Skip to Main Content

Joint Appointments for Lecturers PSOE/SOE

Start a case in Opus/Interfolio using the appropriate template

Lecturer & Senior Lecturer SOE (Merit Increase*) Data Summary cover page

  • In the “Proposed Status” box, notate “Joint Appointment (WOS) in Department of XX.” Data Summary pages may be downloaded from the APO website.
  • The Present Status and Proposed Status sections need to be completed in their entirety

If applicable, a copy of the Joint Appointment waiver form (must be current). If the candidate has a joint appointment(s), each department must have their own joint appointment waiver form.

History Record (entire history; no handwritten entries)

Vote page (for guidelines, see The CALL, Appendix 4)

  • Votes from both the primary and secondary departments must be recorded, one page for each department
  • Be specific as to the motion voted on and the proposed effective date
  • Separate votes are required for cases involving Joint Appointment, Joint Appointment waiver, or both
  • The sum of the vote tally must equal the number eligible to vote
  • Votes must add up and match the Departmental Assessment/Director’s letter

“Prior” Certification Page

  • Must be certified by the candidate before committee or department review
  • Print and include a copy of the prior certification form/s when submitting the hard copy of the dossier
  • Note: For instructions on uploading the items supplied by the candidate in Interfolio, please click here
    • Self-statement (must include the Diversity statement)
  • For guidance from the Office of Equity, Diversity and Inclusion (EDI), please click here
    • Bias List
      Reminder: This list may contain names of persons within and outside UCLA.
      • If any, Internal Faculty List – May only be viewed by the Department Chair (unless the Chair is on the list). If the Chair is named, contact the College Divisional Analyst. At no time during the review process is this list to be shared with the faculty. We recommend that the list be uploaded in Interfolio at the end of the department review process, prior to submitting the case to the Dean’s Office and inserted to the hard copy of the dossier provided to the Dean’s Office.
      • Indicate if no names were provided.
    • If applicable, candidate’s UC Interdepartmental Program (IDP)/Organized Research Unit (ORU) affiliation/s
      • List the IDP/ORU name and evaluator’s name provided by the candidate
    • If applicable, candidate’s response to all solicited and unsolicited letters (Note: All letters must be redacted prior to candidate’s review).

“After” Certification Form/s

  • Must be read by the candidate and signed after the Department votes on the action
  • Must be dated on or after the department assessment letter
  • Print and include a copy of the after certification form/s when submitting the hard copy of the dossier

If applicable, candidate’s written response to Department Assessment Letter

Department Assessment/Recommendation Letter 

  • This is the letter setting forth the department’s recommendation, written under the Chair’s signature
  • The first section of this letter must include the candidate’s name, action, proposed rank and step, effective date, and outcome of the department vote.
  • Voting faculty has the right to review the letter prior to the candidate’s review (see memo from former VC)

If applicable, Chair’s confidential recommendation (submit in a separate statement)

NOTE: This is a letter not to be viewed by the candidate or faculty. Must be uploaded in Interfolio at the end of the department review process, prior to submitting the case in Interfolio to the Dean’s Office and included with the single-sided hard copy of the dossier provided to the Dean’s Office.

Candidate’s Letter

  • The letter should indicate the candidate’s request to change to another department and should also include whether or not the candidate will be maintaining a Joint Appointment with the current department

If applicable, candidate’s written response to Departmental ad hoc or standing committee report

If applicable, Departmental ad hoc or standing committee report

  • Before allowing the Committee to see the solicited/unsolicited letters, label each letter in the upper right-hand corner, number must correspond to the list of reviewers. The committee report must not include identifiers (i.e. evaluator name/title). It should refer to the internal/external/student reviewers by number or alphabet.
  • If letters are quoted in the department assessment letter, double-check the quotes against the original letter for accuracy.
  • For Social Sciences and Humanities Divisions, signatures must be on a separate page

If applicable, Department’s UC interdisciplinary sample solicitation letter with Statement of Confidentiality

If applicable, List of UC Interdepartmental Program (IDP)/Organized Research Unit (ORU) evaluators

