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September 9 Visa request tool update

On Friday, September 9, OAP will update our visa request tool. To perform the update there will be a scheduled outage from noon-1pm when the tool, including visa request forms, will be unavailable.

One new field, “Grants/contracts funding the position, if any,” will be added for J-1 visa requests. No other changes will affect the unit administrator or scholar unit experience. Please be sure to use the updated J Visa Intake Form to capture this new required information.

Contact acadvisa@uw.edu with any questions.

Preparing for the 2022-23 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 2022-23 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 AHR immediately with corrections.

Step 2 – Non-Mandatory P&T: Dean/chancellors’ offices must populate the 2022-23 Expected Non-Mandatory Template with the names of all academic personnel being considered for non-mandatory promotion in the 2022-23 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 September 9, 2022 (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.

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 2022-23 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 9, 2022
AHR Promotion and Tenure Training – September 21, 2022
All Workday updates complete for academic personnel being reviewed for promotion and/or tenure in 2022-23 – December 1, 2022
Mandatory P&T records due to AHR – December 12, 2022
Non-mandatory P&T records due to AHR – February 1, 2023
Non-mandatory clinical and affiliate P&T records due to AHR – March 1, 2023
Librarian promotion records due to AHR – April 28, 2023

2022 Academic Personnel Census Preparation

The Office of Academic Personnel (OAP) has begun preparations for the annual Academic Personnel (AP) Census.

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

July 20: 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 between mid-July and mid-October.
July 21 – October 20: Weekly virtual office hour sessions will be held to answer questions and assist in resolving data entry issues. See details below.
October 5 and October 19: 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 21: 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 Thursday 1:30 -2:30pm (July 21 – October 20).

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.