EDB MANUAL

UCLA Payroll Services

A guide for departments to use when adding or changing employee records on the Employee Data Base (EDB).
EDB MANUAL, SECTION C - ACADEMIC ACTIONS

C2.0 EDB ACADEMIC ACTIONS - APPOINTMENT PROCESS


C2.1 Types of Academic Appointments

An Academic Appointment, as defined in the Academic Personnel Manual (APM 110), is:

Definition (110-4)
An appointee who is primarily engaged in teaching, research, or extension work, or whose duties are closely related to the University's instructional and research functions is usually designated as an academic appointee.

List of Titles (110-8)
Positions classified as academic are listed and described in APM 112-4.

Title Codes (110-80)
Academic appointees are in Title Codes 0800 to 3999 inclusive.

In general, there are 11 categories of academic titles. Each of these categories is referred to as a "series:"

 
  • Regular Professorial
  • Professor-in-Residence
  • Adjunct Professor
  • Acting Professor
  • Visiting Professor
  • Professor of Clinical (X)
  • Clinical Professor of (Comp)
  • Lecturer (PSOE and SOE)
  • Professional Research
  • Visiting Research
  • Lecturer (Non-Senate Instructional-NSI)

There are additional academic titles that are unique to particular schools or have limited use, and they require special handling or are administrative in nature. Appointments such as Academic Coordinator, Academic Administrator, Specialist, and Librarians are examples. Procedures for these types of appointments are not addressed in this training document; please refer to The CALL or contact the Academic Personnel Office.

C2.2 Recruitment

It is the responsibility of the Chair (or Director) to ensure that each open position is filled in accordance with the guidelines set forth in "The CALL" - Appendix 12, "Academic Affirmative Action Guidelines." These guidelines address the criteria that identifies when a search is necessary. It explains what actions can be considered appointments and describes those circumstances where exceptions or limited searches are allowed. Appointments to a position in the "Regular Professorial Series" cannot be made by exception.

Once a candidate has been identified through the search/selection process, a "Recruitment-Selection Data and Compliance Form" must be completed. This form contains information that will be entered on-line, as well as other search information that will be reviewed by the Academic Personnel Office.

In addition to Affirmative Action Guidelines, it is the responsibility of the Chair to ensure that recruitment complies with the "Summary of Recruitment Policy," Appendix 11 of "The CALL."

This section describes policy arising from:

C2.3 Dossier Preparation

Once the final candidate has been identified, a dossier is compiled for review by various agencies prior to actual approval. Review agencies are basically determined by the title to which the appointment is being made; further review outside of the department may be required.

Preparation begins with selecting the appropriate Data Summary packet. Several different Data Summary packets are used for appointments:

The first page of each of these packets is referred to as the "cover sheet." The cover sheet contains information that will be entered on-line. It indicates the candidate's full name, department, proposed and approved rank, step, annual salary, paid over basis, and effective date of the appointment.

Review the "Summary of Procedures" section of "The CALL" for required dossier content and related procedures for solicitation of letters, bibliography preparation, and publication submission requirements.

C2.4 Reviewing Agencies

The dossier may be reviewed by one or more agencies prior to approval. For titles that require a departmental vote, the minimum voting constituency is outlined in Appendix 2 of "The CALL." This is an excerpt of the Academic Senate By-Law 55:

Council on Academic Personnel (CAP) review is required prior to final approval in the following situations:

Appointments to any of the Assistant Ranks or Lecturer Non-Senate Instructional (NSI) series do not require CAP review. However, reappointments to the Lecturer (NSI) Series after six or more years of service require review.

C2.5 Approval Authority

All Deans have approval authority for appointments to the following series:

  •  Lecturer (NSI)
  • Professional Research
  • Visiting Research

Additional approval authority for all other series is determined if the Dean of the School also serves as Chair. When the Dean and the Chair is the same individual, the Academic Vice Chancellor is the approval authority on all other appointment actions. These Schools are:

  • Law 
  • Dentistry
  • Nursing

Schools where the Dean does not act as the Chair have the final approval authority an all re-appointments made to any of the Assistant ranks, appointments to Lecturer/Senior Lecturer (PSOE) with recommended salary comparable to Assistant Professor IV. Schools having this expanded approval authority are:

 
  • Education and Information Studies
  • College of Letters and Science
  • Arts and Architecture
  • Theater/Film/Television
  • Public Policy & Social Research
  • Engineering
  • Anderson Graduate School of Management
  • School of Medicine
  • Public Health

The Academic Vice Chancellor has final authority for appointments made to Full Professorial, Associate, and Lecturer/Senior Lecturer (PSOE - Potential for Security of Employment) with a recommended salary equivalent to an Associate Professor I and above and all Lecturer/Senior Lecturer (SOE - Security of Employment).

