Academic Affairs and Personnel

 

September 19, 2022

DEANS, DEPARTMENT CHAIRS, and DIRECTORS

 

Re: Submission Deadlines for Academic Actions effective July 1, 2023

           

Enclosed are the 2022-2023 Submission Deadlines for Academic Actions effective July 1, 2023.

 

Cases that are submitted after the applicable deadline that are not completed by June 30th 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 when the case was initiated, and d) the expected date of submission to the Academic Personnel Office (APO). Beginning this year, if the salary exceeds the maximum threshold for the campus approval, the request may be denied as the President's Office has told us they will not process retroactive requests. If the extension request is not approved, cases may be submitted for review with a July 1, 2024 effective date.

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

• Consistent and timely monitoring of the status of cases within your unit.
• You must solicit a sufficient number of independent, external letters 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, be notified of any “Time-off-The Clock” they may have utilized.
• Faculty need to provide their CVs and selected publications to you on a timely basis so that you can solicit external letters on time.
• Individual faculty must turn in their dossiers according to the time schedule established by your 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 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 Chair’s letter. Deans have been urged to act expeditiously with their letters to APO.

1. 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.
   • The candidate’s list of external and internal reviewers who might be biased, including individuals in other UCLA departments.
   • CAP strongly encourages the inclusion of self-statements with all actions. Self-statements should be no more than 5 pages. CAP also encourages the inclusion of a Pandemic Impact Statement when appropriate.

 

INTERCAMPUS & AAU APPOINTMENTS

Appointments of faculty members from other AAU and California institutions, as well as 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. Offers of appointment for faculty from AAU institutions must be made by April 30. 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, Academic Personnel

 

Attachment
 

The UCLA CALL

— 2022-2023 Submission Deadlines for Academic Actions —

 

 

Web page updated 09/20/22