Downloads and Useful Links

Community Connect UW: Primary location for finding opportunities and sharing opportunities in the UW community. Check back often for new postings and as new Community-Engaged courses and educational activities are added.

UW Bothell: Clubs: Find and start UW Bothell student groups for community-engaged activities. Students from other campuses may attend as guests or visitors to some events hosted by Bothell student groups, but the group members generally need to be from UW Bothell. Student organizations are financially supported by student payments from their own campus, so the participation benefits need to stay with the students who are paying for them.

UW Seattle: RSOs: Find and start UW Seattle student groups for community-engaged activities. Students from other campuses may attend as guests or visitors to some events hosted by Seattle student groups, but the group members generally need to be from UW Seattle. Student organizations are financially supported by student payments from their own campus, so the participation benefits need to stay with the students who are paying for them.

UW Tacoma: RSOs: Find and start UW Tacoma student groups for community-engaged activities. Students from other campuses may attend as guests or visitors to some events hosted by Tacoma student groups, but the group members generally need to be from UW Tacoma. Student organizations are financially supported by student payments from their own campus, so the participation benefits need to stay with the students who are paying for them.

UW Bothell: Community-Engaged Learning & Research: A starting point for UW Bothell students to learn more courses, research, and other community-engaged opportunities available to UW Bothell students.

UW Seattle: Community Engagement & Leadership Education (CELE) Center: A dedicated center for UW Seattle students to cultivate leadership and community engagement in their educational journey. This webpage also links to courses, scholarship and fellowships, internships, and degree information. Some community-engaged research opportunities are linked through the CELE page (primarily through the Mary Gates Scholarships), but most research opportunities are posted through departmental webpages or for undergraduates in the Office of Undergraduate Research.

UW Tacoma: Center for Student Involvement: Students can find community-engaged courses and research opportunities throughout UW Tacoma but there is not a campus-specific resource that focuses on learning and research. The Center for Student Involvement has volunteer opportunities and other extracurriculars. Students should check UW Tacoma departmental webpages for more information on community-engaged courses and research for those programs.

UW Bothell: Financial Aid & Scholarships: Resources for UW Bothell students receiving need-based scholarships and aid. Additional financial and tax resources are provided by Student Fiscal Services (see below).

UW Seattle: Student Financial Aid: Resources for UW Seattle students receiving need-based scholarships and aid. Additional financial and tax resources are provided by Student Fiscal Services (see below).

UW Tacoma: Office of Student Financial Aid & Scholarships: Resources for UW Tacoma students receiving need-based scholarships and aid. Additional financial and tax resources are provided by Student Fiscal Services (see below).

Links to the Forms for Increase in Aid Requests: Links to the forms used by undergraduate and graduate students who have had a change in financial situation and are requesting a raise to the amount of need-based payments they can receive. See Student Payments resources for more information on the different payment thresholds for need-based payments and calculated cost of attendance which may impact student participation in paid community-engaged activities.

Student Fiscal Services: Supporting students at all UW campuses, Student Fiscal Services provides the billing, payment, tax reporting, and an initial point of contact for payment questions through Student Accounts. If students are receiving need-based payments, they should initially contact the aid/scholarship office for their specific campus (see above) and contact Student Fiscal Services for finance questions that are not about need-based payments.

UW Tax Office Student Resources: Additional tax information and resources for students, including information on ITINs, international taxes, and more. Students should also look at Student Fiscal Services (see above), which is the primary resource for all UW students.

UW Payroll resources for International Student Employees: Information here, including taxes, is specific for payments for student positions that are paid through UW Payroll. International students can find tax information on other types of payments through their campus’ International Student Services, Student Fiscal Services, and UW Tax Office (all in the ‘Links for Students’ on this webpage).

Center for International Relations & Cultural Leadership Exchange: CIRCLE is a hub for connecting UW international students with domestic opportunities and domestic students with international opportunities, focusing on the global connections that make UW students thrive at school and in their future. Besides support for students, CIRCLE has a large knowledge base and network of support services and partnerships that can support community engagement activities.

UW Bothell: International Student Services: For international students with visas sponsored by UW Bothell or attending UW Bothell. Meet with advisors to learn which paid and unpaid community-engaged activities can be participated in, applying for an SSN, and for tax reporting resources. For additional tax resources, see links listed above in the ‘Payment, Aid, and Taxes’ section.

