Welcome to the Office of Academic Personnel (OAP) eDigest — a great resource for UW administrators who support academic personnel. Not finding what you need in this issue? Check out the OAP website for additional information and resources.
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Realigning Leaves Administration
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Effective September 27, 2023, all medical, parental, military and domestic violence leaves will be managed by the UWHR Leave Specialist Team. Academic HR will continue to manage other leave types available to academic personnel including leaves without pay, sabbatical leaves, and other personal leaves. Academic HR is better positioned to support these leave types as they often have a more nuanced intersection with the Faculty Code and academic personnel career progression. The realignment of tri-campus leave management is intended to be more intuitive for academic personnel, enhance consistency across employee experience, and allow OAP to focus on responsibilities and programs that further faculty and other academic personnel success. Stay tuned to the OAP’s time off/leaves web content which will be refreshed to coincide with the transition of services on September 27.
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New Process and Form for Retention Requests
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One of OAP’s primary goals is to partner with academic units to retain excellent faculty. The retention process must support a comprehensive review and timely decision. With a continuous improvement mindset, OAP has revamped the retention request process. The updated process includes a new workflow and revised request form, and requires units to provide comparative data. Complete details are available on OAP’s Retention Salary Adjustment webpage.
This revised process goes into effect immediately. Unless you have already been notified of a retention decision by the vice provost for Academic Personnel, all retention requests should follow the revised process. OAP will evaluate the process in Spring 2024 and look for opportunities for refinement. We welcome your feedback and ideas along the way.
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Faculty Affairs Advisory Committee Established
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Following consultation with deans and chancellors, OAP has established a Faculty Affairs Advisory Committee (FAAC) comprised of associate deans for faculty affairs at UW. The FAAC will primarily focus on operations and procedures regarding faculty issues throughout the University. The FAAC will provide overall direction, priority setting, and guidance for process improvement and development of new initiatives and programming. During meetings, the advisory committee will discuss implementation strategies, best practices, and other issues related to faculty development, promotion, excellence, equity, and assist in the communication process by sharing information discussed at college/school/campus levels. The inaugural chair of FAAC is Deepa Rao and Trish Kritek is the co-chair. The committee meets once a month.
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Postdoctoral Scholar New Contract Update and Reminders
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The new UAW Postdoctoral Scholar contract went into effect in June 2023. Please review the following updates and reminders to support contract implementation:
- Revised documents — The Postdoctoral Scholar Data Sheet and template letters for initial appointment and reappointment have been updated to reflect the new contract. Please use the updated documents to avoid send-backs.
- Change in healthcare stipend eligibility — Effective with the September 16–30, 2023 pay period, Postdoctoral Scholars — Paid Direct (PDRs) who receive $65,508 or below from their funding source must be provided with a $500/month healthcare stipend from their appointing unit unless prohibited by their funding source. This is a change in eligibility from the prior contract. Moving forward, please be sure that your unit reviews new PDR appointments accordingly and meets this obligation where required.
- New salary/stipend minimum — Effective January 1, 2024, the minimum salary/stipend for Postdoctoral Scholars and Postdoctoral Scholar–Fellows will increase by 4.5% to $68,460/year ($5,705/month). Please budget for this increase accordingly. More information on the related processes will follow later in autumn quarter.
For additional guidance, templates, and resources, please visit OAP’s Postdoctoral Scholar Titles webpage.
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FY24 Promotion & Tenure Changes and Expectations
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As you continue to prepare for P&T record submission, please be aware of the following changes which were communicated to deans and chancellors:
- Provost-level review is moving to fully electronic. As a result, units will no longer be required to pay for printing.
- Submission deadlines for AY 2023–24 are:
- Dec 15 — Mandatory promotions
- Feb 2 — Non-mandatory promotions
- Mar 1 — Clinical and Affiliate promotions
- Apr 12 — Librarian promotions
- As announced in the July 2023 eDigest, promotion and award of tenure notifications will be communicated on set dates. Please advise your unit leadership and P&T candidates accordingly.
