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

C6.0 EDB ACADEMIC ACTIONS - PROMOTIONS


C6.1 Eligibility

All personnel completing the requisite number of years of service in the indicated steps are eligible for normal promotion to the indicated rank and step effective July 1. The following schedule applies to the Regular Professorial, In-Residence, Adjunct, Clinical X, Clinical (Comp), and Professional Research Series:

Current Status Years at Step Normal Promotion
Assistant Professor IV 2 Associate Professor I
Associate Professor III 2 Professor I

If service began on or before January 1 for a Fiscal Year (11-month) appointee or the beginning of the winter quarter for an Academic Year (9-month) appointee, the full year is credited toward eligibility.

Eligibility does not imply automatic advancement. Departments are required to review the record of each individual when the individual becomes eligible for normal promotion to determine whether or not advancement should be recommended. Advancement follows only upon demonstration of qualification following review.

Normal promotion for the Lecturer (PSOE and SOE) are:

Current Status Years at Step Normal Promotion
Lecturer PSOE at a salary level comparable to Assistant Professor IV 2 Lecturer SOE
Lecturer PSOE at a salary level comparable to Associate Professor III 2 Senior Lecturer SOE
Lecturer SOE at a salary level comparable to Associate Professor III 2 Senior Lecturer SOE

For all of the above series, promotion in advance of eligibility or to a higher rank or step than normal constitutes acceleration and requires evidence of unusual achievement and exceptional promise.

C6.2 Dossier Preparation

Review and submission of the dossier is required for Promotion and normally occurs during the year prior to advancement. When a Promotion is being proposed, a dossier is compiled for review by various agencies prior to actual approval. Review for Promotion involves evaluating performance during the full period of service in the current rank.

Preparation begins with the selection of the appropriate Data Summary packet. There are several different Data Summary packets used for promotion actions:

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 proposed and approved rank, step, annual salary, paid over basis, and effective date of the promotion.

Review the "Summary of Procedures" section of "The CALL" for the required dossier content and related procedures.

Review is required to determine status beyond the eighth year of service for the Assistant Professor ranks. The dossier must be reviewed and submitted no later than, and normally during, the seventh year of such service except when the individual (a) is under notice of non-renewal of appointment as a result of a prior review or (b) has given written notice of resignation. The department may either recommend Promotion or Non-Renewal of Appointment. If the latter alternative is recommended and approved, refer to the Separation section for processing instructions.

C6.3 Reviewing Agencies

The promotion dossier must be reviewed prior to final approval. For promotion actions, the right to vote may not be delegated to an elected committee. Basically, Professors have the right to vote on all promotions to the rank of Professor. Tenured faculty have the right to vote on promotions to Associate Professor. This is the minimum voting constituency as outlined in Senate By Law 55.

Further review by the Council on Academic Personnel (CAP) is also required. Promotion actions will usually be assigned to an additional ad hoc review committee prior to final comment and vote by CAP.

C6.4 Approval Authority

Authority to approve or deny a recommendation rests with the Academic Vice Chancellor. The final approval of promotion is indicated by the Academic Vice Chancellor in the lower right hand corner of the Data Summary Cover Sheet. In addition to the approval signature, the title, rank, step, effective date, and salary are indicated. Approval may not always be the same as the proposed promotion action as 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.

Once the action is 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.

C6.5 Entering Academic Promotion Data - (APRO)

NOTE: This bundle may also be used for an Academic Status Change Action (change in series).

