Skip to content
News

News

2026 Sabbatical Updates

This guide contains all content and hyperlinks from the presentation “Sabbatical Updates” offered August 19, 2026 by the Office for Academic Personnel and Faculty. It is intended to help administrators manage sabbatical applications efficiently and ensure compliance with Academic Personnel Faculty (APF) procedures.

Important Dates

Please note the following deadlines for the 2026 sabbatical review cycle:

  • September 1: Notification of quarter allocation
  • September 1: Sabbatical case initiation opens
  • February 1: Sabbatical case initiation closes and cases are due to APF
  • By March 15: Decisions will be announced via email and available on APF’s Case Maintenance website

Administrators should plan departmental timelines to ensure all materials are completed and submitted well before the February 1 deadline.

Case Maintenance Changes

Several updates have been made to the Case Maintenance system.

RPT Case Maintenance Page

Quarters Requested

The number of quarters requested is no longer collected during case initiation. Instead, this information will be gathered exclusively through the candidate’s application form.

Candidate Contact Information

Candidate NetID and email information have been added to the case cover sheet.

Screenshot of a required “Sabbatical Quarters Requested” section showing four radio-button options: Summer 2027 (June 16 to September 15, available only for faculty with a 12-month service period), Autumn 2027 (September 16 to December 15), Winter 2028 (December 16 to March 15), and Spring 2028 (March 16 to June 15).

Cover Sheet Editing

When changes are made to the cover sheet, the system will automatically generate a new version and attach it to the case.

To Edit a Cover Sheet

  1. Navigate to the Case Maintenance page.
  2. Locate the appropriate case.
  3. Select Details.
  4. Click Edit.
  5. Make the necessary changes.
  6. Click Save.

A revised cover sheet will be added to the case within approximately two hours. Administrators may continue making edits until the case is forwarded to APF.

RPT and Application Changes

Candidate Application Updates

The sabbatical application form has been revised for the new review cycle.

Sabbatical Abstract

The section previously called Sabbatical Plan has been renamed Sabbatical Abstract.

Screenshot of a required “Sabbatical Abstract” section in an online application form. Instructions direct applicants to provide an abstract of their sabbatical plan, include the general location where work will occur, and limit the entry to 150 words. A text entry field is displayed below the instructions.

Key requirements:

  • Maximum of 150 words.
  • Candidates must still submit the complete sabbatical plan as part of the application package.
  • The full plan does not need to be reproduced in its entirety within the application form itself.

Template and Form Changes

Template Updates

The primary template change is an updated link to the librarian contract. Because this is the only template modification:

  • Non-librarian units generally do not need to re-duplicate templates.
  • Re-duplication is only necessary if department-level changes have been made.

Form Updates

Several administrative form revisions have been implemented:

  • Updates related to statutory limits.
  • Minor language revisions throughout forms.
  • Administrative duties have been added to the list of activities that chairs and deans may need to address when evaluating an applicant’s sabbatical plan.
  • Questions regarding outside work on SCC Leader forms have been streamlined and consolidated.

Screenshot of a sabbatical application form showing a required question asking the reviewer to confirm that the applicant will not receive compensation for remunerative employment related to sabbatical activities and that any outside work is separate from those activities. An explanatory note states that selecting “Yes” confirms the faculty member will submit an outside work form. An “Options” dropdown menu appears in the upper-right corner.

Process Overview

Review Templates Before Opening Cases

All units should review their sabbatical templates before initiating any cases. Particular attention should be given to:

  • Committee requirements
  • Unit-level requirements
  • Local review procedures

SCC Template Requirements

Departments must re-duplicate their SCC template whenever the SCC makes revisions.

Required Naming Convention

Use the following format:

SCC_DEPT_DEP/UNDEP Sabbatical Template

Example:

CAS_ENG_DEP Sabbatical Template

Initiating Cases

Cases should be initiated through the APF Case Maintenance website. Once a case is created:

  1. Notify the candidate that the case has been initiated.
  2. Conduct all required departmental reviews.
  3. Forward the case to APF by the deadline.

Saving Materials

Departments should download any case materials they wish to retain before forwarding a case to APF.

Important: APF will not retain email correspondence or related communications associated with the case.

Sabbatical Reports

When faculty members return from sabbatical, final sabbatical reports should be submitted to acadpers@uw.edu.

Managing Changes After Submission

Changes to Candidate Applications

If a candidate needs to modify application information, such as requested quarters:

  • Unlock the candidate section so the faculty member can update the application.
  • This can be done until the case is transferred to APF.

