Process Category

Processes Include

• Faculty Recruitment
• Non-Faculty Academic Recruitment
• Waivers

• New Appointments for:
  • Faculty
  • Non-Faculty Academic
  • Return to Active Duty (RTAD)
  • MSP Staff Physicians (MSP)
  • Voluntary/Non-Salaried Faculty (VONS)
  • Scholars: Postdoctoral Scholars (PDS), Visiting Scholars (VS), and Visiting Graduate Students (VGS)

• Onboarding for:
  • Faculty
  • Housestaff (in partnership with Graduate Medical Education i.e. GME)
  • MSP Staff Physicians (MSP)
  • Graduate Student Researchers (GSR)
  • Teaching Assistants (TA)
  • Readers
  • Scholars: Postdoctoral Scholars (PDS), Visiting Scholars (VS), and Visiting Graduate Students (VGS)

• New Visas for:
  • Faculty
  • Non-Faculty Academics
  • Scholars: Postdoctoral Scholars (PDS), Visiting Scholars (VS), and Visiting Graduate Students (VGS)
• Visa Extensions for:
  • Faculty
  • Non-Faculty Academics
  • Scholars: Postdoctoral Scholars (PDS), Visiting Scholars (VS), and Visiting Graduate Students (VGS)
• Visa Amendments for:
  • Scholars: Postdoctoral Scholars (PDS), Visiting Scholars (VS), and Visiting Graduate Students (VGS)

• General pay actions
• Fund changes
• Over- and under-payments
• Incentive pay
• Additional pay
• Interlocation one-time payments
• Salary implementation
• Faculty-specific transactions:
  • APU change
  • Faculty Salary Worksheet (FSW)
  • Midyear Increase/Decrease
  • Faculty Salary Letter (FSL)

• Reviews for Faculty and Non-Faculty Academics

• Leaves for Faculty, MSP Staff Physicians (MSP) and Postdoctoral Scholars (PDS)
• Sabbaticals/Leave-in-Lieu for Faculty

• Change in Series for Faculty and Non-Faculty Academics
• Department Transfers
• Effort Changes
• Increase/Reduction in Time
• Appointment Administration
• Amendments for Postdoctoral Scholars 
• Revisions for MSP Staff Physicians (MSP) and Voluntary/Non-Salaried Faculty (VONS)

• Renewals for Return to Active Duty (RTAD)
• Reappointments for:
  • MSP Physicians (MSP)
  • Voluntary/Non-Salaried Faculty (VONS)
  • Scholars: Postdoctoral Scholars (PDS), Visiting Scholars (VS), and Visiting Graduate Students (VGS)

• Separations for:
  • Faculty
  • Academics
  • Housestaff (in partnership with Graduate Medical Education i.e. GME)
  • MSP Staff Physicians (MSP)
  • Scholars: Postdoctoral Scholars (PDS), Visiting Scholars (VS), and Visiting Graduate Students (VGS)
  • Graduate Student Researcher (GSR)
  • Teaching Assistants (TA)
  • Readers
• Involuntary Reduction in Time/Layoffs for Faculty and Academics
• Layoff/Early Release for Postdoctoral Scholars
• Non-Reappointment for Faculty and Academics

Recruitment - Faculty 

How to initiate? Department/school submits Recruitment Request via ServiceNow 

Department/School Responsibilities: 

• Initiate recruitment request via ServiceNow 

• Approve search plan 

• Provide outreach documentation and review dates 

• Search Committee completes and returns Disposition list 

• Approve Shortlist Report 

• Search committee schedules interviews 

• Department liaison send interview summaries to ARC 

• Obtain1st and 2nd ECC approvals as needed 

• Provide proposed candidate(s) details (rank, series, step, start date) to ARC 

• Approve Search Report 

• Provide Proposal Letter draft to ARC (Non-Faculty Academic appointments and Change-in-Series (non-FTE) skip this step) 

• Provide edit approval or feedback 

• Sign Proposal Letter and return to ARC (CC: VCHSproposal@ucsd.edu) 

ARC Responsibilities: 

• Create and publish search plan 

• Post job ad 

• Share Disposition Lists and ensure compliance 

• Update APOL/Shortlist 

• Notify department/school of progress 

• Input data into Kuali  

• Collect search report approvals 

• Review proposal letter and route for approvals 

• Provide final proposal letter to department/school 

Central Offices Responsibilities: 

• Approve Kuali form 

• Approve search plan 

• Shortlist report 

• Search report 

• Review and approve proposal letter 

Website Resources:  

How to Initiate Recruitment 

Recruitment & New Appointment Process 

Note: For ladder rank, ensure FEA training is complete and/or up to date 

Recruitment - Project/Research Scientist  

How to initiate? Department/school submits Recruitment Request via ServiceNow 

Department/School Responsibilities: 

• Initiate recruitment request via ServiceNow 

• Approve search plan 

• Provide outreach documentation and review dates 

• Search Committee completes and returns Disposition list 

• Search committee schedules interviews 

• Obtain funding confirmation 

• Provide proposed candidate(s) details (rank, series, step, start date) to ARC 

• Approve Search Report 

ARC Responsibilities: 

• Create and publish search plan, post job ad, share Disposition Lists and ensure compliance 

• Review interview summaries 

• Update APOL 

• Input data into Kuali  

• Submit search report 

• Notify department/school when approvals complete 

• Open ARC New Appointment Case, and notify department/school of handoff 

Central Offices Responsibilities: 

• Approve Kuali form 

• Approve search plan and search report 

Website Resources:  
How to Initiate Recruitments 
Recruitment & New Appointment Process 
Academic Recruitment FAQ 

Recruitment - Waivers 

How to initiate? Department/school inquires via ARC ServiceNow Portal 

Department/School Responsibilities: 

• Contact a Recruitment analyst to determine whether a waiver is appropriate/possible 

• Please inquire with ARC for further details. 

