Academic Employee Leaves Workshop May 1, 2019

Agenda Introduction Overview of Affected Titles Process Demo Medical Leaves and FMLA Change Implementation

Introduction Why the online module? UCPath integration Testing We now have an AP leave coordinator, and our office will input leaves centrally, so having an online leave module allows us to integrate these systems (AP Folio, UC Path) more seamlessly This system has undergone testing with select departments and Colleges during Winter quarter, and we’ve made changes, fixes, and adjustments based on their feedback.

Overview of Populations Accruing vs non-accruing titles Titles in AP Folio vs those not in AP Folio Single Employee in: Multiple different units (same title) Multiple different titles

Accruing vs Non-Accruing Titles Researchers, Project Scientists, Specialists Academic Coordinators Postdoctoral Scholars Non-Accruing Titles: Senate Faculty Unit 18 Lecturers (pre-six and continuing)

Titles in AP Folio vs Those Not In AP Folio Senate Faculty Continuing Lecturers Researchers, Project Scientists, Specialists Academic Coordinators Titles not in AP Folio: Pre-six Lecturers Postdoctoral Scholars Even though there are titles not currently maintained in AP Folio, employees in this category should still submit leave requests through AP Folio– you can create these requests on their behalf. Titles not in AP Folio: Postdocs: should show up on your list of personnel to select. Lecturers or other academic employees not appearing in list? See disclaimer at top: contact AAIT to create the case.

Multiple Units and/or Jobs Single Employee in a Single Title over multiple units e.g. Professor in Computer Science and Physics Employee only submits one request Each department’s request is processed separately Single Employee in Separate Titles e.g. Continuing Lecturer + Project Scientist Employee must submit separate request for EACH title Single Employee in Single Title: routing is similar to merit cases. Single Employee in Separate Titles: doesn’t matter if each job is in a different unit, or if both jobs are in the same unit. Note that this example has two different types of titles: one accrues sick/vacation (Project Scientist) and the other does not (Lecturer). So a given type of leave will have different ramifications for each title– an ASMD, for example, would require reporting of sick/vacation time under the Project Scientist title in order to get full pay, but would entail full pay with modified duties, appropriately negotiated, in the Lecturer title (no sick/vacation time to accrue OR report) Also note that this procedure has NOT changed from before– this was what always had to be done previously, just on paper instead of online.

Online Leave Module: Process Academic Employee Initiates leave request in AP Folio Dept Analyst Reviews Forwards to Dept Chair/Unit Director Dept Chair/Unit Director Reviews and endorses Routes back to Dept Analyst Forwards to Control Point Control Point Approves or Endorses Request Forwards to AP if AP is not already the final approver When the Chair routes it back to you as department analyst, you’ll need to make sure you select the proper control point to forward to next: either Dean’s office or AP. See next slide for appropriate approval authority based on title and unit you’re in. @ the end: AP archives the case (just like with M/P cases) and processed the central UC Path update

Approval Authority Title Control Point Teaching Titles (Senate Faculty and Non-Senate Faculty) Dean Research Titles (Researchers, Project Scientists, Specialists, Postdocs) Academic Personnel Academic Coordinators Dean or Academic Personnel Academic Coordinators: If you’re in an academic department that reports up through the Dean, then route this to the Dean after the Chair endorses. If you’re in a unit that does not report through a Dean (e.g. an ORU), route this to AP after the Director endorses.

Let’s see the module in action!

Things to Note Approval memo still issued to candidate offline Uploaded as “Decision Letter” when case is finalized APM-025 approvals must be obtained before submitting request Department Analyst should check for: Sabbatical credit balance (faculty titles) Validation of dates requested Correct pay period dates for 9/9 or 9/12 employees Doesn’t go beyond appointment end date Is the leave type within policy? Policy examples: Senate faculty hasn’t exhausted their # of quarters of paid medical leave in the current time period (< 10 year service: 2 quarters max. >10 years service: 3 quarters max within each subsequent 10-year period) In-Residence Sabbatical request meets the criteria for “in residence” designation (physically in residence + teaches regularly-scheduled class meeting >= 3x /week) Are they actually eligible for the leave requested? e.g. postdocs are not eligible for ASMD Accruing title uses sick/vacation to supplement a childbearing leave and/or ASMD: ensure they have enough to cover paid time for certain amount, then the rest is unpaid Again: these are things you would have needed to check for even when requests were submitted on paper, so it’s nothing new, policy-wise. Consult our office if you have any questions or complex situations.

Change Implementation Red Binder will be updated shortly to reflect these changes Faculty titles: AP will inform via listserv notification Non-faculty titles: dept will inform on an ad hoc basis as needs arise individually Timeline: System is available for use now For current leave requests: can use new module or old system (paper) For leaves effective 7/1/19 and beyond: must use new module Unless they are currently in progress/already approved Non-faculty notification– e.g. you have an Academic Coordinator that wants to go on medical leave, you can then explain to them how they submit the request in AP Folio. Again, they are still providing the same information they would have in an offline request, but now they simply have an online form to fill out, rather than an email to send to you. Reporting: we’re actively working to be able to provide more accurate/usable reports.

Medical Leaves and FMLA The academic employee initiates their request in AP Folio Leave Administrator is notified via email After review, if FMLA appropriate, Leave Administrator will contact academic employee and department staff and will start process

Reminders Observe submission deadlines as outlined in Red Binder Be mindful of employee title + your unit in determining Control Point routing (see approval authority matrix) Dean’s Office: non-accruing titles, Academic Coordinators in academic depts Academic Personnel: all others Faculty sabbaticals should be requested 3 months before payroll effective date. Other leaves 45 days in advance or as soon as possible. Other appointees, as soon as possible. Refer to the approval authority matrix in the previous slide to figure out who to route it to once you receive the Chair/Director’s endorsement. Again, this has not changed, as you had to be mindful of where to route PAPER packets in the past, as well. This is the same thing. Non-accruing titles: Senate faculty, lecturers Accruing titles going through Dean: Academic Coordinators

Contacts UCPath Help AP-Path@ucsb.edu General Leave Administration Lia Cabello x 5979 lia.cabello@ucsb.edu Faculty in Humanities and Fine Arts, Social Sciences, Education, Creative Studies Helly Kwee x 5428 helly.kwee@ucsb.edu Faculty in MLPS, Bren School, Engineering Joanna Kettmann x 5048 joanna.kettmann@ucsb.edu Temporary Research Appointments Billy Ko x 4441 billy.ko@ucsb.edu Postdoctoral Scholars, Academic Student Employees