academic coordinators meeting 2.4.15 minutes roll … coordinators meeting 2.4.15 minutes roll call:...
TRANSCRIPT
Academic Coordinators Meeting 2.4.15
Minutes
Roll Call: Sheila Wallace, Stephanie Shaw, Marcella Tong, Cynthia Guzman, Lorinda Murdock-Lane, Trashon Fearington, Sandybeth Munoz, Anne Carson, Bonnie Cheung, Patti Heyl, Mary Lopez, Jackie Beaupre, Jackie Shinn, Catherine Weston, Laura Jung, Cynthia Brooks, Albert Glover, Steve Shaevel, Gizela Lizares-Ybiernaz, Heather Small, Glen Fukui, Bernadette Omote, Brian Phan, Joann Turner, Lori Lindstrom, Lena Grant, Meg Malasarte, Eli Paray, Arlene Bieschke, Myrabelle Avecilla, Vera Moubayed, Dalya Barsamian, Kyna Williams, John Abbott, Meg Buzzi, Arlene Feliciano, Vice Dean Jonathan Hiatt
I. Relocation & Reimbursement Q&A – Sheila Wallace
Postdocs Scholar requests go to Graduate Division. Grad Division is only approving the exception for the title. Chancellor’s Office approves the items on the Relocation Expense Form. Household vs. Lab Removal If the funds allow for relocation expenses, the department can request for an exception to reimburse faculty at a 100%. If the faculty is in a tenured title, the Chancellor will reimburse 50% for household and 100% for lab, office and library. The lab, office, and/or library must be located on campus and be accessible to other faculty and students. Examples of not Allowable Expenses for Reimbursement • Reimbursement for airplane gas is not eligible because is not a reasonable mode of transportation. • Horses are not allowed for reimbursement because it is considered livestock. • Moving a couch or piano from a high rise condo/apartment by removing door frames or by using special
equipment to extract said furniture out of the dwelling is out of the question. • Leisurely drives and stops that are not part of the most direct route per IRS Rules. Examples of Allowable Expense Reimbursement • Required permits for moving trucks. • A short stay at the W (5 days or less) or Oakwood (if more than 5 days). FYI – this is taxable income. • If driving time exceeds 8 hours per day, an overnight stay is allowable. $71 per day allowance for meals
(receipts are required) per eligible family member (dependent parents are okay). 2 Moves • It is possible but depends on situation (i.e. house has not sold, waiting for school year to end, etc.). • Storage is considered a taxable income and not reimbursable item per IRS rules. Reimbursement for Married Couple Who are Both Appointed at the University Only 1 reimbursement per household ***Reimbursement payment is paid via payroll; please have faculty check their paystub. ***
II. OPUS & UC Recruit – Meg Buzzi and John Abbott Power Point Slides are attached.
III. STEPHANIE a. Intercampus Recruitments
If your department is looking to recruit a faculty member from another UC campus, please notify Stephanie right away. A different process must be followed per APO rules; departments must not offer a position to a faculty from another UC Campus until they speak to Stephanie.
b. Internal Searches If the department receives an approval to conduct an internal search, the appointment dossier must contain the approved internal search form as well as advertisement documents (i.e. copy of email that was sent out to faculty, bulletin board postings, etc.)
c. Recalls For those on Recall and on the compensation plan, the total compensation amount per month cannot exceed 43% of their pay rate. You need to build room to allow for expanded salary to include money from Z payments, honoraria, regular payroll, etc. when negotiating the pay rate.
d. Separation/Layoff letters Contact Stephanie prior to providing a candidate with a separation/layoff notice to ensure that wording and policy is in place.
e. Voting bylaws Our office highly suggests that your department review your voting bylaws as it relates to the Professional Research Series and 5 Year Reviews. The Professional Research Series now has an 8 Year Limit Review and new APM and CALL guidelines/criteria that must be followed. As for the 5 Year Reviews, 1 out of the 3 different potential outcomes must be selected as the departmental recommendation. The departments are strongly encouraged to start revising their voting bylaws to include votes for the Research Series academic actions and the 5 Year Reviews.
