For approval to work on campus:
For each visit or set of recurring visits:
Shared lab equipment
All lab equipment must be cleaned and sanitized in accordance with the Enhanced Cleaning and Disinfection Protocol
Personal Protective Equipment (PPE)
- Lab supplies – goggles, lab coats, etc. – should never be shared. Please have your PI reach out to Stephanie Harrington if additional purchases are necessary.
- Units must distribute two, cloth face coverings for employees for are required to come to campus. Click for more information on face covering requirements.
Non-critical campus access
Employees who can perform all critical functions via telework will continue to do so throughout autumn quarter.
Telework agreement form
Work with your Principal Investigator (PI) to fill in the UW HR Telework Agreement form. Revisit and modify this form on a monthly or quarterly basis. Retain a copy and forward a copy to your unit Administrator and PI. Link this form to the resources needed to attain the training and professional development goals listed in your Individual Development Plan (IDP).
Relocating UW equipment to home
Clear equipment relocation with your PI, list this in your Telework Agreement form and inform your unit’s administrator about the change in location of the equipment. The College encourages PIs to insure equipment, and the Dean’s Office will pay half of the deductible of insured equipment in the event of a claim.
Washington’s Safe Start Plan
The UW gets its health guidelines from Seattle/King County Public Health, which is linked to the Centers for Disease Control and Prevention (CDC) guidelines. Visit the COVID-19 Safe Start Status website for updates.
Returning to campus
If critical work cannot be accomplished remotely and the employee chooses to remain at home due to health (physical and/or mental) concerns, it is appropriate to take sick leave, vacation leave, your personal holiday, or leave without pay if other mechanisms have been exhausted. Review COVID-19 employment accommodation for high risk employees for accommodations provided to vulnerable populations.
Navigating conversations with PIs
Here is a strategy for effective communication:
- Base your conversation on your Individual Development Plan (IDP).
- Write down the main points you wish to cover, and to make, before you meet.
- At the meeting, create an agreed-upon agenda. Start the conversation by saying you have points you want to cover and asking whether there are additional issues.
- Use this agenda during your meeting, and check off each item once it has been covered.
- Write notes during your conversation to capture the main points.
- Circle back during the conversation to reflect on what you have heard and understood. Say: “This is what I heard. Is this correct?”
- Send your notes, and the decisions you would like to make based on them, to your PI for confirmation. It is important that you both come to an understanding about what can/can’t be done, even if you personally do not like the decision. Update your IDP accordingly.
- If you are shy, practice with a colleague.
Individual Development Plans
An Individual Development Plan (IDP) includes your research workplan, timeline, and linked career goals that forms the basis for your annual employee review/evaluation. Update your IDP to include a remote work plan and link it to the UW HR Telework Agreement form.
Defining “critical duties”
As the head of the lab, and the responsible party on grants and/or contracts the PI makes decisions on what constitute “critical duties” following the guidance provided by the University. Postdocs should have a conversation with their PI about how their work may change during the COVID-19 epidemic, including shifts in research priorities, research duties, and the ability to engage in research community networking (e.g., attending scholarly conferences). This conversation should balance health/safety, project goals, and the postdoc’s career goals (see Navigating conversations with PIs, above).
Conflict resolution
If there are persistent differences that cannot be resolved between you and your PI, or you feel pressed to perform work you believe you cannot accomplish given the COVID-19 epidemic, you can elevate this conversation. Go to the Chair/Director of your unit first, before raising it to the Dean’s Office.
Professional and career development
The College has hosted a series of professional and career development panels for postdocs over the past year. Check out the Postdoctoral Resources page for the line-up of recent panel discussions.
Reducing hours to part-time
The current UAW Postdoc Contract 4.1(a) states that postdoc appointments, “are full-time and limited term, with fixed start and end dates”. The current language on the Academic Human Resources (AHR) website does not list any exceptions, however there are also several types of leave available to postdocs.
