Timeline for Academic Renewals & Compensation Letters

Overview

This is an overview of the timeline for the annual academic renewal cycle and compensation letters. Each year, Academic Personnel (AP) will reach out to departments beginning in February with specific deadlines and requirements for the current cycle.

In March

Action: Non-Renewals are due to the AP Team

Who: Department

System: Email

Comments: Non-renewals require a stated reason with advance review/approval by the Dean’s Office or LER, prior to communicating to the individual being non-renewed. If there are any remaining non- renewals (excludes voluntary separations, extensions), contact our AP Team as soon as possible. 

 

Action: Review and clean up supervisor information

Who: Department

System: Oracle Cloud via MyAccess 

Comments: Department to review HR Reports and update supervisor changes to ensure compensation/renewal letters reflect the correct supervisor. 

In April

Action: APRP Renewal Data available to departments, which includes the following populations: 

  1. HCOMP 
  2. Paid NFA’s 
  3. FY Paid Faculty 
  4. All Recalls 
  5. WOS (Affiliates, FY, NFA, Emeritus, Joint) 
  6. Faculty Admin (recurring additional pay) 

Who: AP Team makes APRP available, Department to review

System: APRP

Comments: Data in APRP is populated from UCPath. 

 

Action: HCOMP Faculty salary increases over 10% due to AP 

Who: Department

System: Smartsheet, Email 

Comment: 

  • For SOM and SON departments: complete the smartsheet provided. 
  • For SOD and SOP departments: work with your schools directly on approvals. 

In May

Action: Renewal Data are due for all: 

  1. HCOMP 
  2. Paid NFA’s 
  3. FY Paid Faculty 
  4. All Recalls 
  5. WOS (Affiliates, FY, NFA, Emeritus, Joint) 
  6. Faculty Admin (recurring additional pay) 

Who: Department

System: APRP

Comments: Renewals not completed by deadline: If APRP deadlines are missed, preventing AP from generating complete letters, please plan to fill in the missing info on the letters. 

In June

Action: AP Team to review APRP data 

Who: AP

System: APRP

Comments: AP will reach out to departments if corrections or missing information are needed. 

 

Action: Departments can review/issue compensation/reappointment letters using APRP once data is confirmed completed by AP

Who: Department

System: APRP

Comments: 

  • Departments will issue the signed compensation/reappointment letters during the month of June.
  • Comp Letters for Department Chairs and ORU Directors: Dean’s Offices will coordinate the compensation letters for this group.

Action: AP Team to generate UCPath Mass Renewal files

Who: AP

System: Oracle

Comments: There will be multiple upload files. The first upload will be extending end dates; all other attributes will remain the same. Additional files will include other changes such as FTE, salary, merits, and promotions. 

In July

Action: Letters generated through APRP will be routed for filing in personnel files

Who: Department

System: Email

Comments: 

  • For letters generated by departments in APRP, AP to retain letters in the personnel files.  
  • For letters manually generated by department, please send a signed copy of all compensation/reappointment letters to AP.