Academic Personnel Resources
Academic Personnel at UC Davis School of Medicine is a broad area that encompasses all scholarly and teaching titles. This section will provide you with resources for information and training, and provide definitions for common terms.
Most personnel actions related to academic employees are initiated by the Academic Department to which the employee belongs in the School of Medicine. The Academic Personnel Office is the source for policy, procedure and best practices information related to all academic employees.
Academic employees conduct research, teach our students, and provide scholarly and academic service to the university and their professions. They are governed by separate and distinct policy and procedure from that of staff employees, and approval for each action can vary. The links below provide a starting point for locating policy and procedure information, as well as checklists to initiate specific actions for academic employees.
Policy and Procedure Resources:
- UC Davis Academic Personnel Manual
- UC Davis Health Academic Personnel Resources for Administrators
- UC Davis Health Academic Personnel Recruitment Resources and Toolkit
- Vice Provost - Academic Affairs Website
- Vice Provost - Academic Affairs Checklists
- Vice Provost - Academic Affairs Delegation of Authority (who approves a given action)
There are extensive resources and FAQs available through the UC Davis Health Academic Personnel Office and the Vice Provost - Academic Affairs Office.
Common Terms:
Merit: an action that increases an academic's step within their current rank.
Promotion: an action that promotes an academic from their current rank to the next rank up, e.g., Assistant to Associate or Associate to Full.
Appraisal: an action that provides an Assistant Professor an evaluation of performance mid-way to their tenure promotion review.
Faculty Member: an academic employee who holds primary responsibility for instruction of students. All faculty teach. Not all academic employees teach; those who do not are not faculty.
Senate Faculty: faculty who are in the ladder rank, in residence or clinical X title series. These faculty have a role in university governance, via the Academic Senate.
Non-Senate Academic: an academic employee who is not a member of one of the Senate titles.
Delegation of Authority: actions for academic employees may be approved at the Dean's, Vice Provost - Academic Affairs, or Chancellor's level. Approval authority has been "delegated" to these roles.
Academic Personnel Information Systems:
MyInfoVault (MIV): Web-based database used to route academic actions, including merits, promotions, and leaves of absence.
UC Recruit: Web-based system for academic recruitment and applicant management.
APHID: Online action tracking system administered by the Vice Provost - Academic Affairs Office.
OATS: Online system for requesting prior approval for and reporting of outside professional activities related to conflict of commitment.
OCP: Online system used to request special services for academics and search candidates including Capital Resource Network services, Partner Opportunity Program (POP) participation, and Active Service Modified Duties (ASMD).
UC Path: The University's payroll system.
Where to Start
In your first few weeks, plan to meet with the Assistant Dean for Academic Affairs for a general briefing. Reach out to your department's analyst team in the UC Davis Health Academic Personnel Office and meet with your departmental academic personnel coordinator.
Access to Academic Personnel systems: Depending on your department's structure, you may need access many of the information systems related to Academic Personnel.
If you are new to academic personnel, consider focusing on the following areas:
- Academic recruitment and offer letter process
- Academic merit and promotion processes
- Academic salary negotiation, UC Davis Health Compensation Plan, salary scales and payroll
- Conflict of Commitment policy and procedure
In-Person Training and UC Learning Modules:
