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.

The FY23 merit process is nearly complete, but important steps remain. Complete details are available in the FY23 Merit Process Guide, but here are a few key reminders:

• OAP notified deans/chancellors of merit outcomes on September 1; units who haven’t already done so must officially notify their faculty and other academic personnel of approved merit increases
• Between September 12-14, units should run the R0537: Merit Adjustment Validation Report to confirm approved merit increases loaded correctly into Workday
• Units should consult the FY23 Merit Process Guide for information on how to process corrections or changes to approved merit data loaded into Workday

Finally, it is important to remember that meritorious faculty who received compensation at any point during the 2021-22 Academic Year, but who did not appear on the FY23 merit spreadsheet, are merit eligible and must receive the equivalent of a merit increase upon their rehire or return to paid status. Please review the FY23 Merit Process Guide section entitled “Merit Considerations for Annual or Shorter-Term Faculty” for more details.

Starting January 1, 2023–per a new Washington state law–University of Washington job postings will need to include, among other things, salary range information. OAP will provide more information at the Administrators Forum happening on Tuesday, September 27. RSVP for the forum through the OAP Trumba calendar to receive reminders and the Zoom link.

When processing an endowed appointment in Workday, unit administrators should upload documents as a single PDF. The OAP Endowments page has been updated to include this information along with additional guidance for processing these appointments in Workday.

For academic personnel recruitments, a unit may create a custom form in Interfolio to solicit reference information for requesting recommendation letters on applicants’ behalf. This ensures that the unit receives just one completed document with all the necessary information. This custom form can be required as part of the initial application materials or added as a required form at a later phase of the recruitment process. For more information on creating custom forms, please see Interfolio’s help page.

The University is legally required to report certain information to the U.S. government regarding J-1 exchange visitors. Units can help International Scholars Operations (ISO) meet key reporting requirements by doing the following:

• Submitting the J Visa Request Form to extend, change title, or change unit for an existing J-1 visa within UW
• Submitting the J-1 Amendment Form to change the program dates (must be reported prior to start date on DS-2019) or biographical information
• Contacting ISO immediately for any serious incidents involving J-1 exchange visitors

For more information on these and other J-1 reporting requirements, review the J-1 Reporting Requirements web page and email acadvisa@uw.edu with any questions.

It’s time again to prepare for the annual promotion and tenure (P&T) review cycle. Deans’/chancellors’ office administrators should review the Preparing for 2022-23 Promotion and Tenure Cycle blog post for important details about how to submit lists of P&T cases requiring review. AHR will host a P&T workshop on Wednesday, September 21. All staff involved in the P&T process are encouraged to attend.

As highlighted in the July/August eDigest, OAP is working with units to prepare for the 2022 Academic Personnel (AP) Census. Campus partners should review the 2022 Academic Personnel Census Preparations blog post for important information about this year’s AP Census timelines. All Workday data cleanup transactions need to have unit-level approvals by Friday, October 21.

OAP office hours for units with data cleanup questions will be held every Thursday from 1:30 to 2:30pm until October 20; we encourage campus partners not to wait until the last day of office hours to attend. Questions can be directed to Carla Englander, AHR Senior Reporting and Data Analyst, at cengland@uw.edu.

Fri, Sept 9: Submit lists of non-mandatory promotions to Academic HR
Wed, Sept 14: Join the ISO team for a Visa Basics I (Overview and Visa Types) training
Thurs, Sept 15: In Workday, return academic personnel with sabbaticals ending on September 15
Fri, Sept 16: In Workday, enter sabbaticals with a September 16 start date
Tues, Sept 20: Verify individual FTE and job profiles for all academic personnel returned from summer hiatus to avoid payroll errors
Wed, Sept 21: Join the AHR team for a Promotion and Tenure Prep training
Fri, Sept 23: Invite international scholars to a new orientation hosted by the ISO team for scholars in H-1B, TN, and E-3 Status
Tues, Sept 27: Join OAP for the Quarterly Administrators Forum
Wed, Oct 5: Join OAP for a new Year-at-a-Glance training to learn more about cyclical processes for academic appointments

Serving UW academic personnel well means having great campus partnerships! This section is an opportunity to recognize the great work of our campus partners.

Thank you to everyone who completed the ISO Walk-In Hours survey. ISO is reviewing feedback from both unit administrators and international scholars to develop a strategy for future walk-in service options. We look forward to continuing to work with you on supporting international scholars from around the world! 

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.

The Integrated Service Center (ISC) wants Workday users to know that there will be some relatively significant changes–including a new look for the homepage–launched during Workday’s fall release happening September 10. Visit the ISC Workday Releases page to learn more.