Academic Personnel Information Sessions
We are currently generating a FAQ page as a future resource and encourage you to submit your questions using our online form. The form can be accessed by clicking this link: https://bit.ly/APINFO_Questions, or by scanning the QR code below. Our team will address submitted questions following the presentation.
Our next AP Information Session is scheduled for Tuesday, December 2, 2025, 12-1 p.m.
Topic: Academic Leaves
Presenters: The Generalist Team
SESSION 26 - OCTOBER 28, 2025
THE NON-FACULTY TEAM
- Instructors: Suresh Narayan & Mindy Roush
- Agenda:
- Pre-Employment Requirements
- Employment Disclosure Requirement Process
- Tracker I-9
- AggieService reminders
- Person Organizational Summary
SESSION 25 - SEPTEMBER 30, 2025
-
The Annual Call
- Instructors: Nicole Steele, Stephanie Celestin, Lisa Reevesman, Amy Edwards
- Agenda:
- Academic Advancements: New Items, Updates and Reminders
- Department Letters: 2025-2026
- Recruitment: Reminders
- Non-Faculty: Reminders
SESSION 24 - AUGUST 26, 2025
-
OATS Annual Certification & International Programs
- Instructors: Andrea Young
- Agenda:
- What is the goal of the Annual Certification (AC)
- Policy Requirement & Updates for this Year
- Common mistakes
- Tips
- International Affiliations & Activities
- Questions and Answers
SESSION 23 - JULY 29, 2025
-
Postdoc and Junior Specialist Leaves and Recruitment Updates
- Instructors: Amy Edwards, Mindy Roush, Suresh Narayan, Lisa Reevesman, Nirti Naidu
- Agenda:
- Recruitment updates
- Postdoc and Junior Specialist Leaves
- Agenda:
Past Information Sessions
2025
AP UPDATES AND OPEN Q AND A
- Instructors: Office of Academic Personnel
- Agenda:
- School of Medicine Voting System Demonstration
- MIV Updates
- Optional Candidate Statements – Advancement
- UCPath July Release
- VCP Library Access
- UCOP Layoff/Reduction in Time Reporting Requirements
- Questions and Answers
VCP ANNUAL CALL FY2025-26
- Instructors: Mindy Roush, Suresh Narayan & Amy Edwards
- Agenda:
- VCP Annual Call
- Appointments
- Reappointments
- Promotions
- Terminations
- Questions and Answers
- VCP Annual Call
RENEWAL OF ACADEMIC ADVANCEMENTS FY2025-26
- Instructors: Jennifer Bozant, Mayra Covarrubias, Mindy Roush and Amy Edwards
- Agenda:
- Renewal of Academic Appointments and Non-Reappointment Process for Faculty Titles
- Renewal of Academic Appointments, Layoffs, and Reductions in Time for RA Unit Members
- Renewal of Academic Appointments, Layoffs, and Reductions in Time for GSRs, TAs and Post-Docs
- Frequently Asked Questions
- Resources
BEST PRACTICES IN RECRUITMENT
- Instructor: Nirti Naidu, Lynn Yang, Danna Zamora
- Agenda:
- Recruitment Overview Refresher
- Best Practices: Department Administrative Level
- Best Practices: Candidate Level
- Resources
- Questions and Answers
2024
OPEN OFFICE HOUR
- Instructors: Academic Personnel Team
- Agenda:
- AP Deadlines Update
- Annual Call Update
- Questions / Discussion
ACADEMIC LEAVES RESOURCES
- Instructor: Stephen Green, J.D., M.B.A., SPHR, Executive Academic Compliance Director
- Agenda:
- Overview
- Why We Made These Changes
- Website Enhancement
- New Resources – Leave Packets
- Tools and Resources
- Questions / Discussion
NON-FACULTY ACADEMICS AND RA UNIT TITLES
- Instructors: Amy Edwards, Stephanie Celestin, and Nicole Steele
- Agenda:
- Postdoctoral Scholar 6th Year by Exception
- Junior Specialist Appointment and Reappointment Process
- New Appointments and Exemptions for Professional Researchers, Project Scientists, and Specialists
- Timeline and Deadlines, New Appointments
- Promotion to Assistant Specialist
- Academic Advancements Notification Requirement
- Increase/Reduction in Time, Temporary Augmentation, and Layoff Process
- Resources
ANNUAL CALL
- Instructors: Lisa Reevesman, Stephanie Celestin, Nicole Steele, and Jennifer Bozant
- Agenda:
- Recruitment
- Academic Advancements – new items
- Academic Advancements – clarifications and reminders
- Academic Advancements – reminders and extensions
- Peer Review of Teaching, HSCP
- Department Letters
- Voting Website
- Expansion of Paid Sick Leave
OATS REPORTING, OVER THRESHOLD REQUESTS, AND ANNUAL CERTIFICATIONS
- Instructor: Stephen Green, J.D., M.B.A., SPHR, Executive Academic Compliance Director
- Agenda:
- Conflict of Commitment, Generally
- Reporting
- Tools and Resources
- Questions and Answers
APPENDIX II AND SALARY ADMINISTRATION PROCESS FOR FY 24-25
- Instructor: AP Generalist Analyst Team
- Agenda:
- Appendix II and Salary Administration Process
- Appendix II Case Aide walk-through and live demo
- Important Reminders
- Range Adjustment and July Payroll Processing Details
- Additional Resources
- Questions and Answers
INTERNATIONAL PROGRAMS
- Instructor: Andrea Young
- Agenda:
- International Affiliations at UC Davis Health
- What we do
- What we can offer
- How does it work?
