Guide for New and Visiting Faculty

Welcome to the Department of Biobehavioral Nursing and Health Systems at the University of Washington. This guide is for faculty members of the Department of Biobehavioral Nursing and Health Systems. Although written primarily for permanent faculty members, many sections are applicable to other academic appointees and visitors as well. The guide does not replace the underlying written policies of the University, but rather will provide you with information to help get established in the department and includes summary information as well as pointers to where official policies and more detailed information can be found.  This is intended as a comprehensive guide for new and current faculty by Victoria Harrell.  Please e-mail Victoria at vharrell@u.washington.edu with any suggested additions, edits, or comments.

 

 

Arriving and Getting Set Up

Moving: http://www.washington.edu/admin/purchasing/moving/
This site contains a wealth of information about household moves and related expenses. However, if you think your move exceeds allowable expense limits or includes non-allowable items; please contact Victoria Harrell, who may be able to help.

To start the process, we must have your A33 paperwork.

Temporary Housing:
See Visiting Faculty Housing Service under UW Services.

Configuring Your Office:
All offices should be set up before new faculty or visitors arrive. However, if this is not the case, or if there are any questions, please see the appropriate person:

Employee Benefits Orientation & Enrollment: http://www.washington.edu/admin/hr/benefits/benorient/index.html 
This web page contains important information about health insurance - which you need to sign up for within your first month of employment.

Please note: Health benefits become effective on the 1st of the month after you begin work. If you begin work on June 1 your benefits are effective as of that day. If you begin work June 2 your benefits do not kick in until July 1.

The website also contains information on other benefits such as the home loan program, auto/home insurance, and many other benefits available to UW employees.

Faculty Orientation: http://www.washington.edu/oue/academy/fellows

The Faculty Fellows is a week long orientation program given each September, designed for new faculty (Full, Associate and Assistant Professors and Senior Lecturers). It is conducted by senior faculty in a range of disciplines. Many topics are included, such as:

  • Techniques for engaging students in lecture
  • Using technology in the classroom
  • Teaching evaluation and assessment
  • Finding a balance between teaching and research
  • Students at the UW

New faculty on 9-month appointments will generally receive the equivalent of one week's pay for participating in this program. Faculty who are already on the payroll as of Sept. 1, while eligible to participate in the program, do not receive additional compensation for participating. Please see the department payroll coordinator for specific information.

Parking/Transportation/UPass: http://www.washington.edu/admin/parking/
A UPass may be purchased anytime in the quarter (faculty and staff may automatically deduct a monthly fee from their paycheck). Instead of a bus pass, a parking permit may be purchased. Single Occupancy Vehicle (SOV) or carpool permits (at least 2 people) are available. Carpool permits are free but they require that all individuals have an UPass (people in carpool must be faculty or staff). SOV permits include a 'free' UPass.

UW Child Care Services:
Information on parenting seminars can be found at: http://www.washington.edu/admin/workfamily/family.education.html

Contact workfam@u.washington.edu for information about on-campus childcare facilities, priority spaces at area daycare facilities, sick childcare, and parenting seminars. You may also call the Childcare Assistance Program at 543-1041.

Campus Information/UW Services

UW Benefits

Campus Maps

Campus News & Events

The University of Washington Club:

You must be a member (or be hosted by a member) in order to eat at the University of Washington Club . You are not allowed to use cash for meals at the University of Washington Club . All meals are added to your University of Washington Club card and are billed monthly. There is an annual fee, which is deducted from your paycheck.

 

Dining Services:

University of Washington Dining Services has set a new standard for campus dining! In the last few years, we have renovated several campus cafes and restaurants, opened new dining facilities and hired world-class chefs who have created outstanding menus at affordable prices. Simply, you'll find some of the best food in Seattle right here on campus.  For Places to eat, dining hours and vending locations, please visit: http://hfs.washington.edu/dining/

 

Recreational Activities:

The recreational sports program for faculty, staff, and students includes an Intramural Activities Building (12-Q on campus map). Your faculty ID card will allow you to either purchase membership or pay for individual visits to this facility. Some of the recreational activities available are racquetball, tennis, swimming, intramural sports, golf, handball, and squash. The contact number is 543-4590.

 

University Bookstore:  

The University Bookstore offers a rebate for faculty, staff, and students (June 30 of each year). Purchases do not have to be on an account; however, the rebate offer requires that a receipt be submitted for all non-charged purchases.

 

UW Childcare Services:

  • The UW Work/Life office maintains a set of options for childcare, including sick child care, nanny-share network and other community childcare resources.
  • Contact workfam@u.washington.edu for information about on-campus childcare facilities, priority spaces at area daycare facilities, sick childcare, and parenting seminars. You may also call the Childcare Assistance Program at 543-1041.
  • Seattle's Child magazine maintains a calendar of family & kid activities.

UW Directories

Visiting Faculty Housing Service (temporary housing):

The faculty auxiliary offers temporary housing information solely for the convenience of University and visiting faculty members. The office is located in Cunningham Hall, Room 213, Box 351380 , University of Washington , Seattle, WA 98195-1380 . They may be contacted at 543-6252 or via email at vfhs@u.washington.edu. If contacted over email, they will send you an electronic copy of the 'housing wanted' form.

Life in the Greater Seattle Area

Relocation services, Housing, Things To Do/See:

 

Transportation:

 

Administration

After hours and Health Sciences ID Cards: Please see Pam Hillman to get the necessary forms and information to acquire.

Building maintenance: Please see Barb Absher to report problems in such as dripping faucets, burned out light bulbs, etc.

Business Cards:
Contact Pam Hillman to order business cards.

Computer/Software/AV/Laptops & Projectors: 

Contact Barb Absher as your first point of contact for these items.  There is a sign-out binder in the workroom (T603) for all AV equipment.  For computer issues, you may be referred to TIER (the Nursing School IS department). TIER is responsible for network and hardware issues and some software installation (available software includes Office 2003, Windows XP Professional, Internet Explorer, Reference Manager, SPSS, Adobe and Winzip). 
 
The School of Nursing server (SON) is divided into network drives, as fallows:

K: Group files (such as BNHS departmental files)

O: Shared files (accessible by all SON members)

V: Individual/private files

E-mail is managed by TIER and CAC (Computing and Communications).

The School of Nursing has Educational Innovations, which provides technical expertise and support in the effective use of technology for educational activities in the School of Nursing . Whether you want an online course syllabus, a full-featured distance learning course, video streaming of a lecture, a videoconferenced meeting or a Web interface for your research project's database, EI can provide the technical know-how to get the job done. Our skilled team of Web developers, database designers, media professionals and network experts are ready and able to provide cutting-edge solutions for your educational needs.

Included in EI's mission is consultation on educational best practices, integrating technology into grant proposals, choosing appropriate tools for delivering content or conducting classes, and training SON faculty and staff in how to use them.

EI, for a fee, also provides similar services to other schools and departments who do not have equivalent in-house staff and equipment.  More information can be found at the website:   http://www.son.washington.edu/dl/default.asp

There is a departmental computer in T609 that has a scanner.

Barb Absher is our department equipment contact.

Conference Rooms:
There are two conference rooms in the Department -- rooms T605 and T612. Reservation schedules are located outside the doors. The conference rooms are reserved through Barb Absher, and are intended for meetings, NOT ongoing classes. Please contact Mary Rivard for classroom assignments.

Faculty Web Pages:
Work with Victoria Harrell to establish your faculty web page. A list of all faculty home pages is here. A short bio that includes a description of your research interests and a photo (optional) is a good starting point.

Email:
Contact Laurie Rossnagel to be listed on the School of Nursing and Departmental e-mail lists.  For more information regarding the UW email system, please see: http://www.washington.edu/tech_home/email/.

Ergonomic Issues:
For information on ergonomics, check: http://www.cs.washington.edu/lab/ergo.html
Contact Barb Absher if you need a special keyboard or other ergonomically related equipment.

Faculty ID Card:
For all new employees or current employees in need of ID replacements, there will be a change in ID card production.

  • All new cards will include a photo
  • ID cards must be obtained in person
  • Employees obtaining an ID will need their EID number and a state or federal issued photo ID such as a driver’s license or passport.

 

The ID Center is open from 8-5, Monday–Friday, and is located on the ground floor of Odegaard Library. The phone number is 206-543-7222. The process should take no more than 5-6 minutes providing we do not have any lines. The best time to come is in the morning between 8-10 a.m. It is best to avoid lunch time and the beginning of the quarter if possible, as it can be very busy. If you can not avoid our busy times, please plan on a 15-20 minute wait as we may have several people in line.

Please check with Victoria Harrell if you have any questions.

The Faculty ID card can be used as the following:

·       A UW Library card.

·                              A Husky Card Account debit card for use at University Food Service locations and the University Book Store (for more information call the A La Carde Office at 543-7222).

·       To acquire membership at the UW's IMA  (gym facilities).

·       As an UPass (for more information regarding transportation services, please visit the following website: http://www.washington.edu/commuterservices/.)

 

Faculty Photo Directory (located by T601 in hallway):
A staff member will contact you shortly after your arrival to schedule an appointment to take your picture.

 

Licensure/Immunizations:

Washington State RN licensure, blood borne pathogen education, CPR certification, and immunizations identical to those required of students must be demonstrated by all faculty members who deal with patients or study subjects in clinical settings, as they are OSHA, Health Sciences, and clinical site/affiliation agreements requirements..