IV. ARLENE a. UC Recruit approvals
Attached is a revised version of the UC Recruit Search Plan and Search Report approval matrix. Please provide our office a document listing who your Chair’s designees are, signed by your Chair.
b. Coversheets New coversheets are posted on our website for Assistant Professors (2 coversheets) and 5 Year Reviews. The Assistant Professor coversheets have a revised date of 11/14 while the 5 Year Review coversheet has a revised date of 8/14. Note: Type in the full department name in The Dept/Loc field. The field automatically changes the font size to accommodate length. Include review waiver dates under the Sec Dept field. If more space is needed, contact Arlene.
c. Prior Cert Page Revisited • Please make sure to include any and all joint appointments, interdepartmental programs and
research units on the Prior Cert page, regardless of a review waiver. • The candidate should only sign to opt out of having the department solicit an assessment from the
entities listed if there are, in fact, entities listed.
d. 2015-2016 Deadlines This is also posted on our website. August 3, 2015 Promotions to Associate and Full Professor Promotions to Associate and Full Researcher September 1, 2015 8yr Limit reviews October 1, 2015 Merit Increase to Professor VI and Initial Above-Scale Status Merit Increase to Researcher VI and Initial Above-Scale Status December 1, 2015 MERs 4th year Appraisals January 15, 2016 Merit increase two-years or more accelerated in all series February 1, 2016 Further Advancement in Above-Scale status for all series March 15, 2016 On-time, one-year accelerated and deferred Professorial merit increases for all series Promotion to Associate and Full Project Scientist All actions in the Specialist, Academic Coordinator, and Academic Administrator series May 16, 2016 4year Reviews 5year Reviews 5year Review progress report
e. Rush Requests Please limit rush requests to items that truly need to be rushed (items needing attention within a few days time).
School of Medicine Coordinators Meeting
2.4.15
New Terminology: Pre-‐onboard UID
Roster, Academic History – Professor Series: All Ranks:
Includes Instructors, Volunteers, & VisiDng Titles
– Lecturers: All Ranks – Research Series: All Ranks:
Includes VisiDng Titles – Academic Administrators &
Coordinators: All Ranks – Unit 18 (all Dtles)
Eligibility List, Case Management
– Same as Above Excluding Volunteers, Instructors, VisiDng
• Residents • Postdocs • Eligibility for Volunteers,
Instructors, VisiDng • AdministraDve Appointments
Academic Appointees In Scope
In Scope Out of Scope
Grouper Screenshot
New Terminology: Pre-‐onboard UID Prospec(ve
• A person that is undergoing an Appointment review in your department.
• Once the appointment is approved, the person’s status changes to “Appointed.”
Appointed
• A person that has a current appointment in your department.
Home
• Your department is the appointee’s home department.
Addi(onal
• Your department is not the appointee’s home department.
Archived
The appointee is no longer in your department.
In the future, this status would allow you to view some data about the appointee
relevant to the Dme they held an appointment in your department.
New Terminology: Status
New Terminology: Pre-‐onboard UID Academic Hierarchy
– Who you are affiliated with academically, rather than who pays you.
