Cases in Opus are closed by either AAPO or the Dean's Office depending on the type of review required for the case.
Where Dean's offices are not able to close specific actions (white rows below), Opus will not display the "Complete the Case" button unless the user is in AAPO.
Where the Dean's Office can close the case under certain conditions (yellow rows), review the guidelines below for exceptions.
For example
- Single department schools may not close any Appointment actions
- Dean's offices should not close out Change in Percent Time actions for Lecturers.
If an Interfolio packet is linked to multiple cases, one of which AAPO must close and one of which the Dean's Office can close (e.g. a merit and a reappointment), the dean's office may go ahead and close the action they are responsible for (the packet will remain open until all linked cases are closed). KNOWN ISSUE: Opus currently has a bug where the packet is being closed even when there are open linked actions. Dean's offices should refrain from closing linked cases until this is fixed in our next release (3.11).
The Cells in the table are highlighted yellow below if the Dean's Office is able to close the action under certain conditions.
Action | Who closes this action? | Dean’s Office can close the case if the Series/Rank is | Notes/Exceptions |
4th Year Appraisal | AAPO | None | |
8 Year Limit | AAPO | None | |
8 Year Limit Preliminary Assessment/Rebuttal | AAPO | None | |
8 Year Limit Reconsideration | AAPO | None | |
Appointment | AAPO/Dean’s Office (for some series/ranks) |
| Single department schools may NOT close any appointment cases. For Visiting titles the dean's office may only close appointment cases where the appointee's cumulative service in the visiting title does not exceed 2 years. Department coordinators may also close Emeritus appointment actions. |
Change APU | Dean’s Office | Any | This action is only used by the School of Medicine. This action can also be created/closed in bulk. |
Change in Percent Time | Dean’s Office | Any series EXCEPT Lecturers and Recalled appointees. | See our guide for Lecturer cases. |
Change in Series | AAPO | None | |
Change of Area or Specialty | Dean’s Office | Any | This action is only used by the School of Medicine. |
Change of Department | AAPO | None | |
Change of Location | Dean’s Office | Any | This action is only used by the School of Medicine. |
Change Title Code | Dean’s Office | Any series EXCEPT Lecturers | This action should only be used to correct Opus data. It does not replace a Promotion or Change in Series action. It can be used when an old title code is frozen or was entered incorrectly. See our guide for Lecturer cases. |
Conversion to/from HSCP Title | Dean’s Office | Any | This action is only used by the School of Medicine. |
| End Appointment | Dean's Office | Any | This action is used to end an appointment prior to the existing end date (e.g. if someone separates or retires). Department coordinators may also close out End Appointment actions. This action can also be created/closed in bulk. |
Endowed Chair Appointment | AAPO | None | |
Five Year Review | AAPO | None | |
Four Year Review | Dean’s Office | Any | This action is only used by the School of Medicine. |
Initial Waiver Request | Dean’s Office | Any | While dean's offices can close an initial waiver request action, they should NOT close it until the Joint appointment has been approved. |
Joint Appointment | AAPO/Dean’s Office (for some series/ranks) | Any series: Assistant Rank | Single department schools may NOT close any Joint Appointment actions. |
Merit | AAPO | None | |
Merit Career Status | Dean’s Office | Any | This action is only used by the UCLA Library. |
Merit Equity Review | AAPO | None | |
Non-Renewal of Appointment | AAPO | None | |
Off-scale Salary Request | AAPO | None | |
Promotion | AAPO/Dean’s Office (for some series/ranks) | Clinical Volunteer (any rank) | |
Reappointment | Dean’s Office | Any series EXCEPT Lecturers and Recalled appointees | See our guide for Lecturer cases. For Visiting titles the dean's office may only close reappointment cases up to a cumulative service limit of 2 years. This action can also be created/closed in bulk. |
Recall Appointment | AAPO | None | |
Renewal | AAPO | None | |
Split Appointment | AAPO | None | |
Stepping or Un-stepping an Appointment | Dean’s Office | Any | This action is only used by the School of Medicine. |
Unit 18: 4th Year Increase | AAPO | None | |
Unit 18: Pre-Six Academic Review | AAPO | None | |
Unit 18 Initial Continuing Appointment | AAPO | None | |
Unit 18 Temporary Augmentation | AAPO | None | |
Waiver Renewal | Dean’s Office | Any |