How do I get keycard access/ office keys?
Keycard access is managed by the administrative assistant. Upon getting your UW NetID, please let them know so that they can put you in the CAAM's system. Keys are held with the Senior Director.
Outgoing and Incoming Mail
Mail is delivered and ready for pick-up at 9:15AM daily. Outgoing OFF-campus mail requires a bar coded budget label, these labels can be ordered from creative communications for free. Just outside the entrance to the Center there are two mail bins – one for outgoing ON-campus mail the other for OFF-campus. It is OK for Staff to place outgoing OFF-campus personal STAMPED mail in the OFF-campus mail bin. If you have mail that needs to be sent that day and missed the 9:15AM pick-up, there is located in the drive circle by Gerberding Hall a late pick-up UW Campus mailbox (2:00 pm deadline).
How can I log on to my work computer, email, the RC's O: drive, and/or the intranet?
- The computers are managed by the IT department under Undergraduate Academic Affairs (UAA). Your ID for logging in is your UW NetID.
- Email can be accessed from any computer through MyUW (read below) until you set up forwarding to Office Outlook/365.
- The Robinson Center stores almost all of its files on Google Drive. The Senior Director will give new staff access. Once that access is granted, you should see the Robinson Center's drives on drive.google.com
- The Robinson Center's intranet can be accessed by staff on our website by selecting "MyRC" and logging in with your UW NetID and password. Certain staff members are granted access to program applications and the database, depending on their position in the center. Discuss your permissions and responsibilities on the intranet with your supervisor.
How do I get help with other computer related problems/ requests?
Some small issues may be known to the Administrative Assistant. If the problem isn't easily and quickly solvable, submit a ticket with UAA Helpdesk and one of the IT specialists will get back to you by email or in person. If you need a program that seems conspicuously absent from your computer (Adobe Acrobat Pro, for example) and is required for a task you have been given, UAA-IT may have a license for that software. Submit a ticket to them for such requests.
How does the Center’s computer files system work?
Any program related tasks should be backed up in your program files.
How do I use the Ricoh Copier?
The photocopier is located in the North Eastern part of the GUA.
The access code for all printer/copier functions are:
UW Academy- 11801
EEP- 11802
Saturday Program- 11803
Summer Enrichment- 11804
Admin- 11805
Transition School- 11806
If there is a jam, contact the Administrative Assistant. To connect your computer to the printer, please follow the guides depending on your Operating System:
What printing features are available?
The printer can staple and hole-punch in a variety of ways. These features are found on your computer by selecting "advanced" or "printer" options in a print window. While color ink is available, please ensure all printing and copying jobs are defaulted to black ink (the Office Assistant can assist you in setting the default to black & white).
How is trash, recycling and shredding managed?
Each staff member’s handles their own recycling and shredding. At each desk is a paper recycling bin and a small self-serve trash can. Paper recycling can be emptied into the large green bin outside on the front porch. Cardboard boxes MUST be broken down and placed next to the bin or outside in the massive recycling bin. The self-serve trash bins can be emptied into one of the larger containers in the kitchen, classroom, or lounge. Also in the kitchen, classroom, and lounge are plastic/can recycling bins. The compost bin is in the kitchen. Please familiarize yourself with what objects go in compost, recycling, and trash.
The shred container is located in the hallway. The Center has a quarterly shred pick-up service. CAUTION: Please be wary about shredding or recycling private student information. The UW has strict policies regarding the retention of records. The Administrative Assistant can guide you through what is to be retained and what may be shredded or recycled. Ask, if in doubt, before destroying or recycling.
Where are supplies kept?
General office supplies are located in the hallway across room 108.
If you find yourself in need of an office supply item not on hand, complete a Purchase Request form and contact the Office Assistant to order the item (there is typically a one day turn-around for most office supplies).
Note: if you take the last of an item, indicate what it is on the order list (beside the door) in the Supply Closet so that the Office Assistant can reorder the item.
Human Resources FAQ
Be sure to enroll in your benefits programs within 31 days of your start date.
Am I required to attend Benefits Orientation?
Permanent Professional, Classified, Faculty and other Academic staff at Seattle campus all have the option of attending Benefits Orientation in-person or online. A Benefits Packet will be sent to your campus box upon request. For Temporary staff, you will be sent a letter/packet from the Benefits Office. Online orientation is encouraged, particularly employees new to the University of Washington.
For more information and/or registration for a Benefits Orientation, call the Benefits Office at 206-543-2800, or visit the Benefits website.
When do my benefits start?
Benefits always start and end the first working day of the month. If you start the first working day of the month, they start that day. If you start later (even the 2nd) they start the first day of the following month. When you leave the University, you will continue to be covered for the entire month even if you leave mid-month.
