Academic Affairs Message from the Senior Associate Dean Meet the Team Departments by Analyst Chair Resources International Physicians Health Science Compensation Plan OATS Resources and FAQ FAQs, Resources & Training Academic Affairs Training Calendars and Deadlines Faculty Development About Us Monthly on Mondays Definitions of Series Merit & Promotions Faculty Research Mentoring Professional Development Wellness Teaching & Assessment Workshop Series Faculty Academics Faculty Series Affiliates and Volunteers Recall, Leave, and Adverse Actions Administrative Appointments Non-Faculty Academics Non-Faculty Academic Series Non-Faculty Academics Recall, Leave, and Adverse Actions UCI College of Health Sciences Faculty Assembly Faculty Series The UCI School of Medicine faculty series consists of Line, In-Residence, Clinical X, Adjunct and HS Clinical. Home About Faculty Academics Faculty Series If your faculty will be employed at an affiliate site, please also visit the Affiliates and Volunteers page. Line Series Recruitment Below is the process and information for Line Series Recruitments. Use the UC Irvine School of Medicine Recruitment and Appointment Flowchart to plan faculty Recruitment and Appointment. AP Recruit provides for the secure online academic employment recruitment management, supporting the entire recruitment workflow from creation, application, reference gathering, reviewing by the search committee, and, finally, selecting a hired candidate. AP Recruit Quick Guide for Approvers AP Recruit User Guide Recruitment Workflow for Senate Faculty Resource Form (Note: The document is required for Line Series and recommended for other Senate series. Department will route the Resource Form and obtain approval; attach a signed copy to the TOL when routing to your Dean’s Analyst.) Use the Templates below to draft a Tentative Offer Letter (TOL). Before routing the TOL to the Dean’s Office, make sure the following are complete and attached to the request to review the TOL: A Shortlist Report must be routed and approved in AP Recruit Include the AP Recruit JPF# and SOM DSS Recruit ID# in your Email to Dean’s Analyst. The SOM DSS Recruit ID # must also be noted in AP Recruit Attach an MOU (optional) TOL Templates Line Series Line Series - Physician Scientist Note: Tentative Offer Letters are required for all paid faculty appointments Appointment Below is the AP-30 checklist of all documents required for an appointment dossier for Line Series Appointments in School of Medicine. Review the full Documentation Matrix. AP-30 Checklist – The appointment Checklist must be complete when submitting a dossier. Title Codes A copy of the signed tentative offer letter is required Department letter is required Please use the below resources when soliciting Letters of Recommendations (LOR) Sample Solicitation Letter Referee Information Request Form New AP Guidelines on Letters of Recommendation – September 2019 School of Medicine LOR Guidelines – All Series A Faculty Vote is Required Vote Grid Two forms of Evidence of Teaching Effectiveness are required for all files Student teaching evaluations are required Teaching statement or other second piece of evidence https://ap.uci.edu/faculty/guidance/teachstatement/ Inclusive Excellence Activities Statement. Must address how past and/or potential contributions to inclusive excellence will advance UCI's Commitment to Inclusive Excellence. See campus guidance for writing an inclusive excellence activities statement. Merit & Promotion Below are the requirements for Merit, Promotion, and Mid-Career Appraisal for In-Line Series. Merit and Promotion APM 220 – Read the full UCOP procedures for Appointment and Promotion of the Professor Series Document Matrix-Checklist for Professor Series – Use this Matrix Checklist for all documents required for promotions. Title Codes School of Medicine LOR Guidelines – All Series Vote Grid Mid Career Appraisal APM 3-50 - Assistant Professor Mid-Career Appraisal Policy from Academic Personnel Sample Department Letter for MCA Vote Grid - MCA Advancement Advancement to Step VI for a full Professor is considered much like a promotion and is a “milestone” for the professorial career. The proposed advancement file must undergo review by the appropriate SOM Advisory committee and the faculty candidate must meet the criteria of APM Advancement to Step VI. In-Residence Recruitment Below is the process and information for In-Residence Series Recruitments. Use the UC Irvine School of Medicine Recruitment and Appointment Flowchart to plan faculty Recruitment and Appointment. AP Recruit provides for the secure online academic employment recruitment management, supporting the entire recruitment workflow from creation, application, reference gathering, reviewing by the search committee, and, finally, selecting a hired candidate. AP Recruit Quick Guide for Approvers AP Recruit User Guide Recruitment Workflow for Senate Faculty Resource Form (Note: The document is required for Line Series and recommended for other