ARC Responsibilities: 

• N/A 

Central Offices Responsibilities: 

• N/A 

New Appointments - Faculty and Project/Research Scientist (or Non-Faculty Academics) 

 How to initiate? ARC initiates once recruitment is completed and approved 

Department/School Responsibilities: 

• Work with ARC Analyst to agree on referees 

• Review appointee file 

• Review/edit Department Letter 

• Inform candidate of preliminary assessment 

• Depending on department/school preference, either department/school or ARC will send offer letter to candidate 

ARC Responsibilities: 

• Compile, review and submit candidate materials and referee letters 

• Draft forms 

• Send offer letter to candidate (depending department/school preference) 

• Send formal acceptance to AVC 

Central Offices Responsibilities: 

• Complete file approval 

• Provide offer letter to ARC 

• Finalize appointment in ServiceNow 

• Send acceptance acknowledgement. 

Website Resources:  

New Appointments (Faculty & Academics), 

ARC Portal Faculty/Academic Appointment Form 

Reappointments: See the “Appointment Renewals” section of this page 

Note: Consider additional processing times if the appointee requires visa sponsorship. For more information, please visit the International Service and Engagement Office (ISEO)’s website. You can select visa type, followed by the button that mentions “Processing Time”. 

New Appointment - Return to Active Duty (RTAD) Faculty or Return to Active Duty (RTAD) Academic 

How to initiate? Department/school submits request via ARC ServiceNow Portal (4 month lead time) 

Department/School Responsibilities: 

• Submit request to ARC (4-month lead time) 

• Review RTAD form, and provide candidate details, appointment purpose, and description of duties 

• Approve RTAD in Kuali 

• Notify candidate of approval 

ARC Responsibilities: 

• Prepare and send RTAD form to department/school 

• Input data into Kuali 

• Submit case to VC 

• Generate onboarding case 

Central Offices Responsibilities: 

• Approve Kuali form 

• Approve RTAD 

Website Resources:  

New Appointments (Faculty & Academics) 

RTAD Forms 

ARC Portal Faculty/Academic Appointment Form 

Reappointments: See the “Appointment Renewals” section of this page 

New Appointment – MSP Staff Physician 

How to initiate? Department/school submits MSP Intake Form and attaches required documentation (8 week lead time) 

Department/School Responsibilities: 

• 8-week lead time: Complete MSP Intake Form with required documents (CV, JD, ECC approval) attached 

• Provide signature 

ARC Responsibilities: 

• Create AIR profile 

• Input data into Kuali 

• Download medical license and board certifications 

• Review documents 

• Advise on policy and salary scales 

• Generate contract and acquire signatures 

• Handoff for ARC onboarding 

Central Offices Responsibilities: 

• Approve Kuali form 

• Provide signatures 

Website Resources:  

Reappointments: See the “Appointment Renewals” section of this page 

New Appointment – Voluntary/Non-Salaried Faculty (VONS) 

How to initiate? Department/school submits Voluntary/Non-Salaried Faculty (VONS) Intake Form and attaches required documentation (3 month lead time) 

Department/School Responsibilities: 

• 3 months lead time: Complete VONS Intake form with required documents (CV and teaching evaluations) attached 

• If no teaching evaluations, department/school provides justification for teaching efficiency 

ARC Responsibilities: 

• Solicit and review materials from candidate and referee 

• Input data into Kuali 

• Complete VONS module 

• Submit to VCHS AA  

• Send offer letter to candidate 

• Handoff for ARC onboarding 

Central Offices Responsibilities: 

• Approve Kuali form 

• Provide approvals 

• Issue appointment letter to ARC 

Website Resources:  

Voluntary/Non-Salaried Faculty 

Reappointments: See the “Appointment Renewals” section of this page 

New Appointment - Postdoctoral Scholars (PDS) 

How to initiate? Department/school submits Postdoctoral Scholar Intake Form (see below for timing) 

Department/School Responsibilities: 

• 2-month (domestic), 4-month (J1 holder), or 6-month (H-1B holder) lead time: Complete Postdoctoral Scholar Intake Form with required document (CV) attached 

• Provide notice of awards/award letters (if applicable) 

ARC Responsibilities: 

• Review intake form 

• Solicit and review candidate documents 

• Advise on policy and salary scales 

• Input data into Kuali 

• Run RPS (if applicable) 

• Submit in RSAS to OPSA 

• Send offer letter to candidate 

• Handoff for ARC onboarding 

Central Offices Responsibilities: 

• Approve Kuali form 

• Provide approval 

• Issue appointment letter to ARC 

Website Resources:  

Scholars 

Reappointments: See the “Appointment Renewals” section of this page 

Note: Consider additional processing times if the appointee requires visa sponsorship. For more information, please visit the International Service and Engagement Office (ISEO)’s website. You can select visa type, followed by the button that mentions “Processing Time”. 

New Appointment – Visiting Graduate Students (VGS) 

How to initiate? Department/school submits Visiting Graduate Student (VGS) Intake Form (see below for timing) 

Department/School Responsibilities: 

• 2-month (domestic), 4-month (J1 holder) lead time: Complete VGS Intake Form with required document (CV) attached 

• Provide electronic approval 

ARC Responsibilities: 

• Review intake form 

• Solicit and review candidate materials 

• Input data into Kuali 

• Run RPS (if applicable) 

• Submit in VGSAS to GEPA 

• Send appointment letter to candidate  

• For salaried VGS, handoff for ARC onboarding 

• For non-salaried VGS, send onboarding packet, process in UCPath, request IT access and send post-onboarding email 

Central Offices Responsibilities: 

• Approve Kuali form 

• Provide approval 

• Issue appointment letter to ARC 

Website Resources:  

Scholars 

Reappointments: See the “Appointment Renewals” section of this page 

Note: Consider additional processing times if the appointee requires visa sponsorship. For more information, please visit the International Service and Engagement Office (ISEO)’s website. You can select visa type, followed by the button that mentions “Processing Time”. 

