Faculty Academics Recall, Leave, and Adverse Actions

The School of Medicine and UC Irvine has additional actions that include recall, leave, and adverse. Please see this page for more details and variations.

Faculty academics who have retired from the university may be recalled to active service for a term appointment. A minimum of 30-day break in service after the date of retirement is required before a recall appointment may begin. Recall appointments are approved for only one year at a time and are self-terminating.  
            
Recall appointees may be recalled to a compensated or a non-compensated appointment. Compensated appointments must be percentage-based and may not exceed a total of 43 percent time per month, inclusive of all recall appointments at any UC Campus. The maximum salary rate for non-faculty recall appointments in research or other non-administrative duties is based on the individual’s annual base salary rate (including any off-scale) for the academic position held at the time of retirement, range-adjusted forward. Since non-faculty academic recall appointments are non-represented, departments must use the non-represented salary scales to determine the maximum rate of salary for the non-faculty recall appointee.

Faculty who were eligible to participate in the Health Sciences Compensation Plan at retirement may choose to participate in the HSCP upon Recall. Retired faculty members who are recalled at a salary rate greater than base salary (X+X’), regardless of percentage effort, are required to be members of the HSCP. As members of the HSCP, all of the terms and conditions of the HSCP apply.  

For the full Recall Series policy including Restrictions, Terms and Conditions of Employment, Approval Authority and more please refer to APP 5-01: Recall for Academic Appointees  

Faculty Recall

Eligible Title Codes

Attached are the appropriate title codes for recall employees.

Use the Faculty Leaves Guide to share information with your faculty about available paid leave options.

Faculty leaves that are fewer than 7 days in length are managed at the department level and appointees may use the School of Medicine Faculty Leave Request Form to request these leaves. For leaves longer than 7 days, the appointee and department must also complete the AP-76 form and submit this form along with any other required documents to the Dean's Analyst. For additional information and required forms, please visit the Office of Academic Personnel's Leaves and Family Friendly Policies page. Guidance on COVID-19 Leaves can be found on the Academic Personnel COVID-19 page.

School of Medicine Health Sciences Compensation Plan Members

Leave benefits for faculty who are members of the Health Sciences Compensation Plan are described in the School Implementation Procedures and Department Guidelines.

School of Medicine – Non-HSCP Members

Leave benefits for faculty who are not members of the Health Sciences Compensation Plan are described in APM Section 700 Leaves of Absence policy.

The School of Medicine announces important Renewal deadlines in spring of each year.

Non-Renewal: Faculty appointment will not be renewed after 6/30; also known as Non-Reappointment.

Partial Renewal: Faculty appointment will be renewed after 6/30, however, the renewed appointment will be at a lesser appointment percentage, or faculty will be renewed for a period of less than one fiscal year.

Adverse Actions for paid appointees require review and vetting by the SOM Dean’s office and Campus Academic Personnel Office:

  • Non-Renewal (review and vetting required)
  • Partial Renewal (review and vetting required)
  • Layoff/Involuntary Reduction in Time (review required, no vetting)
  • Dismissal (review and vetting required)

Allow a minimum of 15 working days for review and approval in addition to any required notice periods. All Non-Renewals and Partial Renewals must be vetted and approved by the Academic Personnel office.  The documents below must be provided to the SOM Academic Affairs office with sufficient time to review and provide notice to the affected Faculty. Vetting and Notice is not required for WOS appointees.

For paid faculty appointments, submit the following to your assigned SOM Dean’s Analyst:

  1. AP-21 (Partial Renewals only)
  2. Adverse Action Vetting Form
  3. Draft Notice of Partial Renewal or Notice of Non-Renewal:
    • Appointees at 50% or greater in the same title series for at least 8 consecutive years:
      • Non-Renewal: required to provide a 60-day Notice of Intent followed by a 30-day Notice of Action
      • Partial Renewal: required to provide a 60-day Notice of Intent, followed by a 30-day Notice of Action
      • Please refer to policies and template letters found in APP 4-09
    • Paid Appointees at less than 50% and less than 8 consecutive years in the same title series: the SOM established practice is to provide a 30-Day Courtesy Notice; use template letters below
  4. Supporting Documents which show reasoning for partial or non-renewal

** The SOM Academic Affairs team will send a copy of the final letter to the Dean and Academic Affairs; Department Analysts should take care to keep a copy of the final letter for department record and forward a copy to the Department Chair and SOM Benefits following established department procedures.

WOS appointees: Vetting and Courtesy Notice is not required.

A Layoff occurs when an appointment ends before the term end date due to lack of funds or lack of programmatic need. An involuntary Reduction in Time occurs when the department reduces the appointment percentage before the term end date due to lack of work or lack of programmatic need. Layoff or Involuntary Reduction in Time does not require vetting but does require review and approval by the Campus Academic Personnel Office.  Layoff documents must be provided to the SOM Dean’s office with sufficient time to review and provide notice to the affected Faculty. 

Please consult with your assigned SOM Dean’s Analyst to confirm timelines and important deadlines.

Submit the following to your assigned SOM Dean’s Analyst:

  1. AP-145 checklist
  2. Intent to Layoff or Involuntary Reduction in Time Form with required signatures
  3. Draft Notice of Layoff or Reduction in Time
    • Please refer to policies and template letters found in APP 4-16
  4. Supporting Documents which show reasoning for Layoff or Involuntary Reduction in Time

For consultation on Faculty Corrective Action and Dismissal, please contact your assigned SOM Dean’s Analyst.

Non-senate Faculty layoffs, and reductions in time: Refer to the Renewal Process Guidelines above. Make sure to consult with your assigned Dean’s analyst to confirm notice periods and SOM AA and AP review timelines. Use the template letters listed under the Procedures tab of APP 4-16.

Non-senate Faculty non-renewals and partial renewals: Refer to the Renewal Process Guidelines above. Make sure to consult with your assigned Dean’s analyst to confirm notice periods and SOM AA and AP review timelines. Use either the policies and template letters found in APP 4-09 or the SOM 30-Day Courtesy Notice Template Letters, depending on title and series. 

All Draft Adverse Action Notice Letters:

  1. Must be drafted on Department Letterhead
  2. Must include a future date which provides enough time to review/vet the decision and notify the appointee of the adverse action
  3. Must not include the Chair's signature