Non-Senate Academics
The Academic Personnel Office manages the administration, analysis, and implementation of UCR’s academic personnel policies, procedures and collective bargaining agreements for all Non-Senate Academics. This page contains the collective bargaining agreements (CBAs), APM policies, procedures, and guidelines related to academic employment of all Non-Senate Academics.
To identify if a title is a Senate or Non-Senate academic, please refer to APM 110 (Section 4.4)(pdf) for an affirmative list of Academic Senate titles.
If you have questions or cannot find the policy or procedure that you need, please send an email to academicpersonnel@ucr.edu.
Working with a template provided by UC San Diego, a collaborative team from Graduate Division, Academic Personnel Office, Employee and Labor Relations, and Information Technology Solutions has developed a comprehensive FAQs about implementation of the new system-wide labor contracts for GSRs, TAs, and postdocs. This website will be updated on a regular basis, so do check it for updates.
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Non-Senate Academics - General Policy Information
Below is a list of general policies that apply to Non-Senate, Non-Represented Academic Employees:
- Non-Senate CALL (Revised July 2021) – Appointment and Advancement Procedures (pdf)
- Non-Senate - Complaints, Concerns, and Grievances (Guidance) (pdf)
- Non-Senate APM 140 Grievance Procedures (Local Policy) (pdf)
- Non-Senate APM 140 Grievance Procedures (Appendix C – Grievance Form) (word)
- Non-Senate Academic Titles - Performance Management, Corrective Action, and Dismissal (PMCAD) Policy (pdf)
- ASE and GSR Leaves Cover Letter (pdf)
- ASE and GSR Leaves Form (pdf)
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Additional policies can be found at: https://academicpersonnel.ucr.edu/policies
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How to access Time & Attendance Reporting System (TARS):It is the employee’s responsibility to accurately record approved leave taken and submit timesheets to their supervisor/unit head by the published deadlines. In support of organizational excellence and to improve operational effectiveness, timely and accurate submission of time records will reduce incorrect reporting.
It is the supervisor’s responsibility to accurately review and approve employee timesheets by the published payroll deadlines.
- RSpace (link)
- Under "Authorized Apps"
- Click "Time and Attendance Reporting System"
- timesheet.ucr.edu
Time & Attendance Reporting System Training:
- TARS Job Aid for ASEs and GSRs
- TARS Job Aid for Supervisors
- TARS Job Aid for Exempt Staff (pdf)
- TARS Job Aid for Non-Exempt Staff (pdf)
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Academic Researchers (ARU) (RA)
Academic Researcher titles include employees in the Professional Researcher Series, Project Scientist Series, and Specialist series. The Academic Researchers Unit (ARU) is represented by the UAW and covered under the RA contract. Visiting, Supervisory, Academic Year, and WOS researcher roles are non-represented. See the Non-Senate CALL for local procedures around both represented and non-represented titles.
- RA Bargaining Unit Contract (link)
- Non-Senate CALL (Revised July 2021) – Appointment and Advancement Procedures (pdf)
- Deferral Request Form (Non-Senate Series) (docx)
- For official document templates for both represented and non-represented Academic Researchers, please email academicpersonnel@ucr.edu.
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Academic Student Employees (ASEs) (BX)
Academic Student Employees (ASEs) titles include Teaching Assistant (TA), Reader, Tutor, and Associate In. Graduate Division is responsible for the development and implementation of policies and procedures around these titles, in coordination with the Academic Personnel Office. ASE titles are represented by the UAW and are subject to the BX Contract.
- BX Bargaining Unit Contract (link) (TA, Reader, Tutor, Associate In)
- Graduate Division - Graduate Student Employee Manual (link)
- Graduate Division Website Links:
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How to access Time & Attendance Reporting System (TARS):It is the employee’s responsibility to accurately record approved leave taken and submit timesheets to their supervisor/unit head by the published deadlines. In support of organizational excellence and to improve operational effectiveness, timely and accurate submission of time records will reduce incorrect reporting.
It is the supervisor’s responsibility to accurately review and approve employee timesheets by the published payroll deadlines.
- RSpace (link)
- Under "Authorized Apps"
- Click "Time and Attendance Reporting System"
- timesheet.ucr.edu
Time & Attendance Reporting System Training:
- TARS Job Aid for ASEs and GSRs
- TARS Job Aid for Supervisors
- TARS Job Aid for Exempt Staff (pdf)
- TARS Job Aid for Non-Exempt Staff (pdf)
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Graduate Student Researchers (GSRs)
Graduate Student Researchers are graduate student employees who perform research related to the student's degree program in an academic department or research unit under the direction of a faculty member or authorized Principal Investigator. Graduate Division is responsible for the development and implementation of policies and procedures around these titles, in coordination with the Academic Personnel Office.
- Graduate Division - Graduate Student Employee Manual (link)
- Graduate Division Website Links
UAW BR BX Transitional Position Pilot Program
The Transitional Position Pilot Program provides a set number of transitional positions per the contract extension agreement between the University of California and the UAW. Graduate Student Employees who are selected will receive up to one quarter of a transitional position as an ASE or GSR subject to all the terms and conditions of the appropriate collective bargaining agreement.
