Academic Renewal Planning 

With the fiscal year coming to a close, UCSF HR would like to remind you of important steps to ensure renewal actions are processed in a timely manner.

New for this year! There is no need for departments to submit PeopleConnect cases or MPM requests for approved merits and promotions this year thanks to new APRP and UCPath processes.

A detailed timeline and process steps will be coming in the next couple of weeks.

Non-Renewals – Due ASAP and no later than March 16, 2020

Communicate all non-renewals, involuntary reductions in time, or layoffs to your academic HR generalist/manager.

  • There are notice requirements (e.g., 30-60 days) based on the series and time the academic employee has been in their position.
  • These actions require a stated reason, (e.g., lack of funding, programmatic changes, etc.) with advance review and approval prior to being communicated to the individual being non-renewed. 

New Appointments:
New academic appointments for July 1, 2020, (including requests for concurrent without salary (WOS) faculty appointments that are needed for your clinical fellow hires):

  • Once you have an approved search or search waiver and a signed offer letter, ensure individual cases are submitted via PeopleConnect (PC) with the appropriate lead time to ensure the appointments can be processed in time for the desired start dates. (See the “HR Turnaround Timing Planning document,” with more information included in the following article.)

Separations – Resignations:
Academic separations you are aware of between now and July 1, 2020:

  • Submit individual cases for separations and remind the employee to submit their final timesheet to Huntington Business System (HBS) by the 15th of their separation month, which ensures they are paid their terminal vacation in a timely manner.
  • For faculty separations, indicate if the faculty plans to return on a volunteer basis.
  • Employees cannot use vacation on their final date of employment (this does not apply to retirees).

Separations – Retirement/Recall:
If any of your non-faculty academic (NFA) or faculty members are retiring:

  • Submit a case for their retirement, and remind the employee to submit their final timesheet to HBS by the 15th of their retirement month which ensures they are paid their terminal vacation.
  • If they will be recalled, submit a separate re-hire case at least 60 days before the desired start date.
  • For faculty, senate emeritus is automatically conferred; non-senate emeritus needs to be requested and approved (contact your academic HR generalist.)
  • Faculty members do not need the emeritus title to be appointed to the recalled title.

Renewals and Compensation Plan Letters:
A communication with instructions and deadlines for processing renewals and compensation plan letters will be sent out in the next couple weeks. 

  • If you have any faculty who will receive a salary increase over 10 percent for FY21, an excel template will be provided to you, to input the percent increase and justification (required for SOM/SOD/SON departments).

Please contact your academic HR generalist or manager with any questions.