UW Continuum College Instructor Resources

Responsibilities, Policies and Procedures

Please read carefully the following terms which describe in detail the contractual agreement between the University of Washington Continuum College and you as an instructor.

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Canceled courses and or programs

UW PCE may cancel courses and/or programs due to insufficient enrollment prior to the start of the quarter. Students and instructors will be notified at the earliest possible opportunity.

Copyright Permission

If you are planning to use copyrighted materials in your course(s), you must obtain copyright clearance as outlined by the UW Copyright Permission Center and the UW Copyright Connection.

Ethics Policies and Guidelines

Know our Ethics Policies including, but not limited to, all restrictions of personal use of state resources as stated in that Guide.

Equipment and University Resources

If you teach a course on campus, access to certain pieces of equipment requires you to check out an equipment key from the Classroom Technology & Events office. Please see Instructor Tools for the directions. If you are teaching in the UW PCE downtown Seattle or Bellevue facility, you will find guidance on how to use the equipment under Instructor Tools.

Proper use and security of all audio visual equipment used for the course is the responsibility of the instructor. Equipment must be returned to the appropriate facility by the date indicated on the release agreement. University facilities, computers, and equipment are to be used to support its teaching, research, service, and administrative functions. University employees may not use state resources (including any person, money or property) under their official control or direction or in their custody, for personal benefit or gain, or for the benefit or gain of any other individuals or outside organizations. This prohibition does not apply to the use of state resources that are reasonably related to the conduct of official state duties or the use of resources that promote organizational effectiveness or enhance job-related skills and do not interfere with the employee’s performance of official state duties. For more information, see the UW Rules Webpage.

Examples of restrictions on the use of University resources, facilities, computers, and equipment include by are not limited to the following:

  • University offices or laboratories may not be used as a place of business for an employee’s outside enterprise.
  • University telephone numbers and addresses, including email and Web addresses, may not be used or listed to contribute to an employee’s outside business.
  • The use of University affiliations and titles in connection with an outside business must clearly acknowledge the independent nature of the employee’s outside work from his or her University responsibilities.
  • University stationery and other office or consumable supplies may not be used by an employee in the conduct of an outside business.
  • University computing resources and laboratory equipment may not be used by an employee for the conduct of an outside business or to promote an outside business.
  • Personal use of any University resources, computers, or equipment to support political activities (such as assisting a campaign for election, promoting or opposing a ballot proposition or initiative, or lobbying members of the state legislature), even though not for remuneration, is not permitted.
  • Personal use of University resources, computers, equipment, or consumables that have been removed from the University or other official duty stations, is not permitted even if there is no cost to the state (e.g., use of University tools or equipment for home improvement projects).
  • Personal use of University resources, computers, or equipment for product sales, even though not for remuneration, is not permitted (e.g., online books sales or referral links to book publishers or sales houses).
  • University computing and Internet resources may not be used in violation of federal copyright law.

Family Education Rights and Privacy Act (FERPA)

Quick Reference Guide and Online FERPA training

Information about FERPA from the UW Chief Information Security Officer

Any software or website which stores student information must be evaluated for compliance with FERPA before it can be used in a UW PCE course. While some sites clearly retain protected student data, such as those that include quizzes or grade sheets, in other cases it may not be as obvious. Student names retained together with courses taken or class schedules are sufficient to be defined as protected student educational records.

If you are considering using outside software, sites, or social media in one of your courses, please contact your Program Manager who will work with UW PCE IT to confirm if your needs can be met with an already approved software solution.

Use Policy for Third Party Tools and Integrations

Instructors in UW Continuum College are expected and required to adhere to UW rules, as well as Federal and international laws about our students’ privacy rights:

“University data will not be disclosed except to employees or agents of the company with legitimate need in performance of their duties, or specifically identified third parties such as subcontractors.

  • Use, storage, and access to University data be performed with sound professional practices.
  • Safeguards be implemented to ensure the confidentiality and integrity of data.”

Refer to our page detailing the full Use Policy for Third Party Tools and Integrations.