EAPP - Appointment and Distribution
Field Data Information
Current EXISTING Appointment and Distribution(s)
Appointment Number The appointment number uniquely identifies an appointment and its associated data. Locate the appointment that is ending. Once the appointment and its associated distribution have ended, begin another appointment/distribution and indicate the new title and the related information
Actions Do not complete.
Pgm Do not change.
Type Do not change.
Basis Do not change.
Paid Over Do not change.
Appt Begin Do not change.
Appt End Date Enter the last full day of employment under this title.
Dur Place an * in this field if it currently contains a code.
Dept This field is system derived from the account number entered in the acct/fund fields.
Title Do not change.
Grade Do not complete.
Percent Full Time Do not change.
Fixed/Variable Do not change.
Ann/Hr Rate Do not change.
Rate Do not change.
Schedule Do not change.
Time Do not change.
Leave Accrual Code Do not change.
Distribution Number The distribution number uniquely identifies a payroll distribution associated with an appointment.
Pay End Replace the existing date with the date of the last full day this salary is active.
To create a new appointment, move the cursor to the bottom of the screen to the Command Line arrow [= = =>] and enter the command: [copy from xx to yy]. This command will result in the system automatically identifying the next available appointment number and will duplicate appointment information.
Appointment Number New appointment created with next available appointment number.
Actions For a promotion action, enter action code 10. For an academic status change action, enter action code 14.
Pgm Do not change.
Type Do not change.
Basis Normally this field does not change. If the appointee is changing status to or from an academic year appointment to a fiscal year appointment, change the code accordingly.
Paid Over Do not change.
Appt Begin Change this to the effective date of the promotion or status change.
Appt End Date Enter the new end date if this is a self terminating appointment. If the appointment is to a tenured or indefinite position, enter 999999.
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 Enter the new title code.
Grade Do not complete.
Percent Full Time Do not change, unless this action includes a change in percent.
Fixed/Variable Do not change unless this action includes a funding change that affects the current code.
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.
Rate Do not change.
Schedule Do not change.
Time Do not change unless this action includes a funding change that affects the current code.
Leave Accrual Code Do not change unless the action is a change in series to or from an academic year appointment to a fiscal year appointment.  Refer to Chart C11.2 for Leave Accrual Policy and Codes.
To create a new distribution, move the cursor to the bottom of the screen to the Command Line arrow [= = =>] and enter the command: [copy from xx to yy]. This command will result in the system automatically identifying the next available distribution number and will duplicate distribution information.
Actions This area is reserved for Action Codes that identify the activity or change of information that is occurring at the Distribution level. Since the promotion action was recorded at the appointment level, do not re-enter. If a change of funding is also occurring, enter that action here.
Location, Account, Cost Center, Fund, Project, Sub Do not change unless a fund change is being processed simultaneously with the promotion, tab to the field and enter the new information.
FTE Do not enter any data in this field. It is no longer used at UCLA.
Distribution % Do not change unless a change in percentage is being processed simultaneously with the promotion. A full time (100%) appointment is entered as 1.0000. Enter a 50% appointment as .5000.
Pay Begin Replace this begin date with the effective date of the promotion or change in status.
Pay End Enter the last full day that pay or funding is active. If the appointment is to a tenured or indefinite position, enter 999999.
Step Replace with the new approved step.
O/A Indicator An "O" identifies that the salary rate is Off-scale, this means the salary is higher than the established salary scale for that step. Change may be occurring at this time if an off-scale promotion was granted, or the action returned the individual to scale.
Rate/Amount Replace this with the new rate. This is the full Monthly rate for the designated Rank and Step.
DOS This is the Description of Service Code. Generally this should not change unless the promotion is from an Assistant Professor to an Associate Professor. Refer to DOS Code Table for more information.
If more distributions are needed for multiple funding, cursor to the bottom of the screen to the Command Line arrow [= = =>] and enter the command: [copy from xx to yy] and enter the new information where needed.
OR.....
Press Enter and then "F11" to advance to the next screen.
 

ERET - Retirement
Field Data Information
Retirement System Code This code generally does not change unless the action processed is a change in status.  Refer to Benefits Section E2.0.
FICA Eligibility Code This code generally does not change unless the action processed is a change in status. Refer to Benefits Section E2.0.
Press Enter and then "F11" to advance to the next screen.
 

EPER - Miscellaneous Personnel Information
Field Data Information
Employee Relations Code This code generally does not change.   Enter "E" for most academic appointees, for students/apprentice appointees enter code H or I.
Next Salary
Review Date
Enter the date of the next normal review.
See Chart C11.3 for Review Codes and Dates.
Next Salary
Review Type
Enter the code that represents the type of next normal review. See Chart C11.3 for Review Codes and Dates.
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, enter here the number of quarters, semesters or months the new appointment represents toward the limit.
Units Enter the code that represents quarters (Q), semesters (S) or months (M).
Qtr/Sem/Months on 19900 > 50% Update this field if appropriate.
Units Enter the code that represents quarters (Q), semesters (S) or months (M).
Press Enter and then "F9" to complete the action and update the record.


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