General New Hire Offer Letter Guidance

If the academic appointment is not specifically called out below, use the guidance in this general new hires section.

Note that the impacts of not providing vaccination status or obtaining a UW-related exemption differ whether it’s a new offer letter or it’s an offer that was already extended. It’s key that the correct language is used for each of the distinct circumstances outlined below.

General New Hires

New Offer Letters

Units must include the language below in the new offer letter.

Under Washington State Governor Inslee’s Proclamation 21-14.1, University of Washington (UW) workers must be fully vaccinated against COVID-19 and provide proof thereof, or receive a UW-approved medical or religious exemption. For more information, visit https://www.washington.edu/coronavirus/vaccination-requirement.

This offer is contingent upon the UW verifying your vaccination status or approving an exemption request prior to the start date of your appointment. If you wish to be considered for a medical or religious exemption, you are expected to request an exemption as soon as possible, but no later than two weeks before your start date.

Failure to provide proof of vaccination or to obtain a UW-approved exemption prior to the appointment start date may result in a withdrawal of this offer.

Offer Extended but Not Yet Accepted

Units must send a revised offer letter incorporating all the language below as soon as possible.

Beginning of the Letter

“Given Washington State Governor Inslee’s Proclamation 21-14.1, this letter supersedes the previous offer dated <<enter date of previous offer letter>>.”

Body of the Letter

Under Washington State Governor Inslee’s Proclamation 21-14.1, University of Washington (UW) workers must be fully vaccinated against COVID-19 and provide proof thereof, or receive a UW-approved medical or religious exemption. For more information, visit https://www.washington.edu/coronavirus/vaccination-requirement.

This offer is contingent upon the UW verifying your vaccination status or approving an exemption request prior to the start date of your appointment. If you wish to be considered for a medical or religious exemption, you are expected to request an exemption as soon as possible, but no later than two weeks before your start date.

Failure to provide proof of vaccination or to obtain a UW-approved exemption prior to the appointment start date may result in a withdrawal of this offer.

Offer Accepted, Workday Hire in Process or in Workday with Future Start Date

If not yet in Workday, units must complete the hire process and send a notification using the language below.

If already entered in Workday, units must send a notification using the language below.

This is to inform you of a recent vaccine mandate that may affect your University of Washington appointment.

Under Washington State Governor Inslee’s Proclamation 21-14.1, University of Washington (UW) workers must be fully vaccinated against COVID-19 and provide proof thereof, or receive a UW-approved medical or religious exemption. We will be reaching out to coordinate verification of your vaccination status prior to the start date of your UW appointment.

If you wish to be considered for an exemption from the vaccination requirement, begin the process as soon as possible, but no later than two weeks prior to your start date:

Please note, compliance with the vaccination requirement is a condition of employment at UW. If you are unable to provide proof of full COVID-19 vaccination or are not approved for a medical or religious exemption, you cannot begin work at UW and may be subject to withdrawal of the offer or separation in compliance with applicable employment policies and/or labor contracts.

Unpaid Academics

When an unpaid academic moves into paid status, units must prepare a new offer/appointment letter and include the language below.

Unpaid Academics Moving to Paid Status

New Offer/Appointment Letter Language

Under Washington State Governor Inslee’s Proclamation 21-14.1, University of Washington (UW) workers must be fully vaccinated against COVID-19 and provide proof thereof, or receive a UW-approved medical or religious exemption. For more information, visit https://www.washington.edu/coronavirus/vaccination-requirement.

This offer is contingent upon the UW verifying your vaccination status or approving an exemption request prior to the start date of your appointment. If you wish to be considered for a medical or religious exemption, you are expected to request an exemption as soon as possible, but no later than two weeks before your start date.

Failure to provide proof of vaccination or to obtain a UW-approved exemption prior to the appointment start date may result in a withdrawal of this offer.

Note: The results of not providing vaccination status or obtaining a UW-related exemption differ whether a new offer letter or an offer that was already extended. It’s key that the correct language is used for each of the distinct circumstances outlined below.

Postdoctoral Scholars

New Offer Letter

Units must include the following language in all new postdoctoral scholar offer letters.

Under Washington State Governor Inslee’s Proclamation 21-14.1, University of Washington (UW) workers must be fully vaccinated against COVID-19 and provide proof thereof, or receive a UW-approved medical or religious exemption. For more information, visit https://www.washington.edu/coronavirus/vaccination-requirement.

This offer is contingent upon the UW verifying your vaccination status or approving an exemption request prior to the start date of your appointment. If you wish to be considered for a medical or religious exemption, you are expected to request an exemption as soon as possible, but no later than two weeks before your start date.

Failure to provide proof of vaccination or to obtain a UW-approved exemption prior to the appointment start date may result in a withdrawal of this offer.

Offer Extended but Not Yet Accepted

Units must send a revised offer letter incorporating all the language below as soon as possible.

Beginning of the Letter

“Given Washington State Governor Inslee’s Proclamation 21-14.1, this letter supersedes the previous offer dated <<enter date of previous offer letter>>.”

Body of the Letter

Under Washington State Governor Inslee’s Proclamation 21-14.1, University of Washington (UW) workers must be fully vaccinated against COVID-19 and provide proof thereof, or receive a UW-approved medical or religious exemption. For more information, visit https://www.washington.edu/coronavirus/vaccination-requirement.

This offer is contingent upon the UW verifying your vaccination status or approving an exemption request prior to the start date of your appointment. If you wish to be considered for a medical or religious exemption, you are expected to request an exemption as soon as possible, but no later than two weeks before your start date.

Failure to provide proof of vaccination or to obtain a UW-approved exemption prior to the appointment start date may result in a withdrawal of this offer.

Offer Accepted, Workday Hire in Process or in Workday with Future Start Date

If not yet in Workday, units must complete the hire process and send a notification using the language below.

If already entered in Workday, units must send a notification using the language below.

This is to inform you of a recent vaccine mandate that may affect your University of Washington appointment.

Under Washington State Governor Inslee’s Proclamation 21-14.1, University of Washington (UW) workers must be fully vaccinated against COVID-19 and provide proof thereof, or receive a UW-approved medical or religious exemption. We will be reaching out to coordinate verification of your vaccination status prior to the start date of your UW appointment.

If you wish to be considered for an exemption from the vaccination requirement, begin the process as soon as possible, but no later than two weeks prior to your start date:

Please note, compliance with the vaccination requirement is a condition of employment at UW. If you are unable to provide proof of full COVID-19 vaccination or are not approved for a medical or religious exemption, you cannot begin work at UW and may be subject to withdrawal of the offer or separation in compliance with applicable employment policies and/or labor contracts.

Emeritus Faculty

When moving into paid status, units must send emeriti  a new offer letter that includes the language below.

Emeritus Faculty Moving to Paid Status

New Offer/Appointment Letter Language

Under Washington State Governor Inslee’s Proclamation 21-14.1, University of Washington (UW) workers must be fully vaccinated against COVID-19 and provide proof thereof, or receive a UW-approved medical or religious exemption. For more information, visit https://www.washington.edu/coronavirus/vaccination-requirement/.

This offer is contingent upon the UW verifying your vaccination status or approving an exemption request prior to the start date of your appointment. If you wish to be considered for a medical or religious exemption, you are expected to request an exemption as soon as possible, but no later than two weeks before your start date.

Failure to provide proof of vaccination or to obtain a UW-approved exemption prior to the appointment start date may result in a withdrawal of this offer.