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Candidate Mgmt - Packet

Use the Packet page to create or modify an Academic Review Packet. Before creating a packet, make sure the correct candidate name and UCSF ID number appear at the top of the page. Pay attention to each field on this page to ensure that the values selected/entered correctly define the packet. Typically, only one Academic Review Packet is in process for a candidate. In the event that a second Academic Review Packet is required (Appointment/Temp Appointment; Appraisal/Merit; etc.), click the add packet link to the right of the candidate’s name. Advance will not allow two packets with the same Proposed Action for an individual.

The Left Panel of this page is used to define the packet; the Right Panel displays Current Appointments (from PPS), Packet History (within Advance), and the next On Time Action to help the Generalist understand the context of this academic review.

  • The Packet Department feeds from the Academic Department on the Profile page. Normally, you will not change this value; however, in the event that the Packet Department is different from the Academic Department, select the appropriate Packet Department from the drop down list.
  • Select Proposed Action, Series, Rank, and Step appropriate for this packet.
  • The Proposed Appointment % field defaults to the candidate’s current payroll percentage of UCSF pay for his/her academic appointment; 100.00 = 100%. Typically, you will not change this pre-populated; however, if a change is appropriate, remember that 50.00 = 50%. Do not enter a percentage that is higher than what will be paid by UCSF. For example, if the candidate is 4/8ths UCSF and 4/8ths VA, the appointment percentage is 50.00; if the candidate has a 30% staff appointment and a 70% academic appointment, the appointment percentage is 70.00.
  • The Affiliation is populated from the Profile page. In the event that you need to modify this value, make the change on the Profile page.
  • The Acceleration/Deceleration field is used only when the candidate’s proposed action is not “on-time.”  If applicable, select the years the action is accelerated or decelerated using the drop down list. Then select a Justification for the acceleration/deceleration.
  • Effective Date is a required field that defines when the proposed action becomes effective (regardless of when it is approved). This date is used by Advance to calculate the date of the next eligible “on-time” action.
  • The Packet Deadline date is an informational field that represents the date your department has defined as the due date for the packet. When establishing this date, a department should consider the due dates for the Dean's Office and for the Vice Provost-Academic Affairs, and allow plenty of time to meet these deadlines as well.
  • The References Due field is included in the references request email, and will block referees from submitting an on-line reference when the date has passed. This date feeds from the date entered in the Department Management page; you can change the References Due date here or on the Manage References page.
  • The Candidate Deadline is generated when you use the Initial Notification process, below.
  • The New Hire Information fields (Present Institution, Title at Present Institution, Highest Degree, Year Earned, Institution) only display when the Proposed Action is "Appointment" or "Temp Appointment". For example:
    • Present Institution:  Stanford
    • Title at Present Institution:  Senior Faculty Fellow
    • Highest Degree:  PhD
    • Year Earned:  2008
    • Degree Institution:  Harvard

Initial Notification

This defines the start of the Academic Review process. The candidate for Academic Review is asked to update their CV in Advance and to copy the updated CV into the Academic Review Packet, and to provide names and contact information for colleagues to contact for reference letters supporting the proposed academic action. Sending the Initial Notification Email generates a Candidate Deadline by which the candidate must provide the information requested in the system-generated email. The candidate has 42 days from the time of Initial Notification to provide the requested materials. Two reminder emails are automatically generated. In the event that the candidate does not comply with the request, the Academic Review Packet is "Auto-withdrawn" and the candidate is advised that they cannot be considered for academic review until the next review cycle (they can appear to their Chair, who can appeal to the Dean for consideration within the current review cycle).

  • Click the Initial Notification button to display the functional elements of the process
  • Attach a PDF, if required by your department - the PDF may include department-specific requirements for academic review
  • Click "View Email" to see the email that will be sent to the candidate
  • Click the "Email Candidate" button to send the email and to create the Candidate Deadline date

Packet Owner

Use this process to change the name of the Academic Generalist who is responsible for this Academic Review Packet.