Quarter Changes After APF Review Begins

If changes to the number of approved quarters occur after the case has moved to APF:

  • Email acadpers@uw.edu
  • Use the subject line: Sabbatical Change

Candidate Withdrawals

If a candidate withdraws from consideration:

  • Email acadpers@uw.edu
  • Use the subject line: Sabbatical Withdrawal
  • APF will process the withdrawal.

Communication Guidance

  • Do not copy additional APF staff on routine sabbatical emails.
  • Avoid using Teams for standard sabbatical questions.
  • Use acadpers@uw.edu unless there is an emergency requiring an immediate response.

Website Enhancements

Several new online resources are available to support sabbatical administrators.

New Landing Page

A new landing page provides:

  • Key due dates
  • Getting-started resources
  • Important sabbatical process links

New Overview Resources

Additional website enhancements include:

  • A dedicated overview page
  • Getting Started guidance
  • Annual Template Updates information
  • Step-by-step case review instructions for each template type
  • Better alignment with Promotion & Tenure processes and resources

Key Takeaways

  • Review and update departmental templates before opening cases.
  • Case initiation opens September 1 and closes February 1.
  • Requested quarters are now collected only through the candidate application.
  • The Sabbatical Plan section has been replaced with a 150-word Sabbatical Abstract.
  • Download any records you wish to keep before forwarding cases to APF.
  • Send all sabbatical-related updates, withdrawals, and reports to acadpers@uw.edu.
  • Take advantage of the new sabbatical website resources and guidance pages.

August 2026 eDigest

Welcome to the August 2026 eDigest. As the academic year begins, this issue highlights key deadlines, important policy and process updates, and resources to support your work in academic personnel administration. Be sure to note upcoming promotion and tenure and Board of Regents deadlines, prepare for the opening of the 2026-27 sabbatical cycle, and review new guidance related to faculty search committee training and J-1 visa sponsorship processes. We also encourage you to share information about upcoming onboarding opportunities for new academic leaders and faculty colleagues joining the University of Washington this fall.

Key Dates

Due Dates

September 30, 2026: Last Day to Initiate Promotion and Tenure Cases

Promotion and tenure case initiation for the 2026–27 review cycle will close after September 30, 2026. Units should ensure all promotion and tenure cases are initiated by this deadline.

October 21, 2026: Submit Appointments for November Board of Regents Meeting

Appointments requiring Board of Regents approval at the November meeting must be processed in Workday and ready for Academic HR review by October 21, 2026. Appointments should receive Board approval before the proposed appointment start date.

Policy and Process Updates

Sabbatical Case Initiation Opens Sept. 1

Units preparing for the upcoming sabbatical cycle should note that sabbatical case initiation opens September 1, 2026.

The APF Sabbatical Leave webpage serves as the central resource for sabbatical planning and administration, with guidance for faculty, librarians, unit leaders, and administrators. Resources include step-by-step instructions for initiating sabbatical cases , annual template preparation guidance, an overview of the sabbatical review process, and additional RPT support materials.

Administrators are encouraged to review their unit’s sabbatical templates and processes before initiating new cases. Faculty and librarian sabbatical cases must be forwarded to APF through Interfolio RPT by February 1.

Learn more: Sabbatical Leave webpage.

Interfolio Administrator Information Session: Supporting the New Faculty Search Committee Training Requirement

The Office for Academic Personnel and Faculty (APF) invites Interfolio Administrators in non-School of Medicine units to attend an information session on the new required training process for faculty search committees. For convenience, APF will offer two opportunities to attend the same session: an in-person option and a virtual option.

Effective July 1, 2026, APF requires faculty search committees in non-SOM units to complete a 90-minute training before reviewing applications. During the 2026–27 pilot year, only the chairs of tenure-track and teaching-track faculty search committees must complete the training before committee members are granted access to application files in Interfolio. Training certification is valid for three years.

The Interfolio Administrator Information Session serves as a companion to the required faculty search committee training. It is designed to help Interfolio Administrators, in non-SOM units, understand the new requirements, their role in verifying training completion, and the resulting changes to access management and faculty search processes within Interfolio.

RSVP for an Interfolio Administrator Information Session

  • In person: Tuesday, Sept. 15, 2026, 10 a.m.–noon, HUB 250
  • Online: Thursday, Oct. 1, 2026, 2:30–4:30 p.m.

The information session will cover:

  • Updates to the Evaluator access process in Interfolio
  • Verification of faculty search committee training certification
  • Key content from the required faculty search committee training

Please note: The APF training is separate from the UWHR 20-minute Workday Learning training required for hiring authorities. The two trainings are not interchangeable.

