Appointment and Reappointment Processes for Research Academics

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Appointments

  1. Follow appropriate appointment checklist for Research Academic

NOTE: If the proposed appointment is less than one year or less than full time, please provide justification in department letter. Academic Affairs may ask for evidence by requesting funding information. You do not have to include it in the dossier, but it may be requested if there are additional questions. 

Please include JPF/SW number in department letter.

  1. Once the appointment is approved, the Dean’s Office will announce the decision to the department and provide them with the appointment letter to issue to the employee.
  2. This letter is to be provided to the new employee within seven (7) calendar days of appointment announcement. This notice of appointment contains critical information required by the contract.
  3. Department will submit an Aggie Service Ticket to AUSS-C or SSO to enter appointment into UCPath.
  4. Once the ticket is closed, the department will verify entries are correct in UCPath.
  5. Department will conclude recruitment/waiver/exemption in Recruit. 

Reappointments 

Junior Specialists or represented Federation titles prior to first merit
  1. Department will submit a reappointment in MIV. Dossier will include:
    1. Recommended Action Form
    2. Request for reappointment form completed (if reappointment has a variable percentage, follow variable appointment process steps 1 – 6.)*
    3. Position description*
    4. Signed Candidate Disclosure statement

*Please combine items 2 & 3 and upload them in the Department Letter/Division Chief Letter section in MyInfoVault.

  1. Department routes to Dean’s Office. Dean’s Office will check the dossier for completeness and compliance.
  2. Dean’s Office analyst routes to Associate Dean for review/approval.
  3. Upon approval of the reappointment, the Dean’s Office will announce the decision.
  4. Dean's office will provide the department with the Appointment (reappointment) Letter Template to issue to employee. 
  5. Department will prepare reappointment letter based on the template which will serve as notice of appointment. This letter is to be provided to the employee within seven (7) calendar days of appointment announcement. This notice of appointment contains critical information required by the contract.
  6. Department will email the employee the final letter and copy Dean’s Office analyst.
  7. Department will submit Aggie Service Ticket to AUSS-C or SSO to update appointment in UCPath.
  8. Once the ticket is closed, department will verify entries are correct in UCPath.

NOTE: If proposed reappointment is less than one year or less than full time before the first merit action, please provide justification in Request for Reappointment Form (or if more space needed, in the department letter). Academic Affairs may ask for evidence by requesting funding information. You do not have to include it in the dossier, but it may be requested if there are additional questions.

Exception request to reappoint Junior Specialist beyond 24 months

For requests to reappoint junior specialist beyond 24 months, please follow steps above and include a justification for the exception to reappoint a junior specialist beyond 24 months in the reappointment form or in separate letter. 

Reappointments for non-represented Federation titles prior to first merit

Non-represented federation titles include:

  1. Academic Administrator
  2. Academic Coordinator
  3. Adjunct Professor
  4. Continuing Educator
  5. Non-Rep Professional Research 
  6. Non-Rep Project Scientist
  7. Non-Rep Specialist 

Reappointment process

  1. Department will submit a reappointment in MIV. Dossier will include:
    1. Recommended Action Form
    2. Request for reappointment form completed*
    3. Position description*
    4. Signed Candidate Disclosure statement

*Please combine items 2 & 3 and upload them in the Department Letter/Division Chief Letter section in MyInfoVault.

  1. Department routes to Dean’s Office. Dean’s Office checks the dossier for completeness and compliance.
  2. Dean’s Office analyst routes to Associate Dean for review/approval.
  3. Upon approval of the reappointment, the Dean’s Office will announce the decision.
  4. Dean's Office will provide the department with the Reappointment Letter Template-Non-Rep to issue to employee. 
  5. Department will prepare reappointment letter based on the template which will serve as notice of appointment. This letter is to be provided to the employee as soon as possible.
  6. Department will email the employee the final letter and copy Dean’s Office analyst.
  7. Department will submit Aggie Service Ticket to AUSS-C or SSO to update appointment in UCPath.
  8. Once the ticket is closed, department will verify entries are correct in UCPath.
Reappointments at the time of Merit, Promotion or Deferral 
  1. Upon approval of the advancement action or review, the Dean’s Office will announce the decision.
  2. Department will prepare reappointment letter based on the template (for represented or non-represented) which will serve as notice of appointment. For represented academics, reappointment needs to be for normative time based on title, rank and step. (Deferrals are for one year)
  3. Department will email the employee the final letter and copy Dean’s Office analyst.

For courtesy titles, (research associate, research fellow or visiting scholar / graduate / undergraduate), submit extension requests in RECRUIT, not in MIV. Once approved in RECRUIT, submit a ticket to AUSS-C or SSO. 

