Faculty Policy and Process

Policy

Deans and chancellors may request retention salary adjustments through the Office of the Provost via Academic HR. The request must include:

  • An assessment of the individual’s merit and value to the institution
  • A description of the circumstances warranting a retention adjustment
  • Amount of the proposed retention adjustment
  • Effective date

Retention salary adjustments receive case-by-case review by the Office of the Provost. As such, additional documentation may be requested.

Generally, retention salary adjustments are expected to provide a minimum 7.5% salary increase. Individuals who receive a retention salary adjustment of 10% or greater may be precluded from the merit salary increase immediately following the retention effective date. An individual may not receive a retention salary adjustment for  3 years from the effective date of the most recent retention adjustment.

Retention salary adjustments are prospective. Approval from the Office of the Provost must be received prior to the effective date of the salary increase. Faculty should be informed that all retention offers are contingent upon approval by the Office of the Provost.

Process

To request a retention salary adjustment, please complete the Retention Salary Adjustment Form (updated 6/2/2021), upload the completed form to Maintain Worker Documents in Workday, and submit the request for approval through Workday.

Review of the proposed retention salary adjustment will take into consideration the following:

  • Request is made in compliance with the required consultative processes (Faculty Code Section 24-71 B.3)
  • Request has dean/chancellor approval and reflects a minimum 7.5% increase
  • Individual has not received a retention salary adjustment within the preceding 3 years
  • Individual is not an assistant professor (tenure track, without tenure by reason of funding, research, clinical dental-pathway) entering or into the mandatory promotion review period
  • Effective date of proposed retention adjustment is prospective, not retroactive
  • Individual was determined to be meritorious in the most recent merit evaluation
  • Retention salary increase can be paid within existing resources
  • For faculty who participate in the School of Medicine practice plan, the retention increase percent is calculated against the total base salary, inclusive of UW and practice plan components

If the retention request is approved by the provost, the unit must provide the faculty member with written confirmation that includes the following:

  • Confirmation of the effective date of the retention salary increase and the resulting new monthly base salary, as well as any other terms and conditions of the retention (e.g., research support, summer salary, course release, etc)
  • Confirmation of whether the individual will/will not be precluded from the next merit salary adjustment (Note: individuals receiving a retention increase of less than 10% may not be precluded)
  • Notification that the individual will not be eligible for another retention increase for three years following the effective date of the approved retention
  • Expectation that the faculty member will withdraw from consideration as a candidate in any current, active recruitments by other institutions and employers

Postdoctoral Scholar Policy and Process

Policy

The UW-UAW Postdoctoral Scholars Collective Bargaining Agreement (CBA) states that “[f]or the purpose of retention, the Employer may enter into individual agreements at any time with Postdoctoral Scholars regarding salary increases.”  

Discretionary salary/stipend increases for postdoctoral scholars typically should occur on the appointment anniversary date, concurrent with any applicable CBA-mandated increase. 

“Off-cycle” requests for discretionary retention increases may be considered in circumstances that warrant a more expeditious review. 

These discretionary retention increases are prospective and must receive approval from the principal investigator and academic unit, the respective dean’s/chancellor’s offices, and the Office of Academic Personnel prior to the effective date of the salary/stipend increase. All approvals must be received before making an agreement with an individual postdoctoral scholar.  

Process

To request a discretionary retention salary adjustment that does not coincide with any applicable CBA-mandated increase or with the award of extramural funding, please use the following process in Workday: 

The following information must be included in the comments of the Workday business process for all discretionary postdoctoral scholar retention requests (Requests will be sent back to the initiator if these items are not addressed.):

  • Effective date of increase (this must be a prospective adjustment, dated the first or the sixteenth of the month) 
  • Proposed percentage increase 
  • Justification for retention increase
  • Justification for off-cycle request
  • Academic appointing unit and dean’s office/chancellor’s office must attest that:
    • The salary or stipend increase is able to be paid within existing resources and maintained for the lifetime of the appointment
    • The discretionary retention increase does not impact the anniversary date for any applicable CBA-mandated increases
    • The individual has been evaluated as making satisfactory progress in their most recent assessment