– Each Academic Appointee (and academic personnel staff member) is affiliated with a PATH in the hierarchy that may include: School, Division, Department, Area, Specialty
Division – A node that may exist below the School level and above the Department level
– The College (School) has Divisions (Social Sciences), the School of Medicine does not
Area – A node that may exist below the Department level and above the Specialty level
– The School of Medicine has Areas (Cardiology), the College does not
Specialty – A node that may exist below the Area level
– The School of DenDstry has SpecialDes (Hospital DenDstry)
Example: School of Medicine: Department of Medicine: Cardiology
[School] [Department] [Area]
New Terminology
Recruit &Opus Interaction
Only if Applicant has a status of “Proposed Candidate”, “Offer
Accepted” in Recruit
Required: Add a Person from Recruit in Opus
(job number)
View Candidate in Roster & in Academic History
Screen in Opus
Proceed with Appointment in Opus
Only if Applicant has a status of “Offer Accepted”
in Recruit
OpDonal: Request a UID for the Candidate in Opus (job number, DOB, gender)
Once Candidate has been approved for an
Appointment in Opus…
Update Applicant’s status to “Hired” in Recruit
Enter required informaDon in EDB
Recruit Opus EDB Note: An Applicant in Recruit is equivalent to a Candidate in Opus
Case WorkflowAreas and Departments
Staff Activities Candidate Activities
Reviewer Activities Chairs and Deans Activities
Initiate Case Upload DossierMaterials
Send Case toCandidate forVerification
Verifiy and Submitfor DepartmentReview
Solicit andReceive Letters
Upload Report Send Case toCandidate forCertification
Log In to Certify Send Case toDean’s Office
Log In to Certify Create Voting Bodyand Submit Casefor Review
Voting MembersLog In toView Materials
Add Documents(e.g. Evaluations)
Send Case toCandidate For
Verification
Log In to CertifyCreate Committeeand Submit Case
for Review
Committee Logs Into View Materials
Log VoteUpload DepartmentReport/Letter
Send Case to Chairfor Approval
Log In to ApproveSend Case ToCandidate for
Certification
2 3 4 5
1211
2221
13 14
678910
1617181920
1
15
New Terminology: Pre-‐onboard UID
Current: Allows you to request a UID for appointees with Teaching Titles (spell out series/Dtles here) Allows these prospecDve appointees to get access to services like housing, course systems, etc. prior to finalizing paperwork.
Future
Affiliate Staff (employees of affiliate hospitals who need access to Opus) Research appointees
New Terminology: Pre-onboard UID
Academic History Cleanup (screenshot)
Eligibility List (screenshot)
Get noDfied when a case is iniDated.
Deadline Reminders & Email Noti!cations
Conveniently add recommendaDons for CAP RC members, leeer
writers etc.
Build Committees and Manage Evaluators
Add a report, commieee vote, and other documentaDon
electronically
Add Reports & Manage Letters in One Place
New Terminology: Pre-‐onboard UID
ü Upload all files ü Prepare Dossier ü Create Commieees ü Add Chair and Candidate
Leeer RecommendaDons ü Get Leeers ü Add Chair’s Leeer ü Send Case to Candidate,
Commieee, VoDng Body, Chair ü Submit Case to Dean’s Office
X VerificaDon
• that the Candidate’s data is accurate (equivalent to current pracDce of iniDaling each page)
X CerDficaDon
• that the Candidate has reviewed dossier materials before proceeding to the next step
X Approval
• that the Chair has reviewed and approved all case materials
Staff Activities
What staff can do in Opus What staff cannot do in Opus
See where all your department or school’s cases are –
at a glance
Case Tracker For Entire Departments, Schools
Usability & Support
Your User Experience (UX) and Readiness is the highest priority for our team
• Intuitive interface (e.g., TurboTax, Zappos) • Each school will have a Readiness Lead to ease the
transition and answer questions particular to your area • Training programs and help for departmental staff • System enforces deadlines
Data entry needed will be based on Action Type and Data Summary Category. For example:
Merit action Grants & Contracts Enter data since your last review (ORA can pre-"ll back to 2009)*
*Beginning in 2016, Opus will pre-"ll your data wherever possible (Registrar, Research, PubMed)
How much work will this be compared to the current process?
New Terminology: Pre-‐onboard UID APO Deadlines will be enforced in Opus
• The only acceptable reasons for lateness are illness or retenDon
• A request for deadline extension for one of the above reasons can be made in Opus and will be approved by APO
What will the Staff See?
• APO deadlines will be visible to staff on the eligibility and acDve cases screens
• School and Department deadlines can be entered in Opus and will be visible to staff on the eligibility and acDve cases screens, but not enforced
What will the Candidate & Reviewers See?
• Candidates and Reviewers will see the NEXT deadline relevant to them: – During dossier preparaDon, the Case Summary Screen will display the Department deadline;
– During department review, the Case Summary screen will display the School deadlines;
– During Dean’s Office review, the Case Summary Screen will display the APO Deadline.
