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 policy and process resources.

The Department of Labor is now taking up to nine months to return prevailing wage determinations. For positions not subject to a collective bargaining agreement, units should submit H-1B Visa Request Forms to the International Scholars Operations team (ISO) by the following dates:

• Positions with a July 1, 2023 start date, submit requests as soon as possible, but no later than Monday, October 31, 2022
• Positions with a September 1, 2023 start date, submit requests no later than Thursday, December 1, 2022

For more information on H-1B processing times, review the How to Sponsor an H-1B page.

Now that we are four years on from UW-wide implementation of Interfolio Faculty Search (FS), audits suggest the acadhire@uw.edu email account is no longer needed to track and route Interfolio system-related issues. On Tuesday, November 1, 2022, the Office of Academic Personnel (OAP) will retire acadhire@uw.edu. Don’t worry, there are still plenty of resources available to support your recruitment efforts:

• Technical questions about FS? Visit Interfolio’s Help Center or email help@interfolio.com.
• Questions about UW recruitment policy or process? Reach out to acadpers@uw.edu.

If you reach out to acadpers@uw.edu with a question about an existing job posting, be sure to include the Interfolio ID, Position Title, and Posting Unit in the subject line. For example, a helpful subject line for a request to close a job posting might be “Close Ad ID: 12345 – Assistant Teaching Professor in English – College of Arts & Sciences.” Including these data points will help us respond more quickly to your request.

When hiring or reappointing lecturers in a temporary capacity—either as a Lecturer Part-Time Temporary or Lecturer Full-Time Temporary—keep in mind that appointees are limited to a total of 3 years in a single title or in a combination of temporary lecturer titles. This limitation only applies when the annual average FTE is 50% or greater. Lecturers Full-Time Temporary will always have a 100% FTE; Lecturers Part-Time Temporary may have an FTE greater than 50%, but only if appointed on a quarterly basis.

Within a given appointing unit, employees who have exhausted their time in the temporary lecturer category are ineligible for reappointment in any temporary lecturer title. They are also ineligible for appointment in any acting title or as a teaching associate. If you have a continuing instructional need, consider planning for a competitive recruitment for a Lecturer Part-Time or teaching track position, in accord with your unit’s hiring plan protocols.

This information was presented at last month’s Autumn Admin Forum. Additional information is available on the Non-Professorial instructional and Related Titles page and the Lecturer FAQ page.

As previously announced, a new law will go into effect on January 1, 2023 that requires employers to include a salary range in each job posting, as well as information about “benefits and other compensation.”

As noted in the Autumn Admin Forum, the law impacts both new and existing job postings that remain active after December 31, 2022. OAP is currently working on web resources—including template language—to support unit compliance with the law. Resources should be available in the next few weeks. In the meantime, units should:

• Inventory open recruitments to determine which are likely to continue into 2023
• For each recruitment, start thinking about an appropriate salary range; keep in mind, the range must meet or exceed the UW salary minimum
• Be ready to update Interfolio job postings as well as external job postings, as soon as forthcoming OAP web guidance is available and no later than December 31, 2022

OAP is pleased to announce that UW’s Interfolio Faculty Search will be configured to automatically add to each job posting language linking applicants to UW’s benefits summaries. This is intended to satisfy the law’s requirement to include information about benefits. Units will not need to worry about including this information in their Interfolio job postings, but will need to take action on external postings. OAP will incorporate guidance into the web resources currently under development on what benefits information units need to include in external postings.

The Academic HR team recently partnered with the ISC to update web content related to maintaining the academic personnel promotion clock. The revised and expanded content is intended to better reflect the lifecycle of clock-managed ranks and is far more comprehensive and prescriptive than prior resources. We invite you to have a look at Maintaining Clock-Managed Academic Appointments.

Many of you are hard at work coordinating and preparing promotion and/or tenure files for provost review. Completeness and accuracy are key to a successful and expeditious review cycle. Take time to carefully review the promotion section of the OAP website, including details on assembly of the record, submission guidelines, and especially the P&T promotion checklist.

Key dates on the horizon:
Nov. 4: Deadline for units to complete the 2022-23 OAP Promotion & Tenure Setup Form
Nov. 7: OAP Promotion and Tenure Electronic Record Submission SharePoint site opens; units can begin submitting P&T case files
Dec. 1: Deadline to complete Workday updates for faculty being reviewed for promotion and/or tenure
Dec. 12: Deadline for submission of mandatory P&T case files

The Applicant Status feature in Interfolio Faculty Search (FS) can be a useful tool to support applicant tracking and analysis. When used in conjunction with the Position Status feature, applicant statuses help units quickly identify who remains under consideration and where/when applicants fell out of consideration. Interfolio’s eight applicant statuses, each representing a unique stage of review, can be assigned to individual applicants and changed as applicable. Units who take advantage of this feature have the ability to go back and see which applicants were considered at the various stages of review. In combination with position statuses and timely dispositioning of applicants, applicant statuses provide rich data for a recruitment retrospective, which could highlight opportunities for more equitable or effective search practices in future recruitments.

More information on applicant statuses can be found in the Position User Guide.

Oct. 27: Join us for a Sabbatical training
Nov. 1: Prepare for the end of Autumn Quarter by running November audit reports
Nov. 1: Join us for Year at a Glance overview of academic personnel cyclical processes
Nov. 7: SharePoint open for P&T case submissions
Nov. 15: Join us for a Reappointments training
Nov. 18: Orientation for Scholars in H-1B, TN, E-3, and O-1 Status
Dec. 1: Prepare for the beginning of Winter Quarter by running December audit reports
Dec. 6: Join us for a training on Drafting Recruitment Ads in Interfolio

Thank you to all our campus partners helping resolve data issues impacting the AP Census! Building the census will start on Monday, November 14; we anticipate it will be finalized and ready to use in early 2023.

Have feedback or ideas for future eDigest? Email acadcomm@uw.edu.