Welcome to the Office of Academic Personnel (OAP) eDigest — a great resource for UW administrators who support academic personnel populations. Not finding what you need in this issue? Check out the OAP website for additional information and resources.

The Office of Academic Personnel (OAP) is pleased to welcome new faces to the team. Allie Correll-Buss and Dan Watson started in March and April, respectively, and are quickly getting up to speed! We are also delighted to welcome David Apelzin back to OAP after a few months’ hiatus. Allie, Dan, and David join Olivia Hermann to round out the Academic HR Specialists team. Academic HR Specialists provide critical frontline support to our campus partners as we work together to serve UW’s 20,000+ academic personnel.

OAP is also delighted to welcome Professor Marjorie Olmstead as Associate Vice Provost. Professor Olmstead joined OAP’s executive leadership team on May 1 and will play an integral role in supporting key OAP priorities and activities, including promotion and tenure reviews. Finally, we look forward to the arrival of Kara Garcia who will join the team on May 25 as Assistant Director of Academic HR. Kara will lead the AHR Specialist team and manage a number of major cyclical processes.

To learn more about the OAP team, please visit our About Us webpage.

OAP has a new webpage dedicated to information and resources related to UW’s transition (“cutover”) to Workday Finance in July 2023 and its impact on academic personnel processes. OAP is also holding office hours through June 15 for campus partners who have academic personnel-related FT cutover questions. Join us on Zoom as follows:

• May — Wednesdays at 9 a.m.
• June — Wednesdays at 9 a.m. & Thursdays at 3 p.m. (through June 15)

Units should notify UW’s International Scholar Operations (ISO) team when hiring:

• Two or more international scholars in the same faculty recruitment
• Two or more international scholars for the same non-CBA position
• A new international scholar into a position for which an H-1B has already been processed

This will help ISO streamline service by avoiding duplication of prevailing wage requests, recruitment reports, or other important subprocesses.

By policy, certain appointments require formal approval by the Board of Regents prior to the appointment start date. In advance of each Board meeting, OAP uses Workday to identify these appointments and prepare a report for the Board’s consideration. Due to FT cutover restrictions, appointments beginning after July 1 cannot be entered into Workday until July 6. This past March, OAP announced an interim solution that would allow appointments to move forward to the Board outside of Workday. Many of you used this interim process successfully for the Board’s May meeting.

Units that have appointments effective on or before September 16, 2023 that require Board approval should follow OAP's  Interim Process Steps during FT Restrictions.

Upcoming submission deadlines

• May 15, 2023 for the Board’s June meeting
• June 21, 2023 for the Board’s July meeting

Note, the Board will not meet in August. The July meeting is the last opportunity to get Board approval for appointments starting on/before September 16, 2023.

Pending approval by the Board of Regents, the provost recently authorized FY24 merit for September 1, 2023 as well as a concurrent faculty unit adjustment. This past January, a preliminary version of the FY24 Merit Process Guide was released to support units in early efforts to prepare for merit. That guide has now been revised to include key details of the provost’s authorization, including specific minimum merit percentages, unit adjustment criteria, and submission instructions. Both the provost’s authorization letter and the revised FY24 Merit Process Guide are available on the Office of Planning and Budgeting website. Unit administrators should review the guide carefully in advance of submitting merit and unit adjustment recommendations.

A reminder that FT cutover this summer will impact how and when academic personnel actions can be processed in Workday. Any academic personnel transaction, effective on or before July 1, 2023, should be submitted in Workday as soon as possible.

OAP guarantees review of all transactions that are in the AHR queue by 5pm on Friday, June 16, provided the transaction is submitted correctly and does not require any back-and-forth. Transactions requiring back-and-forth or revision (“send back”) might not be processed prior to cutover.

Academic partners and those who support academic personnel processes should review OAP’s Preparing for FT Cutover, the ISC’s Cutover: What to Know, and UWFT’s Cutover Planning web content for specifics on cutover restrictions.

For recruitments that require posting in the Chronicle of Higher Education (‘Chronicle’), remember to create a PDF of the job posting as it appears on the Chronicle website. This documentation is required before Academic HR can approve the hire in Workday. Effective September 1, 2023, a Chronicle billing statement that does not include the actual ad copy and Chronicle URL web address will no longer satisfy this requirement. If your Chronicle job posting has already expired, you may have to reach out to the Chronicle for their help in obtaining the necessary documentation.

As the academic year comes to a close, many faculty and librarians are making retirement decisions. Consideration of emeritus appointments for eligible faculty and librarians should occur at the time of retirement. Visit  Emeritus Appointments and Re-employed Retirees for more information on emeritus eligibility and the request process.

Units should run the R0749 Post-Sabbatical Service Obligation Audit to make sure individuals contemplating retirement/resignation have fulfilled the return-to-service obligation associated with a sabbatical. Review OAP's Sabbatical Leave website for policy details.

With Spring Quarter ending June 15, campus partners should process terminations and end academic appointments in Workday for academic personnel not returning for Autumn Quarter. For processing guidance, use keywords “termination” and “end academic appointment” when searching the ISC user guide library.

In addition to the list below, please review the ISC’s Cutover: What to Know webpage for important dates associated with cutover to Workday Finance.

May 17	Deadline to submit appointments for June 8 Board of Regents review (NOTE: interim process)
Jun 1	Prepare for Summer Quarter and academic reviews by running May and June audit interim process reports
Jun 15	In Workday, return faculty from sabbaticals with a Jun 15 end date
Jun 15	All academic review decisions for 9-month faculty due in Workday
Jun 16	In Workday, enter sabbaticals with a Jun 16 start date (12-mo faculty only)
Jun 16	Cutoff date for submitting visa requests to ISO using pre-FT budget identifiers
Jun 16	All academic review decisions for 12-month faculty due in Workday (NOTE: revised due to FT cutover)
Jun 16	FT CUTOVER ‘guarantee review’ date for academic personnel transactions effective on/before July 1, 2023
Jun 21	Deadline to submit appointments for July 13 Board of Regents review (NOTE: interim process)
Jun 30	Deadline to assign disposition codes to applicants, and complete and close recruitments opened between January 1 and June 30, 2022
Jun 30	FT CUTOVER campus business process initiation lockout
Jun 30	Prepare for 2023–24 promotion and/or tenure reviews by running R0722: Academic Promotion/Tenure Data Issues; missing data must be entered before the promotion & tenure packet is submitted to OAP
Jul 6	(Anticipated) FT restrictions lifted. Prioritize entry/re-entry of transactions effective for July 1–15 pay period. Merit restrictions remain in place.
Jul 31	Deadline for completion of all Workday data clean up associated with merit preparation

Thank you to all who helped support the 2022–23 promotion and tenure review cycle. We received over 600 cases this year and all notification letters should be distributed by the end of May! P&T review is always a gargantuan task achievable only in close partnership with all of you. We appreciate the long hours you put in to prepare accurate case files and move them through the review lifecycle as efficiently as possible.