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Preparing for 2021-22 Promotion and Tenure (P&T) Cycle

Step 1 – Mandatory P&T: Academic HR (AHR) sends dean/chancellors’ offices a list of academic personnel for whom, according to Workday, a mandatory promotion/award of tenure decision must be reached during the 2021-22 academic year.

Dean/chancellors’ offices must review this list for accuracy and note any discrepancies. If there are any discrepancies in the list, contact AHR immediately with corrections.

Step 2 – Non-Mandatory P&T: Dean/chancellors’ offices must populate the 2021-22 Expected Non-Mandatory Template with the names of all academic personnel being considered for non-mandatory promotion in the 2021-22 academic year.

Collecting these names prior to receiving non-mandatory P&T records is critical for accurately tracking cases throughout this process. Email a completed copy to AHR before September 18, 2021 (October 15, 2021, 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.

Step 4 – Workday Records: Unit administrators should use the Pre-Record Submission Workday Checklist 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 2021-22 Promotion and Tenure Recommendation 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 P&T Submission User Guide prior to submitting completed P&T records.

Important Dates

Non-mandatory promotion lists due to AHR – September 18, 2021
AHR Promotion and Tenure Training – September 21, 2021
Librarian non-mandatory promotion lists due to AHR – October 15, 2021
All Workday updates complete for academic personnel being reviewed for promotion and/or tenure in 2021-22 – December 1, 2021
Mandatory P&T records due to AHR – December 13, 2021
Non-mandatory P&T records due to AHR – February 1, 2022
Non-mandatory clinical and affiliate P&T records due to AHR – March 1, 2022
Librarian P&T records due to AHR – April 29, 2022

Update to OAP Visa Request Tool

On June 30, OAP will update our visa request tool. To perform the update there will be a scheduled outage from 4-6pm when the tool, including visa request forms, will be unavailable.

The upgrade will affect draft visa requests. OAP strongly encourages units to finalize and submit any drafts ready for OAP review before the scheduled outage. Anyone with a draft visa request in the system as of June 30 at 4pm will receive an email asking them to carefully review their drafts. Some saved draft data will need to be reentered manually.

Improvements in this update include the following:

  • More user-friendly landing page
  • “Manage files” function enhancements
    • New easy-to-use “drag and drop” upload option
    • Ability to delete recently-uploaded files
  • Improved invoicing
    • Better functionality for post-billing invoice corrections
    • More accurate invoicing for J-1 amendments
  • Easier-to-use “country of citizenship” fields

Significant changes going forward:

  • H-1B prevailing wage documentation collection
    • Units will now have to provide Prevailing Wage Intake Form and copy of job ad, if relevant (unless the title or visa category is exempt), to successfully submit the H Visa Request.
    • This will allow ISO to start processing earlier, shortening total processing time.
  • New “Add J-2 dependent” form
    • This replaces the “Request For Family J-2 DS-2019” form.
    • Units can now add a dependent for an existing J-1 by going to their list of J-1 visa requests and selecting Amend > Add Dependents
  • J-1 field changes
    • The J-1 visa request form now asks slightly different questions for scholars currently in the U.S. These will allow ISO advisors to more quickly determine eligibility for extensions.
    • “Home country position” field values will now align with ICE’s SEVIS lookup table (table 28)
  • Record retention
    • Uploaded files will now be deleted one year from when a request is complete. (Note: The visa tool is not OAP’s system of record for visa records; OAP uses UW-IT’s Enterprise Document Management system to ensure compliance with records retention.)
  • Revised intake forms
    • The H and J Visa Intake Forms will also be updated to reflect these changes; please make sure you are using the most recent version starting July 1.

2021/06/30 – upgrade complete; link added to the new “add J-2 dependent” form.

Contact acadvisa@uw.edu with any questions.

Third-Party Provider Security Breach Potentially Exposed Washingtonians’ Personal Data

In late December, a security breach involving a third-party software service provider used by the Office of the Washington State Auditor (SAO) might have exposed sensitive data belonging to some Washingtonians.

This data includes personal information from approximately 1.6 million unemployment claims–including fraudulent claims–made in 2020, as well as other information from some state agencies and local governments.

SAO is currently investigating the breach and the scope of the impact. They will notify affected individuals as quickly as possible. Read more about the incident on the SAO’s dedicated web page.