CONTINUING LECTURER – APPOINTMENT

Refer to College Deadlines for exact dates

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General Information

  • Estimate deadline dates for submission:
Action Effective Quarter Due Date
Initial Continuing Lecturer Appointment Winter Last week of April
Spring First week of September
Fall First week of January

Notification of Excellence Review

  • Departments must begin the Excellence Review at the 15th quarter.
  • The Dean’s Office will inform the department of Pre-6 Lecturers eligible to begin processing the Excellence review on the 15th quarter.

Key Points before Initiating the Action

  • Helpful resource to schedule timely dossier submission.
  • UNIT 18- Department and Candidate’s Review Calendar”
  • Reviewing Committee is not confidential and therefore members must be made known to the NSF.
    • Not confidential, per MOU Article 7b, F, 5
      • “A committee shall review and make recommendations about NSF performance pertaining to the Excellence Review for Continuing Appointments…Such committees will be comprised of academic appointees with sufficient knowledge of the NSF’s field of expertise. The membership of the Excellence Review committee is not confidential.
  • Department must make a reasonable effort to secure qualified Continuing Lecturer reviewer/committee.
  • List of student evaluators must clearly specify those provided by the Candidate vs. the Chair.
  • Chair’s list should secure student evaluators who took the Lecturer’s class.
    • SAOs can assist the chairs with this request
  • The Department must make a reasonable effort to secure an equal number of letters received from the Candidate’s list and Chair’s list
    • Helpful Hint: Department should solicit more from the Chair’s list.
  • Notify the Candidate of the quarter the Classroom Observation will take place.

Submitting the Action

Opus/Interfolio

  • Lecturer cases must be initiated, processed, and completed in OPUS/Interfolio, including all publications, teaching evaluations (not to be bundled, but uploaded individually). In addition to Interfolio, a hard copy of the dossier and publications are still required to be submitted to the Dean’s Office (follow your division’s guidelines).
  • Start a new case in Opus and initiate the review process action for Interfolio. Be sure to use your department/unit’s Review: Professorial & Research: Vice Chancellor’s Final template for 50% or more averaged over a one-year period, and the Review: Professorial & Research: Dean’s Final for less than 50% averaged over a one-year period.

Submit the following to the College APO:

  • If applicable, one (1) separate Chair’s Salary Letter must be included when submitting the hard copy of the dossier to the Dean’s Office when proposing a salary increase greater than 6%.
    • NOTE: This is a letter not to be viewed by the candidate or faculty. Must be uploaded in Interfolio at the end of the department review process, prior to submitting the case in Interfolio to the Dean’s Office and included with the single-sided hard copy of the dossier provided to the Dean’s Office.
  • Yearly/Quarterly Assignment documents: When approval is pending for the Initial Continuing Lecturer Appointment, the department must also submit the yearly assignment request to the Dean’s Office. The yearly assignment will be processed and sent to the department when the Initial Continuing appointment is determined.
    •  NOTE: If during the process there’s a change in the yearly assignment, the department must submit a revised yearly assignment form.
  • Original plus one (1) single sided copy of the dossier. For Life Sciences, submit two (2) single sided copies. Departments must be sure to keep a copy of every academic personnel action, and to prepare that copy prior to submitting the action in Interfolio. Follow your departmental practice in the format of that copy (e.g. digital or physical copy).
  • Appointment Letter (Hard copies will not be accepted. Submit the appointment letter via email.)
  • Teaching Evaluations and Teaching Tabulation – follow your division’s guidelines. Place in envelope or box.
  • Other materials submitted by the candidate – follow your division’s guidelines. Place in envelope or box.

Dossier Contents in the order below:

Use the Unit 18 Data Summaries from the APO website or the fillable PDF.

Click here for a sample appointment to Continuing Lecturer dossier.

  • Data Summary Cover Page
    • Per the MOU Article 22, C, 2C, minimum proposed increase is at least 6%.
      • Increases greater than 6% must be in intervals of 3% only (e.g., 9%, 12%)
      • If applicable, a separate Chair’s Salary Letter justifying a proposed salary increase greater than 6% must be included in the dossier.
        • NOTE: The Chair’s Salary Letter may not be viewed by the candidate or faculty.  
  • History Record
    • Lecturer history records should include all UCLA academic and staff non-student appointments. There is a new history record card template. Please use this template beginning with the current academic year (2010-11) and forward. You do not need to reformat the previous history records; these will be accepted.
  • Data Summary Vote page (pg 2)
  • Data Summary Teaching Record page (pg 3) and Departmental Tabulation of the candidate’s teaching page.
    • Must reflect the department overall course averages and the department overall instructor averages.
    • The teaching scores from the teaching evaluation must match the departmental teaching tabulation.

