Academic Coordinators Meeting 2.4.15 Minutes Roll … Coordinators Meeting 2.4.15 Minutes Roll Call:...

Academic Coordinators Meeting 2.4.15

Minutes

Roll Call: Sheila Wallace, Stephanie Shaw, Marcella Tong, Cynthia Guzman, Lorinda Murdock-Lane, Trashon Fearington, Sandybeth Munoz, Anne Carson, Bonnie Cheung, Patti Heyl, Mary Lopez, Jackie Beaupre, Jackie Shinn, Catherine Weston, Laura Jung, Cynthia Brooks, Albert Glover, Steve Shaevel, Gizela Lizares-Ybiernaz, Heather Small, Glen Fukui, Bernadette Omote, Brian Phan, Joann Turner, Lori Lindstrom, Lena Grant, Meg Malasarte, Eli Paray, Arlene Bieschke, Myrabelle Avecilla, Vera Moubayed, Dalya Barsamian, Kyna Williams, John Abbott, Meg Buzzi, Arlene Feliciano, Vice Dean Jonathan Hiatt

I. Relocation & Reimbursement Q&A – Sheila Wallace

Postdocs Scholar requests go to Graduate Division. Grad Division is only approving the exception for the title. Chancellor’s Office approves the items on the Relocation Expense Form. Household vs. Lab Removal If the funds allow for relocation expenses, the department can request for an exception to reimburse faculty at a 100%. If the faculty is in a tenured title, the Chancellor will reimburse 50% for household and 100% for lab, office and library. The lab, office, and/or library must be located on campus and be accessible to other faculty and students. Examples of not Allowable Expenses for Reimbursement • Reimbursement for airplane gas is not eligible because is not a reasonable mode of transportation. • Horses are not allowed for reimbursement because it is considered livestock. • Moving a couch or piano from a high rise condo/apartment by removing door frames or by using special

equipment to extract said furniture out of the dwelling is out of the question. • Leisurely drives and stops that are not part of the most direct route per IRS Rules. Examples of Allowable Expense Reimbursement • Required permits for moving trucks. • A short stay at the W (5 days or less) or Oakwood (if more than 5 days). FYI – this is taxable income. • If driving time exceeds 8 hours per day, an overnight stay is allowable. $71 per day allowance for meals

(receipts are required) per eligible family member (dependent parents are okay). 2 Moves • It is possible but depends on situation (i.e. house has not sold, waiting for school year to end, etc.). • Storage is considered a taxable income and not reimbursable item per IRS rules. Reimbursement for Married Couple Who are Both Appointed at the University Only 1 reimbursement per household ***Reimbursement payment is paid via payroll; please have faculty check their paystub. ***

II. OPUS & UC Recruit – Meg Buzzi and John Abbott Power Point Slides are attached.

III. STEPHANIE a. Intercampus Recruitments

If your department is looking to recruit a faculty member from another UC campus, please notify Stephanie right away. A different process must be followed per APO rules; departments must not offer a position to a faculty from another UC Campus until they speak to Stephanie.

b. Internal Searches If the department receives an approval to conduct an internal search, the appointment dossier must contain the approved internal search form as well as advertisement documents (i.e. copy of email that was sent out to faculty, bulletin board postings, etc.)

c. Recalls For those on Recall and on the compensation plan, the total compensation amount per month cannot exceed 43% of their pay rate. You need to build room to allow for expanded salary to include money from Z payments, honoraria, regular payroll, etc. when negotiating the pay rate.

d. Separation/Layoff letters Contact Stephanie prior to providing a candidate with a separation/layoff notice to ensure that wording and policy is in place.

e. Voting bylaws Our office highly suggests that your department review your voting bylaws as it relates to the Professional Research Series and 5 Year Reviews. The Professional Research Series now has an 8 Year Limit Review and new APM and CALL guidelines/criteria that must be followed. As for the 5 Year Reviews, 1 out of the 3 different potential outcomes must be selected as the departmental recommendation. The departments are strongly encouraged to start revising their voting bylaws to include votes for the Research Series academic actions and the 5 Year Reviews.

