News - Page 17 of 31 - Academic Personnel & Faculty

Preparing for the 2024-25 P&T Cycle

Step 1 – Mandatory P&T: Academic HR (AHR) shares with dean/chancellors’ offices lists of academic personnel for whom, according to Workday, a mandatory promotion/award of tenure decision must be reached during the 2024-25 academic year.

Dean/chancellors’ offices must review this list for accuracy and note any discrepancies using the new limited-access shared folder system. If there are any discrepancies in the list, contact acadpers@uw.edu immediately with corrections entitled P&T access list – <Your Dept Name>.

Step 2 – Non-Mandatory P&T: Dean/chancellors’ offices must populate the 2024-25 Expected Non-Mandatory Template with the names of all academic personnel being considered for non-mandatory promotion in the 2024-25 academic year. These templates can be found in the new limited-access shared folder system.

Collecting these names prior to receiving non-mandatory P&T records is critical for accurately tracking cases throughout this process. Templates should be completed before October 15, 2024 (October 21 for UW Libraries).

Step 3 – Candidate Materials: Reach out to candidates and ensure all their materials are up-to-date.

IMPORTANT: An updated CV and a complete record of peer and student teaching evaluations must be included in the P&T record including peer and student review within the year of submission.

Step 4 – Workday Records: Unit administrators should use the to ensure Workday fields are complete and correct for all academic personnel being considered for promotion and/or tenure.

Step 5 – P&T Checklist: Use the 2024-25 Promotion and Tenure Checklist to ensure all materials are included in each P&T record. Attach a copy of the completed checklist as the cover sheet for all mandatory, non-mandatory and non-mandatory early P&T records.

Note: Contents of each P&T record must be arranged in the order outlined on the checklist.

Dean/chancellor’s office administrators should review the prior to submitting completed P&T records.

Important Dates

Non-mandatory promotion lists due to AHR – October 15, 2024
AHR Promotion and Tenure Training – October 8, 2024
All Workday updates complete for academic personnel being reviewed for promotion and/or tenure in 2024-25 – December 1, 2024
Mandatory P&T records due to AHR – December 16, 2024
Non-mandatory P&T records due to AHR – February 3, 2025
Non-mandatory clinical and affiliate P&T records – are now being processed at the school/department/unit level in the Spring reappointment process.
Librarian promotion records due to AHR – April 11, 2025

2023 Academic Personnel Census Preparation

The AP Census includes all individuals with an active academic appointment, or a position in the Workday Academic Personnel job family group, as of October 31 of each year. It is the primary data source for most of OAP’s reporting activities and is shared with other key central business units such as the Office of Planning and Budgeting to ensure consistency in University-wide academic personnel data reporting.

AP Census Preparation Schedule

August 15: Output of R0716.1: Academic Personnel Census Academic Appointment Audit will be delivered to everyone with the Academic Partner security role. Updated lists will be delivered every two weeks through October 24.
August 14 : Weekly virtual office hour sessions will be held to answer questions and assist in resolving data entry issues. See details below.
October 3 and October 17: The output of R0716.2: Academic Personnel Census Position Audit will be delivered to everyone with the Academic Partner and HCM Initiate 2 security roles
October 31: Due date for AP Census-related Workday entries (Note: Entries should already be approved by deans’/chancellors’ office.)

AP Census-Related Reports

Data issues outlined on the two reports listed below will be provided directly to academic partners (and later HCM Initiate 2s) using Workday alerts.

R0716.1 AP Census Appointment Issues – includes all primary and presumed primary academic appointments (those that have not been ended regardless of appointment end date) with census-impacting data issues. It also identifies academic appointees who do not have an active position as of the census date.
R0716.2 AP Census Position Issues – includes all academic positions (those that have not been ended regardless of end employment date) with census-impacting data issues and identifies workers whose primary academic rank doesn’t align with their job profile.

Office Hours

Office hours are a weekly opportunity for unit administrators to ask questions about data issues. The virtual sessions are drop in, but we work with each participant individually using Zoom’s “waiting room” to ensure conversations are confidential, so it may be necessary to wait.

Office hours will be held every Monday 3:00 -4:00pm (August 14 to October 30, except September 4 due to the Labor Day holiday).

Office hours Zoom link(be sure to use your netID to login)

If you have questions, but are unavailable during the designated office hours, please email acaddata@uw.edu and your designated Academic HR Specialist (including AP Census in the subject line) to schedule a time to discuss your questions.

Questions

If you have questions about the AP Census, email acaddata@uw.edu and include AP Census in the subject line.

Blackout period for ISO’s visa request tool

Update as of 7/6:

Units may resume visa request submission using revised forms available at https://lux.ap.washington.edu/visa/. The forms have been updated to incorporate and require new Workday Finance worktags.

ISO advisors and AHR specialists will reach out to units to collect worktags on visa requests that were submitted. but not approved by 06/30.
Visa intake forms have been updated to collect worktags; use the current versions going forward:
- H Visa Intake Form (edition date 06/30/2023)
- J Visa Intake Form (edition date 07/05/2023)
The H Visa Request Form and H Visa Intake Form have also been updated to accommodate staff titles, consistent with the joint OAP/UWHR staff visa pilot program.
The H Visa Request Checklist (edition date June 2023) has been refreshed to correct links and checkboxes and to include staff visa sponsorship.

Please contact ISO with any questions you have regarding these changes.

Update as of 7/3: Visa request submission will be re-opened once OAP has access to UWFT financial information, which is currently estimated to be 7/6/2023.

OAP has been working to smoothly manage the transition of our Lux visa request system from UW’s legacy financial system to the worktags being implemented as part of the UW Finance Transformation (“UWFT”). This week, OAP was informed that worktag data will not be available until 07/05. As a result, it will not be possible to accept visa requests between 06/17 and 07/05.

Units should therefore plan around the following dates:

Now through 06/16: units submit visa requests (including H visa requests, J visa requests, J amendments, and J-2 dependent requests) per the current process using existing budget codes for billing.
06/16: DEADLINE to submit visa requests using existing budget codes; any requests submitted on or before 06/16 and conditionally approved will be billed before FT cutover.
06/17-07/05: Visa request black-out period; request forms (including drafts) are unavailable and visa request submissions paused. Other Lux functionality (including “Manage Files” pages and “My submitted” pages) will remain accessible.
07/06: Visa request forms available; units may resume visa request submission using UWFT worktags. Saved draft visa requests less than 90 days old will still be available. Requestors will need to add UWFT worktags to these drafts before submitting.

If you have an urgent visa request during the blackout period, you should contact ISO, who will assess the urgency of the request and identify any alternative pathways to continue processing.

We appreciate your patience during this transition period.