1. Academic Employee Leaves Workshop
May 1, 2019

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

3. 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.

4. 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

5. 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)

6. 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.

7. 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.

8. 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

9. 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.

10. Let’s see the module in action!

11. 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.

12. 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 to send to you.
Reporting: we’re actively working to be able to provide more accurate/usable reports.

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

14. 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

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