New Faculty Onboarding

The Office for Academic Personnel and Faculty exists so you don’t navigate your academic career alone. Their mission is to support you—intentionally and continuously—from hire to promotion, leadership, and beyond.

Big picture

• UW has 22,000+ academic personnel and faculty
• Across five career tracks and many appointment types
• APF is the central system that supports your success, not a distant bureaucracy

You are not a number—you are part of a thriving academic community.

APF’s integrated approach: 3 pillars

Your success is planned, not accidental, and rests on three connected pillars.

Faculty Affairs → Your institutional anchor

• Handles the complex systems behind the scenes
• Ensures compliance, clarity, and fairness

Faculty Development → Your growth partner

• Supports career advancement, leadership, and community
• Provides workshops, mentoring, and year round programming

Faculty Inclusive Excellence → Your belonging blueprint

• Ensures inclusion, retention, and equitable opportunity
• Builds strong, supportive academic communities

Pillar 1: Faculty Affairs

You’ll rarely interact directly—but they support you at every career stage.

Faculty Affairs manages:

• Hiring approvals & appointments
• Promotion & tenure reviews
• Retention offers
• Sabbaticals
• Faculty policy interpretation
• Visa & green card processes for international faculty

Key resource:

• Faculty Policy Primer — clarifies UW’s Faculty Code

Why it matters:

• Administrative clarity = academic freedom.

Faculty appointments at UW

UW has many faculty tracks, including:

• Tenure track (professorial)
• Without tenure (WOT) faculty
• Research faculty
• Instructional & teaching faculty
• Clinical practice faculty
• Annually appointed faculty

All tracks are valued, voting members of the UW community—expectations differ by track, not importance.

Promotion & tenure: what to know early

Clock managed faculty (assistant professors):

• 6 year promotion timeline
• UW hires one person for one slot—not a tournament
• ~98% of those who go up are promoted
• Many are promoted before year 6

Key milestones:

• Reappointment review: ~1.5 years in
• Regular merit reviews + chair feedback
• External review typically begins in Year 5

Start early. Document everything. Update your CV often.

Clock extensions

You can “stop the clock” up to four times for valid reasons, including:

• Birth or adoption of a child
• Federal funding delays
• Equipment delays
• Care responsibilities

Asking for a clock waiver is normal and encouraged when needed.

What makes a strong promotion portfolio

Think in three buckets (weights vary by track):

• Research / Scholarship
• Teaching
• Service

You need something in each bucket—and the total tells your professional story.

Pillar 2: Faculty Development

Faculty development focuses on long term growth, not just survival.

Key offerings:

• Promotion & dossier workshops (year round)
• New Faculty Development Program
  • Cross disciplinary networking
  • Mentoring and peer support
• Leadership development
  • Dean & Chancellor Leadership Series
  • Academic Leader Onboarding (for future chairs, directors, deans)

Watch for announcements via the APF website and faculty newsletters.

Faculty Inclusive Excellence

Excellence requires belonging.

Focus areas:

• Inclusive faculty recruitment & retention
• Search committee training & resources
• National partnerships to support faculty success

Key programs:

• NCFDD membership (free for all UW faculty, postdocs, and grad students)
  • Writing support
  • Mentoring communities
  • Faculty Success Program (with cost sharing available)
• UW ADVANCE
  • Inclusive practices (especially STEM)
  • Leadership training across campus

Leadership pathways

Many faculty eventually move into leadership.

APF supports that transition with:

• Opportunities & Leadership Program
  • 9 month cohort experience
  • Practical leadership skills
  • Conflict management
  • Campus navigation & networks

You don’t have to figure leadership out alone.

Shared governance = your voice

• Faculty Senate and governance structures shape UW policy
• Faculty help define:
  • Promotion standards
  • Academic policy
  • Institutional priorities

Office of Research Website

Welcome to Research at UW

Research is central to the University of Washington’s mission and contributes to advances in knowledge, innovation, education, and public impact. UW supports a broad and highly collaborative research enterprise spanning all campuses, schools, colleges, and disciplines. Faculty benefit from a robust ecosystem of research support services, funding opportunities, compliance resources, shared facilities, and professional development programs.

