Welcome to 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 atacadcomm@uw.edu.
Announcements
COVID-19 ACADEMIC PERSONNEL-RELATED RESOURCES
OAP continues to work in consultation with university leadership, UWHR, Environmental Health & Safety, the ISC, and other central business offices to develop and clarify guidance to support our academic partners in navigating UW’s COVID-19 response, including as concerns thevaccination and verification mandate. Like many of you, we are working long hours to navigate many complex issues. We are committed to getting accurate information and guidance out as quickly as we can and appreciate your partnership and patience in these challenging times.
Be sure to bookmarkOAP’s COVID-19 Resources web pageand check back frequently for the most current information related to academic personnel populations and processes. New guidance on the vaccination mandate's impact on recruitment and hiring was added on September 17.
COVID-19 VACCINE VERIFICATION
As Academic Partners work hard to complete vaccination verification of employees in their units by October 11, a reminder to prioritize those academic personnel who did not self-attest to being fully vaccinated in Workday. This population should be verified by October 4 and can be identified by running the Workday Employee COVID-19 Vaccination Audit by Supervisory Organization R0711.
Updates
RETURN TO ON-CAMPUS WORK
OAP staff have returned to on-campus work in a hybrid work schedule.Emailand Microsoft Teams continue to be the best ways to reach team members during business hours. For general Academic HR assistance, emailacadpers@uw.edu. For visa-related assistance, emailacadvisa@uw.edu. Walk-in hours for in-person visa services, including document pickup and dropoff, are Tuesdays 2-3pm and Wednesdays 10-11am.
NEW FEATURE IN INTERFOLIO FACULTY SEARCH
Interfolio recently implemented a new feature for all its Faculty Search (FS) clients. They added an Advertisement Setting selection to the ad creation process. At this time, Administrators should not use the new “private” position option, but instead select the “public” position option. OAP will be exploring this new functionality and develop guidance for its appropriate use in the future. Until then, do not check the “private” position box or it will delay approval of your position.
POSTDOCTORAL SCHOLARS- PAID DIRECT
As of June 1, 2021, new appointments for postdoctoral scholars who are paid directly by a non-UW source must receive 100% of their base pay from that non-UW source. When entering these appointments into Workday and, if applicable, the visa request tool, use the new title Postdoctoral Scholar-Paid Direct. More information and resources, including offer letter templates and information on this population’s eligibility for a supplemental healthcare stipend, are on thePostdoctoral Scholars Academic Titles and Ranks web page.
Reminders
BASE SALARY GUIDANCE FOR FACULTY WORKING AFTER RETIREMENT
The base salary for a retired faculty member returning to work at the University must match the full-time monthly base salary that the faculty member had at the time of retirement, pro-rated commensurate with the assigned FTE. Units may not set a higher or lower base salary. In accord with policy, reemployed faculty are not eligible for merit-based salary increases, and their base salaries may only be adjusted when across the board salary increases for all faculty members are authorized by the president. For more information, visit theWorking After Retirementandrelated FAQ web pages.
PROMOTION AND/OR TENURE PREPARATION
To ensure a more efficient and timely promotion and tenure process, OAP strongly recommends that academic personnel being reviewed for P&T during the 2021-22 academic year not be awarded adjunct appointments until the start of the 2022-23 academic year. Awarding these types of secondary appointments during the mandatory review year slows down the promotion and tenure case preparation, submission, and review process.
ACADEMIC PERSONNEL DATA REQUEST LIMITATIONS
Between November and February, OAP team members will be hard at work preparing UW’s annual academic personnel reports. This means that we won’t be able to fulfill campus partner requests for data as quickly as we would during other times of the year. To avoid delays, be sure to submit any needed data requests toacaddata@uw.edu(general academic personnel data requests) andeoaa@uw.edu (affirmative action plan details and placement goal information) as soon as possible.
UPLOADING DOCUMENTS TO WORKDAY
The system of record for many academic personnel documents is the Enterprise Document Management (EDM) system, which OAP implemented in 2019. When these documents are loaded into Workday as part of an associated business process, they are transferred by OAP team members to the EDM and deleted out of Workday once the business process has been approved. PDFs are the only document format that should be loaded into Workday. Units should not load MS Word or other document types as it slows down key academic personnel-related processes and often results in additional work for units. Documents should be complete and legible followingUW scanning policies.
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.
VACCINATION VERIFICATION EFFORTS
The start of the academic year is always a busy time, and this year is no exception. We recognize that the additional burden of vaccine verification comes at a challenging time; however, the implications are profound. Vaccination is key to reducing the public health risks associated with COVID-19 and to keeping our community safe. A very big thank you to all the Academic Partners out there managing the vaccination verification process - you are absolute rock stars! And to everyone who supports academic personnel, thanks for your continued partnership in helping navigate UW’s COVID-19 response.
From Our partners
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.
IMPLICIT BIAS TRAININGS
Recently UWHR launched two 60-minute, self-paced trainings that are required of any UW staff member involved in the recruitment, selection, and hiring process or who are requesting access to UWHires. The implicit bias training is strongly encouraged for all staff.
Implicit bias: Heighten your awareness around how implicit bias negatively impacts workplace practices and learn how to manage and disrupt your own misconceptions and become part of a collective solution.
Record keeping supports a fair hiring process: Understand the compliance framework that guides the University’s staff hiring process and your associated record keeping responsibilities. This training also includes important information about UW’s Equal Opportunity (EEO) and affirmative action commitments under Section 503 of the federal Rehabilitation Act.