Separation Policy

Separation Policy and Procedures

Resignation

A letter of resignation or email is required from the individual resigning. Letters with original signatures are preferred, but email correspondence is sufficient. If the employee submits a letter, the letter must be signed. The letter or email should include the place of future employment and future contact information. It is required that the last day of employment be included in the letter. This letter should be submitted to Jacobs School Dean's Office Academic Personnel staff as soon as possible. Typically, letters of resignation are addressed to the immediate supervisor.

Separations are entered in UC Path and departments are required to complete separation paperwork. Detailed instructions on how to process a separation can be found on blink at this link: http://blink.ucsd.edu/HR/employment/change/separation.html.

Retirement

When a faculty/academic member decides to retire, he or should be encouraged to meet with the Benefits Office on Campus to obtain information and complete necessary paperwork. A letter of notification of retirement from the member is required and should be submitted to Jacobs School Dean's Office Academic Personnel staff as soon as possible.

This action is entered in UC Path. Detailed instructions on how to process a retirement can be found on blink at this link: http://blink.ucsd.edu/HR/employment/change/retirement.html

Certain faculty members are automatically eligible for Emeritus titles (see below) upon retirement. Those that are not automatically eligible may be able to request it this status.

Emeritus Titles

Professor Emeritus is an honorary title conferred, upon retirement, for certain faculty and academic appointees. The APM 120 [http://www.ucop.edu/academic-personnel/_files/apm/apm-120.pdf] specifies criteria and procedures for conferring the title of Professor Emeritus on Academic Senate and Non-Academic Senate faculty.

UCOP has implemented a change to the UC Path entry procedures for Emeritus and Recall Academic appointments. After the separation is entered, there needs to be a 30 day break before the emeritus or recall is added to UC Path. Additionally, to add an emeritus or recall appointment for someone who is not already active, a rehire bundle must be processed. During the rehire, the separation dates on the ESEP screen should not be deleted. Employee status should flip to ?Active? the day after the new appointment starts and the separation date will auto delete.

How to enter Emeritus Tiles into UC Path

You may activate the Emerita/Emeritus employee on July 1st following the Job Aid: Emeriti Processing for July 1 Retirement Date. Prior to initiating the template, make sure an Emeritus position has been created and is available for use.

Notice of Non-Reappointment

Except in the case of tenure track faculty at the assistant level (i.e. Assistant Professors), if an academic appointee has an end date and the department is not recommending reappointment, the department may be able to send a notice of non-reappointment. This only applies to non-reappointment beyond the end date of the approved academic appointment. Appointments being ended prior to the approved end date are subject to the policies applicable to each series. APM 137 describes general policy that applies to Non-Senate Academic Appointees and Term Appointments.

Contact the Dean's Office AP Staff for guidance. If in consultation with AP Dean's office staff it is determined that the candidate will not be reappointed, a notice of non-reappointment should be issued. Policy addressing this can be found by title.

Title/Non-Reappointment Policy Location

Adjunct Professor:  APM 280-20-c, and 280-84

Professor of Practice: APM 137

Professional Research Series:  APM 310-20

Project Scientist:  APM 311-17

Specialist:  APM 137

Sample text for a notice of non-reappointment:

Date

Name
Address

Dear Prof X:

We are writing to inform you that your academic appointment ends on Jun 30, 20XX. Appointment beyond that date is not possible at this time. We appreciate your contributions to the XX Engineering Department and wish you luck in your future endeavors.

Sincerely,

XXX
Chair, Department of XX Engineering

Best practice is that the letter should be sent via certified mail to document that it was received by the candidate.

Appointees who receive a notice of non-reappointment must be separated in UC Path. This should be done in the last month of their appointment according to the normal separation procedures.

Titles that require review and approval by the EVCAA or Chancellor

LPSOE/Sr LPSOE*:  APM 285-17

LSOE:  APM 285-17

Professor In Residence:  APM 270-20

Professor (Assistant):  APM 220-84

*Policy requires specific time frame for advanced notification.

Titles that do not require a notice of non-reappointment include:

Recall Appointments:  APM 205-20

Visiting titles:  APM 230-20

Passing of an Academic Appointee

Detailed instructions on how to process the passing of an employee can be found on blink at this link: http://blink.ucsd.edu/HR/employment/change/death.html. In addition, please send a memo or an email to Jacobs School AP staff which includes as much of the following information as you are able to obtain:

  1. Date of passing
  2. Cause
  3. Spouse's name and whether he or she is living
  4. Spouse's address if living
  5. Children's names and whether they are living
  6. Department contact information (name, title, phone, fax, email)

Layoffs/Involuntary Reduction In Time (Non-Senate Academic Appointees)

For Non-Senate Academic Appointees that must be laid off or have their time reduced involuntarily, consult APM-145, PPM 230-7 and PPM 230-5

If you determine the need to layoff a non-senate academic appointee, follow the guidelines in this policy and submit your request using the form located here: http://academicaffairs.ucsd.edu/_files/aps/forms/pdf/Layoff_IRT_Proposal.pdf

Click here for a sample letter you may use to notify individuals of an involuntary reduction and time and layoff.

Termination

Any academic appointee who is being terminated for cause must be reviewed on a case by case basis. Contact AP Staff for guidance.