UW Seattle: International Student Services: For international students with visas sponsored by UW Seattle or attending UW Seattle. Meet with advisors to learn which paid and unpaid community-engaged activities can be participated in, applying for an SSN, and for tax reporting resources. For additional tax resources, see links listed above in the ‘Payment, Aid, and Taxes’ section.

UW Tacoma: International Student and Scholar Services: For international students with visas sponsored by UW Seattle or attending UW Seattle. Meet with advisors to learn which paid and unpaid community-engaged activities can be participated in, applying for an SSN, and for tax reporting resources. For additional tax resources, see links listed above in the ‘Payment, Aid, and Taxes’ section.

UW Bothell: Office of Diversity, Equity & Inclusion: Student Support Services: Resources for UW Bothell students, including students of all residential and documentation statuses, while they are finding paid and unpaid community-engaged opportunities.

UW Seattle: Samuel E. Kelly Ethnic Cultural Center: Resources for UW Seattle students, including students of all residential and documentation statuses, while they are finding paid and unpaid community-engaged opportunities.

UW Tacoma: Center for Equity and Inclusion: Resources for UW Tacoma students, including students of all residential and documentation statuses, while they are finding paid and unpaid community-engaged opportunities.

Professional and Classified Staff Outside Work Form: Link to form with policy information around outside work and other time commitments which could impact UW work or make a conflict of interest. Form completion may be needed for some community engagement activities when it is not a part of normal job duties or the UW employee is being paid/given anything for participation.

Academic Employees Outside Work Form: Link to form for faculty, librarians, and academic employees with policy information (including UW Med) around outside work and other time commitments which could impact UW work or make a conflict of interest. Form completion may be needed for some community engagement.

Classified Staff and Union Contracts: All staff in contract or union positions should check the requirements for their duties, absences, and outside payments vs. additional/excess compensation before agreeing to community engagement activities related to their UW position. Employees in classified, non-union positions should look here.

Academic Personnel & Faculty Affairs: A starting place and administrative authority for all things academic personnel and faculty related, including contact information, policy and process supports, and links to campus specific resources.

Faculty Senate & Governance: Code, regulations, rights, and responsibilities for UW Faculty that inform the community engagement activities for faculty at Bothell, Seattle, and Tacoma campuses.

Contingent Worker or Something Else: UW employees should use this webpage and follow the process for making a Contingent Worker entry in Workday for community partners. The criteria at the top of the page are intended for all staff readers but the instructions below are for staff with HR security roles to complete the business process in Workday.

Management, Accounting and Analysis: UW employees and programs will work with Management, Accounting and Analysis for approval and management of external work bringing in revenue to their program.

Food Approval Matrix: Find out what type of food purchasing is allowable with your money source with links to Food Approval Forms and other resources.

Food Permits for Events: EH&S guidance and policies to minimize risk for your attendees and program hosting the event. Follow links for Banquet Permits if your event will have alcohol.

Ordering UW Branded Products: Use these supplies for orders of products with UW logos and branding, a popular option for participation incentives. These suppliers are contracted through UW Procurement Services. Contact Procurement Services (pcs@uw.edu) for questions about products not provided by these listed suppliers and for possible diverse suppliers for your needed products.

UW Procurement Services’ Diverse Purchasing Resources: UW Procurement Services (PCS) prioritizes diverse purchasing. This webpage is a collection of their resources and process for UW programs to increase diverse spending, supporting community engagement. Check these resources often for updates and contact PCS for assistance with diverse spending.

Sole Source Payments: Process needed for payments to community partners over $10,000 for goods, services, reimbursable business expenses, and subrecipient funding for UW research sponsored programs.

UW Connect Finance: Access the request forms through the menu and navigate to the forms needed to support work with community partners, such as creating customer and supplier profiles in Workday. This is an internal UW webpage and requires UW netid sign-in.

Miscellaneous Payments: The most commonly used pathway for payments to individuals participating in community-engagement. This pathway is used for a broad range of service compensations, awards and stipends (academic payments to non-UW students and non-academic payments to UW students), and reimbursements to non-employees. This page gives more information on determining if the payment should go through miscellaneous payments and what the process is for creating the miscellaneous payee profile in Workday before payment (including information on required tax IDs and tax reporting).