  • List must include the evaluator’s name, title/rank and step, IDP/ORU name
  • List all evaluators solicited, even if they did not respond. Mark “No Response” for those evaluators who did not respond
  • List the evaluators in chronological order by date received
  • The number of the evaluator on the list must correspond to the original/un-redacted and redacted copies of their letter
  • The list must indicate if the evaluator was suggested by the candidate, department, or both

Department’s sample solicitation letter with Statement of Confidentiality

  • A sample solicitation letter and the Statement of Confidentiality can be found in The CALL
    • You may NOT change any part of the Statement of Confidentiality. It must be copied into a solicitation letter, or supplied as an attachment in this exact text
    • Notate “Sample solicitation letter” at the top

UC IDP/ORU evaluation letters

  • All solicited letters received must be submitted, including declinations
  • For evaluators who respond via email, include the first page of the email behind the evaluation letter
  • All email declinations (in redacted form) must be provided to the candidate and uploaded individually
  • Place all letters in reverse chronological date order, most current on top
  • Number each letter in the upper right-hand corner, must correspond to the list of UC IDP/ORU evaluators list and to references in the department letter or committee report.
  • Original/Un-redacted letters must be uploaded individually and the filename should include:
    • Indication that it is an IDP/ORU letter of evaluation
    • Number the letter in chronological order by date received (number must correspond to the list of IDP/ORU evaluators and redacted IDP/ORU evaluation letter)
    • Which list the letter writer came from (suggested by candidate, chair, or both)
    • Name of letter writer
    • Name of candidate
    • Date the letter was received
    • Example: If Professor Bruin suggested Professor Morgan to submit a letter and it arrived 02/18/18, the filename would be:
      IDP/ORU1_Candidate _Morgan_Bruin_20180218

Redacted UC IDP/ORU evaluation letters

  • Place all letters in reverse chronological date order, most current on top
  • Redacted letters must be uploaded individually and the filename should include:
    • Indication that it is an IDP/ORU letter of evaluation
    • Number the external letter in chronological order by date received (number must correspond to the list of IDP/ORU evaluators and original/un-redacted IDP/ORU evaluation letter)
    • Name of candidate
    • Date the letter was received
    • Indication that it is a redacted copy of the IDP/ORU letter of evaluation
    • Example: If Professor Morgan submitted a letter and it arrived 02/18/18, the filename would be:
      IDP/ORU1_ Bruin_20180218_Redacted

If applicable, List of Unsolicited evaluators

  • Follow the detailed instructions on the UC Interdepartmental Program (IDP)/Organized Research Unit (ORU) evaluators section when including the list, unsolicited sample solicitation letter with statement of confidentiality, original/un-redacted letters of evaluation and redacted letters of evaluation
  • When naming the file:
  • Original/un-redacted letters of evaluation (i.e. Unsolicited_External1_Candidate_Morgan_Bruin_20180218)
  • Redacted letters of evaluation (i.e. Unsolicited_External1_Bruin_20180218_Redacted)

CV

WAIVER OPTION

  • The faculty member agrees to waive consideration by the department of any academic personnel actions involving himself/herself. Also, the faculty member waives the right to participate in and the right to vote on academic personnel matters in the secondary department so long as the waiver of the department’s participation is in effect.
  • The approved waiver may be in effect for a period of up to two years and can be renewed. The end date needs to correspond to the term of the Lecturer SOE appointment, ending 06/30/YY.

Initial Waiver Option Documents

  1. If submitting with original Joint Appointment request, add the L&S Waiver Option for Joint Appointment in a Secondary Department to the file as listed above. Insert after the cover page.
    NOTE:  The vote page must reflect a separate vote for the waiver.
  2. If submitting after approval of the appointment, submit originals of the following:

L&S Waiver Option for Joint WOS Appointment in a Secondary Department

  • Obtain signatures from the candidate and department chairs

History Record (updated by the primary department)

  • Include the entire history, no handwritten entries

Vote page

  • Votes from both the primary and secondary departments must be recorded

Department Assessment

  • This is the letter setting forth each department’s recommendation, written under the Chair’s signature.

NOTE:  Letters are required from both the primary and secondary departments.

  • The departmental votes on the action should be reiterated in the first paragraph of this letter