Note: Each department is solely responsible for updating their respective
appointment and distribution in the Payroll/Personnel System. Documentation
of the approved merit/promotion should be forwarded by the home department
to any other departments involved with the shared employee. Under no
circumstances should a department update an appointment or distribution
that is not their own nor shall they update an appointment or distribution
that does not have appropriate documentation for the approved merit/promotion.
| Responsibility |
Action |
| Vice Provost--Academic Personnel |
1. Establishes and publishes deadline for submission of actions
involving joint appointments. |
| Home dean |
2. After consultation with other appropriate deans, establishes
deadline for submission of receiving joint appointments in home dean's
office. |
| Deans |
3. Prepare eligibility lists. All deans' offices concerned should
include a breakdown of all departments and colleges/divisions/schools
involved.
4. Must be in agreement in request to delay submission of an action. |
| Home department chair |
5. Prepares review file in accordance with general procedures outlined
in Section UCD-220.
6. Obtains relevant documents from other departments involved.
7. Reviews contents of review file and potential extramural referees
with candidate (when appropriate).
8. Circulates names of potential extramural referees to other department
chairs involved for comments or additional suggestions.
9. Prepares copies of review file for other departments and each
dean's office.
10. Sends copies of identical review file to all other departments. |
| Other departments |
11. Conduct review of identical review file according to departmental
review procedures. (No additional information may be added to review
file by other departments.)
12. Prepare independent letter of recommendation based on departmental
review; provide summary to candidate. |
| Candidate |
13. Signs Candidate's Disclosure Certificate. |
| Other departments |
14. Forward departmental letter and Disclosure Certificate to home
department; return review file to home department. (Other departments
are responsible for making their own file copy of review file.) |
| Home department |
15. Conducts review of complete review file (including letters from
the other departments) according to departmental review procedures;
votes; writes departmental letter. |
| Candidate |
16. Signs Disclosure Certificate. |
| Home department |
17. Forwards complete review file to home dean. |
The following step applies when the approval authority for
the action has been delegated to the dean (refer to the Delegations
of Authority). |
| Home dean |
18. Forwards review file to home college/division/school Faculty
Personnel Committee (FPC); reviews FPC recommendation; shares FPC
recommendation with other deans; consults other deans; makes final
decision; provides appropriate notification of final decision to home
department. |
The following steps apply when the approval authority for the
action is the Vice Provost--Academic Personnel/Chancellor. |
| Home dean |
19. Reviews file; prepares cover letter with dean's recommendation;
forwards to other deans. |
| Other deans |
20. Review file; make recommendation; send copy of recommendation
to home dean and other deans involved; forward to Office of the Vice
Provost--Academic Personnel. |
| Vice Provost--Academic Personnel |
21. Conducts remainder of review process in accordance with general
procedures outlined in UCD-220. |
| Responsibility |
Action |
| Home department chair |
1. Prepares review file in accordance with general procedures outlined
in UCD-220.
2. Informs without-salary departments of action and requests confidential
letter of evaluation (copies of review file are not provided). |
| Without-salary department chairs |
3. Consult faculty as appropriate and write department letter; send
letter to home department. |
| Home department chair |
4. Adds without-salary department letters to review file; provides
summary of letters to candidate along with other confidential documents;
sends review file to home dean. |
The following step applies when the approval authority for
the action has been delegated to the dean (refer to the Delegations
of Authority). |
| Home dean |
5. Forwards review file to FPC; reviews FPC recommendation; makes
decision; informs without-salary deans of final decision; notifies
home department of final decision; forwards decision to Academic Personnel. |
The following steps apply when the approval authority for the
action is the Vice Provost--Academic Personnel/Chancellor. |
| Home dean |
6. Reviews file; makes recommendation; sends review file and recommendation
to without-salary deans. |
| Without-salary deans |
7. Review file; make recommendation; forward to Academic Personnel. |
| Vice Provost--Academic Personnel |
8. Proceeds with review process outlined in UCD-220. |