Faxes:
The fax machine, mail and office supplies are all located in T603 just past the department mail area, near the small conference room T605. Our fax number is (206) 543-4771.

Incoming faxes are distributed to mailboxes throughout the day. If you are expecting a rush fax, you can pick it up from the fax.

There are written instructions above the fax machine. There are essentially 3 types of faxes:

1. On Campus: dial the last four digits: (3-4771)

2. Off-Campus Locally: dial 9, then the area code and fax number (206-543-4771).

3. Off-Campus Long Distance

To send outgoing business related faxes use the UWATS codes (UWATS is our long distance carrier), the area code and number. There are written instructions above the machine. If you need a UWATS number, please contact Pam Hillman.

Keys:

Please contact Pam Hillman to sign out a key for your office.

 

Labs/Research Faculties:

Please contact Ernie Tolentino for information on what is available.

 

Mail (Incoming & Outgoing):
Mail: Pickup times are approximately 10:30 a.m. and 2:30 p.m.
The University is on a box number system (all addresses start with Box 35_ _ _ _).                            

BNHS addresses are as follows:
 

  Your Name
  Biobehavioral Nursing and Health Systems
  University of Washington
  Box 357266
  Seattle, WA 98195-7266

Off campus mail requires that a bar code be included in the upper left-hand corner of the envelope, just below the return address. Departmental bar codes are located in the work room. Pam Hillman orders department state-budget bar codes that can be used for academic-purpose mailings. Mailings that are for non-academic purposes must be mailed using your research bar code(s).

There is an outbox in the workroom.

Overnight or express services: All the forms are located in the mailroom in boxes below the faculty and staff mailboxes. For help filling out the forms please refer to the sample near the forms. The form must have a UW budget number.  Again, department state-budget bar codes that can be used for academic-purpose mailings. Mailings that are for non-academic purposes must be mailed using your research bar code(s).  See Barb Absher for locations of drop offs around campus. The School of Nursing uses both UPS and Federal Express.

Manila envelopes are recycled and used for on-campus mail. They are also located in the mailroom shelves below the mailboxes.

Parking/UPass:
An UPass may be purchased anytime in the quarter (faculty and staff may automatically deduct a monthly fee from their paycheck). Instead of a bus pass, a parking permit may be purchased. Single Occupancy Vehicle (SOV) or carpool permits (at least 2 people) are available. Carpool permits are free but they require that all individuals have an UPass (people in carpool must be faculty or staff). SOV permits include a 'free' UPass. http://www.washington.edu/commuterservices/parking/

Departmental parking passes are available for guest speakers, lecturers and consultants.  Please contact Pam Hillman to acquire a parking pass or for more information.

Pay Day:
There are two pay periods per month (1st-15th and 16th-30th/31st). Pay Days are on the 10th and 25th of each month. If either day falls on a Saturday, you will receive your check the Friday prior. If either day falls on a Sunday, you will receive your check the following Monday. An individual that starts employment anytime between the 1st and 15th of the month will receive their first paycheck on the 25th of that month. Those who start employment anytime between the 16th and 30th/31st of the month will receive his or her first paycheck on the 10th of the following month.

 

Salary Rates & Minimums:

 

Reference: Handbook, Vol. II, Chapter 24

Minimum rates: The University establishes minimum full-time monthly rates at which a unit may pay faculty members. The salary floors apply to persons appointed into permanent positions as well as to those in temporary, visiting, acting, affiliate, or clinical positions. The appropriate salary is based on the candidate's training, experience, etc. and is determined at the time of the original appointment in negotiations between the unit chair and the Dean.

 

The minimum rates are effective July 1, 2006 - June 30, 2008:

 

The University's minimum salary is $3,084 per month on a twelve-month basis, or $3,329 per month for those faculty and academic staff on a nine-month basis. It is requested that individuals paid below these minimum floors have their full-time rates updated in OPUS. The 7/1/04-6/30/06 rates remain in parentheses.

 

 

9-month rate

12-month rate

Minimum salary for all academic staff/faculty not in professorial ranks

$3,329
($3,201)

$3,084
($2,965)

Assistant Professor (including WOT and Research)

$4,736
($4,554)

$4,343
($4,176)

Associate Professor (including WOT and Research)

$5,155
($4,957)

$4,725
($4,543)

Professor (including WOT and Research)

$6,119
($5,884)

$5,610
($5,394)

 

All salaries must be budgeted at or above the minimum floor levels.

 

All offers and appointment forms should list a salary and percent of time.

 

An instructor must teach a course every quarter that he/she is paid (unless an exemption to the Instructional Responsibilities Policy has been granted by your Dean and the Provost).

 

When a Research Associate is teaching a course, his/her salary rate normally does not change. Any exception to this should be discussed and approved by your Dean's Office and the Provost.

 

For questions about your payroll or deductions see Matt Eng.

 

For information about direct deposit see: http://www.washington.edu/admin/payroll/direct.deposit.html.

 

Salary Adjustments:

Merit Salary Adjustments: In years when merit is allocated, please follow the revised procedures for determining merit recommendations are described in the Handbook, Vol. II, Section 24-55. The revised Code continues the practice of collegial merit reviews each year; a new provision is that a faculty member who does not receive a merit salary increase for two consecutive years will be provided with a departmental assistance committee.

Research and WOT faculty members are evaluated for salary increments at the same time and in the same manner as state-funded faculty members.

The faculty activity reports and the faculty conferences with chair provide important documentation in the evaluation of each faculty member's contributions. Both student and collegial teaching evaluations must also be part of an individual's cumulative record (see Teaching evaluations).

Departments should consider faculty members' contributions to research, teaching, and service. Each individual's accomplishments may be distributed differently among these categories in a given year and over time, and greater achievement in one category can compensate for lesser achievement in another. For the unit as a whole, however, about equal portions of available merit funds should be used to reward teaching and research, with a smaller (but significant) portion used to reward service. Teaching should be rewarded according to overall unit teaching responsibilities (for example, a unit with a large ratio of undergraduate to graduate student credit hours should distribute its merit funds in the same proportion).

Promotion Salary Adjustments:

Colleges and Schools are authorized to award a 7.5% salary increase for faculty and librarians who have been promoted in rank. As in the past, these promotional increases will be centrally funded for those faculty and librarians supported in state budgeted positions. For faculty funded from grant and contract or clinical revenues (research, clinical, and WOT faculty), resources to support the 7.5% increases must come from those alternative sources. Promotional increases and title changes need to be recorded into OPUS, effective July 1 for twelve-month faculty, and effective September 16 for nine-month faculty.

Retention Salary Adjustments, General Policy:

Deans and Chancellors may request retention salary adjustments through the Office of the Provost.  The request must include the rationale for the retention adjustment including an assessment of the individual’s merit and value to the institution, the circumstances warranting a retention adjustment, and the proposed adjustment and effective date. Retention salary adjustments receive case-by-case review by the Office of the Provost, and additional documentation may be required such as a current curriculum vitae or case specific details. As a general principle, retention salary adjustments are expected to provide a minimum 5% salary increase. An exception for locally funded salary adjustments that meet specific criteria is described below.

Retention Salary Adjustments in Response to a Competitive Offer

Retention adjustments may be given in response to a competitive offer from an outside institution. In this situation, a report indicating the result of the response by the University of Washington should be completed (see below).

 

Competitive Offer Response Letter

 

Competitive Offer Report Form (.pdf)(.doc)

 

Locally Funded Pre-Approval Retention Salary Adjustments

 

Criteria. To provide Schools, Colleges, and Campuses with an enhanced ability to make timely responses to potential and actual external offers to faculty and librarians, proposed retention adjustments that meet the criteria outlined below will be considered to have the Provost’s approval as required by Executive Order 64:

 

The proposed retention salary adjustment has the approval of the Dean or Chancellor.

 

The retention salary adjustment is a minimum 5% increase and maximum 10% increase.

 

For faculty who participate in the UWP practice plan, 5% to 10% refers to their total base salary, including UW and UWP practice plan.

 

The retention salary adjustment will be fully funded from locally administered funds.

 

The decision to make a retention salary adjustment was made in compliance with the required consultative processes.

 

The individual has not received a retention salary adjustment within the preceding three years.

 

The faculty is not at the rank of Assistant Professor and entering the mandatory promotion review period.

 

The retention salary adjustment is a prospective, not retroactive, adjustment.

 

The individual was determined to be meritorious in the most recent merit evaluation.

 

Procedure & Form. Proposed retention salary adjustments that meet these criteria have the pre-approval of the Provost.  For record-keeping purposes, a Locally Funded Pre-Approval Retention Salary Adjustment Form must be submitted by the Dean or Chancellor to the Office of Academic Human Resources as soon as possible after a retention salary adjustment is offered to an individual; a notice of confirmation will be sent in return.

Other Salary Adjustments:

Other salary adjustments receive case-by-case review by the Office of the Provost. Requests should be directed to the Office of Academic Human Resources and include the following:

  • Name of individual
  • Appointment title
  • Proposed new salary
  • Reason(s) for the increase
  • Requested effective date of the increase and ending date (if temporary increase)
  • Statement as to permanent or temporary
  • Original concurrence signature from Dean

 

Once the request has been reviewed and approved by the Provost Office an email and/or letter of approval will be sent to the department and to the appropriate Dean's Office by the Office of Academic Human Resources. This email or letter should be checked to be sure that none of the terms in the original request have changed. Once the email or letter of approval has been received the department may enter the new salary on-line. The notification of approval must be cited in the notes section of the on-line transaction.

