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Transforming the Office for Academic Personnel and Faculty

A New Chapter in Supporting Faculty Success

We are excited to share an update on the ongoing transformation of the Office of Academic Personnel (OAP), which has been renamed the Office for Academic Personnel and Faculty (APF). This new name reflects our expanded commitment to supporting faculty success holistically—from recruitment and development to promotion and retirement. It also signifies our close collaboration with UW Human Resources (UWHR) to provide seamless and comprehensive support.

What’s Changing?

A New Structure: The APF is now organized into three pillars:

  1. Academic Personnel and Faculty Affairs
  2. Academic Personnel and Faculty Inclusive Excellence
  3. Academic Personnel and Faculty Development

These pillars are designed to focus on key areas such as faculty recruitment and retention, fostering equity and inclusion, and supporting faculty success at every stage of their careers.

Refined Responsibilities: To better serve our faculty, certain operational tasks—such as reappointments and summer hiatus management—will transition to UWHR. This shift allows APF to concentrate on providing strategic, consultative support while continuing to oversee essential processes, including promotion, tenure, and compensation.

A Collaborative Vision: As we move forward, the next phase of this transformation will redefine APF’s vision, mission, and strategic priorities. This effort aims to enhance our responsiveness and strengthen partnerships with academic units across the university.

Staying Engaged

We value your input as we navigate these changes. To keep you informed and involved:

  • Look for updates in our monthly eDigest.
  • Administrator forums will be scheduled next year to discuss developments and gather feedback.

If you have questions or would like to share your thoughts, please reach out to us at acadpers@uw.edu.

Thank you for your engagement and partnership as we embark on this exciting new chapter for the Office for Academic Personnel and Faculty.

Visa Fee Updates Effective January 1, 2025

Effective January 1, 2025, the following visa-related fee changes will apply:

  • Visa request fees for J-1s, H-1Bs, TNs, and E-3s will increase to $580 (from $562).
  • Amendment fees for J-1 documents (DS-2019s) will increase to $107 (from $105).
  • O-1 and EB-1B hourly visa case management fees will decrease to $117 (from $140).

Visa requests that are conditionally approved on or after January 1, 2025, will be charged the new rate. These increases will appear on invoices issued on or after January 2.

Please note that all fees associated with H-1B, E-3, TN, and O-1/EB-1B petitions, including the $580 visa request fee, are paid by the host department and cannot be passed on to the international scholar.

For J-1 scholars who are not members of the UAW Postdoctoral Scholars Local 4121, as well as all J-2 dependents, reimbursement may be requested by the department from scholars for the $580 visa request fee and the $107 J-1 amendment fee. The new UAW 4121 2023-25 contract prevents units from requesting reimbursement for J-1 visa fees from postdoctoral scholars.

These fees will apply through June 30, 2025. Units should expect that fees will change again effective July 1, 2025.

For more information on visa processing fees and U.S. government visa fees, see the Visa Fees page. Contact ISO with any questions regarding this announcement.

Additional Workday Changes to Support EO59 Revisions

Effective Mid-December (no later than December 16, 2024)

In alignment with the revisions to EO59 announced earlier this year, several updates will be made in Workday to improve allowance plan functionality and compliance. These changes include:

  • ADS Allowance Validation:
    • ADS allowance plan additions and updates will only process if there is an active academic appointment in the Administrative track type as of the ADS start date.
    • If this validation fails, an error will appear during any compensation changes, not just those involving an ADS.
  • Mandatory End Dates:
    • All allowance plans must have an end date on or before the end date of the allowance-holder’s current primary academic appointment.
  • Allowance Plan Maximum Durations:
    • ADS: Limited to five years from the plan start date.
    • CCO: Limited to the end of the current academic year, except for plans starting in Spring Quarter, which may extend to the end of the following academic year.
    • TPS: Limited to two years from the plan start date.
    • NTA: Required to align with academic quarters and limited to a maximum duration of three months.
  • PAP 13:
    • The PAP 13 allowance plan will no longer be available for use (pending final confirmation).
  • Approval Workflows:
    • Full implementation of approval workflows for these changes.

For questions or additional guidance, reach out to acadpers@uw.edu.