C2.6 Approval Documentation

The final approval of appointment is indicated in the lower half of the Data Summary Cover Sheet. In addition to the approval authority's signature, the title, rank, step, effective date, and salary are indicated. It may not always be the same as the proposed appointment found at the top of the cover sheet. Approval of a different rank, step, effective date, or salary may have been determined differently from that proposed by the department based on the evidence submitted in the dossier, and all recommendations from the agencies that reviewed the dossier. These are the terms of employment that will be entered on-line.

If this action is a "Dean's Final Authority," the action is ready for on-line entry. The original dossier is then forwarded to the Academic Personnel Office.

If this action is a "Chancellor's Final Authority," the dossier should be in the possession of the Academic Personnel Office. Once approved, a copy of the cover sheet is sent to the appropriate Dean's Office. On-line entry will occur once the cover sheet is received in the department.

C2.7 Term of Service

Most academic appointments are made on a year-to-year basis, with the exception of appointments made to tenured positions: Associate Professor, Professor, and Lecturer (SOE). All other titles have specific ending dates. Assistant Professors in the Regular Series are considered Tenure Track Faculty and have a term of service for two years.

Appointments made in the Professor-in-Residence Series, Adjunct Professor Series, Professor of Clinical (X) Series, Clinical Professor (Comp) Series, and the Professional Research Series are for a specified term. When extending offers to individuals in these series it is necessary for the Dean or Chair to include the below statement in any correspondence regarding their offer of an appointment. This statement is commonly referred to as the "ipso facto" statement.

This appointment is for a specific term, with an ending date as herein set forth, and is not for a longer period unless express written notification is so given to the appointee. In the absence of such express notification, the appointment ipso facto terminated on the designated ending date.

Lecturers (NSI) also are appointed for specific terms, but have an 18 quarter limitation. Once this limit is reached, the University must either discontinue any further appointments or review the individual for a three-year term. Policies governing Lecturers (NSI) are found in the "Memorandum of Understanding" agreement made between the University of California and the American Federation of Teachers.

C2.8 Entering Academic New Hire Data - (AHIR)

Select the "Academic New Hire Bundle." The Action Code "01" (Initial Hire) will be assigned to the action. It is comprised of eleven (11) entry screens that allow entry of data necessary to establish new employees on the EDB. Within this section, the entry screens are presented in the same order they will appear in the bundle. When the bundle is selected, the cursor will be positioned at the first enterable field on a screen as each screen is displayed.

ALEXANDER M. ACADEMIC is used to illustrate an example of an Academic New Hire:

EEID - Employee Identification
Field Data Information
Employee ID This is not an enterable field, so the cursor will bypass it. A nine-digit number will be assigned by the system.
SSN This is the first enterable field on the screen. Enter the nine-digit Social Security number without hyphens; for example, 123456789.
First Name Enter employee's first name; for example, ALEXANDER.
Middle Name Enter employee's middle name or initial; for example, M.
Last Name Enter employee's last name; for example, ACADEMIC.
Suffix Enter any suffix to the employee's name as appropriate; for example, JR.
Result This is not an enterable field. When this bundle is completed and updated, the name will be displayed as ACADEMIC,ALEXANDER M. (There is no space between the last and first names.)
Date of Birth Enter the employee's date of birth without hyphens; for example, if the birth date is June 1, 1955 enter it as 061155.
Inter-campus Transfer This field is used only when an employee is transferring from another UC campus. Action code 21 is used for inter-campus transfers from all campuses except the Office of the President.
Once all the data has been entered on this screen, press "Enter", which will cause preliminary edits to be performed on the entered data.  Press the "F11" key to advance to the next screen.

Although one of the options displayed at the bottom of this screen is [F9 - Update], this feature is NOT to be used from the EEID screen when processing a new hire; it is only to be used when making changes to the screen after the new hire bundle has been completed and updated. 