Deadlines
Q & A
Find out more at opus.ucla.edu • Monthly open houses – second Thursdays
(locale varies, join our list for announcements) • To join our mailing list or send us your questions,
email [email protected]
Faculty Town Hall 2.4.15
Remind me…what is Opus?
UCLA’s Faculty Information System of Record.
• Opus launched its !rst set of features in December 2014.
• Opus will release new tools over the next two years.
You might have some questions…
• How does this bene!t me? • When and how will I be affected? • How will my data be protected and used?
Case Reviewer
Candidate
Researcher Chair, Dean or other Administrator
Committee Member
Bene!ts We’ve built Opus features and bene!ts for each of the different roles you play as a faculty member.
Get no'fied when an item is ready for your review
Bene!t to Candidates: Deadline Reminders & Email Noti!cations
Add content to your dossier electronically
Bene!t to Candidates: One Place To Organize Your Dossier
Get no'fied when a case needs your a8en'on
Bene!t to Candidates: Custom Dashboard To Initiate Cases
See real-‐'me case loca'on
Bene!t to Candidates: Case Tracker
Showcase your exper'se and increase your visibility to poten'al funders
Bene!t to Researchers: Research Discovery & Expertise Search
Locate poten'al collaborators – search Opus for scholars with
similar interests and research
Bene!t to Researchers: Collaboration Tools
Syndicate parts of your profile to UCLA faculty websites, NSF or NIH Biosketches, VIVO, etc.
Bene!t to Researchers: Biosketch and Faculty Websites
Get no'fied when a case is ready for commi8ee review,
view materials & communicate with fellow commi8ee members.
Bene!t to Reviewers: Committee Tools and Case Schedule
Access dossiers from anywhere -‐ data summary, le8ers, etc.
Bene!t to Reviewers: Access Materials From Anywhere
Add a report, commi8ee vote, and other documenta'on
electronically
Bene!t to Reviewers: Add Reports & Manage Letters In One Place
Conveniently add recommenda'ons
for CAP RC members, le8er writers etc.
Bene!t to Reviewers: Build Committees And Suggest Evaluators
View eligibility and other data about all your academic
appointees in one place
Bene!t to Chairs, Deans, Administrators: View All Eligible Actions & Leave Requests
See where all your department or school’s cases are –
at a glance
Bene!t to Chairs, Deans, Administrators: Case Tracker For Entire Departments, Schools
Submit your approvals, comments, and reports
electronically
Future releases include: • Flexible, user-friendly
reporting tools • Leave & sabbatical
request processes
Bene!t to Chairs, Deans, Administrators: Work#ow Approvals For All Actions
Timeline for Opus Features 2014-2015 Fall 2014
• Faculty Roster management for Decanal and Departmental Staff • Request Faculty Pre-Onboard UID • Bring !nal applicants from UC Recruit into Opus
Spring 2015
• Academic History Data Validation Screens for Decanal and Departmental Staff
• Dynamic Eligibility Screens for Chairs, Committees and Decanal and Departmental Staff
Timeline for Opus Features 2014-2015 Summer 2015
• Faculty Dashboard (View your own eligibility and track your own case up for review)
• Academic Review Work#ow available • Candidates can upload dossier documents (e.g., CV) • Candidates can certify their review of letters,
committee reports, etc. online • Cases are routed through appropriate work#ow by type of action • Reviewers can view and add to the online dossier package • Approvers can submit approvals, letters, and other documents online
Timeline for Opus Features 2015-2016 Fall 2015
• Additional actions available e.g., Leave and Sabbatical Requests • Additional series available e.g., Project Scientists • CAP tools and interface available • Integration with Campus systems complete – • Faculty Pro!le available - Data entry begins
Winter 2016 • Additional actions and series available –
improvements based on feedback
Timeline for Opus Features 2015-2016 Spring 2016
• Additional actions and series available – improvements based on feedback
• Pro!le and Work#ow required for all Schools (for actions effective 7/1/17)
• The system makes it easy to follow policy and understand the data summary requirements
• In-line help guides you step by step
• Opus will know which documents and data are required for each type of action – and will automatically check to ensure everything is there before a case moves forward
• Check the progress of your case 24/7 from any computer
How much work will this be compared to the current process?
