SOM ACADEMIC PERSONNEL MEETING

Wednesday, December 10, 2008

9:00 a.m. – 10:30 a.m., MIND Institute Auditorium

Minutes

  1. Introductions
  • New Academic Personnel Staff: Abigail Reyes (Departmental Analyst) and Trudi Banko (CAC Support and VCF Coordinator)
  • New Departmental Staff: A general call was given to allow managers to introduce new staff who were present at the meeting
  1. Reminder on benefit actions and issues for academic employees
  • Please contact your analyst first to determine what all needs to be done given the action.
  • All academic employee benefits questions and forms must be sent to Campus Benefits.
  • Human Resources at UCDMC is traditionally only for staff employees. Campus Benefits is much more experienced in handling issues that pertain to faculty benefits and leaves.
  • We have directed UCDMC Human Resources to direct all benefits questions to Academic Personnel, but would also appreciate Departments coming to us first to eliminate any confusion.
  1. E-verify and what it might mean to departments/Academic Personnel
  • E-verify is a new presidential directive which requires all employees paid from federal grants and contracts to register through a federally run identification verification system called E-Verify prior to beginning work on any new federal grant or contract after January 15, 2009.
  • UPDATE: On January 21, 2009, President Obama ordered a halt to all presidential directives enacted by President Bush in order to review the policies. As of now, implementation of the E-Verify system is on hold.
  1. Revised policy on search plans
  • When a search for a Ladder Rank above the Assistant level is requested, an upgrade request must be provided at the time the search is submitted for approval.
  • When the search plan requires the use of an FTE, the search plan must include the FTE number and confirmation from the Dean’s Office granting permission to use the FTE number cited on the search plan. An email from Mike Condrin is acceptable as confirmation.
  • Academic Personnel will update the checklist on our website to reflect this modification in policy.
  1. Extramural letter reminder for lower level actions
  • 5-8 Extramural Letters are required, yet no Arm’s Length letters are required for any appointments below the Assistant IV level (all series).
  • Arm’s Length letters are still useful if available, but are not required
  1. Revised policy on chair stipend renewals
  • Beginning in 09-10, departments must submit a current appointment letter with each input document to renew chair stipends. Otherwise, if the prior chair review is not complete and a renewal letter has not gone out from the Chancellor, we will not renew the stipend.
  • The stipend will be withheld until the renewal is approved. If renewed, the Chair will receive the full amount retroactive to August 1st.
  1. New/updated salary scale page on website
  • Past salary scales are now available on the Academic Personnel website. The link is accessible here:
  • You will also see that the actual salary page is organized in a different manner. Hopefully, this makes the information more reader friendly. Please contact Cameron if you have any further suggestions on this piece of the website.
  1. Reminder on background checks
  • If you fax a background check to our office there is no need to send in an original. A signed faxed copy is good enough for us to start the process and there is no need for us to have originals since a faxed copy is acceptable for legal purposes.
  • There are 4 people in Academic Personnel who are authorized to run background checks. We make every effort to process the background check as soon as it is received, if we receive a faxed copy and the original at a later date, there is a possibility of running the background check twice, therefore incurring additional costs. The average cost of a background check is $50.00 Academic Personnel will work to update our checklists to avoid any confusion
  1. Leave of Absence reminder on joint appointments
  • The LOA form must be completed by the home department and the joint department chair must also sign the form prior to it being received in the AP office.
  • The Vice Provost’s Office does not like to approve retroactive leaves, so please submit paperwork as soon as you hear of any leaves in your departments. We prefer to have a month to get the paperwork approved, but more lead time is better.
  • A leave form must be completed for a faculty member who will be away from campus for anything longer than 7 calendar days (This does not include vacation).
  1. PPS Update and Payroll calendar reminders
  • Brief reminder on the correct use of PPS Update and Payroll calendars and where they are located. Please always check the first interface following your entry into eHr, to make sure that it correctly interfaced into PPS. If your transaction didn’t interface and you are unable to figure out why, please contact your Analyst or Administrative Assistant (depending on the title code) for help.
  • Calendars can be accessed on the Academic Personnel website at the following link:
  1. E-value evaluations and MIV
  • The group discussed the limitations of the E-Value program and how to correctly include this information in MIV and packets.
  • Academic Personnel will work to create a detailed guide and place the information on our website. In the meantime, for questions regarding the presentation of E-Value data please contact your Academic Personnel analyst for instructions.