Appointment and Promotion - Academic Administrator Series

PPM 230-370,Academic Administrator Series,relates to matterssubject to Academic PersonnelManual (APM)Section 370,Academic Administrator Series. For reference, subsections of PPM 230-370include citations to associated subsections of the APM; in all cases,the APM is operative wherereferenced.

PPM230-370-4 Definition

APM 370-4

PPM230-370-10 Criteria

APM 370-10

PPM230-370-11 Criteria for Evaluating Performance

Materials submitted in support of anappointment, merit increase, or a change in level must provide a comprehensiveassessment of the candidate&s qualifications and performance in the areasspecified below. A job description must be provided, along with an explanationof the candidate&s role in the program and within a larger unit, ifappropriate.

i. Administration and Management ofPrograms

Normally,the Academic Administrator will have primary responsibility for theadministration of one or more programs and may have responsibility fordirecting the activities of support staff. Ordinarily, evidence of superior promiseand/or performance in areas such as those listed below will be expected:

Effective administration of the unit managed by the AcademicAdministrator

Program planning and development

Development of proposalsfor extramural fundingof campus programs

Assessment of program and constituency needs

Implementation of innovative program changes

Evaluation of programactivities and functions

Creativity and originality in program development and usage of resources

Supervision and leadership ofstaff

Serving as a liaison with other agenciesand institutions in the publicand private sectors

ii. Professional Competence

AcademicAdministrators must provide intellectual leadership in the roles ofadministrator and supervisor. Appointees should show evidence of:

Continued professional growthto update and upgrade competency

Ability to relate effectively with academic faculty,departments, and counterparts in other campus units

Ability to forecastchanging program and constituency needs

Scholarship (not requiredbut may be submitted as evidence of professional competence)

iii. University and Public Service

AcademicAdministrators participate in the administration of their home units and theUniversity through appropriate roles in governance and policy formulation. Inaddition, they may represent the University in both the public and privatesectors.

Theeffective performance of their duties may require productive participation inintra unit, University, and community service, as well as appropriaterepresentation of the University in the private corporate environment.

PPM 230-370-12Exceptions

APM 370-12

PPM 230-370-18Salary

APM 370-18

PPM 230-370-18.a

Academic Administrators who reach thehighest step of their appointment level may be proposed for continued merit advancementbeyond the top of the associated salary scale.

Continued merit advancement beyond thehighest salary step is not considered a career or barrier step review and isbased on advancement criteria established by the candidate&s department and/orschool. Candidates appointed at the highest salary scale step who are proposedfor continued merit advancement will not receive a change in Level, Rank, orStep and will not be designated Above Scale or eligible to use theDistinguished prefix in their title.

Academic Administrators who reach thehighest salary step undergo review every four (4) years with advancement beyondthe highest salary step calculated as 100% of the difference between the twohighest salary scale steps. Continued normal merit advancement after initialadvancement beyond the highest salary step will be calculated as 100% of thedifference between the two highest salary scale steps. A two (2) year or four(4) year accelerated merit advancement will be calculated as 150% or 200% ofthe difference between the two highest salary scale steps, respectively.

Salary increases resulting fromcontinued merit advancement beyond the highest salary scale step will be in theform of a new or increased permanent Market Off-Scale (MOS) salary component.

Academic Administrators proposed forcontinued merit advancement beyond the top of their associated salary scale maybe eligible for a temporary bonus off-scale (BOS) salary component. BOS aregenerally awarded in recognition of outstanding achievements exceeding what isrequired for normal merit advancement, but insufficient to support acceleratedadvancement. In limited circumstances, a BOS may be awarded in conjunction witha no-change action, when an appointee&s achievement in the review perioddemonstrate both full service to the University and progress in all seriescriteria, but fall short of what is required for advancement.

Proposals for a BOS must be addressedin the applicable department standards for merit advancement and articulate themanner in which an appointee&s achievements warrant the award of a bonusoff-scale salary component.

Bonus off-scale salary components areequivalent to 50% of the difference between the two highest salary scale stepsand, if awarded, are in effect for one (1) review period.

PPM 230-370-19Normal Periods of Service at Salary Steps

PPM 230-370-19.a

Positions with an AcademicAdministrator title may be established for relatively short periods of time.

Appointments may be finite orindefinite; however, indefinite appointments can be made only when theappointment file documents availability of long-term funding.