- The pre-record submission checklist has been updated to explicitly state that candidates must be compliant with all university policies at time of review and have completed required employee training, including Title IX training (Husky Prevention & Response course).
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Units have a few remaining action items before the FY24 merit and faculty unit adjustment process wraps up:
- Validate merit/unit adjustment increases: By September 14, units must run the R0537: Merit Adjustment Validation Report to confirm approved increases loaded correctly into Workday.
- Submit correction/change requests: If an increase did not load properly or if the unit’s increase recommendation was made in error, submit a correction/change request by September 14.
- Notify academic personnel: Remember to notify academic personnel of their approved merit increases and faculty of their approved unit adjustments.
Remember that meritorious faculty who received compensation at any point during the 2022–23 Academic Year, but who did not appear on the FY24 merit spreadsheet, are merit eligible and must receive the equivalent of a merit increase upon their rehire or return to paid status during the 2023–24 Academic Year. Please review Merit Considerations for Annual or Shorter–Term Faculty in the FY24 Merit Process Guide for more details.
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Phase Out Paper Sexual Misconduct Disclosure Forms
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Last March, UW launched the Ideal-Logic system to support the sexual misconduct disclosure process. Using the paper-less Ideal-Logic system for the disclosure process is now considered a UW best-practice. While paper forms will continue to be accepted until October 1, 2023, you will be asked to re-do the disclosure using Ideal-Logic if your AHR specialist identifies an issue with a paper form prior to October 1.
As a reminder, the Ideal-Logic system and workflow comply with Washington state law and reduce the amount of time required to complete the sexual misconduct disclosure process. If you have not done so already, please familiarize yourself with the Ideal-Logic system via the following links:
To be added as a user or removed from the Ideal-Logic system, please contact acadpers@uw.edu with the name, department, and required action.
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Prepare for Academic Personnel Census
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Census data helps inform institutional decisions and serves as the basis for several institutional reports. As we prepare to pull the census data from Workday, it is critical that units enter all transactions related to the 2023 Census Preparations effort into Workday and make sure they are approved by the dean’s or chancellor’s office by October 31. Due to tight timelines, there will be minimal time between October 31 and the data pull to process send backs, so please work to ensure data entry is complete, correct and supported by required documentation.
Questions about Census Preparation? Join Carla Englander, AHR Senior Reporting & Data Analyst, for office hours each Monday at 3 p.m. through October 30.
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Sep 13: Join us for the Quarterly Administrators Forum
Sep 15: Return faculty from Summer Quarter sabbaticals
Sep 16: Enter sabbaticals for faculty approved for Autumn Quarter sabbatical
Sep 20: Join us for a Promotion & Tenure training for unit staff who support the P&T submission process
Sep 27: Join us for Visa Basics 1 (Visa Types) training
Oct 4: Join us for 2024 Year at a Glance — an overview of 2024 academic personnel processes and deadlines
Oct 16: Deadline to submit appointments for Board of Regents review at November meeting
Oct 19: Join us for Sabbaticals process and policy training
Oct 25: Join us for Visa Basics 2 (Processes & Tools) training
Oct 31: Complete data clean-up efforts in Workday to ensure UW's census of academic personnel is accurate.
Nov 15: Join us for Reappointments process and policy training
Nov 15: Prepare for the end of Autumn Quarter by running November audit reports
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Although active threats are rare, it’s important to take time to prepare for a situation in which your safety could depend on your ability to react quickly. With recent events at UNC–Chapel Hill, consider reviewing UWPD’s active threat guide.
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Thanks and congratulations to our campus partners who worked to support a successful FY24 academic personnel merit process! With the added complexity of a concurrent 9/1 unit adjustment, you had a lot to juggle. We appreciated your attention to detail and hard work to submit recommendations on time!
We want to also thank our merit partners in the Office of Planning & Budgeting, UW HR Compensation, and the Integrated Service Center, who we collaborate with each year to improve the merit process and related communications, and keep it aligned with the provost’s authorization. It is a privilege to work alongside such dedicated colleagues!
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UW Office of Academic Personnel, Gerberding Hall, Seattle, WA 98195
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