Personnel Services:

For personnel issues please see Laurie Rossnagel.

For general info:

University of Washington: http://www.washington.edu/admin

Phones: http://www.washington.edu/admin/comtech/cts.index.html

Campus calls: Dial the last 5 digits of the campus number

Local calls: Dial 9, for an outside line, and then dial the phone number. The university requires 10-digit dialing (i.e. 206-543-8220).

Long distance calls: There are two options for long distance calls:

Use the campus UWATS (our long distance carrier) dialing procedures when making long distance calls or sending faxes from unrestricted UW telephones. You will receive a UWATS code and dialing instructions. All long distance calls should be business related. There is an informative page on the UWATS service on the web at: http://www.washington.edu/admin/comtech/phone/uwats.html#campusuwats.
There are also instructions for using UWATS codes from local calling area non-UW telephones.

If you are traveling, use UW Direct to call back to the state of Washington when away from the local calling area: http://www.washington.edu/admin/comtech/phone/uwdirect.htm

Personal long distance calls: Use your personal calling card. Personal calls should not be charged to a departmental budget.

The phone in your office has voice mail. For questions regarding using this system see: http://www.washington.edu/admin/comtech/vmail.index.html

Phone Books: A limited supply of phone books will be available in the workroom T603 in the spring. Or, you can use the web based phone directory.

Photo Copiers and Account Numbers (Academic & Research):
We have a copier in T603. Copy codes are required to operate the machines. Contact Pam Hillman phillman@u.washington to get your number, each person requires their own code. Please note that the copy codes are budget specific. State work, such as copies for classes use your department code. Research codes are charged to specific grants and are used for copy work relating to research.

Recycling:
The University recycles white paper (white bagit), mixed paper (green bagit), newsprint (blue bagit), and aluminum cans (blue bin). There are bagits located just inside the workroom door T603 and the blue aluminum can recycling bin next to the stairs by the lounge T600C.  In addition to the bagits and bin there is also a large silver container that you can use to recycle large amounts at one time, this is also located next to the lounge T600C.  Please note that you are responsible for emptying your own recyclables.

Supplies:
General office supplies (pens, paper clips, mailing supplies, transparencies) are located in labeled drawers in the workroom. If you need something you can't find ask Pam Hillman phillman@u.washington or add to list located on the left wall in the workroom.

Travel Procedures/UW Corporate VISA Card: http://www.washington.edu/admin/travel/
Operations Manual Vol. 2 Section D70
If possible, all travel should be placed on your individual VISA account. You should apply for a VISA card prior to the first time you travel. See the above website for an application form. Matt Eng  mneng@u.washington.edu will know how to handle all travel procedures; however, you may wish to browse the University's Travel Office website that is listed above. 

Please note: Each faculty member is allotted $500 per year for business related travel expenses (e.g. conferences, continued education). To use your allotment, please contact Matt Eng mneng@u.washington.edu.

The following procedures should be kept in mind when making travel arrangements and while on travel (please also inform any of your students who will be traveling of the procedures listed below. We encourage graduate students to apply for their own cards):

·       You and you alone are responsible for paying your Visa bill. If you are being reimbursed, Matt Eng mneng@u.washington.edu will do the paperwork to get you reimbursed, but the bill is your responsibility, like any other bill. Immediately after your trip give all receipts to Matt Eng mneng@u.washington.edu. The goal is for you to receive the reimbursement check before you receive the Visa bill.

·       The Travel Department encourages you to put all airfare and car rentals on a Visa card. Anyone paying for expenses by means other than the Visa card can expect waits of up to 6-8 weeks for reimbursement.

·       Use Contract airfares whenever possible. These reservations can be changed or canceled with no penalty. See the travel website for guidelines/rules.

·       Always use a state-approved travel agent and no discount websites for airline tickets. Contact your Matt Eng mneng@u.washington.edu for names of travel agents familiar with UW travel procedures.

·       If you go to an agent who offers "bulk student airfares", be aware that they may not take Visa, and you may end up paying for a ticket you do not use. These are not contract tickets.

·       If you want to purchase a non-contract ticket, it is a good idea to check with your staff person to make sure that your situation will be reimbursed by Travel. It is okay to use a non-contract airfare for the following reasons:

 

1)     A lower airfare can be obtained through published fares offered to the general public;

2)     The contract airline(s) do not have a flight that meets the traveler's time requirements; or

3)      There are no seats available on the designated flight.

  • In order to be reimbursed, all Travel Expense Vouchers (TEV) must be signed by the owner of the budget and the traveler. No one else may ever sign for the traveler.
  • Rental Cars: Use Budget, UW has a contract. Review the UW Travel Office website for complete details about use of rental cars.

 

Significant portions of this text have been taken from the Operations Manual Vol. 2 Section D70

Faculty Appointments

Tenure-Track Faculty Appointments
Faculty Code/Information: http://www.washington.edu/faculty/facsenate
Tenure-track faculty have 9-month appointments. Salary is not received during the summer months unless a faculty person has grants or other funds that will pay for summer salary.

Full-time faculty (including research faculty) are voting faculty in the department. Decisions such as the hiring of faculty, promotions of faculty, curriculum changes, etc. are presented to eligible voting faculty in Executive Session (see faculty meetings below).

Research Faculty Appointments
Research-track faculty have 12-month appointments and receive salary only from funded grants.

 

Voting process

 

Voting usually occurs at the second faculty meeting of the month, the third Monday.  For all new appointments, regardless of level or track, all voting faculty vote.  Voting faculty are Assistant, Associate, and Full Professors – Tenure, With Out Tenure (WOT), or Research – and Full-Time Lecturers. 

 

For reappointments (Lecturers, Adjuncts, Affiliates, Clinical Faculty, Assistant Professors), faculty of the next higher rank and above vote.  So, permanent Lecturers don’t vote on any reappointments.  Permanent Senior Lecturers, could vote on reappointments of Lecturers and Instructors.  Assistant Professors vote on reappointments of Lecturers, Instructors, and Senior Lecturers.  Associate Professors vote on all those and Assistant Professors. 

 

For promotions in the research track, faculty of the next higher rank and above vote.  So, for promotion to Research Associate Professor, all Associate Professors and Full Professors vote.

 

FOR ALL OTHER PROMOTIONS, only tenure/tenure-track and WOT faculty vote.  Research faculty can not vote on promotions that confer tenure, but WOT faculty can.

 

Note: For appointments that go to the School APT Committee (appointment/reappointment/promotion of Assistant, Associate, Full Professor, all tracks), at the department vote the school APT representatives do not vote.  They can only vote once - in the department or at the school meeting.  Generally we want their support at the school meeting.  If they know they are not going to be at the school meeting, they can vote in the department.  EXCEPTION: The School Committee for promotion to Full Professor is all Full Professors, whether in School APT or not.  Same with department; if they could not vote both places, it would not make much sense.  In this case, everyone votes both times.

 

The purpose of this orientation guide is to bring together in one place the policies and procedures for appointment, reappointment, promotion, and tenure decisions within the School of Nursing .  It reviews the responsibilities of the School Appointments, Promotion, and Tenure (APT) Committee, the departments, and the dean.  The orientation guide is not intended to supplant any of the basic documents of the University: the Handbook, the Administrative Policy Statements, or any memoranda issued by the Provost.

All academic personnel actions and reviews are initiated by the department or primary department.

This orientation guide is intended to serve as a guide to common academic personnel actions taken within the School of Nursing .  It does not cover every action, and it is not an official University document. Where discrepancies arise, the University documents dictate the actions.  Specific questions are referred to the Office of the Provost or the Director of Academic Personnel Records.

The general guides are the Handbook, Vol. 2, Sec. 23-46 and Chaps. 24 and 25; the University of Washington Administrative Policy Statements, Secs. 41.2, 46.2; the Bylaws of the School of Nursing (Revised 10/01); and the Criteria and Examples for Appointment, Reappointment, Promotion, and Tenure.  Some of these guides are appended to this orientation guide, along with recent memos from the Office of the Provost and the Dean of the School of Nursing .

II.    I. Faculty Titles(Handbook, Vol. 2, Secs. 24-34, 24-35, 24-40)

A.     The professorial tracks

Appointments in the professorial tracks are equivalent, as indicated on the table below. The criteria used in establishing the appropriate rank should undergo the same rigorous review, regardless of the track. (See Criteria and Examples For Appointment, Reappointment, Promotion and Tenure in the School of Nursing.)

 

EQUIVALENT RANKS AMONG THE PROFESSORIAL TRACKS

 

                                          Without Tenure for

                                          reasons of funding

Tenure Track                 (WOT) [Teaching]                       Research                            Clinical_____

                                                                                                                                    **Clin Associate

Instructor*                                                                 Res Assoc (Postdoc)                      Clin Instructor

Assistant Prof                      Asst Professor                Res Asst Prof                                 Clin Asst Prof

Associate Prof                     Assoc Prof                     Res Assoc Prof                              Clin Assoc Prof

Professor                            Professor                        Res Prof Clin Prof

 

*Title not used in the School of Nursing: see Lecturer and Senior Lecturer, page 3

**Clinical associates will ordinarily hold the Master’s degree.

 

1.      Tenure track (Handbook, Vol. 2, Sec. 24-34 A2, 3 and 4)

Faculty holding positions in the tenure track must be supported by permanent state-appropriated funds.  Although it is understood that they may be paid from grant or other temporary sources and that state funding for their positions may be used to support temporary appointments for other faculty, the permanent position will always remain assigned to the tenure track faculty member.  Tenure track faculty, both full-time and part-time, are voting members of the faculty.