Payments to Foreign Nationals: A policy resource and instruction guide for payments to foreign nationals receiving payment from UW.

Foreign Nationals Working in the US: A policy resource and instruction guide for all activities and payments to foreign nationals receiving payment from UW while in the US.

UW Payment Deposit Instructions: Instructions and form links for ACH, wire, check, and cash deposits. Note: cash deposit instructions are different for each UW campus and programs need to receive approval in advance for collecting cash deposits.

Setting Up Student Disbursal Payments: Instructions from Student Fiscal Services on setting up UW program funds for disbursal, including grant funding, for student scholarships and other Student Account payments.

UW Bothell: Office of Sponsored Research: UW Bothell’s office to support their programs. UW Bothell researchers should still use Office of Research webpages and resources listed in this section.

UW Seattle (and Tri-Campus): Office of Research: Homepage for UW Office of Research, providing comprehensive research, grant, sponsored program, training, and reporting support for all UW campuses and divisions.

UW Tacoma: Office of Research: UW Tacoma’s office to support their programs. UW Tacoma researchers should still use Office of Research webpages and resources listed in this section.

UW Research Training Overview: Required and optional training for research supervisors, contributors, and supporting UW staff.

Collaborative for Research Education: Developed curricular sequence of training courses and ad hoc instruction for research supervisors, contributors, and administrative staff working with grants and sponsored programs.

Office of Research: Funding Opportunities: Funding available for UW research projects, including links for internal and external funding, opportunities for students, and the process for limited submission applications.

Gift Funded Research: Instructional resources for research using gift money rather than grant or traditional sponsored program funding.

After-the-Fact Awards: For sponsored programs (not always research) when funding is given to the UW program without a proposal being submitted with UW approval to the sponsor. This normally happens in community engagement activities when another institution or foundation gives funds to a UW program for specific activities that are mutually beneficial to both. Since the funds must be used on a specific thing, this would not be a gift.

Sponsored Program or Gift: Decision guide for determining if the relationship between UW and the paying partner is a sponsored program or a gift/donation, plus additional resources and policies for gift funded research.

Sponsored Program or Service: Decision guide for determining if the relationship between UW and the paying partner is a sponsored program or a service agreement.

Agreement Types: A helpful guide to picking the correct type of documentation and process depending on the situation and risk/responsibility level of the relationship between UW and the community partner.

Carefully review the MOU guidance when making an MOU so UW is not bound to terms that should not be in that type of an agreement.

Non-Award Agreement: Some community partnerships may require an agreement that is in anticipation of future resource commitments in sponsored awards. 

CoMotion Licensing: Overview of licensing pathways that may be a part of community partnerships when using UW innovations.

Intellectual Property: A collection of all the training, resources, and policies for intellectual property (IP) from before the start of a project to any IP that is created by the activities between UW and the external partner.

Federally Required Small Business Subcontracting Forms and Instructions: Required for Federal contracts over $900,000. See ‘UW Procurement Services’ Diverse Purchasing Resources’ section above for more information.

UW Finance Instructions for Paying Research Subjects: Instructions for payments, includes method lists and tax reporting instructions.

Office of Research: Subject Payment: A comprehensive guide to planning subject payments, including ethical considerations and laws/policies which impact planning payments.

Office of Research: International Research: Policies and processes specific to international research, including payments to international research subjects.

UW Advancement In-Kind Gifts: This page is information for donors, but useful for programs planning possible gifts. Follow these instructions for gifts of materials and equipment from community partners. Remember that equipment and items over $5,000 are Acquisitions and work with Equipment Inventory Office (EIO) to enter them into Workday.

Loaned Equipment and High-Value Materials from Community Partners: Work with your unit’s UW Advancement staff to document and recognize the loan, then follow the EIO on this webpage for instructions on this temporary acquisition, including insurance, if needed.

Corporate and Foundation Funding Opportunities: Search for opportunities on this webpage or reach out to your unit’s CFO contact directly.

See ‘Research Training and Support’ section for links on how to pick the correct agreement type, After-the-Fact Awards, and Non-Award Agreements.

Employee or Independent Contractor Decision Guide: Instructions for determining if the work relationship between UW and an individual is employee/employer or customer/independent contractor.

Washington Department of Enterprise Services Training for State Employees: Required training for all UW employees involved with purchasing or the decision making to spend or manage money at UW. Contact your unit’s administrative staff before training to see if they have a process for documenting and tracking your training completion.