If you discover, prior to completing the new hire bundle, that you have entered incorrect data on the EEID screen, cancel the transaction by pressing the [F5] key, and pressing it again to complete the cancellation, and start the hiring process over from the very beginning.  System errors will occur if you return to the EEID screen to make corrections before the new hire bundle has been completed and updated.  The assignment of the employee's ID number is critical to the functioning of the Personnel/Payroll System.  Every element on the EEID screen must be correct to guarantee that the ID assignment process produces a number that is uniquely and accurately defined.

 

EADD - Employee Address Data 1
Field Data Information
Refer to General Information Section B6.0 for more information on the EADD screen.
Permanent Address
Line 1
Enter the address the University should use to send the employee mailings such as the W2, Benefits Statements and notices.
Permanent Address Line 2 Use this if other address information is necessary to complete the street address. For example, c/o Jane Doe, Attention: Alexander Academic.
City This is a required field whether the permanent address is a U.S. or foreign address. Maximum number of characters is 21.
State This is a required two-digit alpha character field. Leave blank if this is a foreign address.
Zip Code This is a required field. Leave blank if this is a foreign address.
Foreign Address Indicator This is a required field. Enter A for a U.S. address, enter F for a foreign address.
Province Enter only for a foreign address.
Country Enter only for a foreign address.
Postal Code Enter only for a foreign address.
Home Phone Enter the employee's primary home telephone number.
Spouse Name Enter the employee's spouse's name, if applicable.
Campus Release Codes Enter the code that indicates whether the employee has authorized the use of  his/her Perm Address, Home Phone or Spouse's name for campus processing.
Employee Organization Disclosures Enter the codes that indicate whether the employee has authorized the University to release their home address and home phone to employee organizations.
Campus Address Line 1 The Campus Address fields will accommodate extended off-campus or on-campus addresses.  This is the address where all campus mail will be sent to this employee. The Chancellor's Office, Academic Senate and various organizations will use this address for announcements and to disseminate changes in Academic policy and procedures. Direct Deposit Advices and other general campus communications will use this address.  

On-campus
addresses consist of the Campus Room Number and Building.  Consult campus directory for building abbreviations.  This information may fit completely on Line 1, which is required.  (Line 2 is optional, to be used as needed.) For on-campus addresses, leave City, State, and Zip blank

If the employee is off-campus, enter the full mailing address,  using Line 1, Line 2, if needed, and the City, State and Zip

Line 1 is a required field. Maximum number of characters is 30.
Campus Address Line 2 This is an optional field. Maximum number of characters is 30.   See Campus Address Line 1 for details.
City This is an optional field. Maximum number of characters is 21.   See Campus Address Line 1 for details.
State This is an optional two-digit alpha character field.   See Campus Address Line 1 for details.
Zip Code This is an optional 5-digit field.    See Campus Address Line 1 for details.
Phone #1 Enter the primary office phone number at which the employee can be reached in this field.
Mailcode Enter the department mail code that corresponds to the above campus address.
Press Enter and then "F11" to advance to the next screen.
 

EPD1 - Employee Personal Data 1
Field Data Information
Date of Birth This field will already contain the date of birth as entered previously on the EEID screen.
Sex Enter code indicating employee’s sex.
Ethnic Review the "Academic Recruitment-Selection Data and Compliance Form" and enter the code that identifies the ethnicity of the employee.
Disability Review the "Academic Recruitment-Selection Data and Compliance Form" and enter the code that identifies if the employee has a disability.
Veteran Status Codes - Vietnam Review the "Academic Recruitment-Selection Data and Compliance Form" and enter the code that identifies if the employee was a Vietnam veteran.
Veteran Status Codes -   War/Campaign Review the "Academic Recruitment-Selection Data and Compliance Form" and enter the code that identifies if the employee was a War/Campaign/Expedition veteran.
Recently Separated Veteran Date Review the "Academic Recruitment-Selection Data And Compliance Form" and enter the date of the military separation for an appointee hired within one year of separation from military service.
Veteran Status Codes -   Disability Review the "Academic Recruitment-Selection Data and Compliance Form" and enter the code that identifies if the employee is a disabled veteran.
Disabled Status Review the "Academic Recruitment-Selection Data and Compliance Form" and enter the code that identifies if the employee is disabled.
Citizenship Status Enter the code that represents the employee’s citizenship status with respect to the United States. Refer to General Information Section B2.0.
Student Status Enter the code that best represents the employee's student status with the University of California. University Extension enrollment does not apply.
Number of Reg. Units Enter the number of units for which the student is registered with the University of California. This includes student employees who are registered at another UC campus.
Press Enter and then "F11" to advance to the next screen.