IV. ARLENE a. UC Recruit approvals

Attached is a revised version of the UC Recruit Search Plan and Search Report approval matrix. Please provide our office a document listing who your Chair’s designees are, signed by your Chair.

b. Coversheets New coversheets are posted on our website for Assistant Professors (2 coversheets) and 5 Year Reviews. The Assistant Professor coversheets have a revised date of 11/14 while the 5 Year Review coversheet has a revised date of 8/14. Note: Type in the full department name in The Dept/Loc field. The field automatically changes the font size to accommodate length. Include review waiver dates under the Sec Dept field. If more space is needed, contact Arlene.

c. Prior Cert Page Revisited • Please make sure to include any and all joint appointments, interdepartmental programs and

research units on the Prior Cert page, regardless of a review waiver. • The candidate should only sign to opt out of having the department solicit an assessment from the

entities listed if there are, in fact, entities listed.

d. 2015-2016 Deadlines This is also posted on our website. August 3, 2015 Promotions to Associate and Full Professor Promotions to Associate and Full Researcher September 1, 2015 8yr Limit reviews October 1, 2015 Merit Increase to Professor VI and Initial Above-Scale Status Merit Increase to Researcher VI and Initial Above-Scale Status December 1, 2015 MERs 4th year Appraisals January 15, 2016 Merit increase two-years or more accelerated in all series February 1, 2016 Further Advancement in Above-Scale status for all series March 15, 2016 On-time, one-year accelerated and deferred Professorial merit increases for all series Promotion to Associate and Full Project Scientist All actions in the Specialist, Academic Coordinator, and Academic Administrator series May 16, 2016 4year Reviews 5year Reviews 5year Review progress report

e. Rush Requests Please limit rush requests to items that truly need to be rushed (items needing attention within a few days time).

School of Medicine Coordinators Meeting

2.4.15

New Terminology: Pre-‐onboard UID

Roster, Academic History –  Professor Series: All Ranks:

Includes Instructors, Volunteers, & VisiDng Titles

–  Lecturers: All Ranks –  Research Series: All Ranks:

Includes VisiDng Titles –  Academic Administrators &

Coordinators: All Ranks –  Unit 18 (all Dtles)

Eligibility List, Case Management

–  Same as Above Excluding Volunteers, Instructors, VisiDng

•  Residents •  Postdocs •  Eligibility for Volunteers,

Instructors, VisiDng •  AdministraDve Appointments

Academic Appointees In Scope

In Scope Out of Scope

Grouper Screenshot

New Terminology: Pre-‐onboard UID Prospec(ve

• A person that is undergoing an Appointment review in your department.

• Once the appointment is approved, the person’s status changes to “Appointed.”

Appointed

• A person that has a current appointment in your department.

Home

• Your department is the appointee’s home department.

Addi(onal

• Your department is not the appointee’s home department.

Archived

The appointee is no longer in your department.

In the future, this status would allow you to view some data about the appointee

relevant to the Dme they held an appointment in your department.

New Terminology: Status

New Terminology: Pre-‐onboard UID Academic Hierarchy

–  Who you are affiliated with academically, rather than who pays you.

–  Each Academic Appointee (and academic personnel staff member) is affiliated with a PATH in the hierarchy that may include: School, Division, Department, Area, Specialty

Division –  A node that may exist below the School level and above the Department level

–  The College (School) has Divisions (Social Sciences), the School of Medicine does not

Area –  A node that may exist below the Department level and above the Specialty level

–  The School of Medicine has Areas (Cardiology), the College does not

Specialty –  A node that may exist below the Area level

–  The School of DenDstry has SpecialDes (Hospital DenDstry)

Example: School of Medicine: Department of Medicine: Cardiology

[School] [Department] [Area]

New Terminology

Recruit &Opus Interaction

Only if Applicant has a status of “Proposed Candidate”, “Offer

Accepted” in Recruit

Required: Add a Person from Recruit in Opus

(job number)

View Candidate in Roster & in Academic History

Screen in Opus

Proceed with Appointment in Opus

Only if Applicant has a status of “Offer Accepted”

in Recruit

OpDonal: Request a UID for the Candidate in Opus (job number, DOB, gender)

Once Candidate has been approved for an

Appointment in Opus…

Update Applicant’s status to “Hired” in Recruit

Enter required informaDon in EDB

Recruit Opus EDB Note: An Applicant in Recruit is equivalent to a Candidate in Opus

Case WorkflowAreas and Departments

Staff Activities Candidate Activities

Reviewer Activities Chairs and Deans Activities

Initiate Case Upload DossierMaterials

Send Case toCandidate forVerification

Verifiy and Submitfor DepartmentReview

Solicit andReceive Letters

Upload Report Send Case toCandidate forCertification

Log In to Certify Send Case toDean’s Office

Log In to Certify Create Voting Bodyand Submit Casefor Review

Voting MembersLog In toView Materials

Add Documents(e.g. Evaluations)

Send Case toCandidate For

Verification

Log In to CertifyCreate Committeeand Submit Case

for Review

Committee Logs Into View Materials

Log VoteUpload DepartmentReport/Letter

Send Case to Chairfor Approval

Log In to ApproveSend Case ToCandidate for

Certification

2 3 4 5

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13 14

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1

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Current: Allows you to request a UID for appointees with Teaching Titles (spell out series/Dtles here) Allows these prospecDve appointees to get access to services like housing, course systems, etc. prior to finalizing paperwork.

