The ORU/AP Analyst is tasked with NON-SENATE ACADEMICS ADMINISTRATION, POLICY &
PROCEDURE ANALYSIS.
As a centralized support role, the ORU/AP Analyst will analyze and formulate standard policies in
Research Affairs to comply with UC policies and practices associated with Research Scientists, Project
Scientists, Specialists, Academic Coordinators/Administrators, Visiting titles, Recall titles, Postdocs,
temporary titles, etc. and actions such as, but not limited to, Recruitments and New Appointments,
Reappointments/Merits, Promotions/Career Reviews, 4th-Year Appraisals / 6th-Year Readiness
Assessments, Accelerations, Joint appointments, Layoffs, Leaves, etc.
The ORU/AP Analyst will serve as primary liaison to ORU’s on standardizing, communicating, and
implementing best practices as well as any changes in academic personnel, policies and procedures, and
will assess implications for the Units, while ensuring full compliance with all applicable regulations and
UC imposed deadlines.
RECRUITMENTS – All Series, as applicable:
a) Interpret campus policies to instruct ORU’s on procedures regarding recruitment and hiring,
exceptions to policy, change in appointment and affirmative action regulations.
b) Advise recruitment committees on appropriate procedures to address affirmative action goals.
c) Coordinate advertisements for open positions in accordance with campus regulations and
departmental needs.
d) Review, analyze and advise ORU’s regarding a prospective candidate’s CV and academic history to
determine appropriate placement in an academic series, as well as rank and step.
e) Evaluate and advise ORU’s regarding a proposed appropriate start date based on time required for
the administrative and review processes.
f) Advise ORU’s regarding non-senate academic salaries, Market Off-Scale and Bonus Off-Scale
considerations, interpreting policy, and the use of appropriate salary scales.
g) Initiate and compile statistical data on applicants for each opening for inclusion in the UCSD
Affirmative Action Report(s). Obtain selection memo from Search Committee Chair and signatures from
the Affirmative Action Office and Vice Chancellor for Research.
h) If the Open Recruitment process will be waived, draft, edit and submit to ADEO for approval any
Affirmative Action waivers if/as needed
i) Coordinate joint appointments with other academic departments.
NEW APPOINTMENTS – All Series, as applicable:
a) Contact ORU’s as well as prospective appointees in writing regarding the proposed appointment,
appointment procedures and to request required information and documents in order to compile the
academic appointment file.
b) Coordinate Appointment file preparation with ORU and ensure collected documents are accurate and
in compliance with PPM and APM guidelines. Determine need for additional documentation.
c) Advise ORU’s on policy requirements for selection of individuals to serve as referees for candidate.
Develop and compose appropriate solicitation letters to address the proposed action from those
selected. Solicit referees as appropriate and monitor receipt of letters in a timely manner.
d) Advise ORU’s regarding Committee voting processes and/or adhoc committee coordination in
accordance with ORU by-laws and campus policies.
d) Advise ORU’s regarding technical content and formatting of the final Appointment Summary Forms,
Mentor’s letter, Review Committee’s and Director’s recommendation letters.
e) Compile and Review all final documents for accuracy and compliance with PPM and APM guidelines
to ensure timely submission of appointment files to the Associate Vice Chancellor for Research Affairs.
After submission, monitor status and acquire/submit additional documentation as requested. Maintain
records of final files submitted and memos of approved actions in Alfresco.
f) Facilitate acceptance of official offer letter of appointment.
ANNUAL ACADEMIC REVIEWS - RESEARCH/PROJECT SCIENTISTS
a) Initiate and implement the annual academic review cycle process of non-senate academics. Interpret
new and non-static review policy in coordination with UC deadlines, and evaluate projected scheduling
constraints, prepare and distribute ORU review cycle timelines based on time required for the
administrative and review processes.
b) Serve as the ORU resource on University policy regarding review files for promotions, merits,
reappointments, accelerations, appraisals and any applicable review matters. Advise of administrative
requirements in all non-senate academic matters relating to advancements.
c) Contact ORU’s as well as prospective appointees in writing regarding the proposed review action and
procedures and to request required information and documents in order to compile the academic
review file.
d) Coordinate Reappointment file preparation with ORU’s and ensure collected documents are accurate
and in compliance with PPM and APM guidelines. Determine need for additional documentation.