Senate series. Department will route the Resource Form and obtain approval; attach a signed copy to the TOL when routing to your Dean’s Analyst.) Use the Templates below to draft a Tentative Offer Letter (TOL). Before routing the TOL to the Dean’s Office, make sure the following are complete and attached to the request to review the TOL: A Shortlist Report must be routed and approved in AP Recruit Include the AP Recruit JPF# and SOM DSS Recruit ID# in your Email to Dean’s Analyst. The SOM DSS Recruit ID # must also be noted in AP Recruit Attach an MOU (optional) TOL Templates Professor In-Residence Series Note: Tentative Offer Letters are required for all paid faculty appointments Appointment Below is the AP-30 checklist of all documents required for an appointment dossier for Line Series Appointments in School of Medicine. Review the full Documentation Matrix. AP-30 Checklist – The appointment Checklist must be complete when submitting a dossier. Title Codes A copy of the signed tentative offer letter is required Department letter is required Please use the below resources when soliciting Letters of Recommendations (LOR) Sample Solicitation Letter Referee Information Request Form New AP Guidelines on Letters of Recommendation – September 2019 School of Medicine LOR Guidelines – All Series A Faculty Vote is Required Vote Grid Two forms of Evidence of Teaching Effectiveness are required for all files Student teaching evaluations are required Teaching statement or other second piece of evidence https://ap.uci.edu/faculty/guidance/teachstatement/ Inclusive Excellence Activities Statement. Must address how past and/or potential contributions to inclusive excellence will advance UCI's Commitment to Inclusive Excellence. See campus guidance for writing an inclusive excellence activities statement. Merit & Promotion Below are the requirements for Merit, Promotion, and Mid-Career Appraisal for In-Residence Series. Merit and Promotion APM 270 – Read the full UCOP procedures for Appointment and Promotion of the In-Residence Professor Series Document Matrix-Checklist for Professor Series – Use this Matrix Checklist for all documents required for promotions. Title Codes School of Medicine LOR Guidelines – All Series Vote Grid Mid Career Appraisal APM 3-50 - Assistant Professor Mid-Career Appraisal Policy from Academic Personnel Sample Department Letter for MCA Vote Grid - MCA Advancement Advancement to Step VI for a full Professor is considered much like a promotion and is a “milestone” for the professorial career. The proposed advancement file must undergo review by the appropriate SOM Advisory committee and the faculty candidate must meet the criteria of APM Advancement to Step VI. Clinical X Recruitment Below is the process and information for Clinical X Series Recruitments. Use the UC Irvine School of Medicine Recruitment and Appointment Flowchart to plan faculty Recruitment and Appointment. AP Recruit provides for the secure online academic employment recruitment management, supporting the entire recruitment workflow from creation, application, reference gathering, reviewing by the search committee, and, finally, selecting a hired candidate. AP Recruit Quick Guide for Approvers AP Recruit User Guide Recruitment Workflow for Senate Faculty Resource Form (Note: The document is required for Line Series and recommended for other Senate series. Department will route the Resource Form and obtain approval; attach a signed copy to the TOL when routing to your Dean’s Analyst.) Use the Templates below to draft a Tentative Offer Letter (TOL). Before routing the TOL to the Dean’s Office, make sure the following are complete and attached to the request to review the TOL: A Shortlist Report must be routed and approved in AP Recruit Include the AP Recruit JPF# and SOM DSS Recruit ID# in your Email to Dean’s Analyst. The SOM DSS Recruit ID # must also be noted in AP Recruit Attach an MOU (optional) TOL Templates Clinical X Series Clinical X Series - 2113 License Note: Tentative Offer Letters are required for all paid faculty appointments Appointment Below is the AP-30 checklist of all documents required for an appointment dossier for Line Series Appointments in School of Medicine. Review the full Documentation Matrix. AP-30 Checklist – The appointment Checklist must be complete when submitting a dossier. Title Codes A copy of the signed tentative offer letter is required Department letter is required Please use the below resources when soliciting Letters of Recommendations (LOR) Sample Solicitation Letter Referee Information Request Form New AP Guidelines on Letters of Recommendation – September 2019 School of Medicine LOR Guidelines – All Series A Faculty Vote is Required Vote Grid Two forms of Evidence of Teaching Effectiveness are required for all files Student teaching evaluations are required Teaching statement or other second piece of evidence https://ap.uci.edu/faculty/guidance/teachstatement/ Inclusive Excellence Activities Statement. Must address how past and/or