Hello Campus Partners!

Welcome to the Office of Academic Personnel (OAP) eDigest: sunny summer weather edition. 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 next phase of Washington's sexual misconduct disclosure requirement goes into effect on July 1, 2021. For academic personnel recruitments, this next phase requires units to conduct reference checks of the final candidate’s current and past postsecondary employers in Washington state. Note: This process differs from that of staff recruitments.  Employers will have five business days to respond to reference check requests prior to the official offer of employment being extended. More information will be distributed to dean’s/chancellor’s offices in early June and posted on the OAP  website.

Each year, OAP publishes reports on select academic personnel titles, ranks, and tracks. The 2020 reports are now available on the Academic Personnel Reports page. Data reflects the implementation of UW’s new professorial teaching track, which occurred on September 16, 2020. For more information about how UW defines academic personnel, read UW APS 40.1. For academic personnel data requests, contact acaddata@uw.edu.

International Scholars Operations (ISO) continues to recommend against all non-essential international travel by UW international scholars. Entry bans on foreign nationals who have been in China, Iran, the United Kingdom, Ireland, the European Union, Brazil, South Africa, and India are still in place. For more information, see our COVID-19 blog post.

Foreign nationals returning to the U.S. may encounter additional difficulties related to consular closures, cancelled flights, CDC testing requirements, and Washington State self-quarantine requirements. All employees returning from abroad should refer to the UW Coronavirus FAQ under “What should I do to stop the spread of COVID-19 after returning home from international travel?”

If your unit plans to hire a foreign national in a 1-DEP or 1-UNDEP position, please remember to inform the ISO team as soon as possible by submitting an H Visa Request or by email. This allows ISO to initiate permanent residence sponsorship in a timely manner.

When closing an Interfolio ad for an academic personnel recruitment, ensure all applicants have submitted the requested documentation and completed the three forms required by OAP:

• How you heard of the position
• UW Affirmative Action Information Request
• Sexual Misconduct Declaration

Applicants must complete these forms through Interfolio. This Interfolio Help article provides more information for applicants on how to apply to a position. A position close request cannot be approved unless the recruitment status is “completed”.

In preparation for 2021 summer hiatus, administrators should run the R0047 report to identify 9-month service period academic personnel who are eligible for summer hiatus. Unit Change Leads should then upload to Workday a single, consolidated spreadsheet using the Academic Personnel Leave of Absence (LOA) Submission online form. Submissions are due by 12pm on Friday, May 28. A reminder that academic personnel must have an approved position in Workday through Autumn Quarter 2021 (12/15/2021 or later) to be eligible for summer hiatus. For Workday guidance, visit the ISC’s Summer Hiatus (Full Summer Quarter) user guide or Summer Hiatus (Partial Summer Quarter) user guide.

Note: As part of the ISC’s Report Adoption Project (RAP), the R0047 Summer Hiatus Audit report now includes a “Worker Returned from Leave” column to help determine whether someone on a leave of absence (for example, sabbatical) has been returned from that leave. Faculty must be returned from any other leave before being placed on summer hiatus.

With spring quarter ending June 15, campus partners should prepare to process terminations and end academic appointments in Workday for academic personnel who resigned, were not reappointed, or whose appointments have ended. Visit the ISC user guide library for various resources on processing terminations and see the End Academic Appointment Track user guide for guidance on ending appointments. It’s important that units complete both the termination and end academic appointment Workday actions for each academic personnel employee not returning. 

Thurs, May 20: Academic titles need to be in Academic HR queue to be included on Board of Regents report
Wed, May 26: Join the AHR Senior Reporting Analyst for a training on Spring Cleaning: Workday Data Clean Up for UW Academic Personnel
Wed, June 9: Join OAP for the quarterly Administrators Forum
Tues, June 15: Join the ISO team for a workshop on  Visa Tips, Tricks & Changes
Tues, June 15: All 2nd year renewal decisions for 9-month faculty are due in Workday
Tues, June 15: Faculty with sabbaticals ending June 15 must be returned from leave in Workday
Wed, June 16: Sabbaticals with a June 16 start date need to be entered into Workday prior to the end of the pay period

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 everyone who submitted promotion and tenure records during the 2020-21 promotion review cycle! This year, OAP received ALL records electronically. In total, we reviewed over 550 faculty and librarian cases this cycle. We have started to send notification letters for non-mandatory promotion and tenure decisions. Clinical and affiliate promotion decisions will be emailed to deans and chancellors offices before the end of the month. Your timeliness and attention to detail have made this year’s process especially successful, even in the midst of a pandemic and with the introduction of a new submission process! We will be reaching out to the dean’s/chancellor’s offices to learn more about how the process went. Stay tuned!

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.

Celebrate Asian American Pacific Islander Month with a free online lecture entitled Asian American Women Rising: Not Your Model Minority. Local experts of AAPI history and hate crimes will discuss the recent increased nationwide violence against Asian Americans and how to be an ally here in Seattle.