UCI School of Medicine Academic Affairs Newsletter


Occasionally, a department may provide a candidate with an offer of employment that is well in advance of the start date.

In this case, the Office of the Dean may ask the department to upload justification of the early offer into AP Recruit.  When possible, the department should add language to the Recruit ad to indicate that an early offer may be made. For example:

Due to the planned growth of XXX services, the Department of XXX anticipates openings for full-time professorial positions in the Health Sciences Clinical Professor Series for clinicians with expertise in any of the following subspecialties… The Department of XXX anticipates candidates to commence work in Fall, XXXX

RECRUIT EXEMPTIONS:​​​​​​ HS Clinical Instructor/Fellows

A recruitment is not required for HS Clinical Instructor/Fellows if the candidate is sourced solely using a ‘match’ system.  The hiring depa rtment may request an exemption through the Recruit system.

Instructor/Fellows recruited outside of a match system, AND pa id fellowships that are open to both matched applicants and the general public must still run through the AP Recruit system.  Mid-year fellow recruits running outside of a match program must also still post on AP Recruit.

To utilize the Exemption, the department analyst should include sufficient justification in the ‘Additional Details’ section of the Exemption request and upload supporting documents to Recruit which support the request for an exemption to recruit.  Supporting documents include: the candidate’s CV, screenshots of any advertisements in a match system, a list of candidates matched, any decision-making criteria that was used to narrow down the field of applicants, etc.

Once documents are uploaded, the exemption request will route to the School of Medicine Dean’s analyst for approval.  Please include the EXR # when routing a subsequent TOL and in the candidate’s appointment file.

For more information, please contact your assigned School of Medicine Dean’s Analyst.

Fall Kickoff - Academic Personnel

Wednesday, September 20, 2023,
10:00 a.m. to 11:30 a.m. (via Zoom; link to follow)

Representatives from the Council on Academic Personnel (CAP) will be present to offer advice, important updates and recommendations on preparing review files.  

Annual File Review Update

The School of Medicine Academic Affairs office will host our annual File Review Update meeting on Wednesday, August 9th from 1:00 p.m. to 2:30 p.m. 

Please use this link to Register and receive the Zoom link:  https://uci.zoom.us/meeting/register/tJ0rfuusqTwrHdAr817Qmr2pZzLQaB_8J2Z8

This meeting is mandatory for all School of Medicine Department analysts; CAO/DA’s are recommended to attend.  We will cover Faculty Review file updates for the upcoming review cycle and will also review common questions and errors found in files.

New Analyst Training Series - Repeat
The School of Medicine Academic Affairs Dean’s Office is repeating a series of training events geared towards newer Academic Affairs Analysts.

It is recommended to attend this series if you are a new Academic Affairs analyst or Department Administrator or want to learn more or refresh your knowledge about Academic HR.

Session One: An Introduction to Academic Affairs
Monday, August 21 9:00 to 10:00 a.m.
Registration link:  https://uci.zoom.us/meeting/register/tJYof--srDwpHdLS_DayX9DW1-X91eX7aa49
Session Two: Faculty Appointment and Review Files
Tuesday, August 22 9:00 to 11:00 a.m.
Registration link:  https://uci.zoom.us/meeting/register/tJElc-qgpz4qE9JnoQ9kcHPD7mYPL1Fwrydv
Session Three: Postdoc Appointment and Review Files
Thursday, August 24 9:00 to 10:00 a.m.
Registration link:  https://uci.zoom.us/meeting/register/tJEqceCuqTgvEtWCZa38vaMUEEimWQSBBRuT
Session Four:  Researcher Series Appointment and Review Files
Friday, August 25 9:0010:00am
Registration link:  https://uci.zoom.us/meeting/register/tJ0udOqvqjgqE9FiNShp9mqC4CXJRBn31uKS

Office Hours

Office Hours are held on a weekly basis for Department Analysts every Wednesday from 11:00 a.m. 
to 12:00 p.m.
Analysts are encouraged to bring questions and current files to review together with the Training Manager.  Analysts can drop-in anytime, and there is no need to stay for the full hour. 

Date/Time:        Weekly on Wednesdays 11:00am to 12:00pm
Zoom Link:         https://uci.zoom.us/j/95653733054


2023-2024 File Deadlines: Table

Description automatically generatedIt’s time to start planning for your department’s 2023-24 Academic
Review Files

Looking Ahead: Analyst Workflow Summer/Fall 2023

  • Department Analysts assemble files, review and send to faculty for any corrections/additions
  • Department votes on review files
  • New Appointment file preparation and submission may be ongoing
  • Final Decisions on Files submitted for the 22-23 Review year are ongoing (through July 1)
  • The Office of Academic Personnel requests completion of the “Progress Report”
  • 23-24 Academic Review files start to arrive and department analyst reviews for completion and accuracy
Oct 5, 2023:  School of Medicine File Deadline *see above
Nov 1, 2023:  School of Medicine File Deadline *see above
Dec 1, 2023:  School of Medicine File Deadline *see above