Future

Affiliate Staff (employees of affiliate hospitals who need access to Opus) Research appointees

New Terminology: Pre-onboard UID

Academic History Cleanup (screenshot)

Eligibility List (screenshot)

Get noDfied when a case is iniDated.

Deadline Reminders & Email Noti!cations

Conveniently add recommendaDons for CAP RC members, leeer

writers etc.

Build Committees and Manage Evaluators

Add a report, commieee vote, and other documentaDon

electronically

Add Reports & Manage Letters in One Place


ü  Upload all files ü  Prepare Dossier ü  Create Commieees ü  Add Chair and Candidate

Leeer RecommendaDons ü  Get Leeers ü  Add Chair’s Leeer ü  Send Case to Candidate,

Commieee, VoDng Body, Chair ü  Submit Case to Dean’s Office

X VerificaDon

•  that the Candidate’s data is accurate (equivalent to current pracDce of iniDaling each page)

X CerDficaDon

•  that the Candidate has reviewed dossier materials before proceeding to the next step

X Approval

•  that the Chair has reviewed and approved all case materials

Staff Activities

What staff can do in Opus What staff cannot do in Opus

See where all your department or school’s cases are –

at a glance

Case Tracker For Entire Departments, Schools

Usability & Support

Your User Experience (UX) and Readiness is the highest priority for our team

•  Intuitive interface (e.g., TurboTax, Zappos) •  Each school will have a Readiness Lead to ease the

transition and answer questions particular to your area •  Training programs and help for departmental staff •  System enforces deadlines

Data entry needed will be based on Action Type and Data Summary Category. For example:

Merit action Grants & Contracts Enter data since your last review (ORA can pre-"ll back to 2009)*

*Beginning in 2016, Opus will pre-"ll your data wherever possible (Registrar, Research, PubMed)

How much work will this be compared to the current process?

New Terminology: Pre-‐onboard UID APO Deadlines will be enforced in Opus

•  The only acceptable reasons for lateness are illness or retenDon

•  A request for deadline extension for one of the above reasons can be made in Opus and will be approved by APO

What will the Staff See?

•  APO deadlines will be visible to staff on the eligibility and acDve cases screens

•  School and Department deadlines can be entered in Opus and will be visible to staff on the eligibility and acDve cases screens, but not enforced

What will the Candidate & Reviewers See?

•  Candidates and Reviewers will see the NEXT deadline relevant to them: –  During dossier preparaDon, the Case Summary Screen will display the Department deadline;

–  During department review, the Case Summary screen will display the School deadlines;

–  During Dean’s Office review, the Case Summary Screen will display the APO Deadline.

Deadlines

Q & A

Find out more at opus.ucla.edu •  Monthly open houses – second Thursdays

(locale varies, join our list for announcements) •  To join our mailing list or send us your questions,

email [email protected]

Faculty Town Hall 2.4.15

Remind me…what is Opus?

UCLA’s Faculty Information System of Record.

•  Opus launched its !rst set of features in December 2014.

•  Opus will release new tools over the next two years.

You might have some questions…

•  How does this bene!t me? •  When and how will I be affected? •  How will my data be protected and used?

Case Reviewer

Candidate

Researcher Chair, Dean or other Administrator

Committee Member

Bene!ts We’ve built Opus features and bene!ts for each of the different roles you play as a faculty member.

Get no'fied when an item is ready for your review

Bene!t to Candidates: Deadline Reminders & Email Noti!cations

Add content to your dossier electronically

Bene!t to Candidates: One Place To Organize Your Dossier

Get no'fied when a case needs your a8en'on

Bene!t to Candidates: Custom Dashboard To Initiate Cases

See real-‐'me case loca'on

Bene!t to Candidates: Case Tracker

Showcase your exper'se and increase your visibility to poten'al funders

Bene!t to Researchers: Research Discovery & Expertise Search

Locate poten'al collaborators – search Opus for scholars with

similar interests and research

Bene!t to Researchers: Collaboration Tools

Syndicate parts of your profile to UCLA faculty websites, NSF or NIH Biosketches, VIVO, etc.