 

EALN - Alien Information
(Required only for Non-U.S. Citizens)
Field Data Information
If this individual is a U.S. citizen, press "F11" to proceed to the next screen. If individual is not a citizen, proper authorization is necessary to be employed at the University.

REFER TO GENERAL INFORMATION SECTION B2.0 FOR DETAILED INFORMATION REGARDING
ALIEN CODING
Press Enter and then "F11" to advance to the next screen.

 

EPD2 - Employee Personal Data 2
Field Data Information
Oath Signature Date This field must be completed for United States Citizens only. Enter the date the oath is signed; for example, an oath signed on September 23, 20YY is entered as 0923YY. The oath must be signed ON or BEFORE the first day of the service period. For fiscal year appointees, this date will match the date of hire. For academic year appointees, it will not match the date of hire. The form must be completed and sent to Payroll Services, which is the Office of Record.
I-9 Date Enter the date the employee signed the I-9; for example an I-9 signed on August 2, 20YY is entered as 0802YY. The actual document in this case also must be completed and sent to Payroll Services, which is the Office of Record.
Education Level Code Enter the code that indicates the highest degree the employee holds. Refer to the dossier or C.V. for this information. Refer to the "Education Level Codes" Chart C11.4 for codes.
Education Level Year Enter the last two digits of the year that the employee received the above degree; for example, 1963 is entered as 63.
Non-UC Prior Service Code Enter the code indicating the individual’s service status prior to the most recent University employment.
Prior Service Months Do not enter data; for staff use only.
Prior University Service Institution Code Enter the 3-digit school code if appointee's prior service was a University; for example, enter NBB if this employee transferred from UC Berkeley or KUN if prior service was at Harvard. Refer to http://www.ucop.edu/irc/dd/cps/cps0921.html for codes.
Employment Service Credit Do not enter data; this field is for future use.
Employment Service Credit From Date Do not enter data; this field is for future use.
Current Specialty Code Enter up to three specialty fields using the degree information provided on the dossier. For example, if they received a degree in Applied Statistics, enter 1711. If they also received a M.A. in Mathematics, enter 1700. Refer to Specialty Codes Table for codes.
Highest Degree Specialty Code Enter the 4-digit code that best identifies the field in which they received their HIGHEST degree; for example, if a Ph.D. was received in Economics, enter 2226. Refer to Specialty Codes Table for codes.
Highest Degree Institution Code Enter the 3-digit school code where the new employee received the above degree; for example, if the degree was awarded by Stanford University, enter HJR. Refer to  http://www.ucop.edu/irc/dd/cps/cps0921.html for codes.
Press Enter and then "F11" to advance to the next screen.
 

ETAX - Tax Withholding
Field Data Information
REFER TO GENERAL INFORMATION SECTION B3.0 FOR INFORMATION REGARDING TAX DATA
Press Enter and then "F11" to advance to the next screen.
 

ECHK - Check Disposition
Field Data Information
REFER TO GENERAL INFORMATION SECTION B4.0 FOR INFORMATION REGARDING CHECK DISPOSITION
Press Enter and then "F11" to advance to the next screen.
 

EAPP - Appointment and Distribution
Field Data Information
The cursor will be positioned in the Next Function field at the bottom of this screen. Press the "New Line" to go to the command line [===>] to enter the special command ADD 10 to establish an appointment number. Press Enter. See Section B 1.0 for additional Appointment Information.
Appointment Number The appointment number uniquely identifies an appointment and its associated data.
Actions This area is reserved for action codes that identify the activity or change of information that is occurring at the Appointment level. Since this is a New Hire Action, the recording of the action has already taken place by the selection of this bundle; therefore this action at this level requires no code.
Pgm Do not enter data in this field. The system will derive the Program code based on the Title code entered for this appointment which for all Academics will be "A".
Type The type code for all Academic Appointments is "5."
Basis This is the number of months (either nine or eleven) that the appointee is expected to perform service. Enter "09" for an academic year appointment and enter "11" for a fiscal year appointment.
Paid Over This is the number of months over which the appointee will receive salary. Salary is calculated over either a 9- or 12-month period. Enter "09" for those receiving salary on a 9-month basis and "12" for those receiving salary on a 12 month basis.