New Appointment - Visiting Scholars (VS) 

How to initiate? Department/school submits Visiting Scholar (VS) Intake Form (see below for timing) 

Department/School Responsibilities: 

• 2-month (domestic), 4-month (J1 holder) lead time: Complete VS intake form w/ required document (CV) attached 

ARC Responsibilities: 

• Review intake form 

• Solicit and review candidate materials 

• Input data into Kuali 

• Run RPS (if applicable) 

• Submit to RSAS and OVRS 

• Send offer letter and onboarding packet to candidate 

• Process in UCPath 

• Request IT access 

• Send post-onboarding email 

Central Offices Responsibilities: 

• Approve Kuali form 

• Provide approval 

• Issue appointment letter to ARC 

Website Resources:  

Scholars 

Reappointments: See the “Appointment Renewals” section of this page 

Note: Consider additional processing times if the appointee requires visa sponsorship. For more information, please visit the International Service and Engagement Office (ISEO)’s website. You can select visa type, followed by the button that mentions “Processing Time”. 

Onboarding - Faculty, MSP Staff Physician (MSP), Postdoctoral Scholars (PDS), and Visiting Graduate Student (VGS) 

How to initiate? ARC initiates as part of new appointment process 

Department/School Responsibilities: 

• Provide comp and badge information, departmental orientation, lab orientation, logistics, etc. to new hire 

ARC Responsibilities: 

• Conduct routine analysis to discover potential obstacles that might impede onboarding process 

• Launch pre-onboarding (coordinate transfer processing when applicable)  

• Launch Tracker I-9 

• Collect new hire information and pre-hire documents 

• Conduct in-person onboarding 

• Enter position into UCPath 

• Submit request for UCSD Health email account 

• Submit Glacier form (if visa) 

• Send completed hire docs to UCOP and Payroll 

• Release post-onboarding notice to employee and departmental or professional school contact. 

Central Offices Responsibilities: 

• For faculty, VCHS triggers ServiceNow onboarding case (step 1) 

• For transfers, will approve transfer transactions. 

• UCPath approves final onboarding transaction 

Website Resources:  

For New Employees 

Onboarding Expectations 

Scholars 

Onboarding - Visiting Scholars (VS) 

How to initiate? ARC initiates as part of new appointment process 

Department/School Responsibilities: 

• N/A 

ARC Responsibilities: 

• Send onboarding paperwork to incoming Scholar 

• Request ITS access 

• Once VS has completed, send post-onboarding email to Scholar and PI 

Central Offices Responsibilities: 

• N/A 

Website Resources:  

Scholars 

Onboarding – Graduate Student Researcher (GSR), Teaching Assistant (TA), and Reader 

How to initiate? Department/school submits Intake Form for GSR, TA or Reader 

Department/School Responsibilities: 

• Direct any appointment questions to Graduate Division, and then submit onboarding request to ARC 

• Manage offer letter process for Graduate Student Reseacher (GSR) appointees 

ARC Responsibilities: 

• Review intake form 

• Launch pre-onboarding (coordinate transfer processing when applicable)  

• Launch Tracker I-9 

• Collect new hire information and pre-hire documents 

• Conduct in-person onboarding 

• Enter position into UCPath 

• Submit request for UCSD Health email account 

• Submit Glacier form (if visa) 

• Send hire docs to UCOP and Payroll 

• Release post-onboarding notice to employee and departmental or professional school contact. 

Central Offices Responsibilities: 

• For transfers, approve transfer transactions. 

• UCPath approves hire transaction. 

Website Resources: For New Employees 

*Please allow 30-day advance request window when possible 

Onboarding - Housestaff (in partnership with Graduate Medical Education i.e. GME) 

How to initiate? ARC initiates in partnership with Graduate Medical Education (GME) 

Department/School Responsibilities: 

• Submit training specialty slotting forms to GME 

ARC Responsibilities: 

• Collaborate with GME to launch new hire docs (MedHub) 

• Collect slotting form 

• Save all hire docs 

• Create position in UCPath 

• Launch Tracker I-9 

• Submit Mass Hire to UCPath 

• Send EID to GME 

• Add chief stipends to Mass PayPath sheet 

• Participate in GME in-person onboarding. 

• Save and send hire docs to UCOP and Payroll 

• Submit Glacier form (if visa) 

Central Offices Responsibilities: 

• For transfers, approve transfer transactions 

• GME collaborates with ARC on MedHub, EID, and notifies ARC of in-person onboarding dates 

Website Resources:  

Graduate Medical Education  

New Visa - Faculty or Non-Faculty Academic 

How to initiate? Department/school submits request to the ARC ServiceNow Portal, or ARC initiates upon review of file 

Department/School Responsibilities: 

• Approve recommendation, confirms funding, provides chartstring to ARC 

• Sign forms as needed 

• For H-1B approvals, the department/school requests, processes and provides checks for visa applications, then post H-1B notices in workplace. 

ARC Responsibilities: 

• Analyze and provide guidance to department/school 

• Enter visa data into iServices 

• Submit recharge fees 

• Submit to International Services and Engagement Office (ISEO) 

Central Offices Responsibilities: 

• Glacier updates UCPath 

• If J-1, International Services and Engagement Office (ISEO) approves, generates visa documents, and sends them to candidate 

Website Resources:  

For New Employees 

Visas 

Visa Services - Extension/Change in Status 

How to initiate? ARC initiates as part of monitoring visa end dates monthly 

Department/School Responsibilities: 

• Confirm visa option and that funding is available. If Department is Responsible for Costs: Provide chartstring information for J1 or H1B visa fees to ARC 

• Approve visa application forms 

• If H-1B: Department/school requests, processes, and provide checks for visa applications. Posts H-1B notices in the workplace. 

