Policies

Academic integrity requires all course work presented to an instructor to be an honest and accurate indication of the student’s own academic efforts. Academic misconduct occurs when a student fails to practice high standards of academic and professional honesty and integrity.

Instructors who suspect academic misconduct will report the allegation to the Dean’s representative for the College or School in which the student is enrolled for credit courses. For non-credit courses, instructors who suspect academic misconduct will report the allegation to the UW PCE Program Manager.

Each College or School has a slightly different way of responding to these allegations. However, in all cases, students will be contacted and provided an opportunity to respond to allegations of academic misconduct through an informal hearing. Violation of the student conduct code can result in academic penalties, such as receiving a failing grade in the course, other disciplinary action, and/or denying refund of tuition and fees.

• UW Community Standards and Student Conduct faculty resources
• Academic Misconduct
• Creating a Culture of Academic Integrity

The Civil Rights Compliance Office is responsible for compliance with civil rights laws and University policy. Federal and state laws collectively prohibit discrimination based on protected characteristics, including age, citizenship, disability, national origin or shared ancestry, race, sex, gender, veteran status, and more. The CRC serves the University by making it welcoming to all through education, compassionate response, and fair and timely resolution.

• Civil Rights Laws
• University Policies and Executive Order No. 81: Prohibiting Discrimination, Harassment, and Sexual Misconduct
• Disability and Accessibility

UW HR policies and guidance on Diversity, Equity, and Inclusion

Know our Ethics Policies including, but not limited to, restrictions on personal use of state resources.

• The Attorney General’s Office: State Ethics in Public Service
• UW Finance Guide to Ethics Policies
• UW Human Resources: Ethics and Conflict of Interest

UW Human Resources: Equal Opportunity and Affirmative Action

The University of Washington reaffirms its policy of equal opportunity regardless of race, color, creed, religion, national origin, sex, gender identity, sexual orientation, age, marital status, disability, or status as a protected 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:

• Washington State Gubernatorial Executive Orders No. 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 (EOAA). You may contact EOAA for more information.

The University of Washington is committed to providing access, and reasonable accommodation in its services, programs, activities, education and employment for individuals with disabilities.

For information or to request disability accommodation contact:

• Disability Resources for Students (matriculated students), phone 206.543.8924/V, 206.543.8925/TTY, 206.616.8379 (FAX), or e-mail uwdss@uw.edu
• Disability Services Office (non-matriculated students, employees and members of the public) at: 206.543.6450/V, 206.685.7264 (FAX), or e-mail at dso@uw.edu.

FERPA Overview and Training for Staff and Faculty

U.S. Department of Education: Student Privacy

Any software or website which stores student information must be evaluated for compliance with FERPA before it can be used in a UW Continuum 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 Continuum IT to confirm whether your needs can be met with an already approved software solution.

The University of Washington requires that all staff and instructors take Violence Prevention and Response training at least once every biennium.

Visit Safe Campus to complete online training, access resources, report threats, or anonymously discuss safety and well-being concerns for yourself or others.

• In case of an emergency call 911
• For non-emergencies call UW Police 206-685-8973 (UWPD) TTY.
• See also Campus Community Safety

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 FERPA information above and our page detailing the full Use Policy for Third Party Tools and Integrations.

Looking for something specific? You can also search the UW Policy Directory.

Clearly communicate in your syllabus how and when assignments should be submitted and how they will factor into your grading criteria. When planning your assignments, it is reasonable to expect students to spend two hours of outside work for each hour of class time. This requirement for outside work is a basic rule at the University of Washington for earning academic credit, visit the UW webpage Academic Credit for more information. UW PCE recommends the same amount of time be spent on assignments in courses offered for CEUs so that certificate students gain the maximum benefit from the course.

Attendance requirements are no longer included in UW PCE courses. Please see Participation below for more information.

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.

Certificate Student Handbook

If students have questions pertaining to UW PCE policies and procedures, refer them to the Certificate Student Handbook which is also located under Student Resources on the UW PCE website.

• Computers and other equipment at the front of the room and the data projection equipment are for instructor use only, unless otherwise directed.
• Food and/or drink are not allowed in the computer labs.

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.

You will receive an email from UW PCE specifying how to access the list of enrolled students by logging into the MyUW website with your personal UWNetID. The list is automatically updated as students are added and dropped. Refer to it at least weekly so that you have an accurate list of students in your course. The list is for instructional purposes and cannot be shared with others, including students in your course, without their permission.