potential contributions to inclusive excellence will advance UCI's Commitment to Inclusive Excellence. See campus guidance for writing an inclusive excellence activities statement. Merit & Promotion Below are the requirements for Merit, Promotion, and Mid-Career Appraisal for Clinical X Series. Merit and Promotion APM 275 – Read the full UCOP procedures for Appointment and Promotion of the Clinical X Professor Series Document Matrix-Checklist for Clinical X Professor Series – Use this Matrix Checklist for all documents required for promotions. Title Codes School of Medicine LOR Guidelines – All Series Vote Grid Mid Career Appraisal APM 3-50 - Assistant Professor Mid-Career Appraisal Policy from Academic Personnel Sample Department Letter for MCA Vote Grid - MCA Advancement Advancement to Step VI for a full Professor is considered much like a promotion and is a “milestone” for the professorial career. The proposed advancement file must undergo review by the appropriate SOM Advisory committee and the faculty candidate must meet the criteria of APM Advancement to Step VI. Adjunct Recruitment Below is the process and information for Adjunct Professor Series Recruitments. AP Recruit provides for the secure online academic employment recruitment management, supporting the entire recruitment workflow from creation, application, reference gathering, reviewing by the search committee, and, finally, selecting a hired candidate. AP Recruit Quick Guide for Approvers AP Recruit User Guide Recruitment Workflow for Non-Senate Faculty Use the Templates below to draft a Tentative Offer Letter (TOL). Before routing the TOL to the Dean’s Office, make sure the following are complete and attached to the request to review the TOL: A Shortlist Report must be routed and approved in AP Recruit Include the AP Recruit JPF# and SOM DSS Recruit ID# in your Email to Dean’s Analyst. The SOM DSS Recruit ID # must also be noted in AP Recruit Attach an MOU (optional) TOL Templates Adjunct Professor Series Note: Tentative Offer Letters are required for all paid faculty appointments Appointment Below is the AP-30 checklist of all documents required for an appointment dossier for Line Series Appointments in School of Medicine. Review the full Documentation Matrix. AP-30 Checklist – The appointment Checklist must be complete when submitting a dossier. Title Codes A copy of the signed tentative offer letter is required Department letter is required Please use the below resources when soliciting Letters of Recommendations (LOR) Sample Solicitation Letter Referee Information Request Form New AP Guidelines on Letters of Recommendation – September 2019 School of Medicine LOR Guidelines – All Series A Faculty Vote is Required Vote Grid Two forms of Evidence of Teaching Effectiveness are required for all files Student teaching evaluations are required Teaching statement or other second piece of evidence https://ap.uci.edu/faculty/guidance/teachstatement/ Inclusive Excellence Activities Statement: Required in the initial appointment file for all paid initial appointments. Must address how past and/or potential contributions to inclusive excellence will advance UCI's Commitment to Inclusive Excellence. See campus guidance for writing an inclusive excellence activities statement. Merit & Promotion Below are the requirements for Merit, Promotion, and Mid-Career Appraisal for Clinical X Series. Merit and Promotion APM 280 – Read the full UCOP procedures for Appointment and Promotion of the Adjunct Professor Series Document Matrix-Checklist for Adjunct Professor Series – Use this Matrix Checklist for all documents required for promotions. Title Codes School of Medicine LOR Guidelines – All Series Vote Grid Mid Career Appraisal APM 3-50 - Assistant Professor Mid-Career Appraisal Policy from Academic Personnel Sample Department Letter for MCA Vote Grid - MCA Advancement Advancement to Step VI for a full Professor is considered much like a promotion and is a “milestone” for the professorial career. The proposed advancement file must undergo review by the appropriate SOM Advisory committee and the faculty candidate must meet the criteria of APM Advancement to Step VI. Renewal Appointments to the Adjunct Series are made with a specified ending date. Appointments must be renewed annually. For more information, refer to APM-280. Please use the UCI-AP-21 form for renewal. Once the UCI-AP-21 forms are completed, obtain the signatures of the PI/supervisor and department chair Faculty does not sign the form until it is approved by the Dean’s office Department analyst should e-mail all of the AP-21 Renewals at the same time to the SOM Academic Affairs Important Notices If the faculty has a pending review file for the current review cycle, i.e., 2022-2023, please extend the renewal appointment only through 9/30/23 and note in the “account information” under renewal “Pending 22-23 File” If the faculty or academic appointee is resigning, please attach a resignation notice to the AP form If the faculty is voluntarily