ARC Responsibilities: 

• Monitor visa end dates monthly 

• Provide guidance to department/school 

• Solicit candidate forms 

• Handle visa application and recharge fee 

• Submit in iServices to International Services and Engagement Office (ISEO) 

• Update Tracker I-9 

Central Offices Responsibilities: 

• Glacier updates UCPath 

• If J-1, International Services and Engagement Office (ISEO) approves, generates visa documents, and sends them to candidate 

Website Resources:  

Visas 

New or Extension for Visa – Postdoctoral Scholars (PDS), Visiting Graduate Student (VGS), and Visiting Scholars (VS) 

How to initiate? Department/school initiates as part of intake form submission 

Department/School Responsibilities: 

• Indicate on intake form what type of visa (J-1/H-1B) is required for processing  

• PI completes eForms 

• Complete final approval in iServices 

ARC Responsibilities: 

• Create, complete, review and/or approve candidate profile in iServices 

• Oversee form completion 

• Validate candidate financial information 

Central Offices Responsibilities: 

• Provide approvals 

• Generate visa documents 

• Send them to candidate 

Website Resources:  

Scholars 

Visas 

Visa Amendment – Postdoctoral Scholars (PDS), Visiting Graduate Student (VGS), Visiting Scholars (VS) 

How to initiate? ARC initiates as part of the new appointment process 

Department/School Responsibilities: 

• Complete final approval in iServices (if applicable) 

ARC Responsibilities: 

• Submit to iServices 

• Collect approvals 

Central Offices Responsibilities: 

• Provide approvals 

• Generate visa documents 

• Send to candidate 

Website Resources:  

Scholars 

Visas 

Miscellaneous Timekeeping and Payroll Services  

How to initiate? Department submits a General Inquiry unless otherwise noted below 

Service/Action: 

Department/School Will: 

ARC Will: 

• Update “Reports to” (Supervisor) field in UCPath 

• Submit requested change via General Inquiry 

• Update the "Reports To" (Supervisor) field in UCPath, then UCPath approves 

• Update Alternate Time Approvers in EcoTime 

• Submit requested change via General Inquiry form 

• Update Alternate Time Approvers in EcoTime 

• Send weekly email of all updates to EcoTime team 

• Answer questions about leave balance, accruals, and usage. Provide analysis or adjustment 

• Submit inquiry or requests for leave balance or historical timesheet analysis or adjustments  

• Attach documentation to substantiate requests, including Ecotime timesheet images and the BAH Leave Balance Summary for historical timesheet adjustments 

• For exceptions, provide: 

• A reason why the adjustment was not processed via Ecotime within the four-month window for historical entries 

• Affirmation that the department or school has implemented steps to prevent recurrence of similar issues 

• Respond to general inquiries regarding leave balances, accruals, and usage  

• Review documentation, Provide analysis and make necessary adjustments based on the submitted documentation as per policy. 

• Complete retroactive timesheet request 

• Submit retroactive timesheet request 

• Department/school submits a retroactive timesheet request. Retroactive adjustments (Up to 4 retro pay periods): Depending on situation, ARC may have to do separate entries in EcoTime and/or UCPath, submit a ticket to UCPath and/or need to work with EcoTime team and/or UCPath 

• Leaves requests 

• Submit requested change via General Inquiry form 

• Leaves (MSP Staff Physician requests come from HHR; all other Academic populations excluding GME go through HRM via Gio and then PM is tasked to process): Leave plans may include vacation/sick usage; ARC will enter usages on behalf of employee in Eco time/UCPath 

• Set up new hires in EcoTime (if applicable) 

• N/A 

• Determine if new hire needs to be set up to report time in EcoTime. If an employee is eligible to report time, set up timekeeping assignment and send them instructions on entering time 

• Timekeeping reminders and email listservs 

• N/A 

• Maintain timekeeping listservs and sends employee reminders to report time 

• Fund Change and Z Payment reminders 

• N/A 

• Email monthly Fund Change and Z Payment reminders to department/school 

• General questions 

• Submit requested change via General Inquiry form 

• Answer and troubleshoot timekeeping questions 

• Paycheck Audit 

• Potentially confirm decision depending on type of discrepancy 

• Regularly audit employee pay and identifies any discrepancies. ARC will work with the department/school to confirm and correct on these discrepancies (potentially see over/underpayment process) 

Website Resources:  
Faculty Compensation FAQs 

Fund Changes - Current, Future and Retroactive 

How to initiate? Department/school initiates submitting Fund Change Form via ARC ServiceNow Portal 

Department/School Responsibilities: 

• Submit Fund Change Form in ServiceNow 

• If retroactive fund change, department/school needs to complete Direct Retro/Salary Cost Transfer (for changes October 2023 and after). If ARC makes an error, ARC will correct. If department/school makes an error, department/school corrects in UCPath 

ARC Responsibilities: 

• Audit and process in UCPath 

• For Faculty, update MCOP Worksheet 

• Send confirmation to department/school 

• If ARC makes an error, ARC will correct 

Central Offices Responsibilities: 

• N/A 

Website Resources:  

Funding Changes 

Overpayments 

How to initiate? See below 

Department/School Responsibilities: 

• If department/school discovers the discrepancy, department/school submits overpayment ServiceNow request (via submitting retroactive change affecting pay) submit overpayment request in ServiceNow 

• If Error is ARC or UCPath Derived: ARC Analyst will provide the department/school and/or employee communications regarding the overpayment packet. If UCPath derived error, we may request that UCPath directly communicate to employee, at UC Path discretion. If Error is department/school Derived: ARC Analyst will notify the department/school, and the department/school will be responsible for notifying the employee of the overpayment. 