Refer to Chart C11.1 for months associated with each quarter.
Appt Begin Date Enter the effective date of the appointment. Academic appointments generally begin on the first day of the academic year. For example, enter July 1, 20YY as 0701YY.
Appt End Date Appointments to the ranks of Associate and Full Professor in the Regular Professorial Series and Lecturer SOE Series are for an indefinite period of time. All appointments to the rank of Assistant Professor in the Regular Series are for a two year period. All other appointments generally occur on a year to year basis and typically end June 30 of the following year. For example, enter June 30, 20YY as 0630YY. If the appointment is to a tenured or indefinite position enter 999999. To determine actual service limitations, refer to the Term of Service section of "The CALL" for each series.
Dur Use this field if the appointment is Tenured, with Security, Potential of Security or Indefinite. Enter "T" for Tenured, "S" for Security, "P" for Potential of Security or "I" for Indefinite.
Dept This field is system derived from the account number entered in the acct/fund fields.
Title This a four digit code. The range for Academic titles is 0800 through 3999.
Grade Do not enter data; for staff use only.
Percent Full Time Enter the percentage of time expected to be worked in the appointment; for example a 100% appointment is entered as 1.00. A 50% appointment is entered as .50.
Fixed/Variable Enter an "F" if the appointment is fixed, and a "V" if time worked will vary. If funding/salary is from Sub 0 funds, only an "F" should be used. For salary using Sub 2, 5, or 7, an "F" or "V" is acceptable.
Ann/Hr Rate The system will derive this amount from the distribution line. This will be the full annual rate for the position regardless of the appointment percent of time. Refer to the Academic Salary Scales.
Rate This is the code that identifies whether the amount indicated in the Annual/Hourly Rate field is to be paid monthly or hourly.
Schedule This identifies the frequency of when pay is to be issued. Enter "MO" for monthly. "BW" for biweekly pay is rarely used for Academic Appointments, except for Apprentice (Student) Titles. An appointee can have only one pay schedule.
Time Enter the code that represents the method for reporting time worked. When the sub field is 0, enter "R".
Leave Accrual Code Enter the code that indicates if the appointee is eligible to accrue vacation and/or sick leave. Academic year appointees do not accrue vacation or sick leave; they are coded "N." Fiscal year appointees accrue vacation only at the rate of approximately 16 hours per month based on a 100% appointment; they are coded "E." See Chart C11.2 for Leave Accrual Policy and Codes.
To Add a new distribution, press "F2" to jump down to the command line [===>] to enter the special command ADD 11. See Section B1.0 for additional distribution information.
Distribution Number The distribution number uniquely identifies a payroll distribution associated with an appointment.
Actions This area is reserved for action codes that identify the activity or change of information that is occurring at the Distribution level. Since this is a New Hire Action, the recording of the action has already taken place by the selection of this bundle; action code is system derived.
Location, Account, Cost Center, Fund, Project, Sub (1) Enter the number 4 which represents the UC campus location, Los Angeles. (2) Enter the six digit department account number. (3) Enter two digit alpha/numeric cost center code if applicable. (4) Enter five digit fund number. (5) Enter the code that has been set up to track a specific project. (6) Enter the sub account number. This will be either a 0 or a 2 for academic appointments.
FTE Do not enter any data in this field. It is no longer used at UCLA.
Distribution % This is a five digit field containing four decimal places. A full time (100%) appointment is entered as 1.0000. Enter a 50% appointment as .5000.
Pay Begin This action is an initial hire, the date should match the begin date entered on the appointment line.
Pay End This is the last full day that the pay or funding is active. If the appointment is Tenured or Indefinite, there is no end date for this field. Enter 999999. If there is an end date due to policy limitations enter the date of last full day on pay status. For example, enter June 30, 20YY as 0630YY.
Step This field indicates the salary level within the Rank. The Rank of Assistant Professor has four steps. The "IV" in the title Assistant Professor IV, indicates the Step. Use a "4" not a Roman numeral in this field. Refer to the Academic Salary Scales.
O/A Indicator This field identifies a salary that is off-scale or above scale. An "O" identifies that the salary rate is off-scale, this means the salary is higher than the established salary scale for that Step. Off-scale actions are the approval authority of the Vice Chancellor with the exception of actions in Letters and Science and the School of Medicine. The Dean in these areas has approval authority up to the next step. The Vice Chancellor has the authority to approve off-scale salary rates up to an annual adjusted campus maximum approved by the President. An "A" indicates this individual is above Step 9, "Above Scale." The Vice Chancellor has the authority to approve appointments for above scale up to an annual adjusted campus maximum approved by the President. No Step is indicated in the "Step" field.
Rate/Amount Enter the full Monthly rate for the designated Rank and Step.
DOS This is the Description of Service Code, it identifies the type of pay or compensation to be received. The code "REG" represents that the pay status is regular and is the most common DOS Code. For the Regular Assistant Professor Series, "RGA" is used instead of "REG." The use of "RGA" enables the Academic Staffing Roster to remain in balance.

