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Staff-Specific Policies & Resources

HCDE new staff checklist

Tasks for the HCDE administrator, communications manager, computing manager, and office manager to complete when a new staff member is hired. Find the checklist here.

HCDE telework policy

This below information describes the expectations around telework/remote work and procedures for HCDE staff employees to request permission to participate in telework. Nothing in this policy nor these procedures should be construed to contradict the University HR Telework policy and process guidelines.

Conducting telework is not at the discretion of the HCDE staff member nor should it simply be a convenience. Telework should serve a clearly defined work purpose aligned with HCDE department goals and objectives. As described in the UW Telework policy and process document there are two types of recognized telework, “Occasional” telework and “Regular” telework. Both types of telework require approval before it may be conducted.

Procedures for occasional telework

A request for occasional telework should be requested at least two days before the day(s) that telework would be conducted. A request must be sent in email to the HCDE staff member’s direct supervisor and must contain the following four details:

  1. A short statement describing the need for the occasional telework 
  2. The day(s) and hours that telework will be conducted
  3. A list of the specific work objectives that will be completed during telework
  4. Specific mechanisms of accessibility during telework (e.g., phone, email, etc.)

However, we recognize that sometimes there are situations where telework would be advantageous to the employee and the department, and are beyond the employee’s control, arise with less than two days’ notice (i.e., school closures). In those cases, a late request for telework should be sent to the employee’s direct supervisor as soon as the need is known. In addition to the above list, a late request for telework should include contingency planning for any meetings or other “in-person” work the employee was scheduled for that day. 

Approval of all telework requests are at the discretion of the supervisor. In considering approval the supervisor should consider the frequency of the employee’s occasional telework requests, the success of meeting any prior telework goals and objectives, and the details included in the specific request. All telework requests and the success of stated telework objectives will be considered during the regular annual performance evaluations.

Procedures for regular telework

Staff who would like to request a regular telework schedule should first meet with their supervisor so that they can discuss the need for regular telework and some basic parameters for a regular telework agreement. The duration of a regular telework agreement is to be negotiated with the supervisor and can be up to one year in duration. All regular telework agreements will be requested through the employee’s supervisor and documented through the University "Telework Plan and Agreement Form." Regular telework agreements will be reviewed by the HCDE Department Chair and HCDE Department Administrator or Director of Academic Services as determined by supervisory responsibilities. Approvals of any telework agreements will only be given with the consent of the Department Chair.

Regular telework agreements will be reviewed every 6 months; one of those times will be as part of the annual performance evaluations. Renewal of regular telework agreements will be considered during the annual performance evaluation and require an updated “Telework Plan and Agreement Form” which will be considered by the Department Chair and Department Administrator or Director of Academic Services.

Inclement weather telework

In situations when the University shuts down due to inclement weather, telework is allowed without prior approval from a supervisor. If the University is closed for only one day, employees should discuss their telework with their supervisor upon return. If the University is closed for more than one day, employees should email their supervisor with their telework plans, including contingency plans for conducting remote meetings or rescheduling any planned “in-person” work. Approval of telework requests remains at the discretion of the supervisor.

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Staff professional development

HCDE wishes to foster an environment where staff can be responsive and knowledgeable. Additionally, HCDE is committed to supporting and encouraging individuals to expand their personal skills, knowledge, and abilities to reach their highest potential and achieve their individual career goals. HCDE recognizes that staff development is critical to both personal job satisfaction and to the achievement of departmental goals.

The purpose of the HCDE Staff Professional Development Policy is to address the needs of individuals and the department for staff professional development and to facilitate the equitable allocation of available resources for supporting those needs to all eligible staff.

Scope and eligibility

Professional development includes an activity that contributes to the enhancement of knowledge, skills, competence, or working practices. HCDE support for these activities may come in a variety of forms including:

  • Paid time off ("release time") to attend activities
  • Payment of course, workshop, or conference fees
  • Payment of travel expenses
  • Purchase of books, materials, or subscriptions
  • Temporary rearrangement of work schedule or hours
  • Approval of unpaid leave to attend activities or study

All HCDE non-research permanent classified and professional staff are eligible to apply for professional development resources under this policy, after completing three months of service in the department. In most cases, mandated training does not fall under this policy. Requests for approval of mandated training should be made directly to the HCDE Administrator by the staff member's supervisor.