Process for Variable Appointment or Temporary Augmentation in Appointment

When there is a need for a variable appointment or a temporary augmentation in appointment that does not align with the appointment end date.

  1. Consult with Dean's office on the need for augmentation (variable or temporary)
  2. Complete the Variable or Temporary Augmentation in Appointment Worksheet 
    1. Template Letter-Appointment-Reappointment Variable Percentages Letter*
    2. Template Letter-Temporary Augmentation Does Not Align with Appointment End Date Letter*
  3. Department works with PI to complete the worksheet
  4. Department drafts letter using template and submits the worksheet and draft letter to Dean’s Office for review.
  5. Dean’s Office reviews and revises as necessary, and submits to Academic Affairs vpaa_apteam@ucdavis.edu for review and approval.
  6. Once approved by Academic Affairs, variable percentage appointments and reappointments must be submitted through MIV following the correct process for the action.
  7. Final letter must be provided again to the Dean's Office analyst and Academic Affairs vpaa_apteam@ucdavis.edu for the personnel file and routing to the union.

When there is a need for temporary augmentation that aligns with the appointment end date:

  1. Consult with Dean's office on the need for augmentation (variable or temporary)
  2. Complete the Variable or Temporary Augmentation in Appointment Worksheet 
    1. Template Letter-Temporary Augmentation Aligns with Appointment End Date Letter*
  3. Department works with PI to complete the worksheet
  4. Department drafts letter using template, and submits the worksheet and draft letter to Dean’s Office for review.
  5. Dean’s Office reviews and revises as necessary.
  6. Once approved by the Dean’s Office, signed letter may be issued by the department.
  7. Final letter must be provided again to the Dean's Office analyst and Academic Affairs vpaa_apteam@ucdavis.edu for the personnel file and routing to the union. 

*Contact your college personnel analyst for the template. 

For non-represented titles, (Adjunct Professor, Academic Administrator, Academic Coordinator, etc.), please submit this Variable or Temporary Augmentation in Appointment Worksheet to your Dean’s Office analyst. Only use this for non-represented titles.

Layoff and Reduction in Time

A Layoff or Reduction in Time may be based on:

  • Lack of appropriate funding
  • Lack of work
  • Change in Programmatic need

Layoff order is based on special skills, knowledge, or ability. The layoff unit at UC Davis is the laboratory or Research unit.

The employee gets 45-day notice of layoff or reduction in time

  • A template worksheet and letter are available from your Dean’s Office analyst
  • Academic Affairs must review and approve notices of layoff before they are issued
  • Academic Affairs will provide notice to union within five days of notice to Academic Researcher

An Academic Researcher who has been laid off or had their time reduced shall have “layoff status” for one year, or until the end of their appointment, whichever is sooner. An Academic Researcher on layoff status shall be offered a vacant position that the University intends to fill for the same title and in the same layoff unit, if the Academic Researcher is qualified. The Department and Dean’s Office are responsible for ensuring laid-off Academic Researchers receive consideration of their qualifications for vacant positions in the same layoff unit.

Layoff and Reduction in Time Process

When need for Layoff or Reduction in Time becomes known:

  1. Dean’s Office downloads and provides the department with the current layoff/reduction in time worksheet and template letter.
  2. Department works with PI to complete the worksheet
  3. Department drafts letter using template and submits the worksheet and draft letter to Dean’s Office for review.
  4. Dean’s Office reviews and revises as necessary and submits to assigned team in Academic Affairs vpaa_apteam@ucdavis.edu for review and approval.
  5. Once approved by Academic Affairs, the signed letter may be issued by the department.
  6. Final letter must be provided again to the Dean's Office analyst and Academic Affairs vpaa_apteam@ucdavis.edu for the personnel file and routing to the union.

For voluntary reductions in time, please contact your college personnel analyst for the procedure. For voluntary reductions in time for non-represented titles, please use the following Voluntary Reduction in Time Worksheet. For Adjunct Professors, please use the Adjunct Voluntary Reduction in Time Worksheet. These worksheets are only for non-represented titles. For involuntary reductions in time for non-represented titles, please contact your Dean’s Office analyst as soon as possible.

Processes on the following can be found on the Academic Affairs site-Academic Researcher Unit (RA Unit)

  • Layoff and Reduction in Time - Special Provision for PIs and Co-PIs
  • Leave of Absence
  • Merit and Promotion Policies
  • Merit and Promotion Process for Notification of Eligibility
  • Non-Reappointment
  • Off-scale salary components
  • Salary
  • Without Salary Appointments
  • Training Resources

Dean's Office Resources