This special‑feature edition highlights UW’s new standardized faculty job posting guidelines, now available for immediate use in Interfolio to support clearer, more consistent, and compliant hiring practices across the tri‑campus system. The eDigest outlines what has changed, why standardization matters, and the steps units should take to adopt the updated tools. Key deadlines include March 31 P&T notifications and first‑year faculty reappointment decisions, April submissions for librarian promotions and Board of Regents appointments, and a reminder to submit H‑1B requests for September hires by May 1. Additional updates include the expanded 2026–27 P&T clock waiver for eligible Assistant Professors and newly revised immigration enforcement response protocol. Contact details for APF and ISO support conclude the issue.
New UW Faculty Job Posting Guidelines Now Live
New standardized faculty job posting guidelines are now available to support academic unit administrators and search committees in creating clear, consistent and compliant job advertisements. These guidelines provide ready‑to‑use vetted language and structured flexibility where units need it. They help streamline the posting process while strengthening equity and alignment across the University’s tri‑campus hiring practices. The webpages and resources have been updated so units can begin using the guidelines immediately.
What’s New
- All faculty job postings must use one of five standardized guidelines that include required Equal Opportunity, benefits, privacy and disability accommodation statements.
- Instructions clarify that information about fostering an inclusive environment belongs in core materials such as teaching, research, service and clinical care rather than in a standalone diversity statement.
- Required sections contain locked, vetted text. Bracketed fields indicate where units may add position‑specific details.
Guidelines are available on the Planning a Hire page and include: Tenure‑track or Tenured or WOT, Teaching Faculty, Research Faculty, Clinical Practice Faculty and Instructional or Visiting Faculty.
Why Standardization
- Promotes university‑wide consistency and clarity.
- Reduces legal and compliance risk by using approved language.
- Focuses reviews on qualifications and professional contributions.
- Saves time for units with complete and compliant text.
What You Need to Do
- Download and use the correct guideline on the Planning a Hire page. Edit only bracketed fields. Keep all other language unchanged.
- Prepare your posting using the guidelines. Units may tailor bracketed text in the Position Description and Qualifications. In Application Instructions, only bracketed items may be modified. Do not request a standalone diversity statement. Any additional position‑specific language must be based on role responsibilities and approved by APF.
- Build and route your posting in Interfolio Faculty Search. Use the updated Create a Position User Guide to enter job details. Review the summary screen for completeness and compliance, then submit for approval. The posting will route to the appropriate approvers. Units may continue editing during review and will be notified when approved or if revisions are needed.
Current postings remain visible on the Academic Jobs Board. All new postings and reposts should use the standardized guidelines.
How to Use the Updated “Create a Position” Page
The tabbed guide walks you through each step:
- Introduction and Preparation: Process overview, user roles, links to help.
- Logging In and Setting Position Type: Access and approval routing setup.
- Defining the Position: Title, service period, open or close dates, location, hiring plan.
- Building the Job Posting: What can be customized and what must remain unchanged.
- Evaluation Criteria and Search Committee: Set the rubric and add members.
- Internal Notes: Hiring plan number, posting outlets, affirmative action details.
- Routing for Approval: Final checks, approver roles, submission and feedback.
- Reviewing and Publishing: Set to Accepting Applications, publish, and copy the unique URL for external ads.
Support
APF is here to help. For questions or assistance, contact acadpers@uw.edu.
Key Deadlines
Mar 31, 2026 — Mandatory Promotion/Tenure Notifications
Faculty who completed a mandatory review will receive outcome notifications from Academic Personnel.
Mar 31, 2026 — Notify 12‑month Faculty in First‑year Appointments
Units must inform eligible first‑year, 12‑month faculty of their reappointment decision.
Apr 10, 2026 — Submit Librarian Promotion Records
Upload complete librarian promotion files for provost-level review.
Apr 15, 2026 — Submit Appointments for May Board of Regents Meeting
Workday transactions requiring May Board approval must be ready for Academic HR review before the meeting.
View the Academic Personnel & Faculty Due Dates Calendar for more information.
2026–27 Promotion and Tenure Clock Waiver Now Open to All Eligible Assistant Professors
The University is offering a one‑year promotion and tenure clock waiver for the 2026–27 academic year. This option is now available not only to faculty already scheduled for mandatory review in 2026–27, but to all eligible Assistant Professors hired on or before January 1, 2026, provided they have no more than three previously approved clock waivers.
Faculty who accept the waiver will have their mandatory review deferred by one year unless they choose to opt out. Units must initiate waiver requests in Workday by June 30, 2026. If no preference is communicated, the default will be to defer the review year by one year.
Faculty may use a federal‑funding‑related waiver for either 2025–26 or 2026–27, but not both, assuming all other eligibility criteria are met. Units should contact each faculty member in a clock‑managed appointment to confirm their preference and halt any review processes already underway if the faculty member elects to defer.
Questions may be directed to acadpers@uw.edu.
H Visa Requests for September Start Dates
Units planning September start dates for H visa holders should submit H visa sponsorship requests by May 1. Early submission helps ensure timely processing and reduces the risk of delays. Review the submission process and requirements at How to Sponsor an H-1B Temporary Worker.
From Our Partners: Updated Immigration Enforcement Response Protocol
The University has updated its protocol for responding to requests from federal law enforcement agencies. Academic leaders and administrators are encouraged to review the revised guidance to ensure appropriate response and coordination.
Read the updated protocol at UW protocol for responding to requests from federal law enforcement agencies.