Instructor Appointments

Appointment Letters: Read, sign and return the original appointment letter (s) and retain one copy for your records. A signed appointment letter for each course you are teaching must be on file before payment is issued. Dates and times listed on the contract letter may be officially superseded by any future notification from UW PCE.

Renewal of an appointment to teach shall be at the sole option of UW PCE. Nothing in the agreement shall be construed to imply a commitment or promise of renewal.

Modification of an appointment must be in writing and signed by both parties. The appointment agreement shall be construed in accordance with, and its performance shall be governed by, the laws of the State of Washington as if executed and fully performed therein. Any suit, action or proceeding arising out of or relating to the agreement shall be decided in King County, Washington, and the parties will accept the venue and jurisdiction of the Federal District Court of Western Washington, Seattle or the King County Superior Courts. A teaching contract with UW PCE does not entitle the individual to any rights that are provided to individuals who are appointed as faculty by University of Washington academic units.

Termination of instructor appointments may occur prior to the expiration of the period for which she or he was contracted for cause, including misuse of state resources, incompetence, neglect of duty, physical or mental incapacity to perform academic duties, unlawful discrimination or sexual harassment, retaliation, persistent uncollegial behavior, insubordination, gross misconduct, abandonment of position, scientific and scholarly misconduct as defined by UW policy, violation of University regulations and policies, conviction of a felony and/or a crime involving moral turpitude, program termination or program reduction, conviction of a felony, and intentional and malicious interference with the scientific, scholarly, and academic activities of others. A review process with be established to deal with these cases. Upon termination, the individual will receive all salary payable through the next occurring pay date only.

Instructor Payment

Your salary will be paid in equal, regular, bi monthly installments during the effective period of the contract in conformity with all applicable University of Washington payroll policies. University of Washington pay dates fall on the tenth and twenty-fifth of each month.

A signed appointment letter for each course you are teaching must be on file before payment is issued.

Instructional Responsibilities

Conduct the course in a professional manner and do not discriminate with regard to race, color, creed, religion, national origin, citizenship, sex, sexual orientation, gender identity or expression, age, marital status, disability or military status in accordance with Executive Order 31 and applicable federal and state statutes and regulations.

Instruct the class on the days, at the time, and in the location listed on the contract letter. Any change in the location, date, or time must be approved in advance by UW PCE at least five days prior to the effective date for the requested change.

If issued a key for a locked room, return the key within one week of the end date of the course.

Do not promote or sell any product, service, or business enterprise, including personal consulting services, to students whom you instruct and at no time sell, give, or otherwise distribute the student class list or use student names and Social Security numbers in any way for self-interest or commercial purpose.

Obtain permission from the Program Manager before incurring any instructional expenses that are not part of the original course budget. If permission is not obtained, the instructor will be responsible for those expenses.

Obtain written permission from the Vice Provost of UW PCE prior to audio or videotaping the lectures presented at the times and dates pursuant to the contract.

Do not use materials prepared by students in a course for personal profit.

Non-discrimination and Harassment

The University of Washington, as an institution established and maintained by the people of the state, is committed to providing equality of opportunity and an environment that fosters respect for all members of the University community. This policy has the goal of promoting an environment that is free of discrimination, harassment and retaliation. To facilitate that goal, the University retains the authority to discipline or take appropriate corrective action for any conduct that is deemed unacceptable or inappropriate, regardless of whether the conduct rises to the level of unlawful discrimination, harassment, or retaliation.

Sexual harassment is a form of harassment, characterized as unwanted sexual advances, requests for sexual favors, or other verbal or physical conduct of a sexual nature by a person who has authority over the recipient; or unwelcome and unsolicited language or conduct that is of a sexual nature or that is sufficiently severe, persistent or pervasive that it could reasonably be expected to create an intimidating, hostile, or offensive working or learning environment, or has the purpose or effect of unreasonably interfering with an individual’s academic or work performance. See Executive Order 31 for more details.

Employee-Student Romantic Relationships and Conflicts of Interest

All instructors and staff are prohibited from:

  • Engaging in a romantic relationship with a student that creates an actual conflict of interest or could be perceived to create conflict of interest; or
  • Exercising authority over a student with whom the employee has or has had a romantic relationship that creates an actual conflict of interest or could be perceived to create conflict of interest.

