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Appendix 31: Guidelines for Processing Actions for the Academic Administrator and Academic Coordinator Series

Synopsis of Academic Personnel Manual Section 370 (pdf) and 375 (pdf)


I. Synopsis of Differences Between the two Series:

Academic Administrators (APM 370)

Academic Coordinators (APM 375)

Allows for participation in teaching and research as well as overseeing these activities; but does not mean teaching and research are a requirement of this title.

Only allows for overseeing programs involving teaching and research, not participation; individuals who are assigned research or instructional duties are required to hold a dual appointment.

Must have professional and academic qualifications similar to those of academic appointees in the organized activity with the appointee is to be concerned.

Must have a professional background of academic training/experience.

Should have Ph.D. or highest degree in that particular field.

Masters Degree or equivalent.

If appointee holds split appointment, Academic Administrator position will be according to scale rate; no stipend amount.

If appointee holds split appointments, percent time and salary rates may be set at levels appropriate to each appointment. For a full-time Academic Coordinator appointment, a unit salary from the approved salary scale shall be paid without stipend.

Eligible for merit increase on a biennial basis.

Eligible for merit increase every second year for level I and II; every third year for level III.

A performance review every four years.

A performance review every three years.

Fiscal Year title.

Academic Year (9-month) or Fiscal Year title.
Accrues sick leave at the rate of one day per month for full time employment. Academic Year (9-month) titles do not accrue sick leave. Fiscal Year titles, sick leave accrues at the rate of one day per month of full time employment.
Vacation leave accrues at the rate of two days per month for full time employment, with a maximum accrual balance of 48 days

For Fiscal Year titles, vacation is accrued at the rate of two days per month for full time employment, with a maximum balance of 48 days.

Appointments made on an Academic Year (9-month) basis do not accrue vacation.
 

 

 

II. Review and Approval Authority

Action

Approval Authority

Appointment

Chancellor

Appointment Above-Scale

Chancellor

Normal Merit

Dean

Accelerated/Deferred Merit *

Chancellor

Merit Above-Scale

Chancellor

Promotion

Chancellor

Establish Position

Chancellor

 

 

* Acceleration is defined as advancement in step prior to the number of requisite years as described in Section I or a salary increase in excess of one step.  

Deferral is advancement in step after a period longer than the stated number of requisite years or a salary increase of less than one step.

 

III. Required Documentation

A. Establish Position

These positions are used principally in organized activities for appointees who administer programs which provide service to academic departments and are public service oriented. All positions must be approved by the Chancellor prior to the initiation of any search process.

  1. Detailed request from Chair requesting that a position be established. Include at what rank the position should be established as well as a target date for appointment;
  2. Endorsement from the Dean;
  3. A job description detailing duties and responsibilities of the position; and
  4. An organization chart including all reporting relationships.

B. Appointments

Appointments to the Academic Administrator and Academic Coordinator series require full searches. Membership in the Academic Senate is not acquired by appointment to these series. Neither tenure or security of employment is acquired by appointment to these series.

  1. Letter from the Chair requesting appointment indicating scope of search and outlining qualifications of recommended individual. Include rank, step, working title and effective date of proposed appointment. Indicate individual who previously held the position.
  2. Endorsement statement from the Dean.
  3. Solicited letters of recommendation if individual does not currently hold an appointment with UCLA or is currently holding a non-academic title at UCLA.
  4. CV of proposed appointee.
  5. Current job description for the position.
  6. JPF Number.

C. Merits

Eligibility does not imply automatic advancement. Departments are required to review the record of each individual when the individual becomes eligible for normal advancement to determine whether or not advancement should be recommended. Advancement follows only upon demonstration of qualification following review.

  1. Letter from Chair requesting advancement, outlining achievements and accomplishments since last review. Include rank, step, and effective date of proposed appointment.
  2. CV of proposed appointee.
  3. Endorsement from the Dean if merit is either accelerated or deferred.

D. Promotion

Eligibility does not imply automatic advancement. Departments are required to review the record of each individual when the individual becomes eligible for promotion to determine whether or not advancement should be recommended. Promotion follows only upon demonstration of qualification following review.

For the Academic Administrator series, if promotion of an appointee from one rank to another within the series is justified, such promotion shall not normally occur until the individual has served at least six years with the lower title, including at least two years at the top step for that title.

For the Academic Coordinator series, if promotion from one rank to another within the series is justified, such promotion shall not normally occur until the individual has served at least six years in the lower rank.

  1. Letter from Chair requesting promotion, outlining achievements and accomplishments during the time at the lower rank. Include rank, step, and effective date of proposed appointment;
  2. Endorsement from the Dean; and
  3. CV of proposed appointee.

 

IV. Compensation

An individual appointed to this series is compensated on the salary scale appropriate to the circumstances of service.

Off-Scale salaries are not applicable for this series.

Academic-Year (9-month) appointees may be employed during summer using the Fiscal-Year title appropriate to the work being performed. Academic-Year (9-month) appointees are ineligible for 1/9th payments during summer.

 

 

Revised 2/3/11

Web page updated 3/9/11