Example:

  • If publications are directed with the case, include Bibliography
    • Candidate must initial pages, bottom right corner
  • Check mark publications submitted.
  • Data Summary Prior Certification page
    • Must be certified by the candidate before committee or department review
    • Print and include a copy of the prior certification form/s when submitting the hard copy of the dossier.
  • List all items submitted by the candidate (this list is not exhaustive)
    • C.V.
    • Self-Statement
    • Other materials (in box) – follow your division’s guidelines
      • Including any materials relating to the development of new and effective techniques of instruction and instructional materials.
    • Selected publications (in box) – follow your division’s guidelines
      • If publications are submitted, a bibliography should be submitted as well.
    • Teaching Evaluations (in box) – follow your division’s guidelines
      • Include all data since appointment as a Pre-Six Lecturer.
  • Self-Statement
  • Data Summary After Certification page
    • Must be certified by the candidate after the Department Assessment Letter is finalized
    • Must be dated on or after the Department Assessment Letter
    • Print and include a copy of the after certification form/s when submitting the hard copy of the dossier
  • If applicable, candidate’s written response to Department Assessment Letter
  • Report on Evaluation
    • The report outlines the steps taken in the evaluation of an NSF, which may vary between Departments (according to departmental by-laws). “See attached Department Letter” is not acceptable.
    • The report on evaluation page must be filled out in its entirety.
  • Departmental Assessment
    • If applicable, grant 5 business days for Candidate to provide a written response.
    • Conclusion of the case must be clearly stated.
    • The first section of this letter must include the candidate’s name, action, effective date, and outcome of the department vote.
    • Voting faculty have the right to review the letter prior to the candidate’s review
  • Chair’s Confidential Letter (Optional)      
    • NOTE: This is a letter not to be viewed by the candidate or faculty.
  • If applicable, response to Department Assessment
    • For additional details refer to UNIT 18- Department and Candidate’s Review Calendar”
  • If applicable, Review (or other departmental) Committee Report
  • Classroom Observation (Peer Review) Letter
  • List of former and current students solicited
    • The list must indicate if the student was suggested by the candidate, department, or both
    • List all students solicited, even if they did not respond. Mark “No Response” for those evaluators who did not respond
  • Department’s Sample Solicitation Letter with Statement of Confidentiality
    • You may NOT change any part of the Statement of Confidentiality; it must be copied into a solicitation letter, or supplied as an attachment, in this exact text and in its entirety
    • Write “Sample Solicitation Letter” at the top right corner of the sample letter.
  • Former and current student evaluation letters
    • All solicited letters received must be submitted, including declinations
    • For evaluators who respond via email, include the first page of the email
    • All email declinations (in redacted form) must be provided to the candidate and uploaded individually
  • Number each letter in the upper right-hand corner.
  • All numbering must correspond to the “List of former and current students solicited”
  • Original/Un-redacted letters must be uploaded individually and the filename should include:
    • Indication that it is a former/current student letter of evaluation
    • Number the former/current student letter in chronological order by date received (number must correspond to the list of former/current student evaluators and original/un-redacted former/current student evaluation letter
    • Name of letter writer
    • Name of candidate
    • Date the letter was received
      • Example: If Lecturer Bruin suggested student Morgan to submit a letter and it arrived 02/18/18, the filename would be: StudentLetter1_Candidate_Morgan_Bruin_20180218
  • Redacted former and current student evaluation letters
    • Redacted letters must be uploaded individually and the filename should include:
      • Indication that it is a former/current student letter of evaluation
      • Number the former/current student letter in chronological order by date received (number must correspond to the list of former/current student evaluators and original/un-redacted former/current student evaluation letter
      • Name of candidate
      • Date the letter was received
      • Indication that it is a redacted copy of the former/current student letter of evaluation
        • Example: If student Morgan submitted a letter for Lecturer Bruin and it arrived 02/18/18, the filename would be: StudentLetter1_ Bruin_20180218_Redacted
  • If applicable, List of Unsolicited External Evaluation Letters
    • Follow the detailed instructions on the former and current student evaluation letters evaluators section when including the list, unsolicited sample solicitation letter with statement of confidentiality, original/un-redacted letters of evaluation and redacted letters of evaluation
    • When naming the file:
      • Original/un-redacted letters of evaluation (i.e. Unsolicited_External1_Candidate_Morgan_Bruin_20180218)
      • Redacted letters of evaluation (i.e. Unsolicited_External1_Bruin_20180218_Redacted)
  • If applicable, unsolicited sample letter of evaluation with Statement of Confidentiality
    • If an unsolicited letter of evaluation is included in the dossier, a letter should first be sent to the writer setting forth the Statement of Confidentiality and asking that individual to respond whether in light of this University policy the letter of evaluation should be included or returned. Conclude that if no response is received by an assigned date, it is assumed that the writer agrees to the inclusion of the evaluation letter.
    • Write “Sample Unsolicited Letter” at the top right corner of the sample letter.
  • If applicable, Unsolicited Evaluation Letters.
    • Number each letter in the upper right-hand corner.
    • All numbering must correspond to the “List of Unsolicited Evaluation Letters”
    • For evaluators who respond via email, include the first page of the email
  • Curriculum Vita.

Routing and Approval

The College APO Unit-18 Analyst will review the dossier and then forward it to the appropriate Dean. The Dean has final approval authority for all Continuing Lecturer Appointments at 49% or less. The Vice Chancellor has final approval authority for all Continuing Lecturer Appointments at 50% or more. After the Dean writes the recommendation, the case is forwarded to APO. APO will send it to CAP. CAP writes a recommendation to the Vice Chancellor, who decides the outcome of the case.

When the approval is finalized, the Dean’s Office will inquire of any changes affecting the proposed assignments for possible modification to the appointment letter. The College APO Unit-18 Analyst will email the Department Coordinator the approvals: Data Summary Cover Page and Continuing Lecturer Appointment letter.

Reminder:

Communicate if any changes are made to the yearly assignment.

 

College APO- 10/2018