Timeline for Academic Renewals & Compensation Letters

Action: Non-Renewals are due to HR. 

Who: Department

System: Email

Comments: Non-renewals require a stated reason with advance review/approval by the Dean’s Office or LER, prior to communicating to the individual being non-renewed. If there are any remaining non- renewals (excludes voluntary separations, extensions), contact HR as soon as possible. 

Action: Review and clean up supervisor information.

Who: Department

System: HR Umbrella via MyAccess 

Comments: Department to review HR Reports and update supervisor changes to ensure compensation/renewal letters reflect the correct supervisor. 

Action: APRP Renewal Data available to departments. Including the following populations: 

1. HCOMP 
2. Paid NFA’s 
3. FY Paid Faculty 
4. All Recalls 
5. WOS (Affiliates, FY, NFA, Emeritus, Joint) 
6. Faculty Admin (recurring additional pay) 

Who: HR makes APRP available, Department to review

System: APRP

Comments: 

• Data is populated from UCPath. 
• Renewal and Advancement data from the department is due by May 30. 
• Renewals not completed by deadline: If APRP deadlines are missed, preventing HR from generating complete letters, please plan to fill in the missing info on the letters. 

Action: HCOMP Faculty salary increases over 10% due to HR 

Who: Department

System: Smartsheet, Email 

Comment: 

• For SOM and SON departments: complete the smartsheet provided. 
• For SOD and SOP departments: work with your schools directly on approvals. 

Action: Renewal Data are due for all: 

1. HCOMP 
2. Paid NFA’s 
3. FY Paid Faculty 
4. All Recalls 
5. WOS (Affiliates, FY, NFA, Emeritus, Joint) 
6. Faculty Admin (recurring additional pay) 

Who: Department

System: APRP

Comments: Renewal data actions: 

• HR will change the access to ‘view only’ for departments. 
• HRIS will convert APRP data for UCPath upload. 
• If there are changes after May 30, contact your academic generalist. 
• All above scale advancements or data changes should be submitted via a PCMA case. 
• Chair’s salaries should be renewed as-is, until renegotiation has been completed by the Dean’s Office. 

Action: HR to review APRP data 

Who: HR

System: APRP

Comments: HR will reach out to departments if corrections or missing information are needed. 

Action: Departments can review/issue compensation/reappointment letters using APRP.

Who: HR

System: APRP

Comments: 

• Departments will issue the signed compensation/reappointment letters by June 30th.
• Comp Letters for Department Chairs and ORU Directors: Dean’s Offices will coordinate the compensation letters for this group.

Action: HR IT/HR to generate UCPath Mass Renewal files. 

Who: HR IT/HR 

System: UCPath

Comments: There will be multiple upload files. The first upload will be extending end dates; all other attributes will remain the same. Additional files will include other changes such as FTE, salary, merits, and promotions. 

Action: Letters generated through APRP will be routed for filing in personnel files. For letters manually generated by department, please send a signed copy of all compensation/reappointment letters to HR.

Who: Department

System: Email

Comments: HR to retain letters in the personnel files.