Academic Administrators, Academic Coordinators, Coordinators of Public Programs and Specialists:

TEMPORARY ACADEMIC FACULTY POLICIES AND PROCEDURES

Academic Administrators, Academic Coordinators, Coordinators of Public Programs and Specialist Series
Overview
Most actions in these series require a PRIOR review by the Associate Vice Chancellor, Faculty Diversity.

All positions in these series, if not already established, must be established via a request to the Dean and approval by the Vice Chancellor’s office. See “Establishing the Position” below.

Appointments made in these series primarily assist in the teaching and research missions of the University. Positions in the Academic Administrator, Academic Coordinator, and Coordinator of Public Programs series are used principally in organized activities for appointees who administer programs which provide service to academic departments and/or are public service oriented. Appointments in these series are not meant as a means to future appointment in any of the Ladder, Professorial or Research ranks. Membership in the Academic Senate is not acquired by appointment to positions in these series. Neither tenure nor security of employment is acquired by appointment to positions in these series.

Please refer to The CALL, Appendix 31 for further information on Academic Administrators, Academic Coordinators, and Coordinators of Public Programs.*

* Coordinators of Public Programs follow the same guidelines as Academic Administrators.

Please refer to The CALL, Appendix 32, Specialist Series for further information on Specialists.
1. Definition
  1. Academic Administrator appointments allow for participation in teaching and research as well as overseeing these activities; but teaching and research are not a requirement of the title. For further information see also, APM 370.
  2. Academic Coordinator appointments only allow for overseeing programs involving teaching and research, not participation in; individuals who are assigned research or instructional duties are required to hold a dual appointment. For further information see also, APM 375.
  3. Coordinator of Public Programs – see Academic Administrator Series, The CALL, Appendix 31.
  4. Specialist appointments are made to individuals with special skills, experience, and knowledge who are assigned to research projects. A Specialist provides considerable independent input into the planning and execution of research; however, he or she generally works under the direction of an appointee in the Professional Research or Professorial series. For additional information see Appendix 32 of The CALL or APM 330.
2. Qualifications
  1. Academic Administrator must have professional and academic qualifications similar to those of academic appointees in the organized activity with which the appointee is to be concerned. Appointee should have Ph.D. or highest degree in that particular field. See also APM 370-10.
  2. Academic Coordinators must have a professional background of academic training/experience and a minimum of a Masters Degree or equivalent. See also APM 375-10.
  3. Coordinator of Public Programs – see Academic Administrator Series, The CALL, Appendix 31.
  4. Specialists are appointed on the basis of demonstrated professional competence or ability. See also The CALL Appendix 32 and APM 330-10.
3. Salary
  Salaries are taken from the current University of California Salary Scales. Off-scale salaries do not apply in these series.
  Administrators, Coordinators, Coordinators of Public Programs & Specialists may hold without salary appointments.
4. Appointment Dates
  Appointments, merits and promotions are effective July 1, 20XX. BEFORE requesting an exception to this requirement, please call the College APO office.
  
  All appointments/reappointments made in these series are for one year or less.
  
