Health Sciences Academic Recall Guidelines
A. Policy
Academic Personnel Manual (APM), Section 205
Faculty and academics may be recalled to perform teaching, research, and/or administrative service duties if
there is a departmental need and adequate funding. A minimum 30-day break in service after the date of
retirement is required before a recall appointment begins.
Generally, recall appointments are approved for only one year at a time and are self-terminating.
Recall appointments are not an entitlement and are contingent upon funding and programmatic
considerations. Recalled appointees are not eligible for merit or promotion increases.
Campus administrators may only make a pre-retirement recall agreement with academic appointees age 60
or older and who have at least five years of service credit (“UCRP normal retirement age”). Administrators
may not discuss recall appointments with academic appointees who have not attained the UCRP normal
retirement age.
B. Salary
• Academic appointees may be recalled to a compensated or a non-compensated
appointment. Compensated appointments should be percentage-based.
• Recall appointments may not exceed a total of 43 percent time during a rolling 12-month period,
inclusive of all recall appointments at any UC campus.
• Retired Health Sciences faculty may be recalled at one of the following salary rates:
1. Covered Compensation at the time of retirement, range adjusted forward. Faculty appointed under
this option will not be members of the Health Sciences Compensation Plan (HSCP). They are not
eligible to receive additional compensation (Z payments) but have no limitation on compensation
from outside professional activities. Covered compensation is defined as the individual’s approved
rate on the HSCP salary scales, associated with the faculty member’s rank, step, and academic
programmatic unit (APU).
a. PPS Implementation: Use REG DOS code and BYR for cap gap rate, if applicable.
2. Total negotiated salary (i.e., salary greater than covered compensation rate) at the time of
retirement. Faculty appointed under this option will be members of the HSCP (regardless of
percentage of effort) and are subject to all the terms and conditions of the HSCP.
a. PPS Implementation: Use HSCP DOS code components, as appropriate. Do not use REG
DOS code.
C. Authority
The Executive Vice Chancellor – Academic Affairs has approval authority for standard academic recall
requests. Though exceptional requests are discouraged, such requests will be considered in appropriate
circumstances. Exceptional requests must be accompanied by a memo addressed to the Executive Vice
Chancellor.
Research
D. Types of Appointments
Recalls for research must be established on a percentage basis to ensure appropriate
effort reporting. Faculty recalled for research, with NIH funding as the sole funding
source, may be recalled at the capped NIH rate only. If supplemental funding is
available, the faculty member may supplement the NIH monthly capped rate up the
faculty’s monthly covered compensation rate. Supplementation of NIH capped salaries
may be made only from available non-federal or non-state funding sources. Note:
Please discontinue use of BYA DOS code for cap gap amounts and refer to PPS
implementation instructions in Section B above.
Rev. 10/15
Administration
Administrative recalls are generally established on a percentage basis.
Teaching
Recalls for teaching must be established on a percentage basis.
E. Health Sciences Recall Titles
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•
•
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1701: Recall faculty who are members of the HSCP.
1702: Recall faculty who are not members of the HSCP.
1700: Recall faculty who are not members of the HSCP and will only perform teaching duties.
3802: Recall academics/non-faculty.
F. Benefits
Recalls must sign and return the UCRP Rehired Retiree Employee Election form (UBEN 1039 – revised
10/12) to the UC San Diego Health Sciences Benefits Office (via email: [email protected] or fax:
619-543-7369) prior to service (not required for retirees who elected the lump sum cash out option). The
form is available via At Your Service:
UCRP Rehired Retiree Employee Election Form (UBEN 10-39)
The following online publications are related to retirement and return to work :
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Returning to UC Employment After Retirement Factsheet
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Retirement Handbook
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Recalled Employee
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Home Department/ARC
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Appointment Department
(if not Home Department)
Associate Vice Chancellor,
Academic Affairs’ Office
Academic Compensation
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G. Responsibility and Oversight
Disclose all UC recall appointments to home department and any
other appointing departments/campuses to ensure 43% annual recall
limit is not exceeded
Review recall-related publications listed in Section F, above.