- Questions / Discussion
INTRODUCTION TO CAMPUS MOP/ZIP NOMINATION PROCESS
- Instructor: Katelyn Quinn
SPECIAL PERMITS AND VCP ANNUAL CALL
- Instructors: Lisa Reevesman and Amy Edwards
- Agenda:
- Medical Board of California Special Permit Programs
- Types of permits
- Eligibility
- Application process and timeline
- Associated fees
- Resources
- VCP Annual Call
- Appointments
- Reappointments
- Promotions
- Terminations
- Questions and Answers
- Medical Board of California Special Permit Programs
RENEWAL OF ACADEMIC APPOINTMENTS
- Instructors: Academic Generalist Team
- Agenda:
- Renewal of Academic Appointments and Non-Reappointment Process for Faculty titles
- Renewal of Academic Appointments and Layoffs and Reductions in Time for RA Unit Members
- Frequently Asked Questions
- Reappointment and Non-Reappointment Deadlines
- Resources
- Questions and Answers
STAFF PHYSICIAN CONTRACT
- Instructor: Stephen Green, J.D., M.B.A., SPHR, Executive Academic Compliance Director
- Agenda:
- Staff (MSP) Physician Contracts, Generally
- Templates and Guide
- Section by Section Review
- Questions and Answers
2023
RECRUITMENT OVERVIEW
- Instructors: Nirti Naidu and Lynn Yang, Recruitment Analysts
- Agenda:
- What is a Search?
- Life Cycle of an Open Recruitment: Search Plans, Shortlists, and Search Reports
- Tentative Offer Letters (TOL)
- Resources
- Questions and Answers
THE ONBOARDING PROCESS
- Instructors: Amy Edwards, Jen Bozant and Mayra Covarrubias
- Agenda:
- Onboarding
- Paper Forms and Electronic Forms
- UC Path Navigation
- Common Forms and When Required
- Pre-Employment Requirements Prior to Submitting AggieService Case
- Faculty Pre-Hire Process
- Case Aid Walkthrough
- Resources
- Questions and Answers
ANNUAL CALL
- Instructors: Nicole Steele and Stephanie Celestin (Generalist and Cluster Teams)
- Agenda:
- New items: Advancements
- Reminders: Advancements
- Peer Review of Teaching
- New Faculty Statements
- Reminders: Recruitment
- Resources / Announcements
- Questions and Answers
JUNIOR SPECIALIST LIFE CYCLE
- Instructors: Melinda Roush, Suresh Narayan, and Amy Weaver Edwards (Non-Faculty Team)
- Agenda:
- Recruitment Process
- Appointment Process
- Reappointment Process
- Promotion to Assistant Specialist
- FTW Increases and Temporary Augmentation Process
- Reduction in Time (RIT) and Layoff Process
- Termination Process and Final Pay
- Jr Specialist Promotion Checklist (PDF)
- Jr Specialist Appointment Checklist (PDF)
- Jr Specialist Reappointment Checklist (PDF)
- Jr Specialist Position Description Guide (PDF)
APPENDIX II AND SALARY ADMINISTRATION
- Instructors: Gabi Blalock-Tovar, Stephanie Lagala, and Nicole Steele (Generalist Team)
- Agenda:
- Appendix II and Salary Administration Process
- Appendix II Case Aide walk-through
- Important Reminders
- Range Adjustment and July Payroll Processing Details
- Compensation and Payroll
AGGIESERVICE CASE AIDES
- Instructors: Amy Edwards and Nicole Steele
- Agenda:
- Titles supported by Generalist and Non-Faculty Analysts Teams
- UC Davis Schools of Health Case Aides for AggieService
- Case Aides walk-through
- Important Reminders
- Non-Faculty MAIN PAGE AggieService Case Aides
- Faculty MAIN PAGE AggieService Case Aides
ELIGIBILITY LISTS AND RECRUITMENT TOOLKIT
- Instructors: Lisa Reevesman and Stephanie Celestin
- Agenda:
- Academic Recruitment Toolkit Demonstration
- 23/24 Deadlines – Schools of Health
- 23/24 Reminders
- Extension Requests
- Resources and Administrative Actions