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2008-2009
Communiqués from the
Vice Chancellor of Academic Personnel
Process for
Ladder Faculty who hold Split Appointments in an IDP,
Center or Institute
Issued via email
May 22, 2009
Policy on the
Postponement of Sabbaticals
Issued via email
May 22, 2009
Faculty Retirement
Issued via email March
5, 2009
Important Notice
Whistleblower Notification
Issued via email
July 1, 2008
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2008-2009
Communiqués
May 22, 2009
DEANS, DEPARTMENT CHAIRS and DIRECTORS
Re: Split Appointments
I write to provide you with
specific guidelines for faculty with Split Appointments that
include an IDP, Center or Institute. The following will
provide you with the process to follow when reviewing
individuals who will hold these Split Appointments.
Process
for Ladder Faculty who hold Split Appointments in an IDP,
Center or Institute
A SPLIT APPOINTMENT exists when a
faculty member’s appointment is split between two or more
academic units and where the funded percentage exceeds zero
in each unit (in contrast, with a “Joint” Appointment, the
funded percentage is zero in the secondary unit or units).
Together, these appointments normally total 100% and
comprise the permanent appointment status of an individual.
They grant full rights associated with membership in each
department. The incumbent has no automatic claim to move the
entire FTE and funding responsibility onto a unit that
currently has only partial responsibility for funding.
Below are the following steps for
preparing a Split Appointment dossier for submission to
Academic Personnel:
1) The Primary Department is the
“driver” for the process. The IDP, Center or Institute, is
considered the secondary appointment. Recommendations for
promotion, advancement, and salary must take into account
the recommendations of all units involved in the Split
Appointment (see The CALL – Appendix 15).
2) When a candidate is eligible for
a personnel action, the Primary Department initiates the
process by contacting the IDP, Center or Institute.
Personnel actions that require external letters will require
both the Department, as well as the IDP, Center or
Institute, to solicit external letters. Lists of external
letter writers can be shared between the two units to avoid
duplication.
3) From this point on, each unit
works independently and in accordance with their established
By-Laws. The Department and the IDP, Center or Institute,
must each hold a meeting to discuss the case. Each unit must
prepare a department letter and hold a vote. If the chair
wishes, he/she may write a “Chair’s Confidential” letter to
be included in the file. NOTE: This document is not shared
with the faculty or the candidate at this point in the
process.
4) When the IDP, Center or
Institute, completes the review of the case, it is forwarded
to the primary department along with the Unit Head’s
statement. The Primary Department will then assemble the
complete dossier for review by the Dean. If there is more
than one Dean involved, each is given the opportunity to
provide a statement.
5) In the case of faculty members
in Centers or Institutes, the Unit Head should have the
opportunity to make a salary recommendation, which is then
forwarded to the Dean (or Deans if there is more than one)
for consideration. In such cases, the salary should be
discussed among the Deans before the case goes forward so
that, if at all possible, there is a single salary
recommendation for submission to the Vice Chancellor of
Academic Personnel.
6) The Primary Dean’s Office will
be responsible for forwarding the file to the Academic
Personnel Office (APO).
I hope that you find this
information useful.
If you have any questions, please
do not hesitate to contact me.
Best,
Thomas
Rice
Vice Chancellor
Academic Personnel
May 22, 2009
DEANS, DEPARTMENT CHAIRS and DIRECTORS
Re: Policy on
the Postponement of Sabbaticals
We have received inquiries from
departments about our policy regarding the postponement of
sabbaticals – particularly in light of budget cuts that are
being borne by the departments and schools. We have prepared
the following policy to help guide you in addressing these
issues.
Policy
on the Postponement of Sabbaticals
The purpose of a sabbatical is “to
enable recipients to be engaged in intensive programs of
research and/or study, thus to become more effective
teachers and scholars and to enhance their services to the
University” (Standing Order of The Regents, Section 103.4).
UCLA faculty who are eligible for sabbaticals and submit a
proposal outlining a project that will enhance their
scholarship or teaching when they return to UCLA normally
can expect to be granted this benefit. The policy, however,
also states that sabbaticals “shall be granted only at a
time when it will not disrupt the teaching program or other
vital operation of the University” [APM 740-16(b)].