Contact the Benefits Office if there is any question regarding the
effect of the recall on retirement benefits
Sign and submit the UCRP Retired Employee Election form (not
required for retirees who elected the lump sum cash out)
Acknowledge and sign UCSD Academic Recall Appointment form
Advise employee regarding recall process and assist with benefits
issues
Verify employee’s recall status (check for other appointments)
Complete and submit UCSD Academic Recall Appointment form to
Associate Vice Chancellor, Academic Affairs via Service Now (pdf)
Enter approved recall when approved by EVC in PPS
Review PAN to ensure payroll action reflects approved recall
Inform employee’s home department of your intention to recall the
employee
Complete and submit UCSD Academic Recall Appointment form to
the employee’s home department via email (pdf)
Enter approved recall in PPS [ask home department for alternate
access]
Review PAN to ensure payroll action reflects approved recall
Provide policy and procedure guidance to departments
Obtain Associate VC’s signature on the UCSD Academic Recall
Appointment form
Upload completed form via Sharepoint Dean's Portal (pdf) in
Academic Compensation for EVC approval (Mary Baran reviews)
Manage approval, exception, and notification process
Ensure appointment is entered in APOL
Advise departments and Assoc VC Academic Affairs’ Office as
necessary
Rev. 10/15
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Provide PPS assistance to departments
Post-audit PPS entries
H. Intercampus Academic Recall Appointments
If a department proposes to recall an academic who retired from another UC campus, the department should
notify the home campus of the proposed appointment and obtain the necessary information to complete the
Employee Information and Status At Time Of Retirement sections of the Academic Recall Form.
Coordination between campuses is imperative to ensure that the 43% appointment threshold is not
exceeded.
A Temporary Intercampus Appointment form must accompany the Academic Recall Form to facilitate
payment. More information on intercampus payments may be found at:
http://academicaffairs.ucsd.edu/offices/apo/compensation/intercampus.htm
I. UCSD Academic Recall Appointment Form Instructions
Employee Information
1. Enter Employee ID
2. Enter Name [format: John W. Smith]
3. Choose Home Campus from dropdown menu
1. Enter Home Department [abbreviate if necessary]
2. Choose Title/Rank from dropdown menu [if not listed, enter manually]
Pre-Retirement Information
3. Enter Step from dropdown menu
4. Enter Total Negotiated Salary (TNS) at time of retirement
Choose Scale Type at time of retirement from dropdown menu
5. depending on whether or not individual was a member of the HSCP
6. Enter UC Retirement Date [mm/dd/yy]
1. Choose SOM or SSPPS from dropdown menu
2.
Proposed Recall Appointment
Enter department proposing recall appointment from dropdown menu
3. Enter Up To Percent Time [no more than 43%]
4. Enter Begin and End Date of proposed recall [mm/dd/yy]
5. Enter Covered Compensation and date of salary scale used
6. Choose Title Code from dropdown menu
7. Enter Requested Annual Salary [Options are:
a. Covered Comp [Will not be a member of HSCP]
b. Total negotiated salary(i.e., salary greater than covered comp)
at time of retirement. [Will be a member of HSCP]
8.
Select Purpose of Recall
9.
Provide Description of Recall Duties
10. Enter Funding Source(s) and courses if teaching
Rev. 10/15
1.
2.
Retiree Acknowledgement
3.
1.
Recommendation and Approval
2.
3.
The retiree must read and check the appropriate box based on the
recall title they are being recalled in and submit the UCRP Retired
Employee Election form (not required if the retiree elected the lump
sum cash out option at the time of retirement).
The retiree must declare any other recall appointments held on a UC
campus within the past twelve months. The 43% annual
compensation limit includes earnings at all UC campuses. It is the
department’s responsibility to confirm the individual’s recall dates and
earnings at the other department or campus.
The retiree’s signature is an acknowledgement that he/she accepts
the recall appointment as proposed and understands the limitations
noted on the form.
Hiring Unit – Department Head:
Departments = Department Chair
Other programs (not within a department) = Director
ORU/MRU = Director
Secondary Department Head: Same as above, but for the joint
appointing unit
Associate VC Academic Affairs (for Health Sciences recalls)
4. Executive Vice Chancellor Approval
The UCSD Academic Recall Form should be submitted via Service Now or email at [email protected]
as an Adobe PDF attachment. Approval notification will be sent to the appointing department(s) after
receipt of EVC approval via Service Now.
Rev. 10/15