Bene!t to Researchers: Biosketch and Faculty Websites

Get no'fied when a case is ready for commi8ee review,

view materials & communicate with fellow commi8ee members.

Bene!t to Reviewers: Committee Tools and Case Schedule

Access dossiers from anywhere -‐ data summary, le8ers, etc.

Bene!t to Reviewers: Access Materials From Anywhere

Add a report, commi8ee vote, and other documenta'on

electronically

Bene!t to Reviewers: Add Reports & Manage Letters In One Place

Conveniently add recommenda'ons

for CAP RC members, le8er writers etc.

Bene!t to Reviewers: Build Committees And Suggest Evaluators

View eligibility and other data about all your academic

appointees in one place

Bene!t to Chairs, Deans, Administrators: View All Eligible Actions & Leave Requests

See where all your department or school’s cases are –

at a glance

Bene!t to Chairs, Deans, Administrators: Case Tracker For Entire Departments, Schools

Submit your approvals, comments, and reports

electronically

Future releases include: •  Flexible, user-friendly

reporting tools •  Leave & sabbatical

request processes

Bene!t to Chairs, Deans, Administrators: Work#ow Approvals For All Actions

Timeline for Opus Features 2014-2015 Fall 2014

•  Faculty Roster management for Decanal and Departmental Staff •  Request Faculty Pre-Onboard UID •  Bring !nal applicants from UC Recruit into Opus

Spring 2015

•  Academic History Data Validation Screens for Decanal and Departmental Staff

•  Dynamic Eligibility Screens for Chairs, Committees and Decanal and Departmental Staff

Timeline for Opus Features 2014-2015 Summer 2015

•  Faculty Dashboard (View your own eligibility and track your own case up for review)

•  Academic Review Work#ow available •  Candidates can upload dossier documents (e.g., CV) •  Candidates can certify their review of letters,

committee reports, etc. online •  Cases are routed through appropriate work#ow by type of action •  Reviewers can view and add to the online dossier package •  Approvers can submit approvals, letters, and other documents online

Timeline for Opus Features 2015-2016 Fall 2015

•  Additional actions available e.g., Leave and Sabbatical Requests •  Additional series available e.g., Project Scientists •  CAP tools and interface available •  Integration with Campus systems complete – •  Faculty Pro!le available - Data entry begins

Winter 2016 •  Additional actions and series available –

improvements based on feedback

Timeline for Opus Features 2015-2016 Spring 2016

•  Additional actions and series available – improvements based on feedback

•  Pro!le and Work#ow required for all Schools (for actions effective 7/1/17)

•  The system makes it easy to follow policy and understand the data summary requirements

•  In-line help guides you step by step

•  Opus will know which documents and data are required for each type of action – and will automatically check to ensure everything is there before a case moves forward

•  Check the progress of your case 24/7 from any computer


Data entry needed will be based on Action Type and Data Summary Category. For example:

Merit action Grants & Contracts Enter data since your last review (ORA can pre-!ll back to 2009)*

*Beginning in 2016, Opus will pre-!ll your data wherever possible (Registrar, Research, PubMed)


Usability & Support

Your User Experience (UX) is the highest priority for our team

•  Intuitive interface (e.g., TurboTax, Zappos) •  Each school will have a Readiness Lead to ease the

transition and answer questions particular to your area •  Training program for departmental staff •  Variety of training and education modes: •  Classes, open houses, pop-up help desks,

personalized labs, online help and videos, etc.

Security, Privacy & Data Use

Vice Chancellor Goldberg and members of the Opus team engage regularly with the Privacy Board, ITPB, Council of Chairs, and our Steering Committee to give updates and get feedback.

•  UCLA enterprise security standards, “single sign-on” in place •  Sophisticated Roles & Permissions structure •  Certify your own work and be noti!ed every step of the way •  Task Force on Data Governance in place and building guidelines

Q & A

Find out more at opus.ucla.edu •  Monthly open houses – second Thursdays

(locale varies, join our list for announcements) •  To join our mailing list or send us your questions,

email [email protected]

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Chair Dean

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requiredN/A

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Academic Coordinators Meeting 2.4.15 Minutes Roll … Coordinators Meeting 2.4.15 Minutes Roll Call:...

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