Annual Academic File Specifications

The Academic File provides information on a subset of academic personnel.

The file contains one record for each person who was newly appointed during the previous academic year and whose appointment had a title code within CTO's 010, 011, 030, 031, 040, 041, 520, 521, 530, 531, 210, 211, 221, 114 and 124. This category of appointments include the following:

  1. Permanent transfer from another campus.
  2. Appointment of current staff employee to one of the listed title codes.
  3. Appointment of current academic employee to one of the listed title codes, excluding promotions, advancements, or renewals of appointments.

Elements required in these records in addition to key data are as follows:

The file also contains one record for each person who was separated during the previous academic year and whose appointment had a title code within the CTO's listed above. Separations include the following:

  1. Death, resignation, retirement, early retirement
  2. Permanent transfer to another campus
  3. Expiration of appointment without renewal
  4. Expiration of appointment without subsequent appointment to any other title
  5. Expiration of appointment on listed title code with subsequent appointment to any other title code.

Elements required in these records in addition to key data are as follows:

If a person was both newly appointed and separated during the previous academic year, do not supply two records. Supply one record for that person containing all the elements mentioned above.


Group Edit Descriptions


701 - If Prior Service (C959) is not blank, then Separated Employee Destination (C968) must be blank. If Prior Service (C959) is blank, then Separated Employee Destination (C968) must not be blank.


702 - If Prior Service (C 959) is not blank, then Prior Institution (C958) must be blank. If Prior Service (C959) is 'H' (College or University), then Prior Institution (C958) must not be blank. If Prior Service (C959) is blank, then Prior Institution (C958) must be blank.


703 - If Prior Service (C959) is not blank, then Education Level (C919), Education Level Year (C922), and Education Institution (C921) must not be blank. If Prior Service (C 959) is blank, then Education Level (C919), Education Level Year (C922), and Education Institution (C921) must be blank.


704 - If Separated Employee Destination (C968) is not blank, the Future Institution (C929) must be blank. If Separated Employee Destination (C968) is 'H' (College or University), then Future Institution (C929) must not be blank. If Separated Employee Destination (C968) is blank, then Future Institution (C929) must be blank.


705 - If Separated Employee Destination (C968) is not blank, then Separation Reason Code-Academic (C888) must not be blank.

Physical Characteristics and File Submission

File FCP Academic File
Data Set Name ftpusrn/put/fcp/FCPACA.Yyy

where 'n' represents the campus identifier (1=BK, 2=SF, 3=DV, 4=LA, 5=RV, 6=SD, 7=SC, 8=SB, 9=IR.), and

'yy' represents the effective year.
Record Format Fixed Blocked
Record Length 40
Sequence Ascending sequence sorted key elements



Files should be transmitted to UCOP via FTP annually at the end of August. Each file should be accompanied by an E-Mail note with the information specified below. Campuses must transmit files via FTP to vsftp.ucop.edu according to the Secure FTP Guidelines for vsftp.ucop.edu

Please note that we are now only accepting files that are submitted using secure FTP. If you have any problems submitting your file or need the userid and password, please get in touch with your campus File Transfer contact person.

The file transmittal note should be sent to isclib@ucop.edu and should provide the following information:

Campus
Contact and Phone
File Dataset Name
Record Count
"As of" (cycle) date
Creation date