Due to the continued impact of the pandemic, the provost has approved provisions for clock waivers for assistant professors with mandatory promotion/tenure clocks related to COVID-19. Updates made May 2021. Read moreFor updated information about promotion/reappointment clock waivers for librarians, read here

Faculty

Faculty in clock-managed ranks are reviewed for consideration of promotion and/or tenure in a mandatory and specified timeframe or probationary period. This timeframe is otherwise known as a faculty member’s “promotion and/or tenure clock”. 

Automatic Waivers

Generally, when a faculty member works 50% or more for 6 months or more, that year will count toward the promotion and/or tenure review clock. If the faculty member works less, the year will automatically be waived and will not count toward the promotion and/or tenure review clock. Faculty members do not need to do anything to request a waiver in this circumstance (see examples of eligibility for automatic waiver year below). Promotion clocks should be updated in Workday by academic units in consultation with the Office of Academic Personnel (OAP). 

Examples of Eligibility for Automatic Waiver Year

(by quarter) Autumn Winter Spring Summer Automatic waiver
Amount worked  50% 50% 50% 0% No
Amount worked  0% 0% 100% 0% Yes
Amount worked  50% 50% 0% 0% No
Amount worked  100% 0% 50% 0% No
Amount worked  100% 0% 49% 0% Yes

Automatic Waiver Year Flow Chart

Waiver Year Requests

At this time, there is a maximum total limit of 4 clock waivers for any allowable reason, including COVID-19, birth or adoption of a child, and/or other exceptional (see below).

Birth or Adoption of a Child

Faculty members are automatically eligible to waive a year in the case of the birth or adoption of a child that occurs during the probationary period. In this situation, the faculty member should submit a memo requesting a clock waiver (including the date of birth or adoption of their child) to their department chair/director/campus dean and dean/chancellor’s office. Administrators should upload the faculty member’s memo to Maintain Worker Documents in Workday and submit the waiver year request to OAP using the appropriate reason codes.

Other Exceptional Requests

When there have been significant and unanticipated interruptions to research/scholarship, other circumstances might also form the basis for provost consideration of a clock waiver. In these cases, faculty members must have otherwise been making satisfactory progress and their requests must also have the support of their department chair/director/campus dean and dean/chancellor. Examples might include:

  • A serious documented personal health condition
  • Providing care for a family member with a significant documented health condition
  • Caring for a newly-placed foster child
  • Other extenuating circumstances outside the control of the faculty member that have substantially limited the faculty member from having the full benefit of the probationary period (e.g., a faculty member who performs field research but is unable to go to the field)

Faculty should work with their department chair/director/campus dean and dean/chancellor’s office before submitting such exceptional clock waiver requests. Dean/chancellor’s office representatives should contact OAP with questions. Administrators are referred to the Update Academic Appointment Track and/or the Maintain Promotion Clock user guides for guidance on how to manage clock extensions in Workday. 

Second Appointment Terms for Part-Time Assistant Professors in Clock-Managed Ranks

For assistant professors in clock-managed ranks, the length of the second appointment term varies according to FTE percent (Faculty Code Section 24-45D):

  • 90%-100%: 3 years
  • 70%-89%: 4 years
  • 60%-69%: 5 years
  • 50%-59%: 6 years

In all cases, the promotion and/or tenure review must occur during the last year of the second appointment term.

Librarians

According to the Librarian Personnel Code, extensions of the probationary period for librarians seeking promotion and permanent/continuing appointment are reserved for circumstances which impair an individual’s ability to establish the stature expected of librarians at the UW within the expected time frame.

The probationary period may not be interrupted for more than 1 year per event, with a maximum extension of 2 years. Requests for an appointment period extension must be submitted in writing to UW Libraries Human Resources.