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To promote this equitability, the below policy has been created between the School of Medicine and the Office of Academic Personnel. NOTE: If an administrative appointment ends mid-year or before the expiration date in the letter, please immediately notify the School of Medicine Offices of Finance and Academic Affairs. They will work with you to ensure the appointment and its associated compensation are ended. Resources UCI Policy on Academic Administrators Less than 100% APM 241 - UCOP Policy on Academic Administrators Less than 100% Academic Administrator Memo Template Titles Under this Policy Associate Dean*^ Senior Associate Dean*^ Vice Dean*^ Department Chair*^ Department Vice Chair Director* Associate Director Faculty Assistant to the Dean Interim/Acting appointments in the aforementioned titles* *Titles that require a search process to be submitted to the Office of Academic Personnel. ^Titles that require a five-year review as defined by the Office of Academic Personnel. Forms of Compensation Stipend Stipends may be paid up to $25,000 and are retirement eligible. Per policy, a $25,000 must be applied before other forms of additional compensation are used. Salary Shortfall Support Clinical time buy-outs Z Payment - Additional administrative compensation Z payments may be paid up to $50,000. Combined with an administrative stipend, faculty are eligible to receive $75,000 in additional compensation. New Appointments For those titles marked by a *, a formal search process is required and should be handled with the Office of Academic Affairs. The process includes a memo from the dean with justification for the selection of the final candidate including other candidates considered, the qualifications of final candidate that makes them well suited for the position, and the consultative process that was followed resulting in the selection (for example did this include equity advisors, senior faculty advisory group, faculty, and/or executive committee). In addition, the memo should also include the make-up of the compensation for the administrator and how it was derived (i.e. in comparison to other administrators serving in the same role, etc.). New appointment letters should be submitted to the Office of Academic Affairs. Letters will be reviewed by Academic Affairs, Finance, and Clinical Affairs (if applicable), before routing to the Dean for final approval. Note: Vice Chair letters do not need the Dean's signature on the letter. Vice Chair letters should still be routed through Academic Affairs and Finance for review, before being returned to the candidate. Renewals for Appointments For those titles marked by a ^, the five-year review process will be handled by the Office of Academic Affairs. In the fall of their fifth and final year, the faculty will receive a notice regarding the review process and the requirements. Upon successful review, the Dean’s office will work with the department and the faculty on a new letter. For those titles NOT marked by a ^, the renewal letter should be handled by the original author. Letters should be submitted to Academic Affairs in the spring of their final year, but no later than the end of March. The timeline will be set each year by Academic Affairs. Even for letters that do not necessitate a review by the Office of Academic Personnel, some form of review should still be conducted by no later than the fifth year. It is important to review and receive feedback on the effectiveness of the administrator. IMPORTANT: The Office of Academic Affairs and the Office of Finance each review letters during the process. For the Office of Academic Affairs: SOM AA will handle five-year reviews as required by policy. For the Office of Finance: SOM Finance will work with stakeholders for a yearly review of the budget for each administrative position, including if any changes/updates need to be made. Restrictions Faculty may hold a maximum of two administrative appointments in the above-mentioned titles at a time. Exception requests must be approved by Academic Personnel for holding more than two titles. Faculty may not hold two titles that pose a conflict of interest with each other. The administrative stipend and additional administrative compensation may not exceed $75,000 annually per appointment. Exceptions requests must be approved by Academic Personnel to exceed the monetary maximum. Letters may not exceed five years in length.