Approval criteria

Staff professional development activities must meet the following minimum requirements to be considered for approval:

  • The proposed activity must enhance the applicant's professional competence.
  • The proposed activity should be the most cost-effective method to achieving the professional development need.
  • The department must be able to cope with the extra demands resulting from applicant's participation in this activity (such as the absence of a staff member or the modification of his or her work schedule).

The Administrator and Chair will consider qualified applications taking into account the criteria listed below.

  1. Critical nature of the training for the department and the applicant.
  2. Merit of applicant based on the applicant's past performance and service to the department. (Merit is not to be based on seniority.)
  3. Relevance to the applicant's professional/career development.
  4. Relevance to the applicant's personal growth.
  5. Quality of the proposed activity and potential for achieving the desired result.
  6. Length of time in service since the applicant last received a development or training opportunity.
  7. Whether the applicant is participating in a presentation or other activity that would promote broader awareness of the department.

Approval Process

Professional development opportunities that require the allocation of department resources (work time or money) require a formal application. The applicant should use the "HCDE Staff Professional Development Request Form." Information requested includes a description of the proposed activity and its cost, and specific benefits accrued to the department and the applicant. All applications must be approved by the applicant's supervisor. The form should then be forwarded to the HCDE Administrator.

Funding Guidelines
HCDE has limited financial resources for supporting staff professional development activities. To provide an equitable allocation of these resources, applications that require financial support will be considered and approved for funding based on the following guidelines:

  • Approved requests will generally not exceed $750 cumulatively for an individual in a given fiscal year (July to June).
    If requests from an individual cumulatively exceed $750 in a given fiscal year, the Chair may choose (on occasion) to fund the additional amount based on resources available and the priority of the request.
  • The maximum financial support provided to an individual shall not exceed $3,000 over any three year period.

Requests may be submitted at any time but should generally be submitted at least one month prior to the proposed activity to allow time for a funding decision to be made.

Questions regarding the Staff Professional Development Policy should be addressed to the HCDE Administrator.

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Staff performance evaluations

Staff performance evaluations occur every spring and are initiated by the Administrator. The information on this page summarizes the general process. Questions should be directed to the Administrator.

Process

  • Each staff member drafts a self-evaluation (before they see the supervisor's evaluation) using the appropriate form (classified or professional).
  • Each supervisor drafts an evaluation of the employee (before they see the employee's self evaluation) using the appropriate form (classified or professional), similar to above.
  • Employee and supervisor then exchange the evals they wrote before they meet in person to have a chance to read it over.
  • Then, the two parties meet in person and discuss what they each wrote. The supervisor can change anything he/she wrote as a result of the conversation. Then, the employee has an opportunity to write any comments they want on the supervisor's (final) evaluation and ultimately they both sign the supervisor's evaluation (which serves as the official evaluation). Both the signed supervisor's evaluation and a copy of the employee's self evaluation get turned in to the Administrator so that the evaluations may be filed.

Who evaluates whom?

  • Administrator evaluates Outreach & Events Manager, Office Manager/Faculty Assistant, Computing Manager, Fiscal Specialist, Grants Coordinator, and Grants Manager.
  • Director of Academic Services evaluates Undergraduate Advisor, Graduate Advisor, and Program Coordinator.
  • Chair evaluates Administrator, Chair's Assistant, Communications Manager, and Director of Academic Services.

Supervisors are responsible for contacting employee(s) to arrange the one-on-one meeting time.

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Computer refresh and replacement guidelines for HCDE staff

HCDE will follow a 4-year computer refresh cycle. Systems should have at least a 3-year warranty (potentially covered by a fee-based extended warranty) and equipment should ideally last 4 years.
Standard staff computing equipment will be a desktop computer selected by the HCDE IT Manager. The department standard is two monitors per desktop workstation. Staff may request to have one monitor.

During a replacement cycle, a staff member may request a laptop computer. However, laptops will only be issued if the job requires frequent mobility or work outside of the office. The IT manager will solicit input on the need for a staff laptop from the direct supervisor of the staff member requesting the laptop. If a laptop is issued a docking station may be requested for the employee’s workspace.

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UW employee tuition exemption program

The University of Washington Tuition Exemption Program, established under the authority of RCW 28B.15.558, enables University of Washington employees and state of Washington employees who have been admitted to the University of Washington to have tuition waived for up to six credits when enrollment is on a "space-available" basis. Learn more on the Office of the Registrar webpage.

Student services resources

Advising Tools

Time Schedule Tools

Scholarships

Faculty & Student Services Support Tools:

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