304.241 - Faculty Administrators

UCSC:APO:CAPM 12/16

A. DEFINITION AND POLICY

A Senate faculty member who is appointed to assume administrative responsibility in specified titles is considered a Faculty Administrator. 

A Faculty Administrator appointed to assume administrative duties at 100 percent time in place of their Senate faculty responsibilities is not covered by this policy but is subject instead to APM 246, Faculty Administrators (100% Time).  APM 246 includes a separate and distinct list of titles to which Senate faculty may be appointed on a 100 percent time basis (while maintaining their underlying faculty appointment at 0 percent time during the duration of the administrative appointment).

This policy covers the following Faculty Administrator titles when the administrative service appointment is made at less than 100 percent time (including those appointments compensated by a stipend):

  • Academic Assistant to the Chancellor; or to the Executive Vice Chancellor; or to the Vice Chancellor for Research
  • Associate Dean
  • Associate Vice Chancellor
  • College Provost*
  • Department Chair*, Department Vice Chair*
  • Director, Associate Director
  • Director of a Multi-campus Research Unit (MRU)**
  • Director of an Organized Research Unit (ORU)**
  • Faculty Assistant to the Chancellor; or to the Executive Vice Chancellor; or to the Vice Chancellor for Research; or to the Dean
  • Vice Provost, Associate Vice Provost
  • Interim or Acting appointments to the titles listed above (except for Directors of MRUs and ORUs)

*Although these titles are considered Faculty Administrators, this policy does not apply. There are discrete campus policies that cover College Provosts and Department Chairs.

**Please contact the campus Academic Personnel Office for information regarding Directors of MRUs and Directors of ORUs.

B. AUTHORITY

Typically, authority to appoint, review, and reappoint is held by the individual to whom the Faculty Administrator would report.  See the campus Delegation of Authority Chart to determine authority for those Faculty Administrator titles covered by this policy, or contact the Academic Personnel Office.  Salaries above the UC Salary Threshold require pre-approval by the Provost and Executive Vice President for Academic Affairs.  Any exceptions to this policy must be reviewed and approved by the Campus Provost/Executive Vice Chancellor (e.g., appointment of a Professional Researcher as a Director).

C.  APPOINTMENT CONSIDERATIONS

The appointing authority shall establish clear appointment criteria and expectations for the Faculty Administrator position.  This must include a determination of whether the administrative responsibilities are in addition to the individual’s full-time faculty responsibilities or whether they are in partial replacement of some of the faculty responsibilities and thus require a part-time reduction in the primary faculty appointment for the duration of the Faculty Administrator appointment.

When the additional administrative responsibilities assigned exceed 15 percent time per month during the academic year service period (or fiscal year if the primary faculty appointment has an 11/12 basis), a percentage-based appointment to a Faculty Administrator title is required.  The Faculty Administrator appointment partially replaces the Senate faculty appointment, which must be reduced by a corresponding percentage for the duration of the administrative appointment.

If the additional administrative responsibilities assigned do not exceed 15 percent time per month during the academic year service period (or fiscal year if the primary faculty appointment has an 11/12 basis), an appointment to a Faculty Administrator title without an assigned percentage is appropriate, and compensation is paid as an administrative stipend.  In these cases, no reduction to the Senate faculty appointment is necessary because the administrative responsibilities are in addition to (versus in partial replacement of) the full-time faculty responsibilities. 

Faculty Administrator appointments may be made on an academic-year basis or fiscal-year basis as warranted, depending upon the needs of the administrative area in which the Faculty Administrator serves.

In any event, a Faculty Administrator’s scholarly activity is expected to continue at a proportionate level that would allow for normal progression in the primary faculty appointment (e.g., Professor Series, Lecturer with Security of Employment Series).

D.  TERMS OF SERVICE

Faculty Administrators may be appointed for any period up to a maximum of three years, and they may be reappointed for up to three years following a positive administrative review. 

E.  CONDITIONS OF EMPLOYMENT

A Faculty Administrator serves at the discretion of the appointing authority, and the Faculty Administrator position may be terminated at any time, with or without cause.  Termination of the Faculty Administrator appointment does not terminate the primary faculty appointment.

A Faculty Administrator is subject to all applicable Academic Personnel policies (APM).

A Faculty Administrator may engage in outside activities as defined by and in accordance with APM 025, Conflict of Commitment and Outside Activities of Faculty Members.

F.  COMPENSATION

The salary rate or the stipend amount is based upon the criteria and expectations developed by the appointing authority and includes consideration of factors such as the size and complexity of the unit, budgeted unit funds, the number of individuals supervised, and the faculty member’s relevant administrative and/or academic leadership experience.

If the Faculty Administrator position is a percentage-based appointment (see section C above), an appropriate salary rate must be established for the position.  Appointing authorities must consult with their liaison in the campus Academic Personnel Office to determine the appropriate salary rate for such a Faculty Administrator position. 

If the Faculty Administrator position is to be compensated by a stipend (see section C above), it must be paid in accordance with CAPM 805.633, Administrative Stipends for Academic Appointees, which limits the maximum stipend amount to 15 percent of the annual salary rate of the individual’s primary faculty appointment, or 15 percent of the corresponding fiscal-year rate if the stipend will be paid over 12 months.  Any exception to the 15 percent maximum requires review and approval by the Campus Provost/Executive Vice Chancellor.

When a Faculty Administrator is assigned responsibilities during the summer period, additional compensation may also be provided in accordance with academic policy involving University summer compensation (e.g., total summer salary cannot exceed 3/9ths; see APM 600, Appendix 1).

G.  ADMINISTRATIVE REVIEW PROCEDURE GUIDELINES

The administrative review of a Faculty Administrator is separate and distinct from the formal academic review procedures governing the primary faculty appointment.

The appointing authority shall conduct an administrative review at time of reappointment.  The appointing authority shall determine the appropriate scope of and the procedures for the administrative review, the key components of which must be communicated to the Faculty Administrator prior to the start of the review.  At a minimum, the review should include a self-assessment by the Faculty Administrator of accomplishments in relation to the expectations of the position and a written assessment by the appointing authority.  The appointing authority may solicit letters from other appropriate administrators, department/unit faculty, staff and/or students.  If letters are solicited, they must be treated as confidential material in accordance with University policy.

For Faculty Administrator appointments greater than one year duration, the appointing authority should discuss expectations and performance annually with a Faculty Administrator and provide feedback and guidance as needed.

Consultation with the Academic Personnel Office is recommended when developing initial review procedures or when revising review procedures. 

H.  EVALUATING FACULTY ADMINISTRATOR SERVICE IN THE ACADEMIC ADVANCEMENT PROCESS

Because University service is an established criterion for assessing performance and advancement of Senate faculty, service under a Faculty Administrator title should be considered in the academic personnel review process for the relevant review period.  However, the weight given to such service should take into account whether the faculty member continued to perform other University, professional, and public service at the level expected for their rank during the term as Faculty Administrator, as well as other factors such as whether course release was provided and whether the percentage of the primary faculty appointment was reduced.