APM 370-19. b

APM 370-19. c

PPM 230-370-19. d

Recommendationsfor merits and advancements normally will be reviewed every second year untilan appointee reaches the level of Academic Administrator IV, Step 5, afterwhich review for merit advancement will take place every three (3) years. Oncethe appointee reaches the level of Academic Administrator VI, Step 7.0, reviewfor merit advancement will take place every four (4) years. Service as Academicadministrator VII, Step 8.0, may be of indefinite duration, and appointees atthis step will be reviewed every four (4) years for reappointment.

Formal review by the appropriatecampus committee is required every six (6) years. A performance review, in theabsence of a merit or promotion review, shall take place at least every four(4) years.

PPM 230-370-19.e

Acceleratedadvancement is an increase greater than is expected based on the time since theappointee&s last review. The normal period ofservice prescribed for each salary step does not preclude more rapidadvancement (acceleration) in cases of exceptional merit, nor does it preclude lessrapid advancement. Intervals between such merit increases at the top of thesalary scale and beyond will continue to follow a four-year review period. Onlyin the most meritorious cases where there is strong and compelling evidencewill increases at intervals shorter than the prescribed years be approved.

PPM 230-370-20Conditions of Employment

APM 370-20

PPM 230-370-22Funds

APM 370-22

PPM 230-370-24Authority

No appointment, reappointment oracademic review action is final until there has been an academic review and theindividual with final authority has approved the action.

The UC SanDiego Authorityand Review Chart sets forth theindividual(s) and/or committees responsible for review, as well as the finalauthority for approval. Additionaldelegation of authority information can be found on Academic Personnel&s Delegationof Authority webpage.

PPM 230-370-80Procedures

Procedural guidelines are available inthe AcademicPersonnel Process Manual.

REVISION HISTORY

July01, 2017 This policywas made effective.

April 20, 2018 Minor technical edits to update names and policy hyperlinks.

April 27, 2020 This policy was reviewedfor gender neutrallanguage.

July 1, 2023 Addition of a continuous merit advancementmodel for candidates who reach the highest salary scale step.

