UCI School of Medicine Academic Affairs Newsletter

Postdoctoral Scholars – Reminders

Please process Appointment and Reappointment files in a timely manner:  Once reviewed and signed by the School of Medicine Dean, the Postdoc AP-PX-1 form should be provided to the Postdoctoral Scholar as soon as practicable, but no later than seven (7) calendar days following the start of an appointment, or thirty (30) calendar days prior to the start of a reappointment.

For both Appointment and Reappointment files, please allow sufficient time for the Dean’s Office to review the file.  From submission date to approval, the Dean’s office requests 2 weeks to review appointment and reappointment files.  Processing times could be extended if edits or corrections are required.

Example Timeline:
Appointment Start date: December 1, 2023
File should be submitted to the Office of the Dean by:  November 15th or earlier

Reappointment Date: March 1, 2024
File should be submitted to the Office of the Dean by: January 17th or earlier

Postdoctoral Scholars are due an Annual Review:    Department Analysts:  please ensure that the academic supervisor or PI provides the Postdoctoral Scholar with at least one written review per 12-month period.  Departments may use the PX-3 form for this assessment and must keep a record at the department level.  The PX-3 form is required to be submitted to the Dean’s office with the reappointment file.
PX Contract, Article 21-A-5:

New Delegations of Authority – Health Sciences Clinical Series
Last month, the Vice Provost announced new delegations of authority for the Health Sciences Clinical Series.

Effective with the 2023-2024 Review cycle, new delegations of authority to the Dean include Above-Scale Merits, all Promotions/Accelerated Promotions, and Advancements.  Please review IDA 642 for the full list of delegated authority. 

Addressing Letters
The Addressing Letters document has been updated to account for the new Delegations of Authority in the HS Series; please click here for the revised listing (scroll to the bottom of the page).

Change of Series (COS)
The office of Academic Personnel (Campus AP) recently announced that starting with the 2023-2024 Academic Review Cycle, no additional Change of Series (COS) requests will be reviewed or approved by AP if a faculty member has already requested or undergone a previous COS since their initial appointment at UCI.

This policy was announced to department Chairs in September.

Adverse Actions:
Our office is in the process of making updates to our Faculty and Non-Faculty Academics Recall, Leave and Adverse Actions pages.

While we work on adding more detailed information, please refer to the following:

Non-faculty, ARU layoffs, reductions in time, and partial renewals: refer to AP’s ARU page; consult with your assigned Dean’s analyst to confirm notice periods and SOM AA and AP review timelines.

Non-senate Faculty layoffs, reductions in time, and partial renewals:  refer to the Renewal Process Guidelines on the Academics Recall… page.  Consult with your assigned Dean’s analyst for template letters and to confirm notice periods and SOM AA and AP review timelines.

All Adverse Action notice letters:  please include the following list in the ‘CC’ area below the Chair’s signature:

Dean (please also include: Mohammad Helmy, MD, or Kyoko Yokomori, PhD depending on the title series)
Department Chair
School of Medicine Academic Affairs
Benefits Office
Academic Personnel

** The School of Medicine Academic Affairs team will send a copy of the final letter to the Dean and Academic Affairs; Department Analysts should take care to keep a copy of the final letter for department record and forward a copy to the Department Chair and School of Medicine Benefits following established department procedures.

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 11:00 a.m. to 12:00 p.m.
Zoom Link:         https://uci.zoom.us/j/95653733054



Nov 1, 2023:  
All Faculty Promotions (Normal and Accelerated; Senate/Non-Senate)
Dean Delegated Accelerated Merits (Non-Senate Faculty)

Dec 1, 2023: 
Above-Scale Actions (All Faculty: Senate/Non-Senate)
Dean-Delegated Faculty Reappointments, Merits and MCA’s
Dean-Delegated Non-Faculty

Reminder: The Office of the Dean requests any late files to be listed in the ‘Late File Justification’ report and sent to your Dean’s Analyst along with the Cover Letter signed by the department Chair.  Reach out to your assigned Dean’s Analyst for more information and templates.