Program Eligibility
- In good employment standing, including conduct and performance
- Dependent on their Principal Investigator for employment
- Have been with their Principal Investigator for at least three quarters
- The Graduate Student employee has made a clear argument, corroborated by the department, that there is an irreparable employment-related conflict in the supervisor/supervisee relationship and that the supervisor relationship is beyond repair for reasons outside of the graduate student employee’s control, or that the graduate student employee’s PI left the University
- Has not previously received a transitional position
To apply for the program, complete the application that can be found here
Please Email apomail@ucr.edu with any questions about the program. -
Lecturers (Unit 18) (IX)
Lecturer Orientation: For information on the Unit 18 Lecturer Orientation, please contact the Academic Personnel Office at academicpersonnel@ucr.edu.
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Librarians (Unit 17) (LX)
Librarian titles, including the ranks of Assistant, Associate, and full Librarians are represented by the UC-AFT and covered under the LX contract. Supervisory Librarian employees are non-represented and covered under APM 360 and APM 365.
- LX Bargaining Unit Contract (link)
- Librarian Academic Appointments and Reviews (Represented and Non-Represented (link)
- APM 360 – Librarian Series (link)
- APM 365 – Associate University Librarian and Assistant University Librarian (AULs) (link)
- Librarian Call (pdf), AUL Call (pdf) - (October 30, 2024)
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Postdoctoral Scholars (Postdocs) (PX)
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Postdoctoral Scholars conduct research under the general oversight of a faculty mentor in preparation for a career position in academe, industry, government, or the nonprofit sector. Graduate Division is responsible for the development and implementation of policies and procedures around these titles, in coordination with the Academic Personnel Office.
- PX Bargaining Unit Contract (link)
- Postdoctoral Scholar Appointment Forms (link)
- Graduate Division Website for Postdocs (link)
- President's Postdoctoral Fellows and UCR's Chancellor's Postdoctoral Fellows (link)
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School of Medicine Non-Senate Academics
The School of Medicine Academic Affairs maintains local procedures in the school for Non-Senate Faculty titles, such as Health Sciences Clinical Professor Series.
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System-Wide Childcare Reimbursement Programs
Academic Student Employees - ASE (BX)
Article 4 ChildcareGraduate Student Researchers - GSRs (BR)
Article 4 ChildcarePostdoctoral Scholars - Postdocs (PX)
Article _ Childcare Reimbursement and Dependent Care Programs-
Academic Student Employee (ASE) and Graduate Student Researcher (GSR) Childcare Reimbursement Program
ASEs and GSRs may be eligible for reimbursement of childcare expenses through a program as established in Article 4 of the ASE and GSR collective bargaining agreements (CBA), effective January 1, 2023.Eligibility:
An eligible ASE or GSR is a registered student with at least a 25 percent appointment who has (a) qualified dependent(s). For the purposes of this program, qualified dependents are children in the custody of the ASE/GSR who are 12 years old or under as of July 1st for the following fiscal year which includes the current summer session and the new academic year. Please see the applicable CBA and program guide for additional information regarding eligibility.Reimbursement Process:
Submit completed ASE/GSR Reimbursement Form along with childcare provider receipt(s) to the hiring department for reimbursement within the timeline specified in the CBA and the program guide.Reimbursement Amount:
- Effective January 1, 2023, up to $1350 per quarter
- Effective October 1, 2023, up to $1375 per quarter
- Effective October 1, 2024, up to $1400 per quarter
For additional information and FAQs, please see the ASE/GSR Childcare Reimbursement Program Guide
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Postdoctoral Scholars (PX) Childcare Reimbursement Program
Postdocs are eligible to receive childcare reimbursement through a program as established in Article _ of the Postdoc collective bargaining agreement (CBA), effective December 9, 2022.Eligibility:
Postdoctoral Scholars employed at 100% time in all titles covered in the Recognition Article are eligible to receive Childcare Reimbursement of up to $2500 per calendar year (January 1 – December 31) for expenses incurred during the Postdoctoral Scholar’s appointment period for the following reasons: a. Eligible Childcare Reimbursement; and b. Professional Travel Childcare Expense Program. Please see the applicable CBA and program guide for additional information regarding eligibility.Reimbursement Process:
Submit completed Postdoctoral Scholar Childcare Reimbursement Form long with childcare provider receipt(s) to the hiring department for reimbursement within the timeline specified in the CBA and the program guide.Reimbursement Amount:
- Beginning October 1, 2024, the Childcare Reimbursement Program shall increase by $100 each year as follows:
a. October 1, 2024: $2600,
b. October 1, 2025: $2700,
c. October 1, 2026: $2800
For additional information and FAQs, please see the Postdoc Childcare Reimbursement Guide
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Other Non-Senate Academics
Other Non-Senate Academics, such as the Adjunct Professor Series, Academic Coordinators, and Academic Administrators are covered under APM and local procedures, such as the Non-Senate CALL.