APM 025 Annual Report Due by September 30, 2016

September 19, 2016

By Alison Galloway, Campus Provost and Executive Vice Chancellor 

SENATE FACULTY (via Department/Program)
ADJUNCT FACULTY (via Department/Program)

RE: Your 2015-16 APM 025 Annual Report is Due by September 30, 2016

Dear Colleagues:

I am writing to remind all Senate and Adjunct faculty with an appointment at 50 percent time or more during 2015-16, that your APM 025 Annual Report form must be submitted to your department chair by September 30, 2016. Department chairs must submit their own Annual Report to their dean by this same date.

Faculty with an appointment at less than 50 percent time during the reporting period of July 1, 2015 through June 30, 2016, including those appointed on a by agreement basis (i.e., “BYA” - negotiated compensation with no appointment percentage) are excluded from this annual reporting requirement.

All academic deans and full-time vice provosts must meet this reporting requirement. However, they will be contacted directly by the Academic Personnel Office and asked to submit a combined APM 025 and Outside Professional Activities annual report form. This form will be submitted directly to the Academic Personnel Office and not to the department chair.

Every faculty member covered by the annual reporting requirement must submit an Annual Report form even if no outside professional activities or additional teaching activities (e.g., UNEX courses) were engaged in during the reporting period. The reporting period is July 1, 2015 through June 30, 2016; however, you are only required to report outside professional activities and specified additional teaching activities undertaken during the summer period if you received concurrent summer salary during July, August, or September 2015, and/or June 2016.

The Annual Report form (including information on how to complete it) is available online at: http://apo.ucsc.edu/policy/capm/docs/APM_025-Annual-Report.pdf. The form may be completed electronically and printed out for submission to your department chair. In addition, if you have the full version of Adobe Acrobat, the form may be saved and submitted as an email attachment. If you have no activities to report for fiscal year ending June 30, 2016, simply check the “No Activities to Report” box, sign and date the form, and forward it to your department chair.

In summary, a full-time faculty member on an academic-year appointment is permitted a maximum of 39 days during the academic year to engage in Category I and Category II activities; there are no restrictions during the summer months unless the faculty member is receiving summer salary. However, if receiving concurrent summer salary, then the activities must be reported and the applicable time limit on compensated activities is the equivalent of one day per week during the period in which summer salary is received. A full-time fiscal-year faculty member is permitted a maximum of 48 days during the months of active service. For part-time faculty appointed at 50 percent time or more, the maximum number of days is prorated based on their appointment percentage.

Department and Program Chair Reporting Responsibilities
By October 31, 2016, chairs are responsible for submitting a report to the dean that reflects whether an Annual Report form was received and reviewed for each faculty member in their unit covered by the APM 025 annual reporting requirement. If a faculty member is currently on an approved medical leave, chairs should annotate their departmental report accordingly (e.g., “on medical leave through fall quarter”). Faculty members on medical leave will be required to submit their Annual Report form to their chair upon return from leave. Departments are the Office of Record for these Annual Report forms and must maintain them in departmental files.

Departments will run their own APM 025 faculty list using an automated report available in DivData. In the Reports section of DivData find the report called “APM 025 Annual Report” (the report type is “Salary”, blue font) and click on “Run Report.” Select “Run report for Unit” and then select your department or program (no need to specify the reporting year). The report generated should read “APM 025 Annual Report for Reporting Period 15-16” and below that, the department or program name. Simply click the “Export to Excel” button at the top of the page and the report will open in Excel; it can then be saved, completed, and submitted.

Dean Reporting Responsibilities
By November 15, 2016, deans are responsible for conveying to the CP/EVC (via Susan Fellows, APO, sfellows@ucsc.edu) a list of faculty in their division that were identified as being required to submit a 2015-16 Annual Report, confirming those that did submit the report, and noting those faculty whose Annual Report is still outstanding without justification (e.g., on approved medical leave). DivData includes a divisional list in the “APM 025 Annual Report” mentioned just above; however, divisions will select “Run report for Division” and then select your division (again, no need to specify the reporting year). The report generated should read “APM 025 Annual Report for Reporting Period 15-16” and below that, the division name. Simply click the “Export to Excel” button at the top of the page and the report will open in Excel; it can then be saved, completed, and submitted.

CP/EVC Responsibilities
The CP/EVC will send a letter to faculty whose Annual Report has been identified as outstanding, informing them that they are out of compliance and therefore, may be considered not to be in good standing. The letter will identify a final deadline for submission; if this deadline is not met, the CP/EVC will determine the appropriate recourse.

Prior Approval Requirement
Before engaging in any Category I activity, or involving students in any outside professional activity—regardless of whether or not the faculty member has a financial interest in the activity—APM 025 requires faculty to obtain prior approval from their dean or the CP/EVC, as appropriate. Requests for prior approval should be submitted to your department chair at least 45 days in advance of the activity to ensure a timely response.

More information about your obligations related to the University’s Conflict of Commitment policy, including annual reporting and prior approval requirements are available on the Academic Personnel Office website at: http://apo.ucsc.edu/policy/capm/012.025.html

I appreciate your cooperation in the timely submission of these mandatory Annual Reports. If you have questions about these reporting requirements, faculty lists, or the policy generally, please contact Susan Fellows in the Academic Personnel Office at 9-5032 or sfellows@ucsc.edu.


Alison Galloway
Campus Provost and
Executive Vice Chancellor


AVC Peterson
Department and Program Chairs
Department and Program Managers
Divisional Academic Personnel Coordinators