Key Research Support Offices

Office of Sponsored Programs (OSP)

Supports proposal submission, award acceptance, and sponsored project administration.

How they support you:

• Review and submit sponsored research proposals
• Negotiate and accept research awards
• Ensure compliance with sponsor requirements
• Provide guidance on grant and contract administration

Human Subjects Division (HSD)

Provides oversight and support for research involving human participants and manages the University’s Institutional Review Boards (IRBs).

How they support you:

• Determine whether projects qualify as human subjects research
• Conduct IRB reviews
• Facilitate reliance agreements with external IRBs
• Support compliance reporting and participant protections
• Provide training and guidance for human subjects research
• Administer the Zipline electronic submission system for IRB applications and approvals

Getting Started

• Register for the Zipline system before submitting protocols.
• Review the HSD Online Help Library for system guidance and training materials.
• Consider completing available CITI Human Subjects Protections or Good Clinical Practice trainings.

Contact

• Human Subjects Division: HSD Website

Office of Animal Welfare (OAW)

Supports faculty conducting research involving vertebrate animals and oversees Institutional Animal Care and Use Committee (IACUC) review requirements.

How they support you:

• Determine whether your activities require IACUC review
• Assist with protocol development and submission
• Provide individualized liaison support throughout the review process
• Connect researchers with required training resources
• Guide investigators through regulatory requirements and approvals

Getting Started

• Determine whether an IACUC protocol is required.
• Connect with OAW staff for consultation and support.
• Submit protocols through HoverBoard for review.
• Complete required training before beginning animal work.

Contacts

• Office of Animal Welfare (OAW): oawrss@uw.edu
• Center for Laboratory Animal Training Resources (CLATR): clatr@uw.edu

Office of Research Information Services (ORIS)

Develops and supports technology systems that facilitate research administration and compliance across UW.

How they support you:

• Research administration systems
• Electronic workflows and approvals
• Research information management tools
• Reporting and administrative support services

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Finding Research Funding

The Office of Research offers programs and services designed to help faculty launch new initiatives, develop collaborations, and pursue external funding opportunities. Resources include:

• Royalty Research Fund grants
• Internal seed funding opportunities
• Networking and collaboration events
• Foundation and sponsor engagement support
• Workshops focused on proposal development and funding opportunities

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Mentoring Students and Trainees

Effective mentoring is an important component of a successful research program. During New Faculty Onboarding, experienced UW faculty and administrators shared strategies for building strong mentoring relationships and research teams.

Mentoring Best Practices

• Set clear expectations through mentoring agreements.
• Establish regular communication and check-ins.
• Create structured onboarding materials for students and trainees.
• Use team communication platforms to share opportunities, resources, and updates.
• Help trainees identify career development opportunities and professional networks.
• Foster a culture of mutual respect, learning, and inclusion.

Mentoring Resources

• UW Graduate School Mentoring Resources
• UW Office of Undergraduate Research Mentor Resources
• Undergraduate Mentoring Tools and Best Practices
• Council of Graduate Schools Guidance for Faculty Mentors
• Healthy Research Teams and Labs resources

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Professional Development and Research Opportunities

New faculty are encouraged to engage with research-focused workshops, networking opportunities, and research support programs throughout the year. Topics may include:

• Limited submission funding opportunities
• Artificial intelligence and research initiatives
• Foundation relations and funding strategies
• Shared facilities and core research resources
• Interdisciplinary research collaborations

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Stay Connected

Subscribe to Research Communications

The Human Subjects Division publishes a monthly newsletter highlighting policy updates, guidance, training opportunities, and developments in research oversight.

Learn More About Research at UW

The Office of Research regularly shares research impact stories, funding opportunities, resources, and news from across the UW research community.

Support Offices

• Office of Research
• New to Research
• Office of Sponsored Programs (OSP)
• Human Subjects Division (HSD)
• Office of Animal Welfare (OAW)
• Animal Care, Outreach, and 3Rs Program (ACO3Rs)
• Office of Research Information Services (ORIS)

Research Units

• Applied Physics Laboratory (APL-UW)
• Washington National Biomedical Research Center (WaNBRC)

Office of Global Affairs

The Office of Global Affairs is your hub for global engagement—supporting international teaching, research, partnerships, and travel safety.