For School of Medicine (SOM) Units: SOM offers its own required training for faculty search committees and maintains a separate system for tracking training certification. Interfolio Administrators in the School of Medicine should continue to follow SOM-specific guidance and processes. Questions may be directed to Sylvia Woods, SOM Academic HR Manager.

International Scholar Updates

Updated Information Regarding the End of Duration of Status

A new rule ending Duration of Status for J-1 exchange visitors is scheduled to go into effect on September 15, 2026. ISO thanks units for their hard work in preparing J-1 extension requests in anticipation of this new rule.

  • More information, including slide decks from recent information sessions, is available on our blog post.
  • New web content for J-1 scholars has been added to the ISO webpage: Changes to Duration of Status.
  • ISO is still accepting J visa requests for extensions and will endeavor to process as many extensions as possible before the rule goes into effect. See our How to Sponsor a J-1 page for more information.

Please note: While appointment eligibility, funding and insurance compliance requirements still apply, ISO will generally not require a new reappointment letter, Postdoctoral Scholar Data Sheet or CV for extension requests if the position is UW-paid and the requested extension does not exceed eligibility for the title or visa.

In these cases:

  • Units should select “The unit requests sponsorship up to the maximum period allowed by UW appointment eligibility and U.S. immigration law” under Sponsorship Duration in Section Three: Appointment Information on the J visa request form.
  • Appointment eligibility limits still apply. For example, sponsorship for a postdoctoral scholar beyond the five-year postdoctoral limit requires approval of a sixth-year exception before the J visa request can move forward.
  • Similarly, externally funded/PDR scholars must still demonstrate funding for the entire requested period.

Units trying to submit extension requests as quickly as possible may find it helpful to use the “Copy to New” function in the Lux visa request system:

  1. Go to the APF portal to view Submitted J Visa Requests and use the search bar to locate the scholar by name.
  2. Locate the scholar’s most recent J visa request.
  3. Select the yellow Action button and choose Copy to New to populate a new request with information from the prior submission.

Please contact ISO with any questions at acadvisa@uw.edu.

Please Share with Faculty

New Academic Leaders Onboarding

Please share this information with newly appointed associate deans and department chairs in your unit.

New Academic Leader Onboarding will take place Wednesday, Sept. 2, 2026. Designed specifically for faculty who are stepping into academic leadership roles at the University of Washington, this in-person program introduces new leaders to the people, programs and resources that support success in their administrative responsibilities.

Participants will have opportunities to build connections with colleagues across the University and learn about key resources available to academic leaders.

Welcome Week for New Faculty

Please share this information with faculty in your unit who are newly joining the University of Washington.

To support the successful transition, development and engagement of new faculty members, the University will offer Faculty Welcome Week from Sept. 8–11, 2026, in partnership with colleagues across all three campuses. These University-wide programs complement school-, college-, and department-level onboarding by introducing new faculty to UW’s teaching resources, research ecosystem, academic policies and professional communities.

Teaching@UW
Sept. 8–9, 2026 | In person and Zoom
Hosted by the UW Center for Teaching and Learning, this two-day program introduces incoming faculty to evidence-based teaching practices, instructional resources and the UW’s core expectations for effective teaching. Register for Teaching@UW.

New Faculty Onboarding
Sept. 10–11, 2026 | In person and Zoom
Presented by the Office for Academic Personnel and Faculty in collaboration with partners from across the University, this program provides an overview of research resources, academic policies, professional development opportunities and services that support faculty success. Sessions also offer opportunities for new colleagues to build connections across disciplines and campuses. Register for New Faculty Onboarding.

Invitations and registration information will be sent directly to new faculty and will also be available at New Faculty@UW.

Note: Unlike the Sept. 2 New Academic Leader Onboarding event, which is designed for faculty entering leadership positions such as department chair or associate dean, Faculty Welcome Week is intended for faculty who are newly hired to the University, regardless of leadership role.

Connect, Learn, and Build Community at Day 2 of New Faculty Onboarding

Meet the Faculty and Campus Leaders Supporting Your Success

The first day of New Faculty Onboarding introduces new faculty to the people, programs, and resources that support teaching, research, and academic success across the University of Washington. On September 11, Day 2 brings those connections to life through in-person conversations, faculty panels, networking opportunities, and a resource fair designed to help new faculty build community and navigate the UW with confidence.