Data entry needed will be based on Action Type and Data Summary Category. For example:
Merit action Grants & Contracts Enter data since your last review (ORA can pre-!ll back to 2009)*
*Beginning in 2016, Opus will pre-!ll your data wherever possible (Registrar, Research, PubMed)
How much work will this be compared to the current process?
Usability & Support
Your User Experience (UX) is the highest priority for our team
• Intuitive interface (e.g., TurboTax, Zappos) • Each school will have a Readiness Lead to ease the
transition and answer questions particular to your area • Training program for departmental staff • Variety of training and education modes: • Classes, open houses, pop-up help desks,
personalized labs, online help and videos, etc.
Security, Privacy & Data Use
Vice Chancellor Goldberg and members of the Opus team engage regularly with the Privacy Board, ITPB, Council of Chairs, and our Steering Committee to give updates and get feedback.
• UCLA enterprise security standards, “single sign-on” in place • Sophisticated Roles & Permissions structure • Certify your own work and be noti!ed every step of the way • Task Force on Data Governance in place and building guidelines
Q & A
Find out more at opus.ucla.edu • Monthly open houses – second Thursdays
(locale varies, join our list for announcements) • To join our mailing list or send us your questions,
email [email protected]
Oka
y to
con
duct
Sea
rch
(Fac
ulty
Sea
rch
Com
mitt
ee C
heck
list #
1)
Sear
ch C
omm
ittee
(C
hair/
Mem
bers
) is
form
ed a
nd p
ostio
n an
nouc
emen
t/ad
vert
ise
men
t is d
raft
ed (F
acul
ty
Sear
ch C
omm
ittee
Ch
eckl
ist #
s 2,3
,4,&
5)
Recr
uitm
ent P
lan
Appr
oval
(UCL
A Ac
adem
ic R
ecru
it -
befo
re li
stin
g is
pos
ted)
Appl
ican
t poo
l is i
n co
mpl
ianc
e (F
acul
ty
Sear
ch C
omm
ittee
Ch
eckl
ist #
8)
Appr
oves
can
dida
te
sele
ctio
n in
UCL
A Ac
adem
ic R
ecru
it (a
lso
Facu
lty S
earc
h Co
mm
ittee
Che
cklis
t #1
4)
Search ChairInternal approval by Search Committee
Chair Dean
No SearchSearch waiver
requiredN/A Chair N/A
Chair Dean
SearchChair or Designee (can be
staff member)N/A
Chair or Academic Designee
No SearchSearch waiver
requiredN/A
Chair or Designee (can be staff member)
N/AChair or Academic
Designee
SearchChair or Designee (can be
staff member)N/A
Chair or Academic Designee
No Search Waiver of search may be needed
N/AChair or Designee (can be
staff member)N/A
Chair or Academic Designee
SearchChair or Designee (can be
staff member)N/A
Chair or Academic Designee
No Search Waiver of search may be needed
N/AChair or Designee (can be
staff member)N/A
Chair or Academic Designee
SearchChair or Designee (can be
staff member)N/A
Chair or Academic Designee
No Search Waiver of search may be needed
N/AChair or Designee (can be
staff member)N/A
Chair or Academic Designee
SearchPrior approval by
the VC to establish position needed.
N/AChair or Designee (can be
staff member)N/A
Chair or Academic Designee
No SearchSearch waiver
requiredN/A
Chair or Designee (can be staff member)
N/AChair or Academic
Designee
True Visiting No SearchChair or Designee (can be
staff member)N/A
Chair or Designee (can be staff member)
N/A
Coordinator, Administrator,
Specialist
N/A
N/A
N/A
N/A
Regular & Endowed Chair
Research
Adjunct & HS Clin
In-Res & Clinical X
Project Scientist