The ORU/AP Analyst is tasked with NON-SENATE ACADEMICS ADMINISTRATION, POLICY & PROCEDURE ANALYSIS.

As a centralized support role, the ORU/AP Analyst will analyze and formulate standard policies in Research Affairs to comply with UC policies and practices associated with Research Scientists, Project Scientists, Specialists, AcademicCoordinators/Administrators, Visiting titles, Recall titles, Postdocs, temporary titles, etc. and actions such as, but not limited to,Recruitments and New Appointments, Reappointments/Merits, Promotions/Career Reviews, 4th-Year Appraisals / 6th-Year Readiness Assessments, Accelerations, Joint appointments, Layoffs, Leaves, etc.
The ORU/AP Analyst will serve as primary liaison to ORU’s on standardizing, communicating, and implementing best practices as well as any changes in academic personnel, policies and procedures, and will assess implications for the Units, while ensuring full compliance with all applicable regulations and UC imposed deadlines.

RECRUITMENTS– All Series, as applicable:
a) Interpret campus policies to instruct ORU’s on procedures regarding recruitment and hiring, exceptions to policy, change in appointment and affirmative action regulations.

b) Advise recruitment committees on appropriate procedures to address affirmative action goals.

c) Coordinate advertisements for open positions in accordance with campus regulations and departmental needs.

d) Review, analyze and advise ORU’s regarding a prospective candidate’s CV and academic history to determine appropriate placement in an academic series, as well as rank and step.

e) Evaluate and advise ORU’s regarding a proposed appropriate start date based on time required for the administrative and review processes.

f) Advise ORU’s regarding non-senate academic salaries, Market Off-Scale and Bonus Off-Scale considerations, interpreting policy, and the use of appropriate salary scales.

g) Initiate and compile statistical data on applicants for each opening for inclusion in the UCSD Affirmative Action Report(s). Obtain selection memo from Search Committee Chair and signatures from the Affirmative Action Office and Vice Chancellor for Research.

h) If the Open Recruitment process will be waived, draft, edit and submit to ADEO for approval any Affirmative Action waivers if/as needed

i) Coordinate joint appointments with other academic departments.

NEW APPOINTMENTS – All Series, as applicable:
a) ContactORU’s as well as prospective appointees in writing regarding the proposed appointment, appointment procedures and to request required information and documents in order to compile the academic appointment file.

b) Coordinate Appointment file preparation with ORU and ensure collected documents are accurate and in compliance with PPM and APM guidelines. Determine need for additional documentation.

c) Advise ORU’s on policy requirements for selection of individuals to serve as referees for candidate. Develop and compose appropriate solicitation letters to address the proposed action from those selected. Solicit referees as appropriate and monitorreceipt of letters in a timely manner.

d) Advise ORU’s regarding Committee voting processes and/or adhoc committee coordination in accordance with ORU by-laws and campus policies.

d) Advise ORU’s regarding technical content and formatting of the final Appointment Summary Forms, Mentor’s letter, Review Committee’s and Director’s recommendation letters.

e) Compile and Review all final documents for accuracy and compliance with PPM and APM guidelines to ensure timely submission of appointment files to the Associate Vice Chancellor for Research Affairs. After submission, monitor status and acquire/submit additional documentation as requested. Maintain records of final files submitted and memos of approved actionsin Alfresco.

f) Facilitate acceptance of official offer letter of appointment.
ANNUALACADEMICREVIEWS - RESEARCH/PROJECT SCIENTISTS
a) Initiate and implement the annual academic review cycle process of non-senate academics. Interpret new and non-static review policy in coordination with UC deadlines, and evaluate projected scheduling constraints, prepare and distribute ORU review cycle timelines based on time required for the administrative and review processes.

b) Serve as the ORU resource on University policy regarding review files for promotions, merits, reappointments, accelerations, appraisals and any applicable review matters. Advise of administrative requirements in all non-senate academic matters relating to advancements.

c) Contact ORU’s as well as prospective appointees in writing regarding the proposed review action and procedures and to request required information and documents in order to compile the academic review file.
d) Coordinate Reappointment file preparation with ORU’s and ensure collected documents are accurate and in compliance with PPM and APM guidelines. Determine need for additional documentation. Review biographies and bibliographies to ensure they are in the correct format required by Academic Personnel, request changes if necessary.

e) Advise ORU’s on policy requirements for selection of individuals to serve as referees for candidate. Develop and compose appropriate solicitation letters to address the proposed action from those selected. Solicit referees as appropriate and monitor receipt of letters in a timely manner.

f) Advise ORU’s regarding Committee voting processes and/or adhoc committee coordination in accordance with ORU by-laws and campus policies.

g) Advise ORU’s regarding technical content and formatting of the final Appointment Summary Forms, Mentor’s letter, Review Committee’s and Director’s recommendation letters.

h) Compile and Review all final documents for accuracy and compliance with PPM and APM guidelines to ensure timely submission of appointment files to the Associate Vice Chancellor for Research Affairs. After submission, monitor status and acquire/submit additional documentation as requested. Maintain records of final files submitted and memos of approved actions in Alfresco.

i) In consultation with the MSO, coordinate joint appointment reviews with other departments.

j) Facilitate official letter of reappointment.

LEAVES
a) Advise ORU’s of University policy/procedures regarding various types of leaves of absence.

b) Assist with preparation of theAP leave forms (FAR and ALAS), review and submit for approval the paperwork affiliated with the AP leave process, ensuring compliance with PPM, APM and divisional requirements.

c) Ensure ORU’s are aware of the effects of paid and/or unpaid leaves on the academic’s benefits, salary and service.

BENEFITS ADMINISTRATION
a) Provide information regarding benefits eligibility to non-senate academic appointees, based on type/s of title/s, length and percentage of appointment. Ensure that appointees have access to on-line instructions and are made aware of enrollment deadlines and Benefits orientations (see ORA Appointment Offer Letter).

b) Determine and communicate to ORUs any insurance changes due to a change of academic appointment status and why the benefits must change to coincide with their new appointment/s.

c) Advise regarding the Preparation of ALAS and FAR forms. Provide information and resources as needed regarding paid and unpaid leaves of absence, Family and Medical Leave Act, Disability eligibility and Workers Compensation.

IMMIGRATION ANALYSIS

a) Advise ORU’s regarding complex visa scenarios relating to academic appointees. Advise MSO’s and Directors on different scenarios of long-term impact on employee.

b) As requested, prepare and process applications for J1 and H1B new appointments, extensions and status changes.

c) Interpret complex and varied UC and ORU policies regarding visa applications/renewals, leaves of absence, grievance/disciplinary actions, separations. Ensure full compliance with all applicable regulations.

POSTDOCTORAL SCHOLARSand VISITING SCHOLARS (for ORU's utilizing this service)

a)Review and analyze appointment, reappointment, and amendment files ensuring compliance with policy. Identify any discrepancies or issues and resolve them with department contacts. Maintain consistent application of policies across all ORU’s.

b) For exception to policy requests, analyze and make recommendations on course of action to ORU.

c) Advise ORU’s on Postdoctoral and VScampus policy and procedures. Provide information, resources and advice regarding postdoctoral UAW union policy.

d) Conduct comparison analysis of candidate’s career accomplishments and recommend appropriate level of appointment/reappointment to ORU.

e) Review requests for layoffs, leaves, separations and other actions that impact the postdoctoral scholar’s appointment, and discuss policy and course of action with the ORU.

f) Process Postdoctoral and VS transactions in RSAS as appropriate.