The day begins with a networking breakfast and welcome from senior academic leaders, offering participants an opportunity to connect with colleagues from across the university while hearing about UW’s commitment to faculty success. Following the opening session, faculty will gather for a plenary panel on trainee mentoring, featuring experienced researchers, educators, and academic leaders who will share insights on supporting undergraduate, graduate, and postdoctoral trainees. The remainder of the day includes discipline-specific scholarship panels, opportunities to network with fellow faculty, and a resource fair showcasing the many offices and services available to support faculty throughout their UW careers.

Below is a preview of a few of the featured participants and sessions.

Meet the Trainee Mentoring Panel

The plenary mentoring discussion brings together faculty and academic leaders who work with trainees across the educational spectrum, from undergraduate researchers to graduate students, postdoctoral scholars, and interdisciplinary research teams.

Panel participants include:

  • Cecilia Giachelli, Associate Vice Provost for Research and Professor of Bioengineering (moderator)
  • Michael Regnier, Professor of Bioengineering
  • Kalei Kanuha, Associate Dean of Graduate Student Success
  • Sophie Pierszalowski, Director of the Office of Undergraduate Research
  • David Beck, Director of Research at the eScience Institute
  • Joey Key, Associate Professor of Physics
  • Stephanie Harrington, Associate Dean for Administration, College of the Environment

Together, the panelists bring expertise in graduate education, undergraduate research, interdisciplinary collaboration, student success, data-intensive research, academic leadership, and faculty mentoring. Their collective experiences offer new faculty practical perspectives on how to support trainees at every stage of their academic journeys while building productive and rewarding mentoring relationships.

Building a Scholarship Portfolio at the UW

Following the mentoring panel, participants will choose from one of four discipline-focused discussions hosted by Academic Personnel & Faculty:

  • Building a Scholarship Portfolio in Medicine & Health Sciences
  • Building a Scholarship Portfolio in Arts, Humanities & Social Sciences
  • Building a Scholarship Portfolio in Engineering & Natural Sciences
  • Building a Scholarship Portfolio in Teaching & Pedagogy

These sessions are designed to help faculty better understand how scholarship is recognized, supported, and evaluated across different academic fields. Through conversations with experienced UW faculty and academic leaders, participants will gain practical insight into building a successful scholarly portfolio while navigating the expectations and opportunities unique to their disciplines.

Whether faculty are developing research programs, advancing creative and scholarly work, pursuing clinical and applied scholarship, or demonstrating excellence in teaching and learning, these discussions will provide discipline-specific perspectives on building a sustainable and impactful academic career at the University of Washington.

Meet the People Behind the Resources

After a networking lunch, faculty will have the opportunity to connect directly with campus partners during the Resource Fair.

One of the most valuable aspects of onboarding is discovering not only what resources exist, but also the people behind them. The Resource Fair provides a chance to ask questions, make connections, and learn how various offices can support faculty throughout their UW careers.

Representatives will be available from:

  • Global Affairs
  • UW Libraries
  • Office of Research
  • Tri-Campus Engagement for Community Research
  • CoMotion
  • Faculty Development
  • The Graduate School
  • Undergraduate Academic Affairs
  • Environmental Health & Safety
  • Husky Assist Program
  • University Book Store
  • UW Alumni Association

Faculty can also connect with offices and programs that support well-being, benefits, and campus life, including:

  • Whole U and UW WorkLife
  • Combined Fund Drive
  • UW Human Resources and Benefits
  • TIAA
  • Campus & Community Safety
  • Transportation Services

Building Your UW Network

Day 2 is intentionally designed to foster connection. Between the networking breakfast, mentoring panel, scholarship discussions, lunch, and Resource Fair, participants will have multiple opportunities to engage with colleagues and campus partners from across schools, colleges, and campuses.

These early relationships often become valuable sources of collaboration, mentorship, and community throughout a faculty member’s UW career. By the end of the day, participants leave with more than information. They leave with connections, conversations, and a stronger sense of belonging within the University of Washington community.

Join Us

New Faculty Onboarding is part of Faculty Welcome Week, a series of programs designed to help new faculty begin their UW careers with confidence, connection, and community.

While Day 1 offers a virtual introduction to university leadership and key resources, Day 2 provides opportunities for deeper engagement through mentoring conversations, discipline-specific faculty panels, and meaningful interactions with the people and offices that support faculty success.

Register for both days of New Faculty Onboarding, September 10-11, 2026, and take full advantage of Faculty Welcome Week as you begin your UW journey.

New Faculty Onboarding

Sept. 10–11, 2026

Register for both days to take full advantage of the opportunities and resources.

Register Today