Review biographies and bibliographies to ensure they are in the correct format required by Academic
Personnel, request changes if necessary.
e) Advise ORU’s on policy requirements for selection of individuals to serve as referees for candidate.
Develop and compose appropriate solicitation letters to address the proposed action from those
selected. Solicit referees as appropriate and monitor receipt of letters in a timely manner.
f) Advise ORU’s regarding Committee voting processes and/or adhoc committee coordination in
accordance with ORU by-laws and campus policies.
g) Advise ORU’s regarding technical content and formatting of the final Appointment Summary Forms,
Mentor’s letter, Review Committee’s and Director’s recommendation letters.
h) Compile and Review all final documents for accuracy and compliance with PPM and APM guidelines
to ensure timely submission of appointment files to the Associate Vice Chancellor for Research Affairs.
After submission, monitor status and acquire/submit additional documentation as requested. Maintain
records of final files submitted and memos of approved actions in Alfresco.
i) In consultation with the MSO, coordinate joint appointment reviews with other departments.
j) Facilitate official letter of reappointment.
LEAVES
a) Advise ORU’s of University policy/procedures regarding various types of leaves of absence.
b) Assist with preparation of the AP leave forms (FAR and ALAS), review and submit for approval the
paperwork affiliated with the AP leave process, ensuring compliance with PPM, APM and divisional
requirements.
c) Ensure ORU’s are aware of the effects of paid and/or unpaid leaves on the academic’s benefits, salary
and service.
BENEFITS ADMINISTRATION
a) Provide information regarding benefits eligibility to non-senate academic appointees, based on type/s
of title/s, length and percentage of appointment. Ensure that appointees have access to on-line
instructions and are made aware of enrollment deadlines and Benefits orientations (see ORA
Appointment Offer Letter).
b) Determine and communicate to ORUs any insurance changes due to a change of academic
appointment status and why the benefits must change to coincide with their new appointment/s.
c) Advise regarding the Preparation of ALAS and FAR forms. Provide information and resources as
needed regarding paid and unpaid leaves of absence, Family and Medical Leave Act, Disability eligibility
and Workers Compensation.
IMMIGRATION ANALYSIS
a) Advise ORU’s regarding complex visa scenarios relating to academic appointees. Advise MSO’s and
Directors on different scenarios of long-term impact on employee.
b) As requested, prepare and process applications for J1 and H1B new appointments, extensions and
status changes.
c) Interpret complex and varied UC and ORU policies regarding visa applications/renewals, leaves of
absence, grievance/disciplinary actions, separations. Ensure full compliance with all applicable
regulations.
POSTDOCTORAL SCHOLARS and VISITING SCHOLARS (for ORU's utilizing this service)
a)Review and analyze appointment, reappointment, and amendment files ensuring compliance with
policy. Identify any discrepancies or issues and resolve them with department contacts. Maintain
consistent application of policies across all ORU’s.
b) For exception to policy requests, analyze and make recommendations on course of action to ORU.
c) Advise ORU’s on Postdoctoral and VS campus policy and procedures. Provide information, resources
and advice regarding postdoctoral UAW union policy.
d) Conduct comparison analysis of candidate’s career accomplishments and recommend appropriate
level of appointment/reappointment to ORU.
e) Review requests for layoffs, leaves, separations and other actions that impact the postdoctoral
scholar’s appointment, and discuss policy and course of action with the ORU.
f) Process Postdoctoral and VS transactions in RSAS as appropriate.