2.      Without tenure for reasons of funding (WOT) [teaching](Handbook, Vol. 2, Secs. 24-34 A, 24-40 A, B, C, D, E and 24-41 B and E)

If a position is funded from temporary sources, without a permanent state-budgeted position, faculty may hold an appointment with a professorial title but not be eligible for tenure.  The title is designated "without tenure for reasons of funding." Appointment and reappointment letters state the appointment is contingent on funding.

Faculty with professorial titles but designated without tenure for reasons of funding (WOT) are expected to be integrated into the instructional program.  These WOT faculty are supported primarily from grant and contract funds, except when the position is supported from state budgets for instructional purposes.  Departmental faculty decide whether individuals who do not hold a permanent state budgeted position are named WOT rather than research faculty based on the expectation that WOT faculty will participate in departmental teaching and service functions on a regular and continuing basis.

The documentation supporting the WOT appointment should include justification for the selection of this title.

WOT professorial faculty whose appointments are contingent on availability of funding are voting members of the faculty.  The terms of appointment, reappointment, and review for promotion have the same time schedule as tenure track faculty.  WOT faculty are to achieve the rank of associate professor WOT in the same number of years as tenure track assistant professors.  WOT faculty may compete for state-funded positions (see From research or WOT track to tenure track, Section III.D.3, this orientation guide).

3.      Research (Handbook, Vol. 2, Secs. 24-34 B4, 24-35 and 24-41 H)

Appointments in this track parallel those of the tenure track and WOT faculty, but their purpose is primarily research. Teaching is not mandatory, although it is to be encouraged. Faculty holding research appointments are not eligible to acquire tenure, but are expected to achieve the rank of research associate professor in the same number of years as tenure track assistant professors.  Research faculty may be voting members of the Graduate Faculty, but do not otherwise have a vote; they do not vote on appointments.*

Note: *As of March 6, 2001, voting membership in the faculty was expanded to include research assistant professors, research associate professors and research professors who have a 50% or greater appointment.  Retired faculty at these ranks who are employed would be permitted to vote during the quarter of their employment.  Sec. 21-32A.  Research faculty, as described above, are permitted to vote on all personnel issues described by the Faculty Code except those relating to the promotion to and/or tenure of faculty to the ranks of senior lecturer, assistant professor, associate professor, professor, associate professor WOT and professor WOT.  Sec. 21-32C.

 

NOTE: Non-faculty titlesmay better suit some positions, e.g., "Research Scientist" in the Professional Staff. See Administrative Policy Statements, 42.1, or call the Office of Compensation and Professional Staff Programs at 543‑9404.

4.      Clinical(Handbook, Vol. 2, Sec. 24-34 B8)

Clinical faculty appointments are courtesy appointments and generally receive no financial compensation.  The primary appointment of a clinical faculty member is usually with an outside agency or non-academic unit of the University. Individuals eligible for clinical appointment are those who make a significant contribution to the programs of the school.  Criteria for clinical ranks are in general the same as criteria for professorial faculty.  Appointments are annual.  Clinical faculty receive privileges for use of University libraries and facilities.  They do not vote.  Clinical faculty may be paid when they teach clinical sections of courses.

B.     Other Titles

1.      Lecturer track(Handbook, Vol. 2, Secs. 24-34 B1, B2 and 24-41 C1-5, D)

a.               Lecturer

This is an instructional title for persons who have special instructional roles. Lecturers may hold a Master's degree.  Full-time lecturers may be appointed and reappointed for periods of up to five years; they are voting members of the faculty.  Part-time appointments are annual or shorter and are non-voting.

b.               Senior Lecturer

This title may be conferred on persons who have special instructional roles and who have extensive training, competence, and experience in their discipline.  Full-time senior lecturers may be appointed and re-appointed for periods of up to five years; full-time senior lecturers are voting members of the faculty.  Part-time appointments are annual or shorter and are non-voting.  All promotions to senior lecturer are reviewed by the APT Committee.  In general SoN faculty are ‘appointed’ to senior lecturer, rather than ‘promoted’ to senior lecturer.

2.      Emeritus(Handbook, Vol. 2, Sec. 24-34 B10)

Emeritus appointments may be awarded to retired associate professors and professors, including research and clinical faculty, whose scholarly, teaching or service record has been meritorious.  Emeritus faculty are voting members of the faculty during those quarters when they are salaried.

3.      Acting(Handbook, Vol. 2, Sec. 24-34 B11)

Persons who are judged competent to perform their duties may be appointed for temporary service as acting members of the faculty.  Acting faculty do not vote.

Under an acting appointment, the total service of a faculty member shall not exceed four years in any rank or six years in any combination of ranks.  An assistant professor whose appointment is not renewed shall not be reappointed to the faculty under another title.

NOTE: Years of service with an acting designation do not count toward mandatory tenure review, regardless of rank.

The acting designation is used for two very different situations:

a.      An acting (initial)designation may be used to establish an initial appointment during which an individual is completing the required credentials for that position.  In the School of Nursing it is expected that the acting appointee will complete the required credentials during the first year of the faculty appointment.  In this situation, the School APT Committee votes on the acting appointment but assumes that the faculty member will meet the qualifications and that the acting designation will be removed when the credentials are received.  At that time, the department chair notifies the dean and forwards documentation; the dean concurs and forwards the documentation to the president.

b.      An acting (temporary) designation may also be used for a temporary appointment.  In this case, the acting designation is significant and cannot be removed without School APT action.

4.      Joint(Handbook, Vol. 2, Sec. 24-34 B7)

Joint appointments are those in which the faculty member makes substantial contributions to two or more departments.  The faculty member may be paid from one or more departments.  Voting privileges rest with the primary department, but may be arranged with the secondary department as well; such an agreement must be in writing and will be used for determining a quorum for faculty votes.  To make the initial appointment, the secondary department confers with the primary department and obtains the concurrence of the primary department chair.  The secondary department chair then submits the recommendation to the dean; the School APT reviews the recommendation if at a rank which is normally reviewed.

Candidates holding joint appointments must meet the requirements for promotion in each appointing department; promotion and tenure recommendations are reviewed in both departments and by the School APT committee.  Unless joint tenure is specifically arranged, tenure relates only to the primary department.

NOTE: All actions relating to joint appointments are initiated in the primary department.

5.      Adjunct(Handbook, Vol. 2, Sec. 24-34 B6)

Appointment to an adjunct rank requires qualifications as set forth for regular appointments and shall be made only to persons holding primary appointments with the same title in another school or department.  An adjunct appointment recognizes contributions to a second department.  To make the initial appointment, the secondary department confers with the primary department and obtains concurrence of the chair.  No School APT review is required; the dean concurs and forwards the recommendation to the Provost.

For reappointment, the faculty of the secondary department considers the adjunct appointee annually and reports its recommendation to the dean; no reappointment letter from the dean of the secondary department is required.  The primary department informs the adjunct department of any changes in status; if the primary department recommends promotion and/or tenure, that department obtains the concurrence of the chair of the secondary department in writing.  All University forms relating to the adjunct appointment are initiated in the secondary department and sent to the primary department.  Adjunct faculty vote only in their primary departments.

6.      Affiliate(Handbook, Vol. 2, Sec. 24-34 B5)

Affiliate appointment requires qualifications comparable to criteria for appointment to the corresponding rank. It recognizes contribution of a professional whose principal employment lies outside the University.  Appointments are annual.  Affiliate faculty do not vote and may be salaried only for unsalaried portions of their time.  There is no APT review.

7.      Temporary: Either full- or part-time appointment for not more than one year; reappointment is not anticipated.

8.      Part-time:Less than 100% FTE. (Handbook, Vol. 2, Sec. 24-45)

Unless the dean requests and the president grants waiver, part-time assistant professors in state-budgeted positions serve without tenure and their service does not count toward tenure.  They are reviewed for reappointment annually, and they are reviewed for promotion in the sixth year.  They are voting members of the faculty.

Part-time assistant professors without tenure for reasons of funding (WOT) are appointed for periods of one year and reviewed for reappointment annually.  If a full-time assistant professor WOT appointed for a three-year term drops to part-time FTE, the appointment is reviewed annually.  A sixth-year review for promotion is required. Part-time assistant professors WOT are voting faculty.

Research assistant professors are appointed for three-year periods; however they may be appointed for one year or shorter terms if their funding is assured only for that time.  Less than 50% FTE appointments are annual or shorter.  A sixth-year review for promotion is required.  Part-time research faculty do not vote.

9.      Without tenure (initial): associate professors and professors(Handbook, Vol. 2, Sec. 25-32 C4, D)

The designation "without tenure" may be used in two situations:  a) without tenure due to source of funding (described in Section II.A.2, this orientation guide); and b) without tenure (initial):  associate professors and professors.