If you have questions about how to access your list, contact: dltechsupp@pce.uw.edu. If you have questions about students’ enrollment status, please contact the UW PCE Registration Office at c2rcrds@uw.edu.

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. FERPA rules can be found on the UW FERPA webpage.

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.

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. If you are teaching in the UW PCE downtown Seattle or Bellevue facility, you will find guidance on the Equipment Requests page.

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, visit the UW Rules Webpage.

Examples of restrictions on the use of University resources, facilities, computers, and equipment include but 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.

In order to ensure a high-quality program for students, courses and programs are evaluated at the course and program levels. As an instructor, you can use these evaluations to help you adjust the content and/or teaching strategies for the next time you teach the course.

Course evaluations and exit surveys are shared with the advisory board so that they can monitor the progress and quality of the program. UW PCE also uses the course evaluations in making a decision about contract renewal.

Mid-course evaluation (Optional)

• Mid-term course evaluations may be set up for you so that you have an opportunity to make adjustments if necessary.

Final course evaluation (Optional)

• You will receive the final course evaluation packet from UW PCE. If you teach on campus, you will receive them in the mail. Otherwise you will receive them onsite.
• At the second last class meeting, select a student to distribute, collect and return the forms per the instructions listed on the packet.
• You will receive a summary of the final course evaluations from your Program Manager within 6-8 weeks after the course ends.

Exit survey

At the end of the entire program, students will be emailed an exit survey by UW PCE. If you are the last course of the program, please encourage your students to take the survey.

Please visit the Grading page for more information.

You are expected to remain in the classroom when you have a guest speaker. Contact your Program Manager in advance to arrange contracts for guest speakers who are to be paid. Include e-mail address, dates when they will be speaking and the length of each speaking engagement.

Classes may be postponed or canceled by UW PCE due to inclement weather. Call 1-866-897-INFO (4636) or 206-UWS-INFO for information or access the main UW Webpage.

You may also receive status updates through the UW Alert System, a university subscription that delivers emergency updates via email and texts.

UW PCE holds information meetings to give prospective students an opportunity to learn more about certificate programs and to meet instructors and advisory board members. You will be expected to attend at least one recruitment event such as these each year.

If you are ill or have an emergency and are unable to teach your class, notify your Program Manager no later than noon of the day the class meets so that students can be informed of the cancelation. Missed sessions must be rescheduled.

Coordination among instructors is important to ensure a quality program. You will be expected to attend instructor meetings as scheduled by your Program Manager.

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.

You have access to the UW Library while you are teaching a course. Refer to the Library Resources page.

Your title is “Instructor for Certificate in __ Name of Program.” When including your instructor role with UW PCE on LinkedIn, please follow the steps below:

Job Title: Instructor for Certificate in _(name of program)__
Company: UW Professional & Continuing Education

It’s important to follow this wording exactly so that when you start to type our name in to the field for job title, it will show up in a drop down box, which you should click on. “UW Professional & Continuing Education” will populate with our logo, and our name will become a clickable link under the job title that goes to our LinkedIn company page. You’ll also be listed as one of our employees on LinkedIn.

If you find that your Seattle campus classroom is locked when you are to hold class:

• For weekdays during the day: Custodial Services – (206) 685-1500
• For weekdays during the evening: Custodial Services – (206) 685-1411
• For weekends: UW Campus Police – (206) 543-9331

MyUW is the administrative portal that you will access with your personal UWNetID and password. From the MyUW Website, you can access the list of enrolled students in your course, which is what you should use to take role at the start of every class. This list is updated automatically when a student changes status so at least for the first few weeks, you will want to download a fresh copy for taking role and be sure to notify your program manager of discrepancies between who is on the list and in your class. You will also log into MyUW to submit grades at the end of your course. You can update your contact information and view your paychecks through the “employee self-service” section on MyUW.

Typically your Program Manager will schedule an orientation, a time to provide enrolled students with an overview of the program and to introduce them to all of the instructors. You will be expected to attend this session.

Active participation in, and engagement with, the learning environment and course content are fundamental requirements for success in all Professional & Continuing Education programs.