A romantic relationship includes intimate, sexual, dating, and/or any other type of amorous encounter or relationship, even when consensual, whether or not casual or serious, short-term or long-term. See Executive Order 54 for more details.

Résumé and Syllabus

Your résumé and the course syllabus (not more than two years old) are to be on file at UW PCE for all courses that are currently taught.

Software Approvals

The Program Manager and the UW PCE IT must approve course software before it can be installed on UW PCE computers. A request for approval must be submitted by the individual teaching a course at least 4 weeks prior to the start date. For more information please go to our Software page.

  • Commercial Software – This software must be owned by UW PCE before it can be installed.
  • Shareware – If the course will use the software past the usable date, the Program Manager should be contacted regarding the purchase of the software by UW PCE.
  • Beta Software – At no time will beta software be installed on UW PCE computers without the express permission of the UW PCE IT staff.
  • Licensing– Some software with specific licensing requirements may require more than four weeks.

University of Washington Policy Directory

The applicable policies for your role are outlined in the UW Policy Directory.

University of Washington is an affirmative action and equal opportunity employer

The University of Washington reaffirms its policy of equal opportunity regardless of race, color, creed, religion, national origin, sex, sexual orientation, age, marital status, disability, or status as a disabled veteran or Vietnam era veteran. This policy applies to all programs and facilities, including, but not limited to, admissions, educational programs, employment, and patient and hospital services. Any discriminatory action can be a cause for disciplinary action. Discrimination is prohibited by Presidential Executive Order 11246 as amended, Washington State Gubernatorial Executive Orders 89-01 and 93-07, Titles VI and VII of the Civil Rights Act of 1964, Washington State Law Against Discrimination RCW 49.60, Title IX of the Education Amendments of 1972, State of Washington Gender Equity in Higher Education Act of 1989, Sections 503 and 504 of the Rehabilitation Act of 1973, Americans with Disabilities Act of 1990, Age Discrimination in Employment Act of 1967 as amended, Age Discrimination Act of 1975, Vietnam Era Veterans’ Readjustment Assistance Act of 1972 as amended, other federal and state statutes, regulations, and University policy. Equal Opportunity and Affirmative Action compliance efforts at the University of Washington are coordinated by the Office of Equal Opportunity and Affirmative Action, University of Washington, 239 Gerberding Hall, Box 351237, Seattle, Washington, 98195-1240, telephone 206.221.4661 or email eoaa@uw.edu.

For information or to request disability accommodation contact:

Disability Services Office (non-matriculated students, employees and members of the public) at: 206.543.6450/V, 206.543.6450/TTY, 206.685.7264 (FAX), or e-mail at dso@uw.edu.

Disability Resources for Students (DRS) (Seattle campus, matriculated students), 011 Mary Gates Hall, Box 352808, phone 206.543.8924/V, 206.543.8924/TTY, 206.616.8379 (FAX), or e-mail uwdrs@uw.edu.

Bothell Disabled Student Services Office at 425.352.5426/V, 425.352.5303/TTD, 425.352.5114 (FAX), or e-mail at uwbdrs@uw.edu.

Violence Prevention and Safety

The University of Washington requires that managers, supervisors, and employees must be aware of the appropriate processes to follow regarding workplace and domestic violence prevention. The University requires our entire faculty, staff, and instructors to take Violence Prevention and Response training at least once every biennium. The Office of Safe Campus provides in-person training at the Seattle campus at various times throughout the year during the workday. The Office of Safe Campus, with help from Professional and Organizational Development, keeps the training records based on the attendee’s UWNetID. To schedule an onsite training session, please contact Safe Campus at safecampus@uw.edu, or visit their website. If you cannot attend an onsite training session, please follow the online training instructions.

Visit Safe Campus for advice and resources on how to handle safety issues.

  • Always call 911 if you are others may be in danger or there is an emergency.
  • Report threats to 206.685.SAFE (7233).
  • Call 206.685.WALK (9255) for UW Safety Guards to walk with you to your car on the UW Seattle campus.