News - Page 3 of 41 - Academic Personnel & Faculty

UW Faculty Recruitment

This guide contains all content and hyperlinks from the presentation “Faculty Recruitment” offered February 2024 by the Office for Academic Personnel and Faculty.

Purpose of the Training

Internal Audit identified the need to improve administration of additional compensation for faculty.

This document serves as a comprehensive reference for:

Planning and preparing faculty searches
Building compliant job postings in Interfolio
Understanding Academic HR (AHR) and International Scholars Operations (ISO) review requirements
Avoiding common recruitment and posting errors
Accessing UW faculty recruitment and equity resources

Preparation for Faculty Recruitment

Long-range hiring should begin well in advance of posting an ad.

Key Preparation Steps

Confirm budget and approved Hiring Plan
Determine specific goals for the search
Form a Search Committee
Understand the importance of equity and inclusion
Provide training on interrupting bias

UW Commitment to Excellence

The University of Washington is committed to excellence in:

Scholarship
Research
Teaching
Service

Open competitive recruitment is essential to attracting the best candidates.

Outreach strengthens applicant pools
Competitive recruitments seek to include historically underrepresented, marginalized, or disadvantaged groups in specific disciplines and higher education overall

Equal Opportunity & Non-Discrimination

Equal Opportunity Statement

UW reaffirms equal opportunity regardless of:

Race, color, creed, religion
National origin, sex, citizenship
Sexual orientation, age
Marital status
Gender identity or expression
Genetic information
Disability
Protected veteran status

UW Equal Opportunity & Affirmative Action (EOAA)

Non-Discrimination in Hiring

Avoid unfair or prohibited pre-employment inquiries
Prohibited bases include race, religion, sex, gender identity, age, disability, veteran status, etc.
Applies to:
- Forms
- Interviews
- Reference checks

Pre-Employment Inquiries Guidance

Office for Academic Personnel & Faculty Inclusive Excellence

Leadership

Chadwick Allen
Associate Vice Provost for Faculty Inclusive Excellence
Professor of English; Adjunct Professor of American Indian Studies

Faculty Inclusive Excellence Programs Supporting Faculty Recruitment

Handbook of Best Practices for Faculty Searches
Online Toolkit
Workshops for Search Committees
Webinars on Hiring Practices
Faculty Recruitment Initiative
DEI STEM Faculty Recruitment Initiative
NW Higher Education Recruitment Consortium

Faculty Inclusive Excellence Programs Supporting Faculty Retention

Faculty Retention Initiative
Faculty Advancement Initiative
National Center for Faculty Development and Diversity

Faculty Inclusive Excellence Workshops

Topics include:

Legal & policy contexts for faculty hiring
Anti-bias training for faculty search committees
Anti-bias training for leadership hiring
Role of whole faculty in hiring & retention
Tailored workshops

Interfolio – UW’s Applicant Tracking System

Interfolio Faculty Search (FAQ)

All competitive academic searches must be managed in Interfolio Faculty Search

Faculty Search Supports:
- End-to-end recruitment
- Record keeping
- Integration with UW systems

Required Vs. Optional Searches

Some academic titles require competitive recruitment
Others do not, but:
- All academic searches must run through Interfolio
Academic Titles and Ranks

Know Before You Start

Confirm the following before creating a position:

Does your school/college/campus have departments?
Is the position eligible for permanent residence sponsorship?
Is the position on your approved hiring plan?
APF Interfolio Position Types

Permanent Residence Sponsorship

Positions Eligible

Assistant, Associate, and Professor (Tenure, Tenure Track, WOT, Research, Teaching)
Clinical Dental Pathway titles
Administrative appointments concurrent with new academic appointments
Permanent Residence Sponsorship Details

Hiring Plans

Initial hiring plan submissions should include all positions intended for the cycle.

Actions Requiring Hiring Plan Approval

New recruitments in required titles/ranks
All professorial hires (tenure, WOT, research, teaching, clinical dental)
Consideration of tenure for non‑tenure track faculty
Track changes
Modifications to previously approved positions

Interfolio Position Types

Position Type determines review routing
Cannot be edited once selected
Incorrect selection requires starting over

Review Levels

1‑DEP / UNDEP

Permanent residence eligible
Reviewed by ISO + AHR

2‑DEP / UNDEP

Hiring plan positions not PR-eligible
Reviewed by AHR only

3‑DEP / UNDEP

Not on hiring plan, not PR-eligible
Minimal AHR review; unit responsible

Building The Job Posting

Required Position Details

Title
Track
Rank
Specialization
Unit
Location (city required)
Close date (≥ 30 days after open date)
Service Periods

Additional required details:

FTE expectation
Service period (9 or 12 months)
Anticipated start date
Number of positions
Open rank language (“Commensurate with experience and qualifications”)

Tenure Status – MUST INCLUDE ONE

Tenured
Tenure-Track
Without Tenure (WOT)
Non-Tenure

Position Description – Required Elements

Appointing unit
Rank and title
Discipline/specialization
Full/part-time status
Service period
Tenure relationship
Anticipated start date
Number of positions
Essential functions
Monthly base salary range
Qualifications
Application instructions

Salary Disclosure Requirements

Washington State Law RCW 49.58.110 requires disclosure of:

Wage scale or salary range
Other compensation
Benefits

UW Salary Disclosure Guidance

Required Salary Language

“The base salary range for this position will be [range] per month, commensurate with experience and qualifications, or as mandated by a U.S. Department of Labor prevailing wage determination.”

