstream: Lessons

learned about managing career challenges Susan Rosenthal, PhD, Columbia University

12/1/16 Learning to Lead: Top 10 Tools and Tips from AAMC 2016 Early Career Women Faculty Professional Development Seminar

10/23/16 – Fall Welcome and Recognition Reception

05/05/17 – UC Wide Leadership Conference

https://www.ucdmc.ucdavis.edu/wimhs/

Mentoring Academy Speed Mentoring Workshop Mentor Workshops Mentee Workshops

https://www.ucdmc.ucdavis.edu/mentoring/

Faculty Development 10/27/16 - New Faculty Workshop http://www.ucdmc.ucdavis.edu/facultydev/

2016 GWIMS Leadership Award For an Organization:

UC Davis, Women in Medicine & Health Sciences (WIMHS) The GWIMS Awards recognize outstanding institutions that advance the role of women in academic medicine and science.

Awards

Faculty Coaching and Leadership Development Gene Crumley Group facilitation/teaching Departmental retreats Individual coaching

Interprofessional Teaching Scholars Program http://www.ucdmc.ucdavis.edu/teachingscholars/

Leadership Programs Early Career Leadership (ECLP) Mid-Career Leadership (MCLP) http://www.ucdmc.ucdavis.edu/facultydev/leadership.html

Faculty Newsletters(quarterly) http://www.ucdmc.ucdavis.edu/facultydev/newsletter.html

Other Programs

Recruitment Updates

Annie Caruso

Please carefully review the notices in their entirety sent by Academic Personnel (AP) including any attached documents. Common Mistakes: – DO NOT edit any search information after a recruitment has been

approved! This includes changes to advertising, search committee and/or recruitment dates.

– Please make sure you are using the candidate status of “Serious Consideration” for Preliminary Interviews and “Recommend for Interview” for In-Person Interviews.

– Missing COI Forms at the time of Shortlist submission – must be repeated if new applicants included on a Shortlist.

– Advertising not showing entire posting, this must include the JPF information, posting site web address and/or web link.

Recruitment

Recent Recruitment Advisories Advisory to Deans #AA2016-08 (7/22/2016) – Upgrade request process change – Candidate outreach required document – Requirement of Diversity Statements for all Senate recruitments Advisory to Deans #AA2016-01 (1/4/2016) – Changes to Junior Specialist Hiring Practices and Appointment

Process The full list of advisories may be found here: http://academicaffairs.ucdavis.edu/policies/vp-advisories/index.html

Recruitment

DRAFT – FTE Requisition Process Overview – Department identifies the need to initiate a recruitment for a Ladder Rank

position. – Department Chair/CAO prepares an FTE request that includes amount of FTE

(.5, 1.0) requested and source (Chair package, VC/Dean’s Office), brief description of department need and position description (including additional administrative titles), start-up package and/or space needs, as applicable.

– Submit request via email to Brent Seifert, Annie Caruso and LeeAnn Clifton. – Academic Personnel prepares request for review by the FTE Review Committee. – Request is reviewed, as agenda permits, at monthly Committee Meeting. – Committee provides recommendation in consultation with VC/Dean for decision. – Academic Personnel (Annie/LeeAnn) notify the Department Chair and CAO of

the final decision via email. NOTE: ALL approved requests for Ladder Rank recruitments require the inclusion of In Residence series in the search plan and advertising.

Recruitment

Partner Opportunities Program (POP) Program eligibility is limited to the partners/spouses of prospective or current full-time Academic Senate Ladder Rank faculty (Assistant, Associate or Full Professor). New 2-Step process is required due to new Search Waiver Guiding Principles

– Step 1: Hiring department of primary recruit (Ladder Rank faculty member) submits POP request via Forms Online – see Funding and Duration Chart. If funding is not needed, please proceed to step 2.

– Step 2: Hiring department of spouse/partner submits Search Waiver request via UCD Recruit.

Resource Portal (Kerberos login required): https://academicaffairs.ucdavis.edu/Applications/POP/index.cfm

Recruitment

Search Waiver Process & Guidelines The search waiver requisition process changed effective July 1, 2016 – requests are now processed via UCD Recruit. Search Waiver Guiding Principles

– Draft document, UCD adopted early – with exceptions (see http://academicaffairs.ucdavis.edu/policies/recruitment/index.html)

– Categories: Senate Faculty; Non-Senate Faculty and Other Academics; Exemptions.

– Delegation of Authority Chart to help outline the draft criteria. The use of ‘Other’ is by exception only!