ARC Responsibilities: 

• Review records and submit UCPath correction 

Central Offices Responsibilities: 

• Process UCPath overpayment 

Website Resources:  

Faculty Compensation FAQs 

Underpayments 

How to initiate? See below 

Department/School Responsibilities: 

• If department/school discovers the discrepancy, department/school submits overpayment ServiceNow request (via submitting retroactive change affecting pay) submit overpayment request in ServiceNow 

• Submit via Voluntary Modification of Appointment Percentage (VMAP) Form in ServiceNow, including new effort 

ARC Responsibilities: 

• Review records 

• Submit UCPath correction 

• Send confirmation to department/school and employee 

Central Offices Responsibilities: 

• Process UCPath underpayment 

Website Resources:  

Faculty Compensation FAQs 

Incentive Pay / Z Payments 

How to initiate? Department/school initiates via submitting Z payment through ARC ServiceNow Portal (or via emailing ARCRequest@health.ucsd.edu) 

Department/School Responsibilities: 

• Submit ServiceNow request attaching the Z payment template that ARC provides on a quarterly basis 

• On an annual basis ARC will send out a template to collect preload Z information and department/school should provide any guaranteed Z's during this time to get issued out every month for the whole fiscal year 

ARC Responsibilities: 

• Annually send template to collect preload Z information 

• Process payments 

• Collaborate with department/school /school to resolve any errors 

Central Offices Responsibilities: 

• N/A 

Website Resources:  

Z Payments 

Additional Pay (Bonuses, Reimbursements) 

How to initiate? Department/school initiates via ARC ServiceNow Portal 

Department/School Responsibilities: 

• Submit ServiceNow request, including approvals, support documents and chartstring. Depending the volume or nature of the request, the department/school may need to fill out a template (based on population) 

ARC Responsibilities: 

• Process payment 

• Collaborate with department/school to resolve any errors 

Central Offices Responsibilities: 

• N/A 

Interlocation One-Time Payments 

How to initiate? Department/school submits approved Interlocation One-Time Payment Form 

Department/School Responsibilities: 

• Collects Signature Approvals and submits signed approved Interlocation One-Time Payment form via ServiceNow for processing 

ARC Responsibilities: 

• Submits temporary position in UCPath for payout processing   

• Processes one-time disbursement   

• Send confirmation to department/school  

• Separate temporary position 

Central Offices Responsibilities: 

• Academic Personnel Services (APS) Contact: Heather Zion holds Dean’s Office/Academic Personnel Services (APS) HR Rep. signature authority   

Website Resources:  

APS_Interlocation One-Time Payment 

Fiscal Year/Quarterly Salary Implementation 

How to initiate? ARC sends spreadsheet to department/school on a quarterly or yearly basis 

Department/School Responsibilities: 

• Review and provide additional information.  

• Non-Faculty Employees: On a Fiscal year basis, department/school enters Salary, Effort, and Funding information and returns spreadsheet to ARC Analyst (Subject to deadlines provided each year).  

• Graduate Student Researcher (GSR) and Teaching Assistant (TA): On a Quarterly basis, department/school enters Salary, Effort, and Funding information and returns spreadsheet to ARC (Subject to deadlines provided each year) 

• Review audits/reports. If department/school misses the set deadline, submit individual requests for each change request through the ServiceNow module 

ARC Responsibilities: 

• Generate spreadsheet for department/school (each FY or quarter) 

• Review returned information 

• Send audits/reports to department/school 

• Input UCPath change 

Central Offices Responsibilities: 

• Provide approvals 

• Housestaff: On a Fiscal year basis, GME Office enters Salary, Effort, and Funding information and returns spreadsheet to ARC (Subject to deadlines provided each year) 

Academic Programmatic Unit (APU) Change - Faculty 

How to initiate? Department/school submits request via ARC ServiceNow Portal 

Department/School Responsibilities: 

• Submit ServiceNow request 

• DBO and Chair signs Profile forms, generates and signs Chair's Memo, supporting justification and any other acknowledgments and returns to ARC 

ARC Responsibilities: 

• Pre-fill Academic Programmatic Unit (APU) Profile Form 

• Collect signatures 

• Process in UCPath 

Central Offices Responsibilities: 

• Provide Dean's Office approvals 

Faculty Salary Worksheet (FSW) and Fiscal Year Salary Implementation 

How to initiate? Department/school submits request via ARC ServiceNow Portal 

Department/School Responsibilities: 

• Enter Salary, Effort and Funding into FSW ServiceNow module (subject to deadlines provided annually). Please submit Voluntary Modification of Appointment Percentage (VMAP) form for reductions in effort 

• Review audits/reports. If department/school misses the set deadline, submit individual requests for each change request through the ServiceNow module 

ARC Responsibilities: 

• Review 

• Send audits/reports to department/school 

• Input UCPath changes 

Central Offices Responsibilities: 

• Provide approvals 

Website Resources:  

Mid-Year Salary Changes 

Faculty Salary Analysis - Midyear Salary Increase or Decrease 

How to initiate? Department submits request via ARC ServiceNow Portal 

Department/School Responsibilities: 

• Submit ServiceNow request including the filled-out midyear salary request form 

ARC Responsibilities: 

• Review request forms 

• Oversee corrections 

• Collect approvals 

• Update UCPath 

Central Offices Responsibilities: 

• Provide VCHS AA approval (needed for submissions between Oct 1 - Jun 30) 

Faculty Salary Letter 

How to initiate? ARC initiates via annual process below 

Department/School Responsibilities: 

• Make elections of how to send letters to faculty along with any updates to the roster and send back to ARC 

• If department/school preferred to send letters on their own they should send the letters to their faculty 

ARC Responsibilities: 

• Annual Process after July Implementation: 

• Review Academic Programmatic Unit (APU), FTE and Salary change accuracy in UCPath 

• Update ServiceNow database 

• Send each department/school an updated roster 

• Process in UCPath 

Central Offices Responsibilities: 

• N/A 

Reviews - Faculty and Non-Faculty Academic 

How to initiate? ARC initiates as part of Review process 

Department/School Responsibilities: 

• When a two-week turnaround is requested, Department/School reviews, vets and approves list of candidates for academic review and returns to ARC. 