What the Office of Global Affairs Supports

OGA is UW’s central resource for global engagement, supporting faculty in:

• Global Learning (study abroad, curriculum)
• Global Research & Partnerships
• International Travel, Safety & Compliance

Global partnerships & funding

International Agreements

• OGA manages agreements between UW and international institutions.
• Covers research, teaching, and outreach collaborations.
• Contact early if you’re planning an international partnership.
• Email: agreements@uw.edu

Funding Opportunities

• Global Innovation Fund: Seed funding for new global projects (typically opens Dec. 1).
• Global Funding Database: Curated list of external funding opportunities and deadlines.

Faculty-Led Study Abroad

Key Facts

• 80+ faculty-led programs each year.
• Open to any UW faculty member.
• Typically 10–25 students.

UW Support Includes

• Program management
• Logistics
• Financial planning
• Safety support

Study Centers

• Rome, Italy
• León, Spain

Program Lengths

• 10 days, 3 weeks, 5 weeks, or 10 weeks
• Available year-round

Reach out early—even if your idea is still tentative.

Travel, Safety & Compliance

Travel Registry (Required)

Register all official UW international travel, including:

• Conferences
• Research travel
• Teaching abroad

Insurance & Emergency Support

Registered travelers receive:

• Medical and mental health emergency assistance
• International SOS coverage

Work Abroad Requests

Required if you:

• Are paid by UW, and
• Work outside the U.S. for 30+ days in one location

Travel Reminders

• Official travel: Must be registered
• Personal travel: No registration required
• Students on official travel: Must register
• Level 4 countries: Not permitted for study abroad
• Level 3 countries: May require additional review

Visa Support

OGA Can Provide:

• Proof of appointment
• Insurance letters
• Participation confirmations

OGA Cannot Provide:

• Visa advice

UW Libraries

UW Libraries are research and teaching partners, not just collections. They help you find, use, teach with, publish, and share information—at every stage of your work.

UW Libraries at a glance

• 15 libraries across three campuses (Seattle, Bothell, Tacoma)
• Includes specialized locations (e.g., Friday Harbor Labs)
• Support goes far beyond books—think full research lifecycle support

Your starting point

Libraries website = your portal

• Search books, articles, databases, journals
• Access discipline specific research guides
• Manage your account (renewals, requests)

“Ask Us” = human help

• 24/7 chat with real librarians
• Email and one on one consultations
• Think of it as a library concierge service

Research essentials

Access without paywalls

• Use the Libraries website + Husky OnNet VPN / Proxy
• Maintains off campus access while traveling or at home

Borrowing beyond UW

• Extensive UW collections
• Regional partner libraries
• Interlibrary Loan (ILL):
  • Books & articles worldwide
  • Scans of chapters and articles
  • Course readings scanning support

Discipline specific expertise

• Research Guides curated by subject specialists
• Pathway to librarians who support your field
• Help identifying:
  • Key databases
  • Methods
  • Citation tools
  • Starting points for new projects

Teaching support

Libraries support instruction in three key ways:

1. In class support

• Librarians can visit your class to teach:
  • Research skills
  • Database use
  • Information literacy
  • AI literacy & critical AI use
• Sessions customized to your course

2. Online & embedded resources

• Tutorials you can drop into Canvas:
  • Undergraduate Research Tutorial
  • Graduate Student Research Institute
• Custom course guides built just for your class

3. Course materials & affordability

• Help selecting course readings
• Open Educational Resources (OER) support
• Course reserves (physical & streaming media)
• Reduce student costs while improving access

Research lifecycle support

UW Libraries help you plan, conduct, analyze, and share research.