Refer to DOS Code Table for more information.
PRQ Do not enter data; for staff use only.
DUC Do not enter data; this field is for future use.
WSP If the employee is a student and pay is partially funded by the Work Study Program, enter the code that represents the type of funding. Refer to General Information Section B7.0.
Press Enter and then "F11" to advance to the next screen.

 

ERET - Retirement Information
Field Data Information
Retirement System Code Data should not be entered into this field. The system will derive the retirement code based on the:  
  • Citizenship Code • Appointment Begin Date
  • Visa Type Code • Appointment End Date
  • UC Student Status Code • Title Code
  • FICA Eligibility Code • Appointment Percent
  • Retirement System Code • Time Reporting Code
  • Number of Registered Units • DOS Code
  • Retirement/FICA Derivation Indicator  
FICA Eligibility Code Data should not be entered into this field. The system will derive the retirement code based on the same criteria listed above.
Retirement FICA Derive Indicate whether retirement system code and FICA eligibility code should automatically be derived by the system. Enter "Y" for yes or "N" for no.
Covered Comp Limit Code Enter code indicating whether or not appointee is grandfathered under compensation limit.
DCP Plan Code Enter code for the DCP fund for which the appointee’s status qualifies.
Refer to Benefits Section E2.0 for detailed information
regarding coding of the fields listed above.
DepCare Amt If appointee is eligible to participate, enter the amount of the deduction.  Refer to Benefits Section E8.1.
Voluntary Contribution Refer to Benefits Section E3.0.
Press Enter and then "F11" to advance to the next screen.

 

EPER - Miscellaneous Personnel Information
Field Data Information
Assigned BELI The BELI code indicates the employee's eligibility for health and welfare benefits and controls access to the plans. Enter the BELI code for which the employee's appointment type status, title code, duration of employment, and percentage of appointment qualifies; initial eligibility is based on these criteria. To continue eligibility, an employee must retain an eligible title code, minimum appointment percent and an average paid time consistent with the appointment. Refer to Benefits Section E4.0.
Derived BELI This is a display-only field for the system derived data. The system will derive a BELI consistent with the entered data. The Assigned BELI and the Derived BELI should be the same.
Effective Date Enter the date the BELI code is effective.
BELI Status Qualifiers Primary The BELI Status Qualifier code is used to prevent employees in qualified status situations from being reported as ineligible and, therefore, subject to de-enrollment from certain benefits. Benefits in effect before the Qualified Status codes are retained even if the employee's appointment/average regular paid time falls below the required minimums. Do not change the assigned BELI in effect before the Qualified Status period begins. If only one qualifying condition exists, enter the most appropriate code in this field.
BELI Status Qualifiers Date Enter the date on which the qualified status begins.
BELI Status Qualifiers Secondary If multiple qualified status categories apply to the employee, the category that is least likely to change should be coded as the Primary code, and the next least likely to change should be coded as Secondary.
BELI Status Qualifiers Date Enter the effective date of the Secondary Qualifier.
Date of Hire Enter the date of hire. This would only change if a break in service occurred.
Original Hire Date For an employee who has prior UC employment, enter the earliest date of hire. If no prior UC service, enter the date of hire.
Employee Relations Code Enter the code that represents the designation/status of an employee for purposes of collective bargaining. Enter "E" for most academic appointees.
Employee Relations Unit Do not enter data; this is a system derived field.
Probationary Period End Date Do not enter data; for staff use only.
Next Salary
Review Date
Enter the month and year for the first normal review for the employee; all academic reviews occur in July. For an appointment at the Assistant Professor Rank, the first date would indicate when their two year term review would need to be conducted. For an appointment at the Associated Professor Rank, Step I or II, it would be the effective date of their first normal merit which occurs in two years. At the Full Professorial Rank, the first review would occur after serving three years at step.

