Academic Personnel Information Sessions | UC Davis Health

ACADEMIC LEAVES (PDF)

• Instructors: Nicole Steele, Stephanie Lagala, Mayra Covarrubias
• Agenda:
  • Protected Entitlements vs. Pay Options
  • Protected Leave Entitlements
  • Pay Options
  • Department and Academic Personnel Leave Responsibilities
  • Required Leave forms in MIV and Supporting Documentation
  • Leave Adjustments and Compliance
  • Pay for Family Care and Bonding (PFCB)
  • Ecotime Entry Guidelines

THE NON-FACULTY TEAM (PDF)

• Instructors: Suresh Narayan & Mindy Roush
• Agenda:
  • Pre-Employment Requirements
  • Employment Disclosure Requirement Process
  • Tracker I-9
  • AggieService reminders
  • Person Organizational Summary

THE ANNUAL CALL (PDF)

• Instructors: Nicole Steele, Stephanie Celestin, Lisa Reevesman, Amy Edwards
• Agenda:
  • Academic Advancements: New Items, Updates and Reminders
  • Department Letters: 2025-2026
  • Recruitment: Reminders
  • Non-Faculty: Reminders

OATS ANNUAL CERTIFICATION & INTERNATIONAL PROGRAMS (PDF)

• Instructors: Andrea Young
• Agenda: 
  • What is the goal of the Annual Certification (AC)
  • Policy Requirement & Updates for this Year
  • Common mistakes
  • Tips
  • International Affiliations
  • Questions and Answers

POSTDOC AND JUNIOR SPECIALIST LEAVES AND RECRUITMENT UPDATES (PDF)

• Instructors: Amy Edwards, Mindy Roush, Suresh Narayan, Lisa Reevesman, Nirti Naidu
• Agenda: 
  • Recruitment updates
  • Postdoc and Junior Specialist Leaves

AP UPDATES AND OPEN Q AND A (PDF)

• Instructors: Office of Academic Personnel
• Agenda:
  • School of Medicine Voting System Demonstration
    • Application Enhancements
  • MIV Updates
  • Optional Candidate Statements – Advancement
  • UCPath July Release
  • VCP Library Access
  • UCOP Layoff/Reduction in Time Reporting Requirements
  • Questions and Answers

VCP ANNUAL CALL FY2025-26 (PDF)

• Instructors: Mindy Roush, Suresh Narayan & Amy Edwards
• Agenda:
  • VCP Annual Call
    • Appointments
    • Reappointments
    • Promotions
    • Terminations
  • Questions and Answers

RENEWAL OF ACADEMIC ADVANCEMENTS FY2025-26 (PDF)

• Instructors: Jennifer Bozant, Mayra Covarrubias, Mindy Roush and Amy Edwards
• Agenda:
  • Renewal of Academic Appointments and Non-Reappointment Process for Faculty Titles
  • Renewal of Academic Appointments, Layoffs, and Reductions in Time for RA Unit Members
  • Renewal of Academic Appointments, Layoffs, and Reductions in Time for GSRs, TAs and Post-Docs
  • Frequently Asked Questions
  • Resources

BEST PRACTICES IN RECRUITMENT (PDF)

• Instructor: Nirti Naidu, Lynn Yang, Danna Zamora
• Agenda:
  • Recruitment Overview Refresher
  • Best Practices: Department Administrative Level
  • Best Practices: Candidate Level
  • Resources
  • Questions and Answers

OPEN OFFICE HOUR

• Instructors: Academic Personnel Team
• Agenda:
  • AP Deadlines Update (PDF)
  • Annual Call Update (PDF)
  • Questions / Discussion

ACADEMIC LEAVES RESOURCES (PDF)

• Instructor: Stephen Green, J.D., M.B.A., SPHR, Executive Academic Compliance Director
• Agenda:
  • Overview
  • Why We Made These Changes
  • Website Enhancement
  • New Resources – Leave Packets
  • Tools and Resources
  • Questions / Discussion

NON-FACULTY ACADEMICS AND RA UNIT TITLES (PDF)

• Instructors: Amy Edwards, Stephanie Celestin, and Nicole Steele
• Agenda:
  • Postdoctoral Scholar 6th Year by Exception
  • Junior Specialist Appointment and Reappointment Process
  • New Appointments and Exemptions for Professional Researchers, Project Scientists, and Specialists
  • Timeline and Deadlines, New Appointments
  • Promotion to Assistant Specialist
  • Academic Advancements Notification Requirement
  • Increase/Reduction in Time, Temporary Augmentation, and Layoff Process
  • Resources

ANNUAL CALL (PDF)

• Instructors: Lisa Reevesman, Stephanie Celestin, Nicole Steele, and Jennifer Bozant
• Agenda:
  • Recruitment
  • Academic Advancements – new items
  • Academic Advancements – clarifications and reminders
  • Academic Advancements – reminders and extensions
  • Peer Review of Teaching, HSCP
  • Department Letters
  • Voting Website
  • Expansion of Paid Sick Leave

OATS REPORTING, OVER THRESHOLD REQUESTS, AND ANNUAL CERTIFICATIONS (PDF)