Planning & organizing

• Citation management tools
• Research consultations in the Research Commons
• Literature discovery across disciplines

Data & analysis

• Data management planning help
• Text mining workshops (with eScience Institute)
• GIS Lab support (Suzzallo Library)
• Data visualization workshops & consults

Copyright & licensing

• Reusing others’ work
• Licensing your own materials
• Copyright librarian support for publisher contracts

Publishing & open scholarship

Open access support

• UW Libraries cover or reduce article processing charges (APCs) with many publishers
• Helps you publish openly faster and cheaper

UW Open Access Policy

• Applies to UW faculty publications
• Waivers available if needed
• Deposits supported via ResearchWorks (UW’s repository)

Data sharing

• Dryad repository available at no cost
• Supports funder data sharing requirements

Digital publishing platforms

• Project & personal domains
• Tools like:
  • WordPress
  • Omeka (digital exhibits)
  • Pressbooks (open textbooks)
  • Manifold (digital books & journals)

Open Scholarship Commons

A hub for:

• Digital scholarship tools
• Workshops & consultations
• Storytelling (podcasting, digital media)
• Research impact & altmetrics
• Recording studio & collaborative spaces

Goal: Make UW research visible, reusable, and impactful.

What to remember

• Librarians are experts you can call early
• Support exists for research, teaching, publishing, and impact
• Many services save time, money, and effort
• If you’re unsure—Ask Us

CoMotion

CoMotion helps UW researchers turn ideas into real world impact—through intellectual property, startups, licensing, funding, mentoring, and incubation.

Why CoMotion matters

• UW is a global leader in tech transfer:
  • Most innovative public university (multiple rankings)
  • #2 in the U.S. for licenses granted
  • Top 10 globally for tech transfer
• CoMotion is UW’s partner for moving research beyond publications into societal and economic impact.

What CoMotion supports

Innovation at UW isn’t just “deep tech.” CoMotion supports translation across:

• Life sciences & therapeutics
• Clean & climate tech (fusion, photovoltaics, carbon capture)
• AI, software, curriculum, apps, and tools
• Mental health, education, and public‑good innovations
• Humanities and traditionally underserved disciplines

If it can help people—it may be translatable.

Intellectual property: your options

CoMotion helps navigate IP in four main ways:

• Open distribution (public sharing)
• Licensing to existing companies
• Spin‑off startups
• Direct‑to‑user licensing (e.g., code or scalable tools)

You choose the path—CoMotion supports the process.

The CoMotion innovation pipeline

CoMotion supports you from idea to impact, with integrated services:

1. Early exploration

• NSF I‑Corps (external + UW hub)
• Idea to Plan (UW program)
• Focus: customers, product‑market fit, translation potential

2. Faculty peer support

• Entrepreneurial Faculty Forum
  • Eight experienced faculty entrepreneurs
  • Serve as connectors, mentors, and translators
  • Demystify commercialization and startups

Turning ideas into ventures

Once you explore commercialization, CoMotion offers hands‑on programs:

Signature program: Innovation Gap Fund

• $1M+ awarded annually
• Grants:
  • Small discovery awards ($5K)
  • Up to $75K/year for promising innovations
• Includes:
  • Pitch coaching
  • Mentor access
  • Entrepreneurial skill building
• Outcomes:
  • 110+ spin‑offs
  • $6.3B+ raised by UW startups

Building the right team

Postdoctoral Entrepreneur Program

• Supports postdocs or senior graduate students to focus on commercialization
• Structured curriculum + startup preparation
• 65 awards since 2010
• Strong licensing and startup outcomes

Mentorship at every stage

• 120+ volunteer industry mentors
• Entrepreneurs across all sectors
• Matched based on:
  • Idea stage
  • Industry vertical
  • Regulatory, funding, or scaling needs
• Goal: reduce risk and accelerate success

Launching your startup

Husky Fast Start

• Pre‑negotiated, standardized license terms
• Designed specifically for UW spin‑offs
• Fair, aligned, simple, transparent
• Faster, easier startup formation

Plan to Launch

• For teams with MVPs or strong product‑market fit
• Workshops on:
  • Team building
  • Funding (dilutive & non‑dilutive)
  • Business models
  • Legal structure & cap tables

Incubation: CoMotion Labs

• Startup incubation with wraparound services
• Vertical‑specific spaces:
  • Life sciences & hardware (on campus)
  • Tech / AI / software
  • Climate tech (downtown Seattle)
• Includes:
  • VC office hours
  • Founder community & events
  • Vendor and investor access
• 250+ startups incubated since 2012