• Schedule faculty meeting(s) and communicate Department/School timelines for the review process to ARC 

• Review list of potential referees and make Department/School selections within one week 

• Review file and provide ad hoc recommendation to ARC 

• Department/School vote on proposed action (3 days to 4 weeks) based on established department/school guidelines 

• Revise and approve Department/School letter upon receipt from ARC 

• Address any RFI and accept or rebut any preliminary decision from reviewers within 30 days 

• Send Final Action Notice to Department/School and candidate, based on Department/School practice 

ARC Responsibilities: 

• Solicit documents from candidates for the proposed review actions as agreed upon between ARC and the Department/School 

• Collaborate with the candidate and the Department/School to edit all documents per policy and obtain any additional materials to be included (e.g. teaching evaluations, letters of service, etc.) 

• Compile the academic review file upon Department/School and candidate’s approval 

• Coordinate Department vote 

• Draft the Department Recommendation for the proposed Review 

• Submit the file to the appropriate reviewing body, per the candidate’s series and proposed action 

• Enter into UCPath 

Central Offices Responsibilities: 

• Provide medical student evaluations 

• Issue preliminary assessment/RFI 

• Provide approvals 

• Send Final Action to ARC 

Website Resources:  

Academic Review: Forms and Documents 

Vice-Chancellor Health Sciences Academic Affairs 

Leaves – Faculty and Non-Faculty Academics 

How to initiate? Employee or department/school submits request through Nova here 

Department/School Responsibilities: 

• Employee or department/school submit leave request, via ServiceNow Leaves Module or email ARCrequest@ucsd.edu. Note: If request submitted by employee, Department/school won't be CC'd until employee gives consent 

• Provide approvals 

ARC Responsibilities: 

• Request leave details 

• Verify eligibility and provide leave scenarios 

• Complete and route leave docs to employee 

• Route FAR/ALAS form and leave request 

• Enter into UCPath and EcoTime 

• Email employee and department/school when final approvals are complete 

Central Offices Responsibilities: 

• Provide approvals 

Website Resources:  

Leaves of Absence & Benefits 

Submit MSP Staff Physician Leave: Health HR 

Sabbaticals/Leave-in-Lieu 

How to initiate? Employee or department/school submits request through Nova here 

Department/School Responsibilities: 

• Provide Department Chair approval 

ARC Responsibilities: 

• Verify eligibility 

• Collect leave details 

• Complete and route ALAS form to department/school 

• Enter into UCPath 

• Email employee and department/school when final approvals are complete 

• Update ServiceNow AIR profile 

Central Offices Responsibilities: 

• Provide approvals 

Website Resources:  

Leaves of Absence & Benefits 

Change in Series - Faculty or Non-Faculty Academic 

How to initiate? Via Recruitment, via Identification at Time of Review, or the department/school submits request via ARC ServiceNow Portal 

Department/School Responsibilities: 

• Work with ARC Analyst to agree on referees 

• Revise Department Letter 

• Review and approve Interfolio 

• Inform candidate of preliminary assessment 

• Confirm any Salary/FTE/Funding changes 

ARC Responsibilities: 

• Verify series, rank and step 

• Review prior Review files 

• Request or draft documents and certifications 

• Send offer letter to candidate 

• Notify department/school and AVC 

Central Offices Responsibilities: 

• Review and approve Interfolio 

• Provide offer letter to ARC 

• Finalize appointment in ServiceNow 

• Send acceptance acknowledgement 

Department Transfers 

How to initiate? Department/school submits request via emailing ARCRequest@health.ucsd.edu 

Department/School Responsibilities: 

• Confirm any Salary/FTE/Funding/Academic Programmatic Unit (APU) changes 

• Provide Endorsed Transfer Request 

• Provide confirmation of approval by both department/schools of transfer 

ARC Responsibilities: 

• Enter into UCPath 

• Generate new UCPath funding profile 

• Approvals 

• Send confirmation to department/school 

Central Offices Responsibilities: 

• Review and Approve Transfer 

Effort Changes (Increase or Decrease) 

How to initiate? Department/school submits request via Voluntary Modification of Appointment Percentage (VMAP) Form 

Department/School Responsibilities: 

• Submit via Voluntary Modification of Appointment Percentage (VMAP) Form in ServiceNow, including new effort 

ARC Responsibilities: 

• Update UCPath 

• Process funding 

• For decreases, collect employee signature 

Central Offices Responsibilities: 

• Approve (if needed) 

Increase/Reduction in Time - Faculty or Non-Faculty Academic 

How to initiate? Department/school submits request via Voluntary Modification of Appointment Percentage (VMAP) Form 

Department/School Responsibilities: 

• Submit Voluntary Modification of Appointment Percentage (VMAP) form via ServiceNow Module, including new effort and effective dates  

• Provide comp and badge information, then provide signature 

ARC Responsibilities: 

• Generate and route Voluntary Modification of Appointment Percentage (VMAP) memo to department/school 

• Submit to VCHS AA 

• Notify department/school and employee of approval 

• Update UCPath 

Central Offices Responsibilities: 

• N/A 

Appointment Administration 

How to initiate: ARC initiates or department/school requests via ARC ServiceNow Portal 

Department/School Responsibilities: 

• No action 

ARC Responsibilities: 

• For faculty, request compensation and badge information 

• For transfers, coordinate with respective department/schools 

• Create position in UCPath 

• Submit any transfer-related transactions 

• Send Appointment Administration Transfer email to employee and department/school 

• Trigger benefits enrollment reminder if needed 

Central Offices Responsibilities: 

• Approve any transfer transactions 

Amendment - Postdoctoral Scholars (PDS) 

How to initiate? Department/school submits via ARC ServiceNow Portal 

Department/School Responsibilities: 

• Complete intake form with required information 

• Sign initial request 

• Provides fund changes and notice of awards/award letters (if applicable) 

• Submit additional fund change via FCF Portal (if applicable) 

• Complete amendment form 

ARC Responsibilities: 

• Review intake form 

• Collect amendment form signatures 

• Submit in RSAS to OPSA 

• Send appointment letter to candidate 

• Process in UCPath 

Central Offices Responsibilities: 

• Provide approvals 

• Issue appointment letter to ARC 

Website Resources:  

Menu of Services 

Revision – MSP Staff Physician 

How to initiate? Department/school submits MSP Staff Physician (MSP) Revision Intake Form (4 week lead time) 