A new appointment made at the rank of full-time associate professor or professor in a permanent state-budgeted position may be designated without tenure.  This appointment is made for a three-year term. (See reference to mandatory review for tenure for associate professors and professors in tenure eligible positions, Section III.C.2, this orientation guide.)

10.             Visiting(Handbook, Vol. 2, Sec. 24-34 B12 and 13)

a.               The visiting faculty title is used for temporary appointments of faculty at the University of Washington who are otherwise employed at another institution.  The visiting appointment title should match the rank at the home institution, except that an employee who does not hold a professorial position elsewhere, but who is otherwise qualified, may be designated as a visiting lecturer.

b.               The visiting scholar title is an honorary title awarded to faculty who hold professorial (including research) titles at another university and who are visiting but not employed here.

 

III.     Actions

A.     Initial Appointment(Handbook, Vol. 2, Secs. 24-41, 24-52; Administrative Policy Statements, Secs. 41.2, 46.2).

Departments considering new faculty appointments should be thoroughly familiar with the University affirmative action policies, as outlined in the Handbook, Vol. 4, Part I, Chapter 2.  Particular attention should be directed toward recruitment of individuals whose academic record, including doctoral preparation, evidence diversity of educational perspectives.  It is recommended that graduates of the School of Nursing establish their careers at another institution before being considered for appointment here.  However, graduates of the University of Washington will be considered as part of the applicant pool for available faculty positions.

It is recommended that offers for new appointments be made before May 1 for the coming academic year.  Those faculty appointed December 16 or later should have the understanding that they will continue into the next academic year unless the appointment is specified as temporary and/or contingent upon funding.

Some actions are described in the above discussion of titles.  Some special considerations are described below.

1.      Assistant professor (also WOT)(Handbook, Vol. 2, Sec. 24-41)

The initial appointment of a full-time assistant professor (or assistant professor WOT) is for a three-year term.  In the Spring of the second year, the department and the School APT Committee review for a second three-year appointment and make a recommendation to the dean, who notifies the faculty member of reappointment and the sixth year mandatory review for promotion and tenure.

Example:           

1995-96 Appointment for 1995-98 (by 12/16/95 for a 9-month appointment; by 1/1/96 for a 12-             month appointment)

1996-97 Spring 1997: review for 2nd term (1998-01)

1997-98 End of 1st term

1998-99 Beginning of second term

1999-2000           Spring 2000: departmental review for promotion

2000-2001    Autumn 2000: School APT review for promotion; Spring 2001: To Board of Regents; effective 7/1/01

2.      Research assistant professor(Handbook, Vol. 2, Sec. 24-41 G, H)

"Research assistant professor" is the title used for faculty engaged primarily in research without a permanent state budgeted position.  Research faculty follow an appointment track identical to assistant professors; that is, the initial appointment is normally to be for three years, a renewal review is to be conducted during Spring Quarter of the second year of the initial three-year appointment, and a mandatory review for promotion or non-renewal must be made in the sixth year of appointment.  In cases where temporary funding is only assured for one or two years, appointment to the research assistant professor rank can be for less than three years, renewable for an additional year (or years).  Mandatory review for promotion must be conducted when service totals six years.  Research faculty are not eligible for tenure.

 

It is essential that letters of appointment and reappointment to research track faculty include the statement that the appointment is at all times contingent on the continued availability of temporary funding.  If funds are not available, such an appointment may be non-renewed prior to the completion of the three-year term or continued without salary (WOS).

3.      Part-time appointmentsmay be annual, for shorter periods, or for up to three years.  Initial part-time appointments are reviewed in the same fashion as full-time faculty. See Section II.B.8., this orientation guide.

4.      Associate professor or professor without tenure(Handbook, Vol. 2, Sec. 25-32 D)

a.      Without tenure, permanent state-budgeted position:An associate professor or professor may be appointed without tenure in a permanent state-budgeted position; the initial appointment is for a three-year term.  These faculty are eligible for tenure and are scheduled for mandatory review for tenure in the second year of the initial appointment.  (See mandatory review for tenure, page 10.)

b.      Without tenure for reasons of funding:The initial appointment of the associate professor or professor without tenure for reasons of funding is for an indefinite period, contingent on availability of funding.  Subsequent change to a permanent state-budgeted position requires the same procedure as a new appointment.

B.     Reappointment(Handbook, Vol. 2, Secs. 24-41, 24-53; see Schedule, pages 23-24)

1.      Assistant professors and research assistant professorswho are salaried, whether or not on the tenure track, and who are appointed to initial three-year terms, are considered for reappointment to a second three-year term in the Spring of their second year, and for promotion in the sixth year (see pages 6-7 and Handbook, Vol. 2, Sec. 24-41B).  Recommendations for continuation and for promotion are considered by the School APT Committee, which forwards its recommendations to the dean.

2.      Research associate professors and research professorsmay be reappointed for terms of up to five years, contingent on funding.  Associate professors WOT and professors WOT need not be reappointed; their appointments are contingent on funding (see Section III.B.3, this orientation guide).

3.      Without salary (WOS) research appointments:Termination of funding is defined as the failure, for a continuous period of more than 12 months, to obtain funding sufficient to provide at least 50% of the faculty member's base annual salary.  Thus, if a faculty member loses all or a portion of funding, the appointment cannot end involuntarily for lack of funding during its term until the average of funding over 12 months falls below 50%.  Research faculty may thus retain titles without salary (WOS) until the 50% average annual support test is fulfilled, thereby enabling faculty with funding fluctuations or deficiencies to continue to generate research proposals through the University system.

Research faculty whose first appointment was without salary: Research assistant professor appointments made without salary (WOS) for the purpose of submitting grant proposals are annual and may be renewed if there is evidence of grant or contract pursuit activity.  Should funding be secured, the appointment is treated as that of a research assistant professor entering the first year of appointment.

4.      Lecturers and other non-tenured faculty,including research faculty on shorter terms and without salary professorial faculty, whether full-time or part-time, are considered for reappointment on a schedule as shown on pages 23-24.  Continuing non-tenured faculty must receive notice of renewal six months before their appointments expire, by December 15 of their current term.  First year appointments are renewed six months after their first appointment date.

Full-time lecturers and senior lecturers may be appointed for periods of up to five years.  Promotions to senior lecturer are reviewed by the APT Committee.  Part-time lecturers are appointed on an annual or shorter basis.  Clinical, affiliate, and adjunct appointments are annual.  These reappointment recommendations are sent directly from the department to the dean, who sends a letter of reappointment to clinical and affiliate faculty.

5.      Contingency of funding:Letters of reappointment to salaried faculty who are not in permanent state budgeted positions shall state that the appointment is at all times subject to the continued availability of funds.

6.      Non-renewal or postponement of reappointment for assistant professor: If the second year Spring review denies reappointment, an assistant professor's appointment ends after the third year.  A decision on renewal must be made in the third year. If the appointment is renewed, the assistant professor is reappointed for a second three-year term.  If not renewed in the third year, the fourth is the final year of appointment.

Assistant professors WOT for reasons of funding and research assistant professors with three-year appointments take this same path; their appointments are contingent on funding and may be non-renewed if funding is terminated (see Section II.B.3, this orientation guide ).

C.     Promotion and tenure/continuation (Handbook, Vol. 2, Secs. 24-54, 24-57, 25-32, 25-41)

1.      Mandatory review for promotion

The normal limit of appointment at the assistant professor level is six years.  During the sixth year a mandatory decision is made regarding promotion.  A tenure track assistant professor is reviewed for promotion and tenure.  An assistant professor without tenure for reasons of funding or research assistant professor is reviewed for promotion and continuation.

a.      Approval, denial, or postponement of mandatory decision.One of three actions must be taken in the sixth year:  1) promotion may be approved; 2) promotion may be disapproved; or 3) the review for promotion may be for one year if the candidate's circumstances warrant.  In any of these cases, whether favorable, unfavorable, or deferred, a full review is conducted: all documentation is reviewed by departmental faculty and a vote is taken; letter of recommendation from the department chair; review by the School APT; and recommendation by the dean.  The packet of review materials is forwarded to the dean and thence to the provost.

The six-year limit is extended under either of two conditions.  If tenure is denied in the sixth year, the individual is reappointed for a seventh and terminal year.  If postponement is granted, the decision is made in the seventh year.  In this case, a negative decision results in reappointment for an eighth and terminal year.

b.      Counting the years toward mandatory reviewfor promotion and tenure/ continuation, the following rules apply:

Count non-continuous years as full-time instructor or assistant professor, whether funded from permanent or temporary sources.  Count a year if the appointment is effective for six months or longer, whether in the initial appointment or resulting from a leave of absence (the year starts July 1, ends June 30).  Do not count acting years.  Do not count years on leave of absence, where the actual service period is less than six months.  Assistant professors: part-time appointments count toward promotion, but not toward tenure unless waived by the president.  Research assistant professors: part-time service counts toward promotion

2.      Mandatory review for tenure: associate professors and professors, three-year tenure-eligible positions(Handbook, Vol. 2, Sec. 25-32)

If an associate or professor is appointed to a permanent state-budgeted position without tenure, mandatory review for tenure is to occur during the second year of the appointment.  If tenure is approved, it becomes effective during the third year of the appointment.  If it is denied the individual is informed that the third year of appointment will be the terminal year.  If circumstances warrant after full review the dean may request that the president postpone the tenure decision to the third year.  The recommendation for postponement requires a full packet of materials, vote of the department faculty and School APT Committee, and recommendation from the dean.  A decision on renewal and tenure must be made in the third year.  If not renewed, the fourth is the final year of the appointment.