• Instructor: Stephen Green, J.D., M.B.A., SPHR, Executive Academic Compliance Director
• Agenda:
  • Conflict of Commitment, Generally
  • Reporting
  • Tools and Resources
  • Questions and Answers

APPENDIX II AND SALARY ADMINISTRATION PROCESS FOR FY 24-25 (PDF)

• Instructor: AP Generalist Analyst Team
• Agenda:
  • Appendix II and Salary Administration Process
  • Appendix II Case Aide walk-through and live demo
  • Important Reminders
  • Range Adjustment and July Payroll Processing Details
  • Additional Resources
  • Questions and Answers

INTERNATIONAL PROGRAMS (PDF)

• Instructor: Andrea Young
• Agenda:
  • International Affiliations at UC Davis Health
  • What we do
  • What we can offer
  • How does it work?
  • Questions / Discussion

INTRODUCTION TO CAMPUS MOP/ZIP NOMINATION PROCESS

• Instructor: Katelyn Quinn

SPECIAL PERMITS AND VCP ANNUAL CALL (PDF)

• Instructors: Lisa Reevesman and Amy Edwards
• Agenda:
  • Medical Board of California Special Permit Programs
    • Types of permits
    • Eligibility
    • Application process and timeline
    • Associated fees
    • Resources
  • VCP Annual Call
    • Appointments
    • Reappointments
    • Promotions
    • Terminations
  • Questions and Answers

RENEWAL OF ACADEMIC APPOINTMENTS (PDF)

• Instructors: Academic Generalist Team
• Agenda:
  • Renewal of Academic Appointments and Non-Reappointment Process for Faculty titles
  • Renewal of Academic Appointments and Layoffs and Reductions in Time for RA Unit Members
  • Frequently Asked Questions
  • Reappointment and Non-Reappointment Deadlines
  • Resources
  • Questions and Answers

STAFF PHYSICIAN CONTRACT (PDF)

• Instructor: Stephen Green, J.D., M.B.A., SPHR, Executive Academic Compliance Director
• Agenda:
  • Staff (MSP) Physician Contracts, Generally
  • Templates and Guide
  • Section by Section Review
  • Questions and Answers

RECRUITMENT OVERVIEW (PDF)

• Instructors: Nirti Naidu and Lynn Yang, Recruitment Analysts
• Agenda:
  • What is a Search?
  • Life Cycle of an Open Recruitment: Search Plans, Shortlists, and Search Reports
  • Tentative Offer Letters (TOL)
  • Resources
  • Questions and Answers

THE ONBOARDING PROCESS (PDF)

• Instructors: Amy Edwards, Jen Bozant and Mayra Covarrubias
• Agenda:
  • Onboarding
  • Paper Forms and Electronic Forms
  • UC Path Navigation
  • Common Forms and When Required
  • Pre-Employment Requirements Prior to Submitting AggieService Case
  • Faculty Pre-Hire Process
  • Case Aid Walkthrough
  • Resources
  • Questions and Answers

ANNUAL CALL (PDF)

• Instructors: Nicole Steele and Stephanie Celestin (Generalist and Cluster Teams)
• Agenda:
  • New items: Advancements
  • Reminders: Advancements
  • Peer Review of Teaching
  • New Faculty Statements
  • Reminders: Recruitment
  • Resources / Announcements
  • Questions and Answers

JUNIOR SPECIALIST LIFE CYCLE (PDF)

• Instructors: Melinda Roush, Suresh Narayan, and Amy Weaver Edwards (Non-Faculty Team)
• Agenda:
  • Recruitment Process
  • Appointment Process
  • Reappointment Process
  • Promotion to Assistant Specialist
  • FTW Increases and Temporary Augmentation Process
  • Reduction in Time (RIT) and Layoff Process
  • Termination Process and Final Pay
• Jr Specialist Promotion Checklist (PDF) 
• Jr Specialist Appointment Checklist (PDF)
• Jr Specialist Reappointment Checklist (PDF) 
• Jr Specialist Position Description Guide (PDF) 

APPENDIX II AND SALARY ADMINISTRATION (PDF)

• Instructors: Gabi Blalock-Tovar, Stephanie Lagala, and Nicole Steele (Generalist Team)
• Agenda:
  • Appendix II and Salary Administration Process
  • Appendix II Case Aide walk-through
  • Important Reminders
  • Range Adjustment and July Payroll Processing Details
• Compensation and Payroll

AGGIESERVICE CASE AIDES (PDF)

• Instructors: Amy Edwards and Nicole Steele
• Agenda:
  • Titles supported by Generalist and Non-Faculty Analysts Teams
  • UC Davis Schools of Health Case Aides for AggieService
  • Case Aides walk-through
  • Important Reminders
• Non-Faculty MAIN PAGE AggieService Case Aides (PDF)
• Faculty MAIN PAGE AggieService Case Aides (PDF)

ELIGIBILITY LISTS AND RECRUITMENT TOOLKIT (PDF)

• Instructors: Lisa Reevesman and Stephanie Celestin
• Agenda:
  • Academic Recruitment Toolkit Demonstration
  • 23/24 Deadlines – Schools of Health
  • 23/24 Reminders
  • Extension Requests
  • Resources and Administrative Actions

Academic Personnel Brown Bag - September 13, 2022 (PDF)