Timeline for Annual Prep of Faculty Teaching Assignments

Task	Proposed Deadline	Notes/ Responsible Parties	Questions
APO finalizes lecturer workload document for upcoming fiscal year	October 1	SON HR, Program Directors, and APO office work together to finalize unit allocations for teaching assignments; approval processes completed with Unit 18	Is this realistic? We finalized our workload policy last year.
TAT initialized for next academic year	October	Courses copied from prior year	Do we copy instructor course loads? Course schedules? Since courses copied from prior year, it is unclear about prior year - academic year or fiscal year? since SON is on fiscal year, the prior year ends June 30, so is it possible to initiative this between July to September?
Populate Excel spreadsheet that takes into account funded research time, admin time, sabbatical, leave and results in a calculation for annual teaching workload (in units) for each faculty member	December 1	Angela Cortes in the Research Office enters the research effort deduction based on grants with NOA on file. Dean adds sabbatical approvals. Dean adds administrative time. HR adds leave approved to date.
Solicit faculty preferences for teaching assignments and begin populating the TAT with assignments	November	Program Directors
Program Directors meet together with Associate Dean to review and rectify problems in TAT courses with no faculty faculty with assignments under or over units allocated faculty-specific issues (e.g., interpersonal conflicts or in need of skill remediation to teach courses as assigned)	December 15
Final Teaching Assignments are sent to HR for all faculty, all quarters	January
Offer letters will go out to annual appointees (lecturers)	February
Final teaching assignments are sent by Program Directors to all faculty, and a copy of the annual schedule of courses/assignments is posted on Intranet for all faculty to review	First week of February	Program Directors communicate with each faculty member Academic Dean posts Excel spreadsheet of all assignments
Lecturers are given 1 week to sign and return their offer letters.	Feb 21^st -24^th
HR starts to work on dossiers to submit to APO	Feb 24^th – March 11^th	An offer letter needs to be signed by the Lecturer before HR starts to create the Dossiers. Dossiers need to be submitted and approved by APO before HR enters appointment details in UCPath.
UCLA Central APO approves dossiers	April 15^st – June 15^st	UCLA Central APO takes 1.5 - 2 months to approve dossiers April 15^st – June 15^st
HR completes hiring paperwork with Lecturers	April 15^st – June 15^st -Paperwork can be completed while we wait for APO to approve appointment.	This process usually takes 1 week because I need to have individual onboarding meetings with each new hire.
HR submits appointment request to UCPATH	June 15^st – June 9^th	Sometimes there are several submissions/changes that need to be made in UCPath. Such as % updates, hire, reappointments, short work breaks, etc.
UCPath approves/Completes appointment requests	1 – 2 Weeks after submitting	UCPath takes about 1-2 weeks to review/approve requests.
Appointments are active/complete by UCPath.	6/20 – new appointment 7/1 – reappointments
New Adjunct and Academic Senate Faculty are onboarded, with teaching assignments in place for Fall-Summer of the upcoming year	July 1	HR onboarding initiated Dean and Associate Deans initiate orientation
HR completes onboarding PT 2 with the Lecturer.	Once all access to UCLA systems is requested/approved/completed by IT.	IT can take 5-7 days to complete all requests.