University of Washington Policy Directory

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*Formerly part of the University Handbook
Employment and Administrative Policies


1.  Explanation of Materials Published in this Resource

The resource known as the Employment and Administrative Policies contains University of Washington policy statements and administrative information statements from several sources. There are two parts in this resource:

  • University Employment Policies—This part contains employment policies and administrative information chapters that are heavily weighted to information specifically for faculty and academic employees (indicating their origin in the materials originally compiled for the Faculty Handbook—see Section 2 below). However, this section also contains policies and administrative information for various other types of employees at the University.

  • Administrative Policies—This part contains materials identified as administrative policies originating from the University Handbook and touches on a variety of administrative topics.

Many, if not all of these chapters may, over time, be migrated to other resources within the UW Policy Directory, or elsewhere, that better define the policy’s contents and ownership. In the meantime, this resource serves as a miscellanea of policies retained from the now retired University Handbook.

2.  History of the Material Prior to Publication in this Resource

Prior to being published here, in the University of Washington’s Policy Directory website starting in January 2011, these policies were part of the University Handbook, Volume 4. This volume contained a mix of administrative orders and policy statements, Faculty Senate actions, and other materials from various sources. In transferring these materials from the University Handbook to the UW Policy Directory, these policies may also have been minimally edited for gender neutrality ("he and she" instead of "he" alone) and consistency ("chair" instead of "chairman" or "chairperson" where these appeared—as well as consistent capitalization).

To track all University Handbook materials from their former citation to their current location in the UW Policy Directory material, see the Road Map: From the University Handbook to the UW Policy Directory.

The University Handbook, published as a hard copy binder from 1969 until 1999, and as a standalone website from 1994 through January 2011, succeeded the University’s Faculty Handbook. The Faculty Handbook was an earlier, annual publication of policy and administrative information.

3.  History of Revisions, Source Abbreviations Used, and Information Related to these Materials

The revision history for each chapter in the Employment and Administrative Policies resource is located at the end of each chapter.

Source abbreviations identify the authority or means by which these policies have been adopted and revised. Source abbreviations used in the Employment and Administrative Policies history of revisions are as follows:

AI or AP—Administrative Information or Administrative Policy: An informational statement or administrative policy prepared by a relevant University office or official of the administration.

BR—Board of Regents: An action or ruling of the Board of Regents.

GSM #—Graduate School Memorandum:  A series of numbered memoranda established by the University’s Graduate School. (See the Graduate School Memoranda website for a complete list of current memoranda.)

HB—Handbook: One of a series of compilations of University rules and regulations issued at irregular intervals prior to 1969.

RC—Rules Coordination: The Rules Coordination Office publishes simple housekeeping amendments to the Employment and Administrative Policies that correct typographical errors; make address, name, or contact information changes; or clarify language without changing its effect. All housekeeping amendments are first reviewed and approved by the University official(s) delegated authority for the policy’s subject matter.

S-B #—Faculty Class B Legislative Action: Faculty Senate Class B legislative action with Presidential approval, normally effective without referendum, together with the number and date of the relevant Class B Bulletin.

S-C #—Faculty Class C Non-Legislative Action: Non-legislative Faculty Senate Class C actions become effective upon adoption by the Senate, together with the number and date of the relevant Class C Bulletin in which the action is announced.

Other relevant information related to these materials may also be cited below any history of revisions.

4.  Organization and Numbering System Used in this Resource

Policies in this resource are listed as separate chapters within each of the two parts. Chapters in the University Employment Policies part are numbered in the 100s; chapters in the Administrative Policies part are numbered in the 200s. Chapter numbers are not necessarily sequential and internal section numbering within these chapters may have been altered to conform to UW Policy Directory standards since last published in the University Handbook.

5.  How to Cite Material in this Resource

  #1 Cite policies as follows:
Employment and Administrative Policies, Chapter #
Or, for abbreviated text:
EAP, Chapter #
Example: Employment and Administrative Policies, Chapter 202

  #2 Cite sections or subsections of a policy as follows:
Employment and Administrative Policies, Chapter #, Section #
Employment and Administrative Policies, Chapter #, Section #.#
Example: Employment and Administrative Policies, Chapter 202, Section 2.a

  #3 If you are citing a policy to those outside the University of Washington organization, add the words "University of Washington" or "UW" before the citation.
Example:  UW Employment and Administrative Policies, Chapter 202

  #4 If you wish to include the title of the policy in the citation, include it after the chapter number.
Example: EAP, Chapter 202, "Risk Management Policy"

6.  How to Add New, or Revise or Remove Existing Material Located in this Resource

Policies that have previously been developed and published as administrative information (AI) or administrative policies (AP), as defined in the history of revisions—see Section 3 above, are revised, reviewed, approved, and repealed by the University official(s) delegated the responsibility for that subject matter. Policies that have previously been the result of Faculty Senate legislative action are generally revised or repealed through further Senate action. However, especially for personnel policies, state and federal laws may also compel the University administration to update or revise these policies from time to time. The Rules Coordination Office may provide final editing and coordinates policy statement reviews and approvals prior to publication.

The Rules Coordination Office works with these parties in publishing approved policies according to Executive Order No. 47.

September 1, 2011.