To the extent possible, Deans and
Chairs should grant sabbatical requests during the time
period requested by the faculty member. An effort should be
made to find other faculty who can temporarily take over
teaching and/or other responsibilities. If, however, the
granting of a sabbatical during a particular academic
quarter/year will severely disrupt departmental functions,
the sabbatical may be postponed.
Postponement is normally for a
single year; only under unusual circumstances would a second
or subsequent request be postponed. Whenever there is a
postponement, Deans and Chairs are reminded to instruct the
faculty member that they can request accumulation of
sabbatical credits from the Vice Chancellor for Academic
Personnel, when the postponement would otherwise result in
the loss of such credits. They should also provide the
faculty member with the necessary forms.
If you have any questions, please
feel free to contact me.
Best,
Thomas
Rice
Vice Chancellor
Academic Personnel
March 5, 2009
Re:
Faculty
Retirement
Dear Faculty:
I write to remind you that whenever
you begin to consider planning for retirement, the
University offers you a variety of opportunities, including
in some cases an individualized Pathway to Retirement Plan,
that may be of assistance.
UCLA Benefits Office: Our on-site
benefits counselors are always ready to consult with you
about the various retirement benefits available through the
University of California Retirement Plan (UCRP) and about
your specific situation. You may consult with one by calling
the UCLA Benefits Office at (310) 794-0830.
Fidelity Retirement Services: As
the record-keeping and account services company for the UC
Retirement Savings Program [Defined Contribution,
Tax-Deferred 403(b), and 457(b) Deferred Compensation
Plans], Fidelity Retirement Services can provide account
balances and other information about your accounts. Their
website (http://www.netbenefits.com) has interactive
planning tools and other information to help you plan
financial issues in retirement.
UCLA Emeriti/Retirees Relations
Center: The UCLA Emeriti/Retirees Relations Center sponsors
excellent programs that assist faculty as they plan the
transition from active work to retirement, and anticipate
ways of spending time in retirement and remaining active in
our campus community. Discussions on topics of interest are
offered throughout the academic year in conjunction with the
established emeriti(ae) programs. Center staff also assist
with emeriti/ae privileges. The Center may be reached at
(310) 825-7456.
Pathways to Retirement Plan: Should
you have an interest in an individual Pathways to Retirement
Plan by which you can establish a specific date for
separation up to two years in the future and a plan of
research, teaching and service prior to separation, you
should so indicate to your Chair, who may then choose to
develop such a plan in consultation with you, subject to
review and approval by your Dean. Possible components of
such a plan may include a modified teaching schedule for up
to one year, a deferral of an upcoming five year review
(which could otherwise entail augmented teaching or service
responsibilities), summer ninths for specific research or
assignments performed, office or laboratory space, or some
other benefit. If you are at least 60 years of age with at
least 5 years of UCRP service credit, your Chair may also
include consideration of a pre-retirement Recall agreement
in discussions about a Pathways to Retirement Plan. Please
remember that “separation” is distinct from “retirement” and
that you must have contacted your Benefits Representative to
retire upon separation.
If you are interested in exploring
the development of such a Plan, please inform your
department Chair of your interest in being contacted. Your
Chair will not contact you about a specific plan without
some indication from you that you are interested in
discussing retirement. In addition, the campus will hold an
all-day retirement planning workshop on Thursday, June 18 at
the Faculty Center; invitations to eligible faculty will be
sent at a later date.
Sincerely,
Tom Rice
Vice Chancellor
Academic Personnel
July 1, 2008
UCLA FACULTY
Re: Annual
Whistleblower Notice
UCLA is
required by law to send out the following notice to
employees electronically by
July 1st of each year. This
notice explains how to report improper activities under
University policy using the California
Whistleblower Protection Act.