Extending to a 6th year
Academic HR is considering, on a case-by-case basis, single extensions of one year where existing training and research plans have been significantly disrupted due to the COVID-19 pandemic. The COVID-19 extension is only available for postdocs in their 5th year (i.e., those with more than 48 months of experience at UW and other institutions, 1 April 2020 – 31 Dec 2020). See restrictions at the bottom of the Academic HR site. Academic units are expected to fill out the Extraordinary Circumstances for Significant Disruptions in Training and Research Related to COVID-19 exception from. Megan Russell, College of the Environment HR Manager can serve as a point of contact for policy questions from units.
Obtaining PI status
Principal Investigator (PI) status is granted to postdocs on a case-by-case basis by your academic home unit according to unit policy. To apply for an award as a PI, first talk with your PI/faculty supervisor about this possibility. It is crucial to gain their full support. Once you and your supervisor have reached an agreement, have them speak with your home unit chair/director about requirements and next steps.
Being granted PI status is a faculty and College decision, it does not depend on the Office of Sponsored Programs (OSP – the office that deals with grants and contracts), nor on Academic Human Resources (AHR).
If you were intending to apply to serve as a PI on a proposal that is restricted to Postdoctoral Scholars, but the opportunity has been delayed due to COVID-19 and the terms of the award will now extend beyond your appointment eligibility at the University of Washington, please talk to your supervisor and unit about requesting a petition to AHR for a 6th year exemption due to extraordinary circumstances (see above).
If you were intending to apply to serve as a PI on an unrestricted proposal, but the opportunity has been delayed due to COVID-19 and the terms of the award will now extend beyond your appointment eligibility at the University of Washington, please talk to your supervisor and unit about:
If you are awarded a grant as a PI, and move to a position at another institution that grants you PI status, you will have the option of taking the grant with you. If you are unable to finish the work while at the UW or transfer the award to your next institution, you will have to have an alternate UW PI appointed.
Teaching at UW
Any postdoc can apply for an open faculty position, including tenure-track, research, WOT, or lecturer positions. These are national searches open to the scholarly community. Other types of positions, including Acting Instructor and Acting Assistant Professor, may be available. Check with your PI and unit leadership.
Following review and approval by the unit, college and Provost’s Office, appointment to an Acting Instructor or Acting Assistant Professor position requires a Title Request Change form to be completed by the hiring unit and emailed to Academic HR at acadpers@uw.edu.
Teaching is an option on some VISA types – check the International Scholars Operations (ISO) Office website or set up an appointment via acadvisa@uw.edu.
Leave types
All postdocs receive one day/month of sick leave (UAW Contract Section 24.4), pre-loaded into workday and 3 days of bereavement leave (UAW Contact section 24.1).
Mental health resources
Postdocs should take advantage of the UW Employee Assistance Program: 877-313-4455.
Family care resources
Leave available for family care
UW employees are eligible to use sick leave for a family care emergency. The 3-day limit was increased to include “when the child’s physical school or physical place of care has been closed by order of a public official for any health-related reason.”
Postdocs can request a leave of absence under the Families First Coronavirus Relief Act (FFCRA) to care for themselves or family members if sick, or to care for children whose school or care facilities are closed due to COVID-19. The traditional Family and Medical Leave Act (FMLA) is available for several reasons, including a personal or family member’s serious health condition. Both FFCRA and regular FMLA can be taken intermittently. Please reach out to your unit’s administrator and/or HR Manager for help with absence under FFCRA or FMLA.
International/domestic/local/field work travel
International travel has been suspended by the federal government. If you are flying domestically, a fully-refundable flight is required for federal grants. Review the Mitigating Impacts to Research Activities due to COVID-19 site for information on local travel, travel to field sites, and conferences.
Canceled travel
If you have to cancel travel, consult the non-sponsored award travel and sponsored award travel pages.
Visa status
Consult the Academic HR-Visas website, or email to schedule an appointment.
Visa updates
If you have a scholar visa and are working from home, update your visa paperwork with your department/school administrator to reflect the change in location.