  There are no limits on the number of reappointments for individuals in this series; an individual can be reappointed over and over again, but MUST be reappointed on an annual basis, 7/1-6/30.
5. Search Procedures
  Full recruitment searches normally must be performed to fill positions in these series. In certain instances, however, it may be necessary or appropriate to claim an exception to search. For further reference on exceptions, refer to The Call, Appendix 23, section III-B. BEFORE requesting an exception to search, contact the College APO office.
  An appointee selected from a Full Search may be re-appointed without a new search as long as there is no break in service. The department, however, is under no obligation to re-appoint such an individual.
6. Establishing a Position
  All positions must be approved by the Chancellor prior to the initiation of any search process.
  To establish a position please submit an original and one copy of the following documents to the College APO:
  1. Detailed request, addressed to the Dean/Vice Provost, from Chair requesting that a position be established. Include at what rank the position should be established as well as a target date for appointment. This letter should be no longer than two pages in length.
  2. A job description detailing duties and responsibilities of position including all reporting relationships.
  3. An organization chart showing the proposed reporting relationships.
  The College APO office will add the Dean/Vice Provost’s comment and forward the request to UCLA APO. Final approval rests with the Vice Chancellor.
7. Submitting an Action:
  1. Appointments: Appointments to the Academic Administrator and Academic Coordinator series require full searches. Please submit an original and a copy of the following materials to the College APO:
    1. Submit the College Academic Administrator, Academic Coordinator, and Specialist cover page/form. It's the first form in the list.
    2. Letter, addressed to the Dean/Vice Provost, from the Chair requesting appointment indicating scope of search and outlining qualifications of recommended individual. Include rank, step, working title and effective date of proposed appointment. Indicate individual who previously held the position. This letter should be no longer than two pages in length.
    3. Solicited letters of recommendation if individual does not currently hold an appointment with UCLA or is currently holding a non-academic title at UCLA. A list of individuals solicited, with a brief description of the referee should be included. We suggest three letters.
    4. CV of proposed appointee.
    5. Current job description for the position.
    6. An organization chart showing the proposed position of the appointee.
    7. Academic Selection & Compliance Form
    The Dean/Vice Provost will review the case, provide a comment, and the College APO will forward the case to UCLA APO. Final approval rests with the Vice Chancellor.
  2. Renewals: Submit only the College Academic Administrator, Academic Coordinator, and Specialist cover page/form. It's the first form in the list.
  3. Merit Increases: Submit the original and one copy of the following materials to the College APO:
    1. The College Academic Administrator, Academic Coordinator, and Specialist cover page/form.
    2. Letter, addressed to the Dean/Vice Provost, from Chair requesting advancement, outlining achievements and accomplishments since last review. Include rank, step, and effective date of proposed appointment. This letter should be no longer than two pages in length.
    3. CV of proposed appointee.
    4. An organization chart showing the proposed position of the appointee
    The Dean/Vice Provost will review the case and provide a comment if a merit is either accelerated or decelerated and the College APO will forward the case to UCLA APO.
    
    If the case is an accelerated or decelerated merit, final approval rests with the Vice Chancellor.
    
    If the case is for a normal merit, after a recommendation is received from the Vice Chancellor’s office, the Dean/Vice Provost will approve/disapprove the action.
    
    Additional/other materials that a department might choose to submit to support a merit (not required):
    - Self statement by the candidate
    - Faculty vote (if applicable according to department’s By-law 55)
    - History record card
    - Teaching evaluations (for academic administrators)
    - Specialized teaching or instructional materials or manuals written by the candidate
    - Publications
    - Proposals written by the candidate
  4. Promotions: Submit the original and one copy of the following materials to the College APO:
    1. The College Academic Administrator, Academic Coordinator, and Specialist cover page/form.
    2. Letter, addressed to the Dean/Vice Provost, from Chair requesting promotion, outlining achievements and accomplishments during the time at the current rank. Include rank, step, and effective date of proposed appointment. This letter should be no longer than two pages in length.
    3. CV of proposed appointee.
    4. Organization chart showing the position of the candidate.
    The Dean/Vice Provost will review the case and provide a comment for all cases. Final approval rests with the Vice Chancellor.
    
    Additional/other materials that a department might choose to submit to support a promotion (not required):
    - Self statement by the candidate
    - Faculty vote (if applicable according to department’s by law 55)
    - History record card
    - Teaching evaluations (for academic administrators)
    - Specialized teaching or instructional materials or manuals written by the candidate
    - Publications
    - Proposals written by the candidate
  5. Routing and Approval: The L&S Personnel Office staff will review the case and then forward it to the appropriate Dean for consideration. The Dean will write a recommendation/sign the form and the case will be forwarded to APO for review by the VC for Academic Personnel and/or the VC for Faculty Diversity. Once the final decision has been made, the case will be forwarded back to the College. The College will then notify the department.