Elizabeth Lord Vice Provost for Academic Personnel

1. Elizabeth LordVice Provost for Academic Personnel Winter Quarter Department Chair Forum February 24, 2006

2. Miscellaneous Discussion Items • Retention Procedures • Faculty Awards • Pre-Retirement Recall for Teaching • Off-Scales • Leaves of absence • Updates: • Discussion of submitted work • Online files • Appointment toolkit • File status

3. Retention Procedures • The Department Chair • Initiates the retention process • Adheres to the principle that retentions will be considered only when there is an outside offer • Ensures that Senate Bylaw 55 voting rights are followed if change in rank/step • Formalizes department recommendation • Coordinates off-scale recommendation

4. Retention Procedures • The Dean • Forwards chair/dept recommendation for a retention package to the EVC/P and VPAP • Coordinates meeting of dept chair, EVC/P, VPAP and VCR

5. Retention Procedures • VPAP and Academic Personnel Office • APO provides most recently completed or ongoing personnel review file and faculty member’s appointment history to VPAP • Ensures the salary recommendation falls within appropriate Regental threshold • Expedites CAP review if necessary

6. Retention Procedures • Meeting results in final decision on retention offer. Written decision is given to chair, dean, VPAP & APB • Chair verbally relays retention effort to the candidate • Chair informs the VPAP through the Dean of results of discussion with candidate • If retention is successful,AP staff prepares letter and provides copies to all • Department inputs salary change upon receipt of a signed acceptance

7. Faculty Awards Managed by APO • Eminent Scholar • University Scholar • Academy of Distinguished Teachers -Innovative Teaching Award

8. Pre-Retirement Recall: Guidelines for Faculty Recalled for Post-Retirement Teaching APM 200 – Appendix A Eligibility: Faculty 60 years of age or older,vested for at least 5 years in retirement system • Timing and Duration of Appointment: the recall period may be up to three academic years, subject to annual renewal after the agreed initial period.Negotiated with the administration • Compensation: In general, the recall rate for academic-year appointees will be 1/9th of the base salary at the time of retirement per quarter course, not to exceed the current salary rate for Professor, Step VII.

9. Pre-Retirement Recall Guidelines for Faculty Recalled for Post-Retirement Teaching APM 200 – Appendix A (continued) • Appointment and Space Assignment: The recall appointment effort may not exceed 46% time. However, due to potential Medicare complications, recall appointments will generally be 43% time or less. • Benefits: Recalled faculty may contribute to the 403(b) Plan and 457(b) Plan. Health benefits are determined by the terms of the recall appointment.

10. Off-Scale Salaries How / when an off-scale can be awarded • At appointment • At retention • At merit / promotion (normally as ½ step with return to scale at next advance & with vote from dept, dean and CAP) • Special UCOP Equity Merit Pool-$370,000 -CAP policy on equity merits

11. Leaves of Absence • Leaves of seven days (APM 752) Leave form not required for leaves of 7 consecutive calendar days or less. • Leaves of 30 days for scholarly purposes Fiscal year (APM 758-16)– No leaves with pay of greater than 30 days to attend conferences and related scholarly activities. Academic year (APM 700-0 & 730-0) – No provision for leaves of 30 days. Faculty should consult with Deans for grant related leaves to consider a partial researcher title code. • Vacation Leaves (APM 730) Fiscal year – Do accrue vacation. Absences during quarter break are not vacation. Academic year – Do not accrue vacation. Absences during quarter break and summer are not vacation

12. Updates • Discussion of Submitted work • On-line Files 5 departments across campus will be asked to participate in pilot program this fall • Faculty Hiring Toolkit: appointment procedures, coming soon New section on negotiation procedures is under way • APO staff rovers

13. Updates (continued) • File Status: 100% of merits due in APO 2/27 All Promotions due in APO by 2/10 CNAS – 38% of merits received (31 of 81) COE – 53% of merits received (10 of 19) AGSM – 100% of merits received (6 of 6) CHASS – 38% of merits received (30 of 78) GSOE – 86% of merits received (6 of 7) CNAS – 46% of promotions received (6 of 13) COE – 86% of promotions received (6 of 7) CHASS – 27% of promotions received (4 of 15) GSOE – 67% of promotions received (2 of 3)