reducing his/her appointment percentage, please attach a voluntary reduction of time notice, signed by the faculty, to the AP-21 Renewal form. For Renewals terms of less than one year, or renewals at a reduced percentage, please follow the Adverse Actions guidelines. Renewals Process Instructions Renewal Process Helpful Hints Vetting Policy HS Clinical Faculty Recruitment Below is the process and information for HS Clinical Series Recruitments. AP Recruit provides for the secure online academic employment recruitment management, supporting the entire recruitment workflow from creation, application, reference gathering, reviewing by the search committee, and, finally, selecting a hired candidate. AP Recruit Quick Guide for Approvers AP Recruit User Guide Recruitment Workflow for Non-Senate Faculty Use the Templates below to draft a Tentative Offer Letter (TOL). Before routing the TOL to the Dean’s Office, make sure the following are complete and attached to the request to review the TOL: A Shortlist Report must be routed and approved in AP Recruit Include the AP Recruit JPF# and SOM DSS Recruit ID# in your Email to Dean’s Analyst. The SOM DSS Recruit ID # must also be noted in AP Recruit Attach an MOU (optional) TOL Templates HS Clinical Professor Series HS Clinical Professor Series - 2113 License Health Sciences Clinical Instructor Series Health Sciences Clinical Instructor Series 2111 Note: Tentative Offer Letters are required for all paid faculty appointments Appointment Below is the AP-30 checklist of all documents required for an appointment dossier for Line Series Appointments in School of Medicine. Review the full Documentation Matrix. AP-30 Checklist – The appointment Checklist must be complete when submitting a dossier. Title Codes A copy of the signed tentative offer letter is required Department letter is required Please use the below resources when soliciting Letters of Recommendations (LOR) Sample Solicitation Letter Referee Information Request Form New AP Guidelines on Letters of Recommendation – September 2019 School of Medicine LOR Guidelines – All Series A Faculty Vote is Required Vote Grid Two forms of Evidence of Teaching Effectiveness are required for all files Student teaching evaluations are required Teaching statement or other second piece of evidence https://ap.uci.edu/faculty/guidance/teachstatement/ Inclusive Excellence Activities Statement: Required in the initial appointment file for all paid initial appointments. Must address how past and/or potential contributions to inclusive excellence will advance UCI's Commitment to Inclusive Excellence. See campus guidance for writing an inclusive excellence activities statement. Merit & Promotion Below are the requirements for Merit, Promotion, and Mid-Career Appraisal for HS Clinical Series. Merit and Promotion APM 278 – Read the full UCOP procedures for Appointment and Promotion of the HS Clinical Professor. Document Matrix-Checklist for HS Clinical Professor Series – Use this Matrix Checklist for all documents required for promotions. Title Codes School of Medicine LOR Guidelines – All Series Vote Grid Mid Career Appraisal APM 3-50 - Assistant Professor Mid-Career Appraisal Policy from Academic Personnel Sample Department Letter for MCA Vote Grid - MCA Advancement Advancement to Step VI for a full Professor is considered much like a promotion and is a “milestone” for the professorial career. The proposed advancement file must undergo review by the appropriate SOM Advisory committee and the faculty candidate must meet the criteria of APM Advancement to Step VI. Renewal An appointment in the Health Sciences Clinical Professor series shall have a specified ending date. Written notice of the appointment or reappointment shall follow the provisions of APM - 137-17, Non-Senate Academic Appointees/Term Appointment. Typically, the effective date of an appointment will coincide with the University’s fiscal year (July 1 through June 30). For more information, refer to APM 278. Please use the UCI-AP-21 form for renewal. Once the UCI-AP-21 forms are completed, obtain the signatures of the PI/supervisor and department chair Faculty does not sign the form until it is approved by the Dean’s office Department analyst should e-mail all of the AP-21 Renewals at the same time to the SOM Academic Affairs Important Notices If the faculty has a pending review file for the current review cycle, i.e., 2022-2023, please extend the renewal appointment only through 9/30/23 and note in the “account information” under renewal “Pending 22-23 File” If the faculty or academic appointee is resigning, please attach a resignation notice to the AP form If the faculty is voluntarily reducing his/her appointment percentage, please attach a voluntary reduction of time notice, signed by the faculty, to the AP-21 Renewal form. For Renewals terms of less than one year, or renewals at a reduced percentage, please follow the Adverse Actions guidelines. Renewals Process Instructions Renewal Process Helpful Hints Vetting Policy