Academic Affairs and Personnel

August 1, 2023

To: Administrative Officers, Deans, Department Chairs, Directors, Vice Chancellors and Vice Provosts

Enclosed are the 2023-2024 Submission Deadlines for Academic Actions effective July 1, 2024.

Cases that are submitted after the applicable deadline that are not completed by June 30 of that year will not carry a retroactive date unless permission has been granted in advance. Dossiers found to be incomplete will be returned to the Dean’s Office and will be considered late if not forwarded to the Academic Personnel Office by the established deadline.

Specifically:

   (1)  Any extension requests must be made in advance and in writing to the Assistant Vice Chancellor of Academic Personnel. The request must include: a) the proposed action, b) strong justification for late submission and for retroactivity (if applicable), c) confirmation by the department of when the case was initiated, and d) the expected date of submission to APO. If the total amount of administrative compensation exceeds the maximum threshold for campus approval, the request may be denied as the President's Office will not process retroactive requests. If the extension request is not approved, cases may be submitted for review with a July 1, 2025 effective date. 

To avoid delay, please be sure to adhere to the published deadlines (PDF) in addition to the following:

• Consistent and timely monitoring of the status of cases within your unit.                                          
• A sufficient number of independent, external letters must be solicited early enough so that departmental committees have them available to consider in the review process.
• Faculty must be apprised of their right to have reviewers, both internal and external, notified of any “Time-off-The Clock” they may be utilizing.
• Individual faculty must turn in their dossiers according to the time schedule established by the Dean’s Office. Please be sure to remind faculty that they have the right to add material to their file at any time during the process, but it is not acceptable to miss the deadline because they are waiting for additional manuscripts to be accepted.
• Faculty also must respond in a timely manner regarding their personnel case. Failure to participate in a timely manner is not sufficient grounds for a late submission.
• Faculty ad hoc and elected committees must act expeditiously. If they have not turned in a report by the scheduled date, they must be reminded to adhere to deadlines.
• Departments must not delay in discussing these reports. If timely consideration requires additional faculty meetings, they should be scheduled as necessary.
• The Chair's letter should be given the highest priority and sent to the Dean as soon as possible. Remember, faculty have the right to review and comment on the letter. Deans have been urged to act expeditiously with their letters to the Academic Personnel Office.

   (2) Please provide the following materials with dossiers:

• A list of potential UCLA faculty members, including rank and step of all nominees (in alphabetical order) for ad hoc review committees. Please do not include names of individuals who have been co-authors or co-investigators (e.g. research grants) with the candidate.
• A list of external letter-writers clearly indicating whether the letter writer originated from the candidate’s list, the Chair’s list, or whether suggested by both.
• A candidate’s list of external and internal reviewers who might be biased, including individuals at other UCLA departments.
• CAP strongly encourages the inclusion of self-statements with all actions. Self-statements should be no more than 5 pages. This includes self-statements on their contributions to Equity, Diversity, and Inclusion, and their Pandemic Impact Statement.

Intercampus and AAU Appointments

Appointments of faculty members through intercampus UC recruitment must comply with applicable policies and deadlines. Offers of appointment for faculty holding positions at any other University of California campus must be made by April 1. Please refer to The CALL, Appendix 22 for more information.

If you have any questions, please contact Erika Chau at echau@conet.ucla.edu.

Sincerely,

Michael S. Levine
Vice Chancellor for Academic Personnel

The UCLA CALL

— 2023-2024 Submission Deadlines for Academic Actions —

Due dates for submission of actions to the Academic Personnel Office from Dean’s Offices for actions effective July 1, 2024