Recruitment

For training on the new Search Waivers features only, please review the following video prepared by the UC Recruit development team: http://cast.nacs.uci.edu/ucirec/waivers.mp4

Also, please test the new search waiver features in the training environment https://training.recruit.ucdavis.edu. Academic Affairs Recruitments and Removals Webpage: http://academicaffairs.ucdavis.edu/policies/recruitment/index.html

Recruitment

Search Waiver Resources Reminder

Faculty Search Committee Training Sessions Sacramento Campus Training Enhanced Training for Faculty Search Committee Members Thursday, September 15, 2016 from 2:30pm – 4:30pm Schedule and registration information available at: http://www.ucdmc.ucdavis.edu/facultydev/faculty-search-committee-training.html Davis Campus Training STEAD Faculty Search Committee Workshop Thursday, September 29, 2016, 1:00-3:00 PM Schedule and registration information available at: http://academicaffairs.ucdavis.edu/training-and-development/stead/index.cfm

Training Information

Recruitment Training Thursday, September 22, 2016 from 8:30AM-12:30PM Education Building, Room 2106 (Computer Lab – limit of 20 people) Please register at: https://ocpweb.ucdavis.edu/dems/register/register.cfm?variables=561FCAC6EA Department Training Survey A survey link will be sent to Department CAOs and AP coordinators to rank training needs, training categories include:

– MIV and Box.com – Payroll (PPS and PeopleSoft) – Compensation Plan and Salary Components – Recruitment Processes and Practices – Faculty Leave Options/Information

Training Information

LeeAnn Clifton

APM 025-671 2015 Annual Outside Activity Reporting

Thank you! Current statistics: 92% received. For non-compliance, see department compensation plan or

contact AP Office for assistance. Please help ensure forms are completed, when overpayment

is made, please provide check number, date paid etc.

Survey will be sent to solicit feedback regarding Forms Online.

Sarah Johnson APHID Tutorial

https://aphid.ucdavis.edu/

Brian Darnell

Eligibility Reminders: Eligibility counts years from last advancement to July 1, 2017

Dates Jan 1 or before go back to previous July 1 Jan 2 to June 30 – forward to next July 1

Review Period – depends on action

Merit: Asst 1 through Assoc 3.5 – 2 years normative Assoc 4 through Full 8.5 – 3 years normative Full 9, 9.5, Above Scale – 4 years normative

Promotion: Asst to Assoc Professors (since terminal degree)

Assoc to Full (since promotion to Associate)

Review periods end 6/30 of the year prior to effective date. So for someone with a merit effective 7/1/15 and a 2 yr review period, it is 7/1/14 to 6/30/16

Check for appraisals (Asst Profs except HSCP) Years since appointment as of 7/1/17 = 4

Check each Asst Prof for last year to promote

Senate series (Ladder, In Res, Clin X) =7 Federation Series (HSCP, Adjunct, also Prof Rsch) = 8

5 Year Reviews:

If someone hasn’t been reviewed in the previous 4 years, they need a 5 year review. These are mandatory and non-

redelegated

Accelerated Promotions: in Step Plus, Merits need to be on normative time. Promotions can be “accelerated” to accommodate

Assistants Eligible to promote - step 4 for 2 years

Associates Eligible to promote - step 3 for 2 years

If at that step for less than 2 years or if not at that step yet, then promotion considered “accelerated” and department letter should make it clear that it was voted on that way

Overlapping steps: Steps above the normative promotion outlet are considered

overlapping steps with the next rank.

If someone starts in Asst 5/6 or Assoc 4/5 zones be careful with their action, consult with analyst

Asst 5.0 ~ Assoc 1.0 Asst 5.5 ~ Assoc 1.5 Asst 6.0 ~ Assoc 2.0 Asst 6.5 ~ Assoc 2.5

Assoc 4.0 ~ Prof 1.0 Assoc 4.5 ~ Prof 1.5 Assoc 5.0 ~ Prof 2.0 Assoc 5.5 ~ Prof 2.5

Nicole Steele

Common Mistakes in Dossier/Packets Action Form: Selecting the appropriate Delegation of Authority: http://academicaffairs.ucdavis.edu/dofa.cfm Use Salary Scale 0 of current Academic Year Check Years at Rank and Step (APHID) Proposed Step should reflect the majority vote outcome

Department Letter: Contain concise accurate information only for the review period Address Step Plus criteria in evaluation (Guidelines for Advancements) http://academicaffairs.ucdavis.edu/policies/step-plus/index.html Include the recommended advancement based off majority vote outcome (must be the same as Action Form) List out all the vote results for all steps, including half steps Comments are required for “No” votes

Candidate’s Statement: Maximum of 5 pages; containing accomplishments for the review period

Teaching Evaluations: Include evals for the entire review period Attach evals via box.com (preferred method) or email a pdf copy to Analyst

List of Service: Update service dates on committees by confirming with faculty those expired and those active

Publications: Only include peer-reviewed publications under Journals section All publications must contain the full citation Links included should go direct to article (PubMed or Box.com); verify links work! Historical Lines (Clarifications & Reminders for Academic Review Dossiers - Dossier Annotations) http://academicaffairs.ucdavis.edu/policies/annual-call/index.html Include (*) on all items included in the review period

Contributions/ Significance of Research: Include candidate’s specific role/activities for the publication; not just percentages

Common Mistakes in Dossier/Packets

Common Mistakes in Dossier/Packets

MIV training resources, including requesting a packet: http://academicaffairs.ucdavis.edu/tools/miv-information/training-resources.html

Lisa Valenton

Academic Non-Faculty Hire/Appointments

Allow for adequate processing time Please wait for approval before sending in new

hire packet

Please review documents to ensure they are completed in their entirety and for legibility

Background checks should be delivered in advance of the new hire packet

http://www.ucdmc.ucdavis.edu/academicpersonnel/

Questions?