For PDR Ads:

“This position is paid directly by [outside entity] and receives no UW compensation…”

Required Statements

Every job posting must include required statements regarding equal opportunity employment, benefits, privacy, disability services. The Office for Academic Personnel & Faculty has configured Faculty Search to automatically populate the job posting with these statements.

Equal Opportunity

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.

Benefits Information

The University is committed to providing excellent benefits to our faculty. For a summary of available benefits, please see UWHR benefits information.

Privacy Notice

Your application materials may be used for employment consideration and shared in accordance with UW’s Privacy Policy.

Disability Services

The University of Washington is committed to providing access and reasonable accommodation in its services, programs, activities, education, and employment for individuals with disabilities. To request disability accommodation in the application process, contact the Disability Services Office at 206‑543‑6450 or dso@uw.edu.

Qualifications Section

Must include:

Degree requirements
Other minimum requirements only

Must NOT include:

Job duties
Non-essential criteria

Collective Bargaining Language

Interfolio Ads

The University of Washington and the Service Employees International Union, Local 925 (SEIU 925) are currently in the process of negotiating their first collective bargaining agreement. This position is subject to the collective bargaining agreement and represented by SEIU 925. For more information and updates on the bargaining process, please visit UW Labor Relations.

Offer letter

We are pleased to offer you a position as a [title]in the [department / school] at the University of Washington effective [insert start date] and ending [insert end date]. The [insert title here] title is included in a bargaining unit represented by SEIU 925. Be advised that any and all agreements between UW and SEIU 925 may result in adjustments effective during your appointment including, among other things, a change in the title of your appointment.

Internal Notes (Interfolio Only)

Position ID or hiring plan number
Hiring plan field
Advertising sources
Outreach to underrepresented groups

Common Reasons Academic Personnel & Faculty and Operations Returns Ads

Missing “commensurate with experience” language
Incorrect or missing hiring plan number
Failure to identify non-tenured positions

ISO Review – Permanent Residence Eligible Ads

ISO reviews:

Teaching duties (may be generic)
Degrees listed with “or foreign equivalent”
Concrete, documentable minimum requirements

All listed qualifications are treated as minimum requirements for DOL purposes.

Avoiding Problematic Language

Preferences Should Be:

Stated as job duties or
Included as “positive factors”, not requirements

Avoid words like:

Interest
Passion
Commitment
Ideal
Especially
Avoid vague or excessive requirements.

Resources

March 2026 eDigest

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.

New UW Faculty Job Posting Guidelines Now Live

The University of Washington has introduced a new set of standardized faculty job posting guidelines intended to bring greater coherence, clarity, and alignment to searches across the three campuses. The guidelines are designed to support faculty leaders and unit administrators as they draft postings that reflect the University’s academic values, comply with institutional and legal requirements, and offer applicants a clearer understanding of roles and expectations.

A More Consistent Framework for Faculty Hiring

The new guidelines establish a consistent structure that all hiring units must now use when creating faculty job postings. Each of the five posting templates includes required institutional language related to equal opportunity, benefits, privacy, and disability accommodations. These sections are fixed and may not be altered. Areas that require position‑specific details appear in brackets, signaling where units may adjust or expand content.

Guidelines are now available on the Planning a Hire page for five appointment categories:

Why the University Is Standardizing Job Postings

Standardizing language across job postings addresses varied practices that have emerged over time and helps ensure that hiring processes remain equitable, transparent, and aligned with the Faculty Code. A uniform framework reduces compliance risk, brings clarity for applicants, and allows committees to focus their reviews on qualifications and scholarly or professional contributions. For faculty leaders and administrators, the new structure reduces the need to draft foundational language from scratch and creates a more predictable process.

What Units Need to Do

Download and Use the Correct Guideline

Five guidelines are available on the Planning a Hire page. Units should select the template that corresponds to the faculty track and retain all non‑bracketed language exactly as written.

Prepare the Job Posting

Units may tailor only the bracketed sections of the Position Description and Qualifications. In Application Instructions, only the bracketed items may be modified. Units may not request a separate diversity statement or introduce additional application requirements not included in the guidelines. Any proposal for additional position‑specific language must be tied to job responsibilities and approved by the Office for Academic Personnel and Faculty.

Build the Posting in Interfolio Faculty Search

After drafting the posting using the guideline, units should use the updated Create a Position User Guide to enter information into Faculty Search. Before submitting, hiring units should review the summary page to confirm that the posting is complete and compliant. The posting will route through the established approval chain, and units may continue editing during the review process.

Navigating the Updated “Create a Position” Page

A newly organized, tabbed guide now walks users through the steps of creating a posting, from preparation and position definition to routing, review, and publication. The guide outlines what can be customized, what must remain unchanged, and how to ensure that each posting meets institutional requirements.

Current postings will remain visible on the Academic Jobs Board. All new postings and reposts must use the standardized guidelines.

Faculty Hiring Workshop: April 29, 2026

To support units as they implement these changes, the Office for Academic Personnel and Faculty will offer Preparing for Faculty Hiring on April 29. The session provides practical strategies for planning searches, assessing applications, conducting interviews, and understanding updated policy and legal considerations.

In‑person: 9–10:30 a.m., HUB 332
Online webinar: 3–4:30 p.m., Zoom

Faculty leaders, search committee members, and hiring administrators are encouraged to register and share the invitation with colleagues.

Please register for your preferred session.

Support and Assistance

APF is available to help units navigate the transition to standardized posting practices. For questions or assistance, contact acadpers@uw.edu.