	Section: Effective: 07/01/2023 Supersedes: 07/01/2017 Next Review Date: 07/01/2026 Issuance Date: 01/31/2024 Issuing Office: Academic Personnel Services Appointment and Promotion - Academic Administrator Series
	TABLE OF CONTENTS PPM 230-370,Academic Administrator Series,relates to matterssubject to Academic PersonnelManual (APM)Section 370,Academic Administrator Series. For reference, subsections of PPM 230-370include citations to associated subsections of the APM; in all cases,the APM is operative wherereferenced. PPM230-370-4 Definition APM 370-4 PPM230-370-10 Criteria APM 370-10 PPM230-370-11 Criteria for Evaluating Performance Materials submitted in support of anappointment, merit increase, or a change in level must provide a comprehensiveassessment of the candidate&s qualifications and performance in the areasspecified below. A job description must be provided, along with an explanationof the candidate&s role in the program and within a larger unit, ifappropriate. i. Administration and Management ofPrograms Normally,the Academic Administrator will have primary responsibility for theadministration of one or more programs and may have responsibility fordirecting the activities of support staff. Ordinarily, evidence of superior promiseand/or performance in areas such as those listed below will be expected: Effective administration of the unit managed by the AcademicAdministrator Program planning and development Development of proposalsfor extramural fundingof campus programs Assessment of program and constituency needs Implementation of innovative program changes Evaluation of programactivities and functions Creativity and originality in program development and usage of resources Supervision and leadership ofstaff Serving as a liaison with other agenciesand institutions in the publicand private sectors ii. Professional Competence AcademicAdministrators must provide intellectual leadership in the roles ofadministrator and supervisor. Appointees should show evidence of: Continued professional growthto update and upgrade competency Ability to relate effectively with academic faculty,departments, and counterparts in other campus units Ability to forecastchanging program and constituency needs Scholarship (not requiredbut may be submitted as evidence of professional competence) iii. University and Public Service AcademicAdministrators participate in the administration of their home units and theUniversity through appropriate roles in governance and policy formulation. Inaddition, they may represent the University in both the public and privatesectors. Theeffective performance of their duties may require productive participation inintra unit, University, and community service, as well as appropriaterepresentation of the University in the private corporate environment. PPM 230-370-12Exceptions APM 370-12 PPM 230-370-18Salary APM 370-18 PPM 230-370-18.a Academic Administrators who reach thehighest step of their appointment level may be proposed for continued merit advancementbeyond the top of the associated salary scale. Continued merit advancement beyond thehighest salary step is not considered a career or barrier step review and isbased on advancement criteria established by the candidate&s department and/orschool. Candidates appointed at the highest salary scale step who are proposedfor continued merit advancement will not receive a change in Level, Rank, orStep and will not be designated Above Scale or eligible to use theDistinguished prefix in their title. Academic Administrators who reach thehighest salary step undergo review every four (4) years with advancement beyondthe highest salary step calculated as 100% of the difference between the twohighest salary scale steps. Continued normal merit advancement after initialadvancement beyond the highest salary step will be calculated as 100% of thedifference between the two highest salary scale steps. A two (2) year or four(4) year accelerated merit advancement will be calculated as 150% or 200% ofthe difference between the two highest salary scale steps, respectively. Salary increases resulting fromcontinued merit advancement beyond the highest salary scale step will be in theform of a new or increased permanent Market Off-Scale (MOS) salary component. Academic Administrators proposed forcontinued merit advancement beyond the top of their associated salary scale maybe eligible for a temporary bonus off-scale (BOS) salary component. BOS aregenerally awarded in recognition of outstanding achievements exceeding what isrequired for normal merit advancement, but insufficient to support acceleratedadvancement. In limited circumstances, a BOS may be awarded in conjunction witha no-change action, when an appointee&s achievement in the review perioddemonstrate both full service to the University and progress in all seriescriteria, but fall short of what is required for advancement. Proposals for a BOS must be addressedin the applicable department standards for merit advancement and articulate themanner in which an appointee&s achievements warrant the award of a bonusoff-scale salary component. Bonus off-scale salary components areequivalent to 50% of the difference between the two highest salary scale stepsand, if awarded, are in effect for one (1) review period. PPM 230-370-19Normal Periods of Service at Salary Steps PPM 230-370-19.a Positions with an AcademicAdministrator title may be established for relatively short periods of time. Appointments may be finite orindefinite; however, indefinite appointments can be made only when theappointment file documents availability of long-term funding. APM 370-19. b APM 370-19. c PPM 230-370-19. d Recommendationsfor merits and advancements normally will be reviewed every second year untilan appointee reaches the level of Academic Administrator IV, Step 5, afterwhich review for merit advancement will take place every three (3) years. Oncethe appointee reaches the level of Academic Administrator VI, Step 7.0, reviewfor merit advancement will take place every four (4) years. Service as Academicadministrator VII, Step 8.0, may be of indefinite duration, and appointees atthis step will be reviewed every four (4) years for reappointment. Formal review by the appropriatecampus committee is required every six (6) years. A performance review, in theabsence of a merit or promotion review, shall take place at least every four(4) years. PPM 230-370-19.e Acceleratedadvancement is an increase greater than is expected based on the time since theappointee&s last review. The normal period ofservice prescribed for each salary step does not preclude more rapidadvancement (acceleration) in cases of exceptional merit, nor does it preclude lessrapid advancement. Intervals between such merit increases at the top of thesalary scale and beyond will continue to follow a four-year review period. Onlyin the most meritorious cases where there is strong and compelling evidencewill increases at intervals shorter than the prescribed years be approved. PPM 230-370-20Conditions of Employment APM 370-20 PPM 230-370-22Funds APM 370-22 PPM 230-370-24Authority No appointment, reappointment oracademic review action is final until there has been an academic review and theindividual with final authority has approved the action. The UC SanDiego Authorityand Review Chart sets forth theindividual(s) and/or committees responsible for review, as well as the finalauthority for approval. Additionaldelegation of authority information can be found on Academic Personnel&s Delegationof Authority webpage. PPM 230-370-80Procedures Procedural guidelines are available inthe AcademicPersonnel Process Manual. REVISION HISTORY July01, 2017 This policywas made effective. April 20, 2018 Minor technical edits to update names and policy hyperlinks. April 27, 2020 This policy was reviewedfor gender neutrallanguage. July 1, 2023 Addition of a continuous merit advancementmodel for candidates who reach the highest salary scale step.