Department/School Responsibilities: 

• 4-week lead time: Complete MSP Revision Intake Form with justification and required documents (JD) attached 

• Sign MSP Staff Physician contract 

ARC Responsibilities: 

• Review intake form with justification 

• Download medical license and board certification 

• Review MSP Staff Physician module 

• Generate contract 

• Collect signatures 

• Process in UCPath 

Central Offices Responsibilities: 

• Provide signatures 

Website Resources:  

Menu of Services 

Revision – Voluntary/Non-Salaried Faculty (VONS) 

How to initiate? Department submits Voluntary/Non-Salaried Faculty (VONS) Revision Intake Form (4 week lead time) 

Department/School Responsibilities: 

• 4-week lead time: Complete VONS Revision intake form with justification 

ARC Responsibilities: 

• Review intake form with justification 

• Download medical license and board certification 

• Review department criteria 

• Complete Voluntary/Non-Salaried Faculty (VONS) module 

• Submit to VCHS AA 

• Send offer letter to candidate 

• Process in UCPath 

Central Offices Responsibilities: 

• Provide approvals 

• Issue appointment letter to ARC 

Website Resources:  

Menu of Services 

Renewal - Return to Active Duty (RTAD) Faculty or Return to Active Duty (RTAD) Academic 

How to Initiate? ARC initiates via information from department/school 5 months prior to end date 

Department/School Responsibilities: 

• Confirm separation or renewal 

• Update RTAD form (% of effort, funding indices, appointment purpose [research, administration, etc.] and description of duties) 

• Approve RTAD in Kuali 

• Notify candidate of approval 

ARC Responsibilities: 

• Inform department/school of RTAD ending in 5 months 

• Prepare and send RTAD form to department/school 

• Input data into Kuali 

• Submit RTAD case to VCHS AA 

• Update UCPath 

Central Offices Responsibilities: 

• Approve RTAD 

Reappointment – MSP Staff Physician 

How to initiate? Department/school initiates via submitting MSP Staff Physicial (MSP) Intake Form via Renewal Portal 

Department/School Responsibilities: 

• 4-week lead time: Complete MSP Intake Form via Renewal Portal 

• Signature 

ARC Responsibilities: 

• Review intake form 

• Collect medical license and board certification  

• Review MSP Staff Physician module 

• Generate contract 

• Collects signatures 

• Process in UCPath 

Central Offices Responsibilities: 

• Provide signatures 

Website Resources:  

Menu of Services 

Reappointment - Voluntary/Non-Salaried Faculty (VONS) 

How to initiate? Department initiates via submitting Voluntary/Non-Salaried Faculty (VONS) Intake Form via Renewal Portal 

Department/School Responsibilities: 

• 2 months lead time: Complete VONS intake form via Renewal Portal 

• If no teaching evaluations, department/school provides justification for teaching efficiency 

ARC Responsibilities: 

• Review intake form 

• Solicit and review candidate and referee documents 

• Download medical license and board certification  

• Review department/school criteria 

• Complete Voluntary/Non-Salaried Faculty (VONS) module  

• Submit to VCHS AA  

• Send offer letter to candidate 

• Process in UCPath 

Central Offices Responsibilities: 

• Provide approvals 

• Issue appointment letter to ARC 

Website Resources:  

Menu of Services 

Reappointment – Postdoctoral Scholars (PDS) 

How to initiate? ARC initiates via creating ARC case 4 months prior to end date and notifying PI/liaison 

Department/School Responsibilities: 

• Confirm reappointment or separation. Provide annual review. 

• Provides fund changes and notice of awards/award letters (if applicable) 

ARC Responsibilities: 

• Create case 4 months before appointment end date 

• Send notification to PI and Liaison 

• Advise department/school 

• Run RPS (if applicable) 

• Submit in RSAS to OPSA 

• Send offer letter to candidate 

• Process in UCPath 

Central Offices Responsibilities: 

• Provide approvals 

• Issue appointment letter to ARC 

Website Resources:  

Menu of Services 

Note: Consider processing times if the employee requires visa extension. For more information, please visit the International Service and Engagement Office (ISEO)’s website.. You can select visa type, followed by the button that mentions “Processing Time”. 

Reappointment/Separation - Visiting Graduate Student (VGS) 

How to initiate? ARC initiates via creating ARC case 3 months prior to end date and notifying PI/liaison 

Department/School Responsibilities: 

• Confirm reappointment or separation 

ARC Responsibilities: 

• Create case 3 months before appointment end date 

• Send notification to PI and Liaison 

• Solicit and review candidate materials 

• Submit in VGSAS to GEPA 

• Send appointment letter or separation notice to candidate 

• Process in UCPath 

Central Offices Responsibilities: 

• Provide approvals 

• Issue appointment letter to ARC 

Website Resources:  

Menu of Services 

Note: Consider processing times if the employee requires visa extension. For more information, please visit the International Service and Engagement Office (ISEO)’s website. You can select visa type, followed by the button that mentions “Processing Time”. 

Reappointment/Separation - Visiting Scholars (VS) 

How to initiate? ARC initiates via creating ARC case 3 months prior to end date and notifying PI/liaison 

Department/School Responsibilities: 

• Confirm reappointment or separation. 

ARC Responsibilities: 

• Create case 3 months before appointment end date 

• Send notification to PI and Liaison 

• Solicit and review candidate materials 

• Run RPS (if applicable) 

• Submit to RSAS and OVRS 

• Send appointment letter or separation notice to candidate 

• Process in UCPath 

Central Offices Responsibilities: 

• Provide approvals 

• Issue appointment letter to ARC 

Website Resources:  

Menu of Services 

Note: Consider processing times if the employee requires visa extension. For more information, please visit the International Service and Engagement Office (ISEO)’s website. You can select visa type, followed by the button that mentions “Processing Time”. 