Refer to Chart C11.3 for codes.
Next Salary
Review Type
Enter the type of the first normal review for the appointee that should be conducted. For example, the first review for an Assistant Professor is a Renewal/Term review period. For an Associate or Full Professor, the first review will normally be a merit review. Refer to Chart C11.3 for codes.
Merit Rate Increase % Do not enter data; for staff use only.
Home Department This is a display only field and will reflect the 6 digit home department code.
Primary Title This is a system derived field and will display the primary title code.
Employee Unit Code This is a system derived field and indicates the collective bargaining unit that represents the appointee’s primary title.
Employee Representation This is a system derived field and indicates the whether the appointee is covered or uncovered for collective bargaining purposes..
Employee Special Handling Do not enter data; this field is for future use.
Employee Distribution Unit Do not enter data; this field is for future use.
Job Group ID This is a system derived field for use in Affirmative Action reporting.
Alternate Dept. Code This field is used to grant a department access to an employee’s record. Refer to System Features Section A6.2.
Academic Programmatic Unit Code This field is utilized for Health Science Faculty only; the code identifies the unit the faculty member belongs to for purposes of determining the health science salary scale. Contact the Dean’s Office, School of Medicine for codes and additional information.
Press Enter and then "F11" to advance to the next screen.

 

EACD - Academic Service
Field Data Information
Qtr/Sem/Months in 8-Year Rule For all appointments to the Assistant Rank, except for the Professional Research Series, there is a service limit of 8 years. Enter here the number of quarters, semesters or months the appointment represents toward the limit. For a new General Campus ladder rank Assistant Professor appointment, enter 06. For the School of Medicine, enter the number of months this appointment represents. For the School of Law, enter the number of semesters. Refer to Chart C11.6 for example of count for 9/11 month count.
Units Enter the code that represents quarters (Q), semesters (S) or months (M).
Extension to 8 Year Rule This field represents the number of quarters, semesters or months of additional time added to the 8 year service limit. This is a new hire; this action does not require data entry.
Units This is a new hire; this action does not require data entry.
Qtr/Sem/Months on 19900 Funds at Greater than 50 Percent Total service in the Adjunct and In-Residence Series when supported for more than 50% of full time from General Funds in combination with service in certain other titles funded for more than 50% time from General Funds may not exceed eight years. For a new appointment that meets the above criteria, enter the number of quarters or months that the appointment represents towards the limit. As reappointments occur, if funding continues on 19900 as stated above, the number will need to increase when actions are processed. Use quarter for General Campus actions, months for the School of Medicine, and semesters for the School of Law.
Units Enter the code that represents quarters (Q), semesters (S) or months (M).
Qtr/Sem/Months in Unit 18 Titles Lecturers (NSI) also have a 18 quarter limitation as described in the "Memorandum of Understanding" between the University of California and the American Federation of Teachers - Non Senate Instructional Unit (Unit 18). Once this limit is obtained, the University must either discontinue any further appointments, or review the individual for a three year term. Enter 01 if this is the first quarter of appointment to this title. If the initial appointment is for a full Academic Year, enter 03. Use months for appointments made in the School of Medicine, semesters for the School of Law.
Units Enter the code that represents quarters (Q), semesters (S) or months (M).
Qtr/Sem as Teaching Asst Do not enter data in this field. It is not used at UCLA.
Units Do not enter data in this field. It is not used at UCLA.
As of Do not enter data in this field. It is not used at UCLA.
Press Enter and then "F11" to advance to the next screen.
 

ELIC - License/Certificate Data
Field Data Information
State and federal laws and University policy require that employees in certain professions and hired into certain positions have valid licenses or certificates. This screen allows entry and update of specific licenses and certificates, their renewal dates and license numbers. Multiple licenses and certificates and renewal dates may be entered for a faculty member.
Code Enter the code corresponding to the license or certificate held by the employee. Once "Enter" is pressed, the license/certificate name will be displayed. For example, enter RNL to record a Registered Nurse license.
Number Enter the license number; up to 14 alphanumeric characters.
Renewal Date Enter the date that the license or certificate must be renewed. If the license or certificate is permanent, the field may be left blank.
Press Enter and then "F9" to complete the action and update the record.


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