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Author: Mandy Toomey

Updates to ISO Visa Request Tool

On January 15 OAP will release some updates to our visa request tool. Due to the updates there will be an outage from noon to 2pm when the tool, including visa request forms, will be unavailable. These updates introduce a new required J-1 amendment form and functionality for creating new and managing existing requests.

Here’s what you will notice:

  • The new J-1 amendment form:
    • Will be required going forward to change program dates, biographic information, funding information, or certain other information for J-1 exchange visitors.
    • Can be created from an existing visa request, in which case most of the fields will be filled in already, or they can be created “from scratch”.
    • Does not replace the Request Family DS-2019 form and cannot be used to add J-2 dependents at this time.
  • A new launch page that allows administrators to easily find existing visa requests and create new requests.
  • The ability to manage visa request files from the submitted J visa requests and submitted H visa requests pages.
    • Instead of emailing files through ISO’s ticketing system (RT), department administrators will be able to upload files by browsing to a list of visa requests and selecting Actions -> Manage files.
    • ISO will also be able to send files to department administrators through the visa request tool. Whenever a file is added, department administrators will receive an automated update.
    • Note: Files sent to or from ISO by email will not appear; only files uploaded via the visa request tool will be visible.
  • “Copy to new” functionality for J-1 and H-1B visa requests from the submitted J visa requests and submitted H visa requests pages:
    • Administrators will be able to select an existing visa request and use Actions -> Copy to New to create a new visa request from that existing request. This can be used to facilitate extension requests.
  • School/college/campus (S/C/C) level access can be granted for designated administrators to see all visa requests for that S/C/C. Access can be requested by contacting acadvisa@uw.edu.

The above improvements have been made based on unit feedback; we appreciate any additional comments on this tool!

2021-01-15: The updates are live; form links have been added.

New Improved Web Content Related to Academic Titles and Ranks

As part of the OAP 2019-22 strategic plan, a dedicated team has been working for the past 18 months to review, validate, and update titles and ranks content on our website. This goal directly addresses our primary strategic challenge to improve data/information accuracy, reliability, and usability.

Many of our campus partners use the Titles and Ranks pages regularly and we sought stakeholder insight and feedback on content and structure decisions throughout the project. We hope these changes will help to clarify policies and processes as well as facilitate better access to information. Revised pages will be published in stages starting on September 9 and continuing throughout the autumn quarter with a goal to complete the project by the end of December.

Preparing for 2020-21 Promotion and Tenure (P&T) Cycle

Step 1 – Mandatory P&T: Academic HR (AHR) provided dean/chancellors’ offices with a list of academic personnel for whom, according to Workday, a mandatory promotion/award of tenure decision must be reached during the 2020-21 academic year. Dean/chancellors’ offices must review this list for accuracy and note any discrepancies with their own records. If there are any discrepancies in the list, contact AHR immediately with any corrections.

Step 2 – Non-Mandatory P&T: Dean/chancellors’ offices must fill out the 2020-21 Non-Mandatory Promotions spreadsheet provided by AHR. Populate this list with the names of all academic personnel in each school/college/campus who are being considered for non-mandatory promotion in the 2020-21 academic year. Collecting these names prior to receiving non-mandatory P&T records is immensely helpful for tracking cases throughout this process. Email a completed copy to AHR before September 18, 2020 (October 16, 2020 for UW Libraries).

Step 3 – Candidate Materials: Reach out to candidates and ensure all candidates’ review materials are up to date. Prior to submitting P&T records for final review, all academic personnel submitting applications for promotion and/or tenure must update their CV and have applicable peer and student teaching evaluations included in the P&T record.

Step 4 – Workday Records: Unit administrators should ensure the following Workday fields are completed and correct for all academic personnel being considered for promotion and/or tenure. This will expedite the review process, as we rely on this history during our review.

  • Education history
  • Appointment dates
  • Joint appointments
  • Dual appointments
  • FTE, roster percent and tenure values

Step 5 – Waiver Years (NEW THIS YEAR!): In addition to the items above, a custom object has been added to Workday which allows more visibility into tracking waiver years for clock-managed faculty and librarians (see Step 7 of the Update Academic Appointment Track user guide). Tracking waiver years is crucial to the administration of promotion and/or tenure cases, so all previously approved waiver years should be added manually to academic records for all faculty and librarians being reviewed for promotion and/or tenure this year.

Follow the steps in the above-mentioned user guide to enter these waiver years into Workday. Use the reason code Mandatory Promotion Clock Adjustments > Other (AHR reason only), do not change the end date of the appointment, and choose the academic year(s) that should be waived from the dropdown menu. Enter “2020-2021 P&T Waiver Update” into the comment field. These actions should be completed for all mandatory and non-mandatory P&T cases prior to December 1, 2020. 

Step 6 – P&T Checklist: Download the 2020-21 Promotion and Tenure Recommendation Checklist. Use this checklist to ensure all materials are included in each P&T record and attach a copy of the completed checklist as the cover sheet for all mandatory, non-mandatory and non-mandatory early P&T records. Contents of each P&T record must be arranged in the order outlined on the checklist.

Important Dates

Non-mandatory promotion lists due to AHR – September 18, 2020
AHR Promotion and Tenure Training – September 22, 2020
Librarian non-mandatory promotion lists due to AHR – October 16, 2020
All Workday updates complete for academic personnel being reviewed for promotion and/or tenure in 2020-21 – December 1, 2020
Mandatory promotion decisions due to AHR – December 15, 2020
Non-mandatory promotion decisions due to AHR – February 5, 2021
Non-mandatory clinical and affiliate promotions due to AHR – March 5, 2021
Librarian promotions due to AHR – May 1, 2021