3.      Renewal decisions: research associate professor and research professor

Appointments to the titles of research associate professor and research professor may be made for up to five years.  Renewal decisions must occur in the Autumn Quarter of the last year of the appointment period.  Renewals may be made for periods of up to five years.

4.      Tenure consideration of WOT faculty recommended for a state position.

If an individual without a permanent state-budgeted position is promoted to the level of associate professor or professor and later competes for and is recommended for placement in a state-budgeted position, the department faculty and the School APT committee make a review for granting tenure.  The recommendation for tenure and a full packet of documentation must be forwarded to the provost along with the recommendation for appointment to the state-budgeted position.

5.      Non-mandatory review for promotion and tenure

a.      Each department will review all its associate professors and research associate professors annually for possible promotion.  Preliminary review will be accomplished by those of professor rank in each department during Spring Quarter.  Recommendations for promotion to professor or research professor will be presented to the Ad Hoc Committee of School of Nursing Professors , which meets in December.

b.      Clinical faculty shall be reviewed annually by the department for possible promotion.  Recommendations for promotion of clinical faculty are submitted by department chairpersons directly to the dean, without action by the School APT committee.

c.      Assistant professors and their equivalent may request to be reviewed for early promotion/tenure or promotion/continuation.

d.      Part-time tenure.  The dean may recommend to the president that a part-time assistant professor begin counting years toward mandatory review for tenure.  The requirement for full-time service must be specifically waived in writing by the president. (Handbook, Vol. 2, Sec. 25-32 F).

e.      Promotions to senior lecturer are reviewed by APT Committee.  New appointments to senior lecturer are not reviewed by APT Committee.

D.     Changes in status

1.      From acting designation

a.      Acting (initial)--an initial appointment during which an individual is completing the required credentials.  Removal of this acting designation requires no further action by the School APT Committee (see Section II.B.3, this orientation guide).

b.      Acting (temporary)--an appointment made for a limited time.  Removal of this acting designation and replacement with a permanent title requires the same action and documentation as a new appointment.

2.      From full-time to part-time:

A change in status from full-time to part-time may affect an individual's title, voting status, or count toward mandatory review for tenure.  It is the responsibility of the department chairperson to advise the faculty member of any such implications.  Academic Personnel should be consulted if change from full-time to part-time affects tenure status.

If a change to part-time decreases the FTE specified for that period in letters written to the candidate either by the president or the dean, the change must be initiated through a written request from the faculty member to the department chairperson.

NOTE: A tenured faculty member who drops to part-time has tenure in that status only if the president specifically waives the requirement for full-time service. (Handbook, Vol. 2, Sec. 25-32 E)

3.      From the research track or from without tenure track to the tenure track:

If the candidate was hired as a result of a national search for an analogous position, no additional search needs to be made.  The department and the School APT Committee review the change to a tenure track appointment and make recommendations to the dean.

4.      From lecturer track to tenure track, without-tenure professorial track, or research track:

This action is treated like a new appointment.

5.      From tenure, WOT, or research track to lecturer track:

The department chairperson may recommend this change in status after departmental review, or the action may be carried out at the written request of the faculty member and with the concurrence of the department chair and the dean.  It is not reviewed by the School APT Committee.

6.      To emeritus

The emeritus appointment is requested following a vote by the department faculty.  It requires the approval of the dean and the president; it is not reviewed by the School APT Committee.  The emeritus appointment is continuous.

E.     Lateral change in title change of primary department within the school

If tenure eligibility does not change, a lateral change of title (see Equivalent Ranks, Section II.A, this orientation guide) does not need School APT review (e.g., a change of title from Research Assistant Professor to Assistant Professor WOT).  The vote of department faculty, the recommendation of the chair, and the concurrence of the dean are required.

A change of primary department within the school is not reviewed by the School APT.  A letter from the previous chairperson, the vote of the new department faculty, the recommendation of the new department chair, and the concurrence of the dean are required by the school and the University.  The new department may require additional documentation.

IV.    Responsibilities for review(Handbook, Vol. 2, Secs. 24-51 through 24-57; Administrative Policy Statements, Secs. 41.2, 46.2; Criteria and Examples for Appointment, Reappointment, Promotion, and Tenure in the School of Nursing; and Bylaws of the School of Nursing.

A.     General statements

1.      All policies, practices, and timelines must be followed as outlined in the Handbook, Administrative Policy Statements, and pertinent memos from the Provost.

2.      In order to produce a favorable recommendation, a majority of all eligible voters must vote affirmatively regarding faculty actions.  See Chart of Voting Eligibility, page 27.

3.      Except for administrative appointments, all appointment, reappointment, promotion, and tenure actions are initiated at the department level. Recruitment of new faculty is primarily the responsibility of the department; however, all faculty in the school are expected to assist in the effort.

4.    Administrative and special appointments:  when a search committee has chosen a candidate for administrative appointment, the department faculty then makes a review for appointment to faculty rank.  The faculty consider only the applicant's qualifications as a member of the faculty and not for the administrative or special assignment when reviewing a candidate for such a post.

5.      The School of Nursing Appointment , Promotion, and Tenure (APT) Committee and the Ad Hoc Committee of Professors serve as advisory bodies to the dean for the approval or disapproval of appointment decisions in the relevant ranks.  Departmental APT committees serve the same advisory function to the department chairs.

B.     The department

1.      Initial appointment

Each department will establish its own committee procedures.  Faculty within each department participate in the review process.  All new appointments are considered by all voting members of the department, regardless of rank.

The department chairperson shall submit all available information concerning the candidate to the voting members of the department faculty.  A majority of all voting faculty in the department must vote in favor of the appointment (See chart, page 27, for eligible voters.).

The recommendation of the chair is addressed to the dean.  Recommendations to the dean for all appointments to professorial and research ranks, whether full- or part-time, whether or not they are eligible for tenure, and whether or not they are salaried, are sent to the School APT Committee.

2.      Reappointment, promotion, and tenure

All faculty appointments are reviewed annually by voting department faculty of superior rank (except in the case of renewal of research professors when faculty of equal rank are eligible to vote).  Appropriate personnel actions are considered, including reappointment, promotion, and tenure.  Faculty should prepare yearly activity reports in writing as a source of information for consideration of promotion, merit salary, or tenure (Handbook, Vol. 2, Sec. 24-57).

Department associate and full professors review the credentials of assistant professors and research assistant professors for promotion and/or tenure/continuation.

Promotions of associate professors (with or without tenure) and research associate professors are considered by professors only.

3.      Submission of documentation

See pages 16-25 for materials needed for documentation of various types of appointments.  Department chairpersons will address all recommendations regarding appointment matters to the dean.

 

C.     The School Appointment, Promotion, and Tenure Committee

1.      Review Functions

The School APT Committee reviews the following actions (see page 23):

Assistant professor, tenure track: initial appointment; reappointment to 2nd 3-year term; mandatory review for promotion/tenure

Assistant professor without tenure, part-time, state budget: initial appointment

Assistant professor without tenure/funding; and research assistant professor: initial appointment; reappointment for 3-year term; mandatory review for promotion

Associate professor (with and without tenure) and research associate professor: initial appointment

Associate professor without tenure (state budget): initial appointment, tenure

Professor, research professor: initial appointment

Joint: initial appointment at any of the above ranks.

Senior lecturer appointments or promotions.

NOTE:  Reviews for promotion to the professor level are made by the Ad Hoc Committee of Professors, see below.

For each action, the School APT Committee reviews the recommendation of the department chair and the packet describing the candidate's qualifications and makes a recommendation to the dean.

2.      Membership

The School of Nursing APT Committee is composed of ten members, three representatives elected from each department and a non-voting chair.  The members should not hold the position of Dean or Department Chair.  APT members should avoid writing letters of review, support or reference for a candidate.  If, however, a member chooses to write such a letter, this presents a conflict of interest, and the member should replace herself/himself on the committee for that candidate’s review.  A minimum of one associate professor and one professor should be elected from each department, with a third member being either associate or professor.  Each member serves a three-year term, beginning September 15, with one member elected each year from each department.

It is important that departments maintain a full roster of APT members so that APT can carry out its work.  Therefore, each department will have an alternate APT member to serve in the absence of a regular member.  This person will be the same rank as the faculty member next finishing a term on the committee (associate or full professor) and will succeed the outgoing representative the following year for a three-year term.  Another member-elect alternate would then be elected by the department.  When a representative to APT goes on leave or otherwise terminates or suspends membership prior to fulfilling the three-year term, the represented department shall immediately elect a new member to serve for the duration of that person's absence.  Proxy members may be named for sessions which members are unable to attend.

3.      The Chair

The chair of the School APT Committee is a non-voting member of the Committee.  The chair is a professor who has been a member of the School of Nursing faculty for at least three years.  The chair shall be elected from among the full professors for a term not to exceed two years. The position rotates among the departments, and there is no option for a second term of office.  The chair of the Faculty Council should not serve as chair of the School APT Committee.

4.      Procedure

Packets of documentation for each candidate are circulated to each member two weeks in advance of a meeting if at all possible.  The chair assigns two members to review each candidate, one from a department other than the candidate’s (primary) which advances the recommendation and the other from the candidate’s department (secondary).  These reviews are distributed to APT members only, in advance of the meeting if possible.  Additional materials submitted by the department are available for other members to evaluate.  The reviews and further comments are discussed in the meeting.  The reviews are then filed in the candidate's personnel folder maintained in the dean's office.