Students are expected to engage actively with the course material, complete assigned readings, interactive exercises, and assessments, as well as participate in discussions and forums specific to their particular program. This requirement aims to create an interactive and immersive learning environment where students are active participants in their own educational journey and benefit from the diverse perspectives and experiences of others.

UW PCE instructors should use the provided PowerPoint slide templates to reinforce the UW PCE brand. It is not appropriate to use your company logo as a backdrop to your slides.

UW PCE holds a variety of student recruitment events to give prospective students an opportunity to learn more about the program and to meet instructors and advisory board members. You are expected to participate in one or more of these events each recruitment cycle.

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.

If you have special room requirements, complete the form enclosed with your contract. For questions pertaining to facilities, contact Room Requests. Please visit the Equipment Requests page for additional information.

The Program Manager and the UW PCE Helpdesk 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.

• 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.

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. More detail about FERPA policy may be found from the Office of the Chief Information Security Officer.

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. Visit the Software Approvals page for more information.

Please visit Responsibilities, Roles, and Guidelines for details on policies. Contact your Program Manager with software needs.

UW PCE requests that instructors use the UW PCE Syllabus Template to ensure that the document provides comprehensive information and aligns with the program website and other key program-wide information.

A link with instructions on how to complete an online textbook submission form will be emailed to you directly from textbook@uw.edu or your Program Manager around the same time as your contract. Please complete this form as soon as possible so textbook information can be shared with students and orders placed with the University Bookstore, if necessary. Even if you are not planning on using a textbook, please indicate so on the form so that students can be notified. Requests for textbook orders received less than six weeks before the start of a course cannot be guaranteed available and those received less than two weeks before the start of the quarter will not be processed. If you would like to request a desk copy, please allow for at least 4-6 weeks for processing. For textbook questions, please email textbook@uw.edu.

Your title is “Instructor for Certificate in __ Name of Program.” When including your instructor role with UW PCE on LinkedIn, please follow the steps below:

Job Title: Instructor for Certificate in _(name of program)__
Company: UW Professional & Continuing Education

It’s important to follow this wording exactly so that when you start to type our name in to the field for job title, it will show up in a drop down box, which you should click on. “UW Professional & Continuing Education” will populate with our logo, and our name will become a clickable link under the job title that goes to our LinkedIn company page. You’ll also be listed as one of our employees on LinkedIn.

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 they were 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 will be established to deal with these cases. Upon termination, the individual will receive all salary payable through the next occurring pay date only.

Contract

Read, sign, and return your contract as soon as possible, but no later than two weeks after receiving it. A signed contract and employment forms must be on file before you can get paid. If you are not on the UW payroll, you will be asked to complete an I-9 form and present identification in person at the UW PCE locations on UW Campus, downtown Seattle, or Bellevue. Review specific instructions with your contract. Contact ctmnpay@uw.edu with questions.

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.

Pay

You will receive your pay on the 10th and 25th of each month during your contract period. If you have other appointments at the UW, the compensation for your UW PCE course will be added to your regular paycheck. If you have questions about your pay, contact ctnmpay@uw.edu.

Teaching in a certificate program is a great opportunity to network with colleagues within your field. Your part-time position as an instructor with UW PCE also offers access to the University of Washington’s world class library system as well as software discounts in the University Bookstore.

All University of Washington employees have a unique Employee Identification Number (EID). Your EID is assigned to you when your employment information is entered into the payroll system. Once you have an EID, you will be able to select a UW NetID and password. Your UW NetID is used to log into all UW online systems and applications. Each employee has only one EID and UW NetID. If you leave the UW and return at a later date, you keep the same EID and UW NetID. Former UW students will use the same UW NetID they had as a student.

All UW employees pay for their own parking including part-time UW PCE instructors. If you wish to purchase a parking permit to park on UW campus, contact UW Transportation Services. There is no fee for parking at the UW PCE facility in Bellevue. Parking is available in the Puget Sound Plaza/Cobb Garage if you teach at the UW PCE downtown facility. We are able to reimburse you for parking in certain circumstances such as recruitment events and other non-teaching meetings. Your Program Manager should make arrangements for your parking reimbursement in those instances.

For information regarding UW e-mail, please visit UW-IT’s Email and Calendaring Page.

Once your contract and payroll forms are received by UW PCE and you are active in the UW payroll system, you will be provided with a Personal Access Code. Use this to set up your UWNetID which will allow you to get an UW e-mail account and access your class list and grading information at the MyUW Website.