Flyer in .pdf
format
Additional Links:
University of
California Whistleblower Website
APM 190 Appendix A-1: Whistleblower Policy
APM 190 Appendix A-2: Whistleblower Protection Policy
UCLA's Whistleblower Policies and Procedures
HOW TO BLOW THE WHISTLE
ON SUSPECTED IMPROPER ACTIVITIES
UCLA wants you to report suspected improper
activities
and will protect you from retaliation for whistleblowing
What You Can Report
Any activity by UC or a UC employee
that violates any state or federal law or regulation (e.g.,
corruption, malfeasance, bribery, theft or misuse of
government property, fraud, coercion, or conversion);
or involves economic waste, gross misconduct, gross
incompetence, or gross inefficiency; or poses a significant
threat to the health or safety of employees or the public.
Where to Report
You may report the matter to your
supervisor (or other appropriate administrator within your
unit), who will report it to one of the appropriate offices
below:
*
Academic Personnel Office
*
Administrative Policies & Compliance Office
*
Audit & Advisory Services
*
Campus Human Resources
*
Dean - Graduate Division
*
Environment, Health & Safety
*
Health System Human Resources
*
Health System Office of Compliance & Privacy
*
Office of the Vice Chancellor for Research
*
UCLA Police
- or -
* You may call the UCLA Compliance
Hotline at (800)
296-7188. The hotline is
independently operated to help ensure confidentiality.
How to Report
* In writing or orally
* With as much specific factual
information possible (report what you know, but
don't investigate-leave that to the experts!)
* Anonymously, if you prefer
Confidentiality will be maintained, to
the extent possible.
Protection from Retaliation
If you believe you have been
retaliated against for whistleblowing, you may contact
your respective Human Resources or
Academic Personnel Office, or the Administrative Policies &
Compliance Office for information on how to file a
complaint. The protection provided to whistleblowers is set
out in the University's Whistleblower Protection Policy.
For More Information
Contact UCLA Human Resources or the
Academic Personnel Office for information on the
University's Whistleblower and Whistleblower Protection
Policies, and the campus procedure for reporting suspected
improper activities and filing whistleblower retaliation
complaints. You may also locate the information on the
UCLA Administrative Policies & Compliance Office's website
at
www.compliance.ucla.edu.
Blow the Whistle on State
Government
Fraud and Waste
In addition to the above
UCLA reporting procedures, you have the option of reporting
improper activities directly to the State Auditor
whistleblower hotline at (800) 952-5665
or to the California Attorney General whistleblower hotline
at (800) 952-5225.
A Message from the
State Auditor:
Call the State Auditor's Whistleblower Hotline to
report the improper acts of state agencies or employees.
What We
Investigate
* Illegal
acts like theft, fraud, or conflicts of interest by state
employees.
* Misuse or abuse of state property
or time by state employees.
* Gross misconduct, incompetence, or
inefficiency by state employees.
We Follow
Through When Our Investigation Substantiates Your Allegation
Although we have no enforcement
power, we keep the ball rolling by reporting the results of
investigations that substantiate improprieties to:
* The head of the employing agency
* The attorney general or other
enforcement agencies, legislative committees,
and any other authority
with jurisdiction
* The general public, keeping
identities confidential
State Law Goes to Bat for You
*
It requires the Bureau of State
Audits to shield your identity (except from law
enforcement).
* It helps guard against
intimidation, threats, or coercion by state employees that
could interfere with your
right to disclose improper government activities.
* It helps keep you safe from
reprisal, retaliation, threats, or coercion for reporting
such information.
If You Experience
Retaliation, Speak Up!
If you're a state employee,
contact the State Personnel Board in writing at 801 Capitol
Mall, MS53, Sacramento, CA 95814. For additional
information, call (916) 653-1403.
Report What You Know
Call 1(800) 952-5665 or mail the
information to: Investigations, Bureau of State Audits, 555
Capitol Mall, Suite 300, Sacramento, CA 95814.
We cannot accept complaints via our
website or e-mail. However, visit our website at
www.bsa.ca.gov/bsa/hotline/filecomp.html for more
information on filing complaints.
Remember! The Bureau of State
Audits can only investigate state government improprieties.
We do not investigate misconduct by federal or local
governments or by private businesses or organizations.
Revised 6/30/2008
Website last updated7/01/2009
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