Hello Campus Partners!

Warm season's greetings! Welcome to the December edition of 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.

During the holiday season, the Academic HR (AHR) Team has adjusted walk-in hours for international scholars and campus partners. Monday, Dec 23 - Friday, Jan 3 walk-in hours will be as follows:

Monday: 9am-12pm
Tuesday: No hours
Wednesday: No hours
Thursday: 9am-12pm
Friday: 9am-12pm

AHR staff members are available by appointment outside of these hours. To schedule an appointment, please email  acadpers@uw.edu (for academic appointment issues) or acadvisa@uw.edu (for visa issues).

A reminder that the International Scholar Operations (ISO) dropbox, located on the 2nd floor outside of Gerberding Hall Suite 240, can always be used to submit visa-related documents.The secure dropbox is checked regularly to ensure timely processing of materials.

During winter break, J Visa Check-In Sessions will be held at 10am on Thursday, Dec 26 and Thursday, Jan 2.

The regularly-scheduled Tuesday afternoon sessions will resume on Jan 7. Please direct international scholars to our recently updated J Visa Check-In Session page for more details and to register for a mandatory session.

In the August OAP eDigest, we shared information about administrative, academic and endowed appointments requiring Board of Regents’ (BoR) approval.

We ask that campus partners please plan ahead to ensure that such appointments are in the AHR Workday queue as soon as possible and no later than three weeks before the monthly BoR meeting preceding the appointment start date. In most cases, this will allow AHR enough lead time to review and process new appointments, and ensure an accurate and timely report to the Board of Regents. 

The AHR Due Dates Calendar includes monthly deadlines for submitting BoR-approved titles in Workday. 

For those campus partners who upload academic personnel-related documents to Workday, this is a friendly reminder to please upload PDFs. We have come across a number of Word documents and Outlook email files in the system. Uploading documents in these other formats could result in delayed processing. Please contact your Academic HR specialist with any questions.

With many UW personnel taking vacation during the holidays, we’d like to remind campus partners to add delegated users for each approval role in Faculty Search. This helps ensure that position approvals are not held up if/when someone is out of the office. For more information, visit Interfolio’s article on adding new users to Faculty Search.

A reminder that Tuesday, Dec 31 is the deadline to complete and close Interfolio recruitments opened between Jul 1 - Dec 31, 2018. Before closing a position, don’t forget to assign a disposition code to each applicant.

Visit the OAP's Interfolio FAQ and Interfolio user guides for more information and step-by-step instructions. For position-specific questions, call the Academic HR Team at (206) 221-UWAP (8927).

In December, dean/chancellor’s offices received a list of faculty members in their unit slated for sabbatical effective Dec 16, 2019. Please be sure to enter these leaves and associated FTE changes into Workday or notify AHR of any change to a faculty member’s sabbatical plans.

For faculty returning from sabbatical this December, be sure to complete the requisite Workday business process to end the leave effective Dec 15.  Feel free to contact  APleaves@uw.edu with any questions.

On December 6, dean/chancellor’s office administrators received an email from the Academic HR Team about 2020-2021 sabbatical application packets and request spreadsheets. As outlined in the email, OAP is ready to start receiving sabbatical leave application spreadsheets and packets.

Dean/chancellor’s office administrators should email the following to acadpers@uw.edu:

• Completed allocation spreadsheets
• One PDF of the sabbatical application packet per applicant

All application packets must be submitted to the Academic HR no later than January 3, 2020.

Please arrange application documents in the order outlined on the OAP Sabbatical Leave page. You will also find the newly revised sabbatical application form, instructions, and policy details there.

AHR will begin sending approval notices to dean/chancellor’s offices in March. 

Monday, December 16: Enter  sabbaticals with a Dec 16 start date in Workday prior to the end of the pay period (Dec 31, 2019)
Monday, December 16: Submit  mandatory promotion packets to AHR
Tuesday, December 31:   Complete and close recruitments opened in Faculty Search between Jul 1- Dec 31, 2018
Friday, January 3: Email 2020-21 academic year sabbatical requests to acadpers@uw.edu
Friday, January 17: Email  December reappointment spreadsheets to acadpers@uw.edu

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.

Thank you to the teams in UW-IT and Records Management Services for supporting OAP in developing a more streamlined and secure electronic document management solution for OAP documents. To read more about the collaboration between OAP, UW-IT, and Records Management Services, check out the UW-IT blog.

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.

In order to support the University’s commitment to fostering a welcoming and respectful learning environment, we wanted to share the UW Bias Reporting Tool. This tool, created in partnership with the Office of Minority Affairs and Diversity, the Office of Student Life and the president's Race & Equity Initiative, can be used to file reports of bias such as those involving discrimination and harassment.