Strong campus & regional partnerships

CoMotion works closely with:

• Foster School of Business (entrepreneurship & accelerators)
• Creative Destruction Lab
• Plug and Play
• Seattle Climate Innovation Hub
• Washington Research Foundation
• PAC Ventures

Impact by the numbers

• 300+ startups launched
• 1,500+ Washington jobs created
• $10B+ total follow‑on funding (30 years)
• 850 patent filings (5 years)
• 300–400 licenses issued annually
• $1.3M/year invested in early‑stage UW ventures

Who this is for

• Faculty at any career stage
• Researchers with:
  • Grant‑funded discoveries
  • Curriculum or software ideas
  • Social or climate solutions
  • Early thoughts—or fully formed ventures

If you’re curious, CoMotion wants to talk to you.

What to remember

• You don’t need a startup plan to engage—start with a conversation
• Innovation comes in many forms—not just biotech
• CoMotion provides structure, funding, mentors, and speed
• Your research can create impact far beyond academia

The Graduate School

How the Graduate School Supports New Faculty

The Graduate School is a key partner in graduate education, helping faculty recruit, mentor, support, and graduate master’s and doctoral students. The Graduate School also provides policies, systems, and resources that help faculty navigate graduate academic programs and student success initiatives.

New Faculty May Engage with the Graduate School for:

• Graduate Student Recruitment and Admissions
  Support for graduate admissions processes, student recruitment, and admissions systems.
• Graduate Program Policies and Administration
  Guidance on Graduate School policies, degree requirements, supervisory committees, and program administration.
• Mentoring Graduate Students
  Resources that promote graduate student success, inclusive excellence, and effective mentorship.
• Dissertations, Theses, and Degree Completion
  Information on committee approvals, dissertation requirements, and graduation processes.
• Program Development and Review
  Support for new academic program proposals and academic unit reviews.

Why It Matters

Whether you’re advising graduate students, serving on supervisory committees, or contributing to graduate program leadership, the Graduate School provides the framework and resources that support graduate education across UW.

Undergraduate Academic Affairs

How Undergraduate Academic Affairs Supports New Faculty

Undergraduate Academic Affairs (UAA) advances undergraduate education at UW by connecting students to high-impact learning opportunities, academic support resources, advising, leadership development, research experiences, and community engagement. UAA also partners with faculty to enhance teaching and student success.

New Faculty May Engage with UAA for:

• Undergraduate Research Opportunities
  Connect students with meaningful research experiences and learn about programs that support faculty-mentored undergraduate scholarship.
• Teaching and Student Success Resources
  Access campus programs that support student learning, academic achievement, and retention.
• Academic Advising Partnerships
  Collaborate with advising professionals who help students navigate academic pathways, majors, and degree planning.
• Student Engagement and Experiential Learning
  Explore opportunities that connect students to leadership, service, research, honors, and other high-impact educational experiences.
• Welcoming and Supporting New Students
  Learn how UAA programs help students build community, develop a sense of belonging, and successfully transition to the UW.

Why It Matters

UAA serves as a strategic partner for faculty who are committed to student learning, mentorship, undergraduate research, and creating a meaningful educational experience that helps students thrive both in and beyond the classroom.

UW Human Resources

Welcome to UW Human Resources

UW Human Resources (UWHR) supports employees throughout their entire career journey, from onboarding through retirement. UWHR provides services, resources, and guidance tailored to the diverse needs of UW faculty, staff, academic personnel, and union-represented employees.

With approximately 56,000 employees across the University, UWHR serves a broad workforce while providing specialized support for faculty members throughout their careers.

Core Human Resources Support for Faculty

UWHR offers a variety of services designed to help faculty successfully navigate employment, workplace challenges, personal well-being, and career transitions.

Areas of Support

• Leave and accommodation services
• Employee relations and workplace consultation
• Workday support and employment records
• Wellness and work-life resources
• Employee assistance and counseling services
• Benefits and retirement support

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Leaves & Accommodations

Life events and health concerns can occur at any point during your career. UWHR provides confidential guidance regarding workplace accommodations and leave options.