5.      The Vote

Six members constitute a quorum.  At least one representative from each department must be present at each APT meeting in order to maintain interdepartmental participation in committee decisions.  Voting in the meeting is by secret ballot. Members should take care to see that a quorum is available for all meetings.

APT Committee members will cast their votes for candidates within the School of Nursing APT meeting only.  They will not vote within department considerations and will be noted as department members who are ineligible to vote.  APT Committee members will be expected to attend their departmental meetings and be part of the discussion there, voting on other School of Nursing issues.

6.      Minutes

The committee keeps minutes of policy decisions and recommendations.  Minutes are made available to the dean, associate deans, chairs, and APT members electronically.

D.     Notification of candidate

It is important that the candidate learn the dean's decision at the earliest opportunity.  As soon as possible following the meeting, the APT chair gives a verbal report to the dean (or to an associate dean, if the dean is not available).  Within a reasonable length of time, the APT chair also writes the dean a report, with a copy to the department chair involved.  The APT chair summarizes the conclusions of the APT review, including, insofar as possible, an explanation of negative votes.

Also within a reasonable length of time, the dean informs the candidate of the recommendation which will be made to the president and of any further action needed.

E.     The School of Nursing Ad Hoc Committee of Professors

All voting professors in the school (including emeritus professors who are salaried during that quarter) meet in December to review full- or part-time associate professors and research associate professors whose names have been submitted for promotion (and/or for tenure where appropriate) and make recommendations to the dean.

The chair of the APT Committee also chairs the Ad Hoc Committee of Professors. Two-thirds of the professors constitute a quorum.  Voting is by secret ballot, and is reported to the dean and the department chair in the same fashion as for the School APT Committee.  Minutes are kept in the same fashion as for the School APT Committee.

NOTE: For all inquiries regarding appointment, promotion and tenure contact Victoria Harrell at vharrell@u.washington.edu or 206-616-4719.

Leaves and Vacations: http://www.washington.edu/admin/acadpers/sickleave_familyleave.html
Includes the following subjects:

·                     Medical Leave With Pay

·                     Family Leave Without Pay

·                     Tenure Extension

·                     Maintenance of Health Benefits

·                     Eldercare Service

·                     Childcare Services

University Handbook Vol. IV, Part V, Chapter 8: http://www.washington.edu/faculty/facsenate/handbook/Volume4.html

Graduate Faculty Appointments
Operations Manual Volume 1 Section D20.2
Usually, home departments automatically vote to make tenure and research-track faculty members of the Graduate Faculty at the time of hiring. Membership to the Graduate Faculty requires an affirmative vote by the voting faculty of the candidate's home department. The department chair sends an appointment letter to the Graduate School that includes the faculty vote breakdown and a copy of the candidate's curriculum vitae and UW biography form.

Graduate Faculty appointments for tenure-track faculty continue as long as the faculty member is affiliated with the UW (carry on through emeritus faculty appointments). Graduate faculty appointments for research-track and other faculty appointments are for a five-year term.

Contact Victoria Harrell vharrell@u.washington.edu for interest/questions.

UW Policies Regarding Scholarly Integrity
University Handbook, Vol. IV, Part IX, page 72
Further details of this policy can be located in the University Handbook or on their website at: http://www.washington.edu/faculty/facsenate/handbook/Volume4.html

Teaching Information

Your Teaching Assignment
The Chair makes teaching assignments. Talk with Dr. Margaret Heitkemper  heit@u.washington.edu or Dr. Joie Whitney joiewhit@u.washington.edu to find out what courses you have been assigned for the academic year.

Academic Calendar
http://www.washington.edu/students/reg/calendar.html

The basic requirement of an instructor is to instruct the students during all lecture hours, coordinate the quiz sections and the labs with teaching assistants, and monitor the progress of the students in the class. Should you detect an obvious poor performance by any student, please bring that to the attention of the course or focal area coordinator, BNHS department chair, and SON academic services.

Instructors are expected to have office hours so the students can consult with the faculty should they need any extra help. Common practice is for at least one office hour to be scheduled per lecture hour.

The final student grade is your responsibility. UW uses the GPA system. If you are not familiar with this system, contact the Department Chair. For information on UW grading, visit http://www.washington.edu/students/gencat/front/Grading_Sys.html#GRADING.

See also: http://depts.washington.edu/grading/index.html

If you encounter an Academic Misconduct in a course that you are teaching, contact Julie Katz katzj@u.washington.edu for information on how to proceed.

Teaching Assistants
Speak to the Chair for authorization to hire TAs & RAs. The administrator and the payroll coordinator can help with hiring procedures.

Teaching
For course scheduling and room assignments see Mary Rivard maryriv@u.washington.edu.
Course web pages: http://www.son.washington.edu/students/all_courses.asp
Time-schedules: http://www.washington.edu/students/timeschd/
Reserving equipment: Sign up in T603 or contact Barb Absher bjac@u.washington

Additional classroom support for UW: http://www.washington.edu/classroom/

Textbooks
Textbook order deadlines are generally one quarter prior to the actual course. The department's textbook coordinator, Victoria Harrell vharrell@u.washington.edu, contacts faculty and orders textbooks for department courses. Courses with multiple sections generally use the book determined by the course coordinator.  Additional information can be found at: http://www.bookstore.washington.edu/text.taf?dept=attribute&category=uwseattle&par=uwseatext&ttl=uwseattle

Teaching Tools and Resources

Mary Rivard maryriv@u.washington.edu has a wealth of helpful FAQs available on the K-Drive. They may be found at: K:\Course\Curriculum Help FAQS.  Additional information can be found at: http://www.son.washington.edu/faculty/support/teaching.asp

Center for Instructional Development and Research (CIDR): http://depts.washington.edu/cidrweb/
Another exceptional resource, CIDR develops and participates in programs, services, and research to assist faculty, teaching assistants, departments/units, and administrators with a wide range of teaching and learning challenges.

Office of Educational Assessment
For ordering course evaluations please visit the website: http://www.washington.edu/oea/services/course_eval/index.html

Classroom Services (CS): http://depts.washington.edu/hsasf/crs/index.html

The following information can be found at this web site:

·                                                                                            Media Services

·                                                                                            Classroom Maintenance and Planning

·                                                                                            Room reservations

·                                                                                            Educational Media Collection

·                                                                                            Equipment Consultation, Repair and Maintenance

·                                                                                            Photography

·                                                                                            Media Equipped Lecture Halls and Classroom

·                                                                                            Schematics of Classrooms and Installed Equipment

Classroom Services has an office on the 2nd floor of the T-Wing: T291A.

Teaching/Uwired: http://www.washington.edu/teaching/


The following information can be found at this web site:

·                     UWired

·                     Classroom and Instructor Tools and Resources

·                     Facilities that Support Teaching

·                     Special Opportunities for Teaching

·                     Collaborative Teaching Ventures

UW Libraries: http://www.lib.washington.edu/


The following information can be found at this web site:

·                     Library News and Information

·                     Guide to the Libraries Branches and Divisions

·                     UW Libraries Catalog and Databases

·                     Collections and Resources by Subject

·                     Interactive Requests and Specialized Services

·                     Instruction and Library Guides

An amazing amount of material may be referenced via Health Links.

See also library services for Faculty: http://www.lib.washington.edu/services/faculty.html

Academic Services

Academic Services (AS) functions within the School of Nursing primarily to serve students and prospective students. AS facilitates student progress; helps to implement and evaluate curricula; problem solves student academic issues; and leads recruitments and admissions. AS is a resource for faculty, staff, and the community. To accomplish our mission, we work in standing teams (admissions, student services, site coordination, and marketing), ad hoc teams, and as individual staff.

For an introduction to AS staff, go to: http://www.son.washington.edu/students/all_as.asp

For a list of all that AS does, go to: O:/AS/AS Information/2001-2002/AS Mission-Structure 01-02

For information about the UW time schedule of courses, go to: http://www.washington.edu/students/timeschd/

For information about the BSN, MN, MS & PhD programs, go to: http://www.son.washington.edu/admissions/

For information about clinical placements for BSN students, go to: http://www.son.washington.edu/students/bsn_clinicalplacements.asp

For information about advising Masters students, go to: http://www.son.washington.edu/students/masters.asp

For information about clinical placements for MN students, go to: http://www.son.washington.edu/students/mnms_clinicalplacements.asp

For information about advising PhD students, go to: http://www.son.washington.edu/students/phd.asp

For the most current & in-depth summary about the School's programs, see our accreditation report at

O:/AS/Accreditation/Self Studies/Self Study

For the School of Nursing memoranda, go to:

O:/AS/AS Information/SoN Memoranda

For information about grading, go to: http://www.son.washington.edu/students/all_policies_grading.asp

For resources available to SoN students (tutoring, counseling, etc.), go to: http://www.son.washington.edu/students/all_resources.asp

For a listing of all student policies, go to: http://www.son.washington.edu/students/all_policies.asp

For information about the UW Graduate School, go to: http://www.grad.washington.edu/

Faculty Meetings

Faculty Meetings
Meetings are held the first and third Mondays of each month from 12:30 - 2:15 p.m. in Room T612.

