Hello Campus Partners!

Welcome to the Office of Academic Personnel (OAP) eDigest. We hope you find the information included here helpful to your academic personnel administration work. If you have news to share, please email us at acadcomm@uw.edu.

On July 1, 2022, the following visa-related fee increases went into effect:

• Visa request fees for J-1s, H-1Bs, TNs, and E-3s increased to $550 (from $521)
• Amendment fees for J-1 documents (DS-2019s) increased to $113 (from $105)
• O-1 and EB-1B hourly visa case management fees increased to $124 (from $115)

For more information on OAP and U.S. government visa fees, see the Visa Fees web page. Contact ISO with questions regarding this increase.

Effective immediately, the deadline to include appointments requiring Board of Regents' approval in the AHR queue is shifting to two days earlier–or 23 days before a given board meeting–to address the increase in appointments requiring AHR review. Board of Regents' approval should precede appointment start dates so be sure to plan accordingly. For example, new hires starting in November must be in the AHR queue by Tuesday, August 16 to ensure the position is approved by the Board of Regents before the start date. 

The 2023 deadlines will be added to the Due Dates Calendar once the Board of Regents calendar has been published. Questions can be directed to acadpers@uw.edu.

The OAP Upcoming Trainings and Forum page has been updated to include deadlines for the first half of the 2022-23 academic year. Be sure to RSVP for upcoming sessions to receive Zoom links and event reminders.

The Due Dates Calendar has been updated to reflect all known due dates for the entire 2022-23 academic year. Review this calendar for a summary of academic personnel cyclical processes, and stay tuned to the page for updates as additional dates are announced.

To add new unit administrators to OAP mailing lists, please email the following information to acadcomm@uw.edu: administrator name,  job title, unit, netID, and phone extension. We have a lot of useful information and resources to share; we look forward to staying in touch!

To evaluate the effectiveness of the current walk-in hours and services, ISO is conducting a brief survey of campus partners and international scholars. Please forward and respond to the survey by Friday, August 19. Questions can be directed to acadvisa@uw.edu.

August is a busy month for merit activities. Additional Workday restrictions went into effect on August 1. Review Restricted Entry Periods in the FY23 Merit Process Guide for details on current restrictions. Official merit files from the Office of Planning and Budgeting will be distributed to units by August 5. Be sure to follow steps/parameters detailed in the process guide when preparing and submitting merit files. A few key reminders:

• Completed academic personnel files are due to Peg Stuart at mjstuart@uw.edu by 5pm on Wednesday, August 17; early submissions are always welcome!
• Personnel cannot be added or deleted from the file; review the Corrections & Changes section of the process guide for additional context
• Primary units who share faculty through a joint appointment must have the concurrence of the secondary unit on the merit percentage
• Unit contacts/HR managers should be available for questions from OAP between August 18 – September 1
• Official confirmation of approved merit increases will be sent to deans/chancellors by September 1; schools/colleges/campuses may notify academic personnel of individual increases only after receiving official confirmation from OAP

If you have academic personnel-related merit questions, first work with your dean’s/chancellor’s office. Dean’s/chancellor’s office administrators can email Peg Stuart if there are questions they can’t answer. Thanks for helping make this year’s merit process run smoothly.

In preparation for the 2022 Academic Personnel (AP) Census, OAP needs the help of campus partners to ensure academic appointment and position data in Workday are complete and correct. All Workday transactions related to the AP Census should be entered in Workday and have deans’/chancellors’ office approvals by Friday, October 21. Check the 2022 Academic Personnel Census Prep blog post for information about office hours, helpful resources, and more. 

On January 1, 2023 the Washington state overtime (OT) minimum salary threshold will increase again. The projected salary minimum for visiting scientists–the only impacted academic personnel title at this time–is $4,888 per month. We will follow up once final numbers are published in the fall. As a reminder, visiting scientists must be either 100% PDR or 100% UW-funded.

Tues, Aug 2: Join AHR Senior Reporting Analyst Carla Englander for a training about the Academic Personnel Census and campus partners’ essential role in preparing the data in Workday
Tues, Aug 30: Join OAP for a New Administrator Welcome that will provide an overview of the Office of Academic Personnel
Fri, Sept 9: Submit lists of non-mandatory promotions to Academic HR (New date)
Wed, Sept 14: Join the ISO team for a Visa Basics 1 Training 

Serving UW academic personnel well means having great campus partnerships! We'd like to use this section to recognize the great work of our campus partners.

Shout out to the ISC Reporting Team for their partnership in updating and enhancing academic personnel-related reports. Thanks to this collaboration, academic personnel-related reports are more comprehensive, user-friendly, and provide campus partners with faster access to data.

This section is a chance to promote resources, questions and more from our partners around the campus. Email acadcomm@uw.edu if you have anything to add.

From The WholeU: UW Photo Day is happening Sunday, August 28 from 10am-2pm. Learn more on The WholeU blog and register today.

From UW-IT: By November 2, 2022, postdoctoral scholars, along with all students, will need their two-factor device (commonly a smartphone with Duo Mobile) to sign into web-based systems that use UW NetID.