Information and Data Privacy Agreements: Use the instructions and linked DPA-SCC Decision Tool to see if the activity with the community partner requires a Data Processing Agreement (DPA) or a Standard Contractual Clauses (SCC) document. 

HIPPA: Training and policies for staff and faculty working with healthcare records or information that is considered a healthcare record. This may be helpful for UW employees to know what information can and cannot be shared with community partners when healthcare information is being used in engagement activities.

FERPA: Training and policies for staff and faculty working with educational records or information that is considered an educational record. This may be helpful for UW employees to know what information can and cannot be shared with community partners when UW students are participating in engagement activities.

Office of Youth Protection Coordinator: UW resources to design programming for youth, including training, resources to mitigate risk, safety of minors, and UW policies.

UW Proof of Insurance: Provide to a community partner as requested. Information about UW limited liability terms and coverage, as well as additional liability available for UW community members and property.

Personal Release Form for Media: Prepare for any photos or video of activities with community partners with the required personal release forms.

Risk Waivers and Forms: Sample forms and waivers for all the situations which would need risk planning and management in UW sponsored activities.

Scholarships and Sponsors for UW Students: Follow these instructions for sending payments to UW for scholarship, fellowship, and internship payments that should go directly to the enrolled UW student without any other administrative or activity related payment to a supervising UW program. If the student is enrolled in a fee-based program, they may give you a different invoice contact and instructions.

UW Business Directory Sign-Up: Community partners can sign-up for UW’s business directory for faster identification as a goods or service provider when UW Procurement is searching suppliers for emerging campus needs.

UW Supplier Solicitation Notices: Links to UW’s posted calls for bids on new contracts, including the solicitations which are posted by Washington’s Department of Enterprise Services.

UW Procurement Services Supplier Resources: A complete collection of the current instructions and helpful resources for businesses and individuals who will be providing goods and services to any UW campus or location. New Suppliers are encouraged to attend the onboarding and orientation sessions (see sign-up links on the webpage) and reach out to UW Procurement with the contact instructions given on the webpage with questions.

Business and Non-Profit Support from UW Foster School of Business: Foster’s Consulting and Business Development Center offers more focused support for businesses and non-profits through Foster’s students and faculty. This page lists current opportunities.

Student Consulting Lab at Evans School of Public Policy and Governance: Organizational consultation for community partners from Evans’ Master of Public Administration students.

UW Office of Corporate & Foundation Relations: UW’s dedicated office to connect corporations and foundations to the scholars and researchers at UW for projects, partnerships, and more.

Community Engagement Knowledge Hub: The webpage for community partners to see a collection of UW programs focused on community engagement in collaborations and relationships. This page also has many UW Seattle program and department links which are not otherwise collected and shared on a central webpage. Community partners can also look at UW Seattle department webpages to see their community engagement opportunities.

UW Bothell: Community Engagement Partnerships: UW Bothell’s resources for community partnerships with their campus and programs.

UW Seattle: Office of Regional & Community Relations: Information and resources for partnerships in the Seattle-metro and into other Washington regions. Additional information on UW’s external relations and efforts through the Office of External Affairs.

UW Tacoma: Office of Community Partnerships: UW Tacoma’s resources for community partnerships with their campus and programs.

Washington Department of Commerce: Small Business Training and Education Center: Washington’s educational support hub for small businesses in the state.

Washington State Microenterprise Association: Additional resources and support for the very small businesses (microenterprises) in Washington state.

Washington Department of Commerce: Associate Development Organizations: Washington’s Associate Development Organizations (ADOs) give regionally focused support to growing businesses in Washington.

Washington Department of Commerce: Access to Capital:UW community partners may find funding or other capital resources through Washington state.

Washington State Office of Minority and Women’s Business Enterprises: A business registration opportunity for eligible community partners to promote visibility with UW purchasing needs.

US Small Business Administration: A business registration opportunity for eligible community partners to promote visibility with UW purchasing needs and also a requirement for some UW purchasing, such as larger Federal contracts.

Being a UW Research Participant: Information on being a research participant in UW programs. Also look at individual departments and programs for posted opportunities

US Department of Health and Human Services Resources for Research Participation: Federal guidance for research participants to support them before, during, and after participation.