New Temporary Faculty Hires - Job Management

Dean's Office contacts:  Ivy Mason-Sharrah and Susan Miller

• New temporary faculty hires - job management
• New adjunct faculty
• New affiliate faculty
• New emeritus faculty

A temporary (Job Management) appointment is defined as any appointment that is eligible to hold only annual terms (or shorter).  The following titles fall within those restrictions:

• Lecturer Part-Time (without a competitive recruitment)
• Lecturer Full-Time (without a competitive recruitment)
• Teaching Associate
• Acting titles
• Visiting titles

A faculty vote may or may not be required for actions involving temporary appointments, provided that the department has voted to delegate authority to the chair to make temporary appointments without a full faculty vote. Please see the faculty code (section 24-52, paragraph C1) for the specifications on delegated authority and which titles are eligible (please note that not all temporary titles are eligible).

Units must initiate the Hire – Academic Personnel process in Workday and attach the necessary documentation. For units whose payroll is processed by the Administrative Support Team, submit all necessary documents and details to AST for processing.

Documentation Required (please submit as three separate PDFs, according to the OAP guidelines):Documents must be submitted as three PDFs, as outlined by the Office of Academic Personnel:

• PDF 1

  • Offer letter signed by hiring authority and signed or acknowledged by appointee.

• PDF 2

  • Chair/director/campus dean’s letter to dean/chancellor recommending appointment and indicating the faculty vote (Should either include offer letter details or reference the detailed offer letter)

  • Letters of recommendation (1-3, depending on title)

  • Curriculum vitae

• PDF 3

  • Signed, completed sexual misconduct disclosure form and all employer responses

Once the hire has been fully approved, the new faculty member will receive an email about setting up their Workday account and will then begin to receive notifications for assorted onboarding processes – including filling out the I-9 employment eligibility form.

To grant a new adjunct appointment, units must initiate the Add Academic Appointment Track business process in Workday and upload the necessary documentation to Maintain Worker Documents.  For documentation requirements, please see the Office of Academic Personnel Titles and Rank page.

For units whose payroll is processed by the Administrative Support Team, submit all necessary documents and details to AST for processing.
 

To grant a new affiliate appointment, units must initiate the Hire - Unpaid Academic process in Workday and attach the necessary documentation. For specifics on documentation requirements, please see the Office of Academic Personnel Titles and Ranks page. For units whose payroll is processed by the Administrative Support Team, submit all necessary documents and details to AST for processing.

Documentation Required (please submit as three separate PDFs, according to the OAP guidelines):

Please note that affiliates must be hired into an ‘Unpaid’ employee type if they are not being paid. They can then be converted to paid status when needed. When converting to a paid status, you must upload an offer letter for the paid work to Maintain Worker Documents.

To grant a new emeritus appointment, units must first separate the employee using the Termination – Voluntary – Academic Personnel process in Workday.  Once that is complete, the unit must initiate the Hire - Unpaid Academic process in Workday and attach the necessary documentation as part of the business process. For units whose payroll is processed by the Administrative Support Team, submit all necessary documents and details to AST for processing.

Documentation Required (please submit as three separate PDFs, according to the OAP guidelines):

• Chair's letter to Dean, reporting the faculty vote and date of new emeritus appointment.  In accordance with the new AHR regulations, also address the following points:
  • Is retiring/has retired from a tenured, WOT, research track, teaching track, or clinical-salaried appointment
  • Is retiring/has retired at the rank of professor or associate professor
  • Has/will have held a UW faculty appointment for at least 10 years prior to retirement
  • Is requesting/recommended for emeritus status within one year of retirement
  • Has been found meritorious in each of the 5 years leading up to retirement, and has an overall record of meritorious performance
  • Has had no misconduct issues requiring review and/or resolution in the 5 years leading up to retirement
• Notice of retirement from faculty member
• Sexual misconduct declaration

Please note that emeritus faculty must be hired into an ‘Unpaid’ employee type if they are not being paid. They can then be converted to paid status when needed.

Please send the retirement letter to Linda Nelson as soon as you have it.