Faculty Retreat
The school holds a one day annual faculty retreat prior to the beginning of Fall Quarter classes. This is a strategic planning meeting to establish and discuss department goals. Attendance is required.

Research

Grant & Contract Administration
Faculty Grants Management Program: http://www.washington.edu/admin/traindev/fgm.html

University Office of Sponsored Programs: http://depts.washington.edu/gcs/
Talk to your budget coordinator about grant & contract policies and procedures. Department proposals must be processed through the Research office. Proposals are then forwarded to University Office of Sponsored Programs. All grants must be accompanied with a copy of the University's GC-1 form, available at the above URL, or from the K drive, as explained below.

Grant Aid :

The Office of Nursing Research has a wealth of information available online. 

UW-SoN Policy-Information

*                   UW Office for Sponsored Programs (OSP)

*                   Guidelines for Classification of Gifts, Grants, Contracts

*                   UW Researcher's Guide

*                   UW GIM

*                   guidelines for preparing matching funds requests to the Provost's Office

*                   UW OSP Facts & Rates

*                   School of Nursing Grant Policy

*                   How to approve a grant in Sage

Grant - Writing Tips

*                   Inouye SK, Fiellin DA. (2005) "An evidence-based guide to writing grant proposals for clinical research." Ann Intern Med. Feb 15;142(4):274-82. (Pub Med)

*                   Sandelowski M, Barroso J. (2003) "Writing the proposal for a qualitative research methodology project." Qual Health Res. Jul;13(6):781-820. (Pub Med)

*                   Parker B, Steeves R. (2005) "The National Research Service Award: Strategies for developing a successful proposal." J Prof Nurs. Jan-Feb;21(1):23-31. (Pub Med)

*                   How to Apply for a National Research Service Award (NRSA): A Step by Step Guide

*                   Is there a NRSA in your future? Adobe Copy of Power Point Presentation | Printable Handouts

*                   Glossary of Grant Terms

Resources

*                   Guide to NIH Commons

*                   Community of Science

*                   Research Funding Service [Healthlinks]

*                   UW OSP Facts & Rates

*                   guidelines for preparing matching funds requests to the Provost's Office

*                   SoN-UW Resource Information

NIH Information

General

*                   Guide to NIH Commons"

*                   NIH Commons - progress reports and grant status

*                   NIH Guide for Grants and Contracts - Funding Opportunities and Notices

*                   NIH Web Page

*                   NIH Grants Policy and Guidance

*                   NIH Multiple Principal Investigators

*                   NIH Roadmap

*                   NIH Receipt Dates & Grant Application Submission Information

*                   NIH Policy on Late Submission of Grant Applications

*                   NIH Forms Page

*                   NIH Resources For The New Investigator

*                   Inside The NIH Grant Review Process

*                   NIH Review Criteria

*                   NIH Policy on Submission of Revised (amended) Applications

*                   NIH Publication Policy

Federal Forms & Instructions

*                   Most sought after Information about submitting an NIH Grant

*                   SF424 (R&R)

*                   PHS-398 New Application

*                   PHS-2590 and eSNAP Progress Report

*                   PHS-416 NRSA Individual Fellowship

Other Sponsors

UW Research Office

*                   UW Royalty Research Fund

Center for Statistics and the Social Sciences

*                   Seed Grants Program

UW Medicine

*                   Cover Page

*                   Application

Harborview

*                   Harborview Application

*                   Harborview Guidelines

Budget Help

*                   UW Guide to Grant & Contract Budget Development

*                   guidelines for preparing matching funds requests to the Provost's Office

*                   Modular Budget Help

*                   NIH Grant/Contract Salary Limitation

*                   Cost Sharing

*                   NRSA Stipends-Other Costs FY 2006

*                   Tuition Rates

*                   Benefit Rates

*                   Graduate Student Salaries

*                   Indirect Rates

*                   Calculating Direct Cost with a Subcontract

*                   Planning Off-campus Rental Space

*                   SoN Excel Budget Development Forms

Subcontracts

*                   Subcontract Development Guide

*                   Subcontract Checklist

*                   Calculating Direct Cost with a Subcontract

Subjects

*                   Human Subjects Division Home Page

*                   Human Subjects Division Training Page

*                   Animal

*                   Animal Contract Lab Policy

Data

*                   Data Safety Plan (Manual to help researchers create a plan)

*                   NIH Policy for Data and Safety Monitoring

*                   NIH Data Sharing Policy

*                   NIH Further Guidance for Data and Safety Monitoring for Phase I and II Trials

*                   Generic DSMP for clinical trials not requiring a DSM board

*                   Research Guide section on Data DSMP

*                   National Cancer Institute Data and Safety Guidelines

*                   National Institute on Drug Abuse Guidelines for creating a DSMP

*                   Barbara's Cochrane's presentation on Data and Safety Monitoring: Powerpoint slides | References

 UW Organization
Operations Manual Vol. 1 Section C00.2
UW organization charts are located in Reference Station Operations Manual Vol. 1, Section C00.2. The Reference Station System is a University-wide network of self-service information centers established to provide faculty, staff, and students with current information regarding University policies, procedures, and administrative services. The materials available at each Reference Station are maintained and updated by a coordinator who can assist individuals in locating specific information. A Reference Station directory is located on the back inside cover of the UW Faculty/Staff Directory.

·                     University Handbook (contains major policies of the UW and information of special concern to the faculty) – the University Handbook can also be accessed via the following web site: http://www.washington.edu/faculty/facsenate/handbook/handbook.html

·                     Washington Administrative Code (contains administrative rules of importance to all members of the UW community and regulations that apply specifically to the UW's WRPB-classified staff) the  Washington Administrative Code can also be accessed via the following web site:   http://www.washington.edu/admin/rules/rulesindex.html

·                     Grants Information Memoranda (collection of current memoranda that pertains to applying for and administering grants and contracts at the UW) – The Office of Research Grant and Contract Services webpage is located at: http://www.washington.edu/research/osp/gim/gimindex.html.

·                     Emergency Plan (contains a basic emergency plan for the UW and a departmental planning guide for units to create individual emergency plans): http://www.washington.edu/admin/business/oem/ep.

·                     General Catalog (contains descriptions of academic programs and individual courses as well as rules that pertain to admissions, registration, tuition, and graduation) -- The General Catalog can be found online at: http://www.washington.edu/students/gencat/.

·                     Factbook (statistical reference book compiling informative data and graphs of the UW). The on-line Factbook can be found at the following web site: http://www.washington.edu/admin/factbook/.

·                     Collective Bargaining Agreements (contains the negotiated collective bargaining agreements between the University and the classified staff Association/District 925, SEIU, AFL-CIO) -- This information is also available online at: http://www.washington.edu/admin/laborrel or through the CSA website at http://faculty.washington.edu/gregoryj/uwunions/index.htm.

·                     Human Subject Manual (guidelines on the Human Subjects Review Committee process).The manual is on-line at: http://www.washington.edu/research/hsd/policy_hsd.html

·                     Employment Opportunities Bulletin (weekly publication of WPRB-classified, contract-classified, and professional staff positions at the UW for which applications are currently being accepted). Employment Opportunities for Faculty can be found at the following web site: http://www.washington.edu/admin/hr/jobs/.

·                     A Guide to Digital Tools for Teaching, Learning, and Research (describes ways to connect to various computing, networking, voice and video communications resources at the UW) -- More information can be found online at: http://www.washington.edu/computing.

·                     Training and Development Catalog (provides current information on classes, training resources, and other specialized programs available to employees). Training and Development can be found at the following web site: http://www.washington.edu/admin/traindev/.

UW Yellow Pages: http://www.washington.edu/admin/uwyp/
These pages include a search engine to search for any service you desire. In addition to the search engine, you can also search alphabetically or by viewing the entire listing of services and scrolling down the list.

Visiting Faculty Housing Service (temporary housing)
The faculty auxiliary offers temporary housing information solely for the convenience of University and visiting faculty members. The office is located in Cunningham Hall, Room 213, Box 351380 , University of Washington , Seattle, WA 98195-1380 . They may be contacted at 543-6252 or via email at: vfhs@u.washington.edu. If contacted over email, they will send you an electronic copy of the 'housing wanted' form.    The faculty auxiliary page can be found at the following web site: http://depts.washington.edu/uwfacaux/vfhs.html

Recruiting and Inviting Visitors

Recruiting
Open positions are posted on the University of Washington Employment site. For more information see: http://www.washington.edu/admin/hr/jobs/

Visitors
If you would like to invite a visitor (faculty, post-doc or grad student), to the department, please first consider the following:

·                     Send email to the chair, Margaret Heitkemper heit@u.washington.edu & Victoria Harrell vharrell@u.washington.edu, indicating who the visitor would be, what the visitor's role would be, and what the dates of the visit would be. In general, the chair will consult with the executive committee about the request.

·                     If approved on programmatic grounds, then the chair will check with the school administration about whether there is sufficient space for the visitor.

·                     If applicable, please discuss the visitor's visa status with Sarah Ross sarross@u.washington.edu  (the School of Nursing 's Director of International Programs)

This orientation guide is intended to be a useful resource for faculty and staff. If you have any comments or suggestions, please e-mail them to Victoria Harrell vharrell@u.washington.edu.

 

Copyright © 2006 University of Washington School of Nursing, Seattle, Washington, USA