How They Support You

• Medical leave assistance
• Family and caregiver leave support
• Disability accommodations
• Return-to-work planning
• Guidance on federal, state, and UW leave policies

What to Know

• Accommodation requests may be available for any medical condition that impacts your ability to perform your work.
• HR works collaboratively with faculty members and departments to identify appropriate workplace solutions.
• Services are confidential and designed to support employee success.

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Employee Relations Support

Human Resources Consultants (HRCs) provide guidance when workplace concerns arise and help faculty understand University policies and processes.

How They Support You

• Workplace conflict resolution
• Faculty Code guidance and interpretation
• Personnel file questions
• Policy consultation
• Support for faculty serving as supervisors or managers

When to Contact an HRC

• You have questions about your rights or responsibilities as a faculty member.
• You need assistance resolving workplace concerns.
• You are managing employee performance or personnel issues.
• You need help understanding UW policies or procedures.

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Workday & Employment Resources

Workday is UW’s central employment and HR system.

Common Workday Functions

• New employee onboarding
• Updating personal information
• Managing employment records
• Accessing benefits enrollment
• Viewing payroll and compensation information

Helpful Resource

• Employee Workday Help Site

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Wellness & Work-Life Resources

UW offers a variety of programs focused on supporting employee well-being both inside and outside the workplace.

Whole U Program

Whole U promotes a holistic approach to wellness by supporting:

• Physical health
• Mental and emotional well-being
• Financial wellness
• Social connection and community engagement

Highlights

• More than 1,000 events and activities annually
• Educational workshops and presentations
• Wellness challenges
• Live and virtual fitness opportunities
• Community-building programs

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UW WorkLife

UW WorkLife provides support where professional and personal responsibilities intersect.

Available Resources

• Childcare resources
• Elder care resources
• Dependent care assistance
• Family support services
• Employee Assistance Program (EAP) referrals

Employee Assistance Program (EAP)

The Employee Assistance Program provides free and confidential support for employees and members of their household.

Services Include

• Counseling support
• Grief and loss assistance
• Crisis response services
• Stress management support
• Family and relationship resources

Additional Support

EAP also offers consultation and response services for workgroups and departments following difficult or traumatic events.

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Giving & Community Engagement

Faculty and staff interested in community service and philanthropy can participate in the UW Combined Fund Drive.

UW Combined Fund Drive

• Convenient payroll deduction giving
• Supports local, national, and international nonprofit organizations
• Opportunities for volunteer engagement and community impact

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Benefits & Retirement Quick Reference

Benefits Enrollment

Benefits begin with timely enrollment.

Important Deadline

You have 31 days from your hire date to enroll in health benefits. This deadline cannot be extended.

Benefits Office Support

The Benefits Office can assist with:

• Health insurance enrollment
• Dental and vision coverage
• Retirement planning
• Life insurance
• Long-term disability insurance
• Open enrollment changes
• Benefits orientations and educational sessions

UW Benefits Website

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Health Benefits

UW employees enrolled through PEBB may choose from multiple medical plan options, including:

• Consumer Directed Health Plans (CDHPs)
• Kaiser Permanente managed care plans
• PPO plans

All Medical Plans Include

• No pre-existing condition exclusions
• Preventive care covered at 100% when using in-network providers
• Prescription drug coverage

Dental & Vision Coverage

• Automatically included with benefits enrollment
• Employer-paid coverage

Open Enrollment

Annual Open Enrollment typically occurs each fall, generally in late October.

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Retirement Planning

Faculty should review retirement options as soon as possible after hire.

Important Deadline

You have 30 days to make a retirement plan election.

If no election is made, you will be automatically enrolled in the UW Retirement Plan (UWRP).

Retirement Options

UW Retirement Plan (UWRP 403(b))

• Default retirement plan
• Immediate vesting
• UW contributions provided on your behalf
• Managed through investment providers selected by UW

TIAA / TRS Plan 3

• Hybrid pension and investment structure
• Combines defined-benefit and defined-contribution features
• Retirement plan elections are generally irrevocable

Financial Planning Support

Faculty have access to complimentary retirement and financial planning services through:

• Fidelity
• TIAA

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2026 New Faculty Onboarding Benefits Q&A