Reappointment/Separation - Visiting Graduate Student (VGS) 

How to initiate? ARC initiates via creating ARC case 3 months prior to end date and notifying PI/liaison 

Department/School Responsibilities: 

• Confirm reappointment or separation 

ARC Responsibilities: 

• Create case 3 months before appointment end date 

• Send notification to PI and Liaison 

• Solicit and review candidate materials 

• Submit in VGSAS to GEPA 

• Send appointment letter or separation notice to candidate 

• Process in UCPath 

Central Offices Responsibilities: 

• Provide approvals 

• Issue appointment letter to ARC 

Website Resources:  

Menu of Services 

Note: Consider processing times if the employee requires visa extension. For more information, please visit the International Service and Engagement Office (ISEO)’s website. You can select visa type, followed by the button that mentions “Processing Time”. 

Reappointment/Separation - Visiting Scholars (VS) 

How to initiate? ARC initiates via creating ARC case 3 months prior to end date and notifying PI/liaison 

Department/School Responsibilities: 

• Confirm reappointment or separation. 

ARC Responsibilities: 

• Create case 3 months before appointment end date 

• Send notification to PI and Liaison 

• Solicit and review candidate materials 

• Run RPS (if applicable) 

• Submit to RSAS and OVRS 

• Send appointment letter or separation notice to candidate 

• Process in UCPath 

Central Offices Responsibilities: 

• Provide approvals 

• Issue appointment letter to ARC 

Website Resources:  

Menu of Services 

Note: Consider processing times if the employee requires visa extension. For more information, please visit the International Service and Engagement Office (ISEO)’s website. You can select visa type, followed by the button that mentions “Processing Time”. 

Separations - Faculty, MSP Staff Physician, Non-Faculty Academic 

How to initiate? Department/school initiates via ARC ServiceNow Portal 

Department/School Responsibilities: 

• Submit separation request (unless appointee sends directly) 

• Complete separation checklist and submit to ARC 

ARC Responsibilities: 

• Send Separation Checklist and leaves balances to department/school 

• Submit to UCPath 

• Send offboarding email to employee 

• As needed, route vacation pay in UCPath/EcoTime 

• As needed, complete the International Services and Engagement Office (ISEO) Departure Form 

Central Offices Responsibilities: 

• Provide approvals 

Website Resources:  

Separations 

Separations – Postdoctoral Scholars (PDS) 

How to initiate? Department/school initiates via ARC ServiceNow Portal 

Department/School Responsibilities: 

• Submit separation request (unless appointee sends directly) 

ARC Responsibilities: 

• Send termination email to Scholar 

• Complete the International Services and Engagement Office (ISEO) Departure Form (as needed) 

• Process separation in UCPath 

Central Offices Responsibilities: 

• Provide approvals 

Website Resources:  

Separations 

Separations - Graduate Student Researcher (GSR), Teaching Assistant (TA), and Reader 

How to initiate? Department/school initiates via ARC ServiceNow Portal 

Department/School Responsibilities: 

• Submit separation request (unless appointee sends directly) 

• Complete separation checklist and submit to ARC 

ARC Responsibilities: 

• Process in UCPath 

• Send offboarding email to employee 

• As needed, route vacation pay in UCPath/EcoTime 

Central Offices Responsibilities: 

• Provide approvals 

Website Resources:  

Separations 

Separations - Housestaff (in partnership with Graduate Medical Education i.e. GME) 

How to initiate? Department/school initiates via GME slotting form 

Department/School Responsibilities: 

• Via GME comprehensive slotting form and/or induvial SN case, identify trainees that will be terminating. If we identify this will be a transfer, see additional steps "Appointment Administration" below on line 104 

ARC Responsibilities: 

• Implement separation 

Central Offices Responsibilities: 

• N/A 

Website Resources:  

Separations 

Involuntary Reduction in Time/Layoffs - Faculty or Non-Faculty Academic 

How to initiate? Department/school initiates via ARC ServiceNow Portal 

Department/School Responsibilities: 

• Submit layoff request and provide information on other options for the Employee (i.e. other funding available, period of funding source, end date, and other Faculty supported by the fund source, etc.)  

• Notify employee of layoff (with enough notice time per UCSD PPM). Complete and return Proof of Service form to ARC within 5 business days 

ARC Responsibilities: 

• Request additional information 

• Verify eligibility 

• Send all notices and forms 

• Draft Chair Memo 

• Forward proof of service and layoff notice copy to VCHS AA 

• Create ServiceNow case 

Central Offices Responsibilities: 

• Approve layoff notice forms 

Layoffs or Early Release – Postdoctoral Scholar (PDS) 

How to initiate? Department/school initiates via ARC ServiceNow Portal 

Department/School Responsibilities: 

• Complete intake form w/ required information 

• Sends Postdoctoral Scholar Layoff Form for department/school to complete and return 

• Sign layoff letter template, provide layoff notice to employee, complete POS, and sends copies to OPSA and HSLR. 

ARC Responsibilities: 

• Send layoff form to department/school 

• Collect approvals 

• Enter into RSAS and UCPath 

Central Offices Responsibilities: 

• Provide approvals 

Non-Reappointment 

How to initiate?  

• For Postdoctoral Scholars (PDS), the Department/school triggers via submitting the Separation Form.  

• For Visiting Graduate Students (VGS) or Visiting Scholars (VS), this would be captured during the reappointment process by ARC.  

• For MSP Staff Physician(MSP) or Voluntary/Non-Salaried Faculty (VONS). the Department/School triggers via submitting the Separation Form during the reappointment process. 

Department/School Responsibilities: 

• Confirm non-reappointment 

• Provide non-reappointment reason 

• Typically, notify the appointee (for Senate, notice period is 1+ years. For Non-Senate, this depends on effort/series/years of service 

ARC Responsibilities: 

• Compile and review employee history 

• Confirm service period and effort 

• Prepare documentation as needed 

Central Offices Responsibilities: 

• Confirm appointee is not on issues list 

• Review documentation 

• Notify Academic Personnel Services (APS)