Do the benefit packages cover my family?
Yes, as long as they are eligible. You MUST add them to the form when you sign up or add them when they become a member of your family (birth, adoption, and marriage).
When do I get my first paycheck, and when is payday?
You will receive your first paycheck on either the 10th or the 25th of the month, depending on what day of the month you start. The University's pay cycles are 1st – 15th and 16th – end of the month. There is a 10-day lag between the pay period and the time the check is issued. For instance, if you receive a paycheck on January 10, this check would cover the period December 16-31. The check you receive on January 25th covers the period January 1-15. If a payday falls on a Saturday the payday is the Friday before. If a payday falls on a Sunday, the payday is the following Monday
What are the paid holidays?
New Year's Day; Martin Luther King Jr.'s birthday; President's Day; Memorial Day; Independence Day (4th of July); Labor Day; Veteran's Day; Thanksgiving and the day after Thanksgiving; Christmas Day. Holidays are prorated for part-time employees. For exact dates, see the UW Holiday Schedule.
Classified and Professional Staffs who hold 12 month appointments are also entitled to one Personal Holiday per year. Employees who are employed four (4) months or more are also entitled to a Personal Holiday during each calendar year. This day may be used in the same manner as any other holiday. Your Personal Holiday must be taken in its entirety and cannot be broken-up/split. More information can be found here.
Can I telework?
Yes, no or maybe. Below is UAA’s policy regarding employee’s telework and process to request such an arrangement.
The University of Washington Telework Policy for Professional and Classified Staff defines telework as “an arrangement that allows a staff member to regularly work from home or an alternative work site, utilizing telecommunications and computer technology.” The UW policy identifies some of the potential benefits to telework as:
• Enhanced employee productivity
• Enhanced job satisfaction
• Reduced commuter trips
• Reduced space requirements
The UW delegates approval of telework agreements to the employer subject to approval by the Dean, Vice President, other Appointing Authority or designee. For employees working in units that report to the Dean of Undergraduate Education, written approval by the Dean is required, and will not be delegated to others.
Monitoring and Assessment:
Approved telework arrangements are subject to review by the supervisor at the completion of a 3-month trial period. Thereafter, arrangements are subject to annual reviews prior to renewal.
Leave Time FAQ
Read the UW's policies on sick leave here.
When can I use my vacation?
Vacation time is accrued at the end of every month. A professional staff position can use vacation as soon as it is accrued. A classified staff position must wait until after they have worked with the University for six months. Vacation is accrued at different rates depending upon your percent time, University longevity or job classification. Use of annual leave requires pre-approval by your supervisor. Complete a Staff Leave Request form, submit for Supervisor and Director approval, turn into the Administrator for reconciliation of monthly timesheet and posting to the UW On-line Work Leave System (OWLS).
When can I use my sick leave?
After you have accrued one month's sick leave, you can start using it in the second month. Use of sick leave requires pre-approval by your supervisor for schedule doctor/dentist appointments. Complete a Staff Leave Request form, submit for Supervisor and Director approval, and turn into the Administrator for reconciliation of monthly timesheet and posting to the UW On-line Work Leave System (OWLS). For unscheduled absences, the Staff Leave Request form is required to be completed and approved within 24 hours of return to work status.
Can I take sick leave if a member of my family is sick?
Yes, if the “family member” is defined as "close" in the Operations Manual/Collective Bargaining Agreements.
Is there a Bereavement Leave allowance?
Yes, but check with your supervisor, as it varies. If you need to take more time than the maximum allowed, you may use your sick leave.
How do I report an absence or out of the office for the day?
The Center has a limited number of staff and in order for the smooth running of the facilities it is essential that staff report when they will be out of the office for any major portion of the day or entirely for the day. Either phone the Center’s main line at 206-543-4160 and leave a message. The Office Assistant will email your supervisor, the Director and Administrator. OR you may email your supervisor, copying the Director and Administrator.
The policy and procedure for requesting time off (annual - vacation, discretionary leave, sick) for the Center’s Professional and Classified Staff is done through the completion of a Leave Request Form. The form is to be completed prior to requesting time off. For sick days, one should complete this form upon their return to work (within 24 hours). This form is maintained in the staff member’s timesheet file and acts an auditing document for the required year-end audit of staff’s OWLS (On-Line Work Leave System) record. The OWLS audit is completed every August/September by the Administrator.
How do I record my time off from work?
Depending upon your employee classification determines how one completes the monthly master timesheet (see the forms list above). The Administrator will review with you the requirements for completing and submission of your monthly timesheet for the posting to the UW’s On-Line Work Leave System (OWLS). Your monthly timesheet needs to be submitted to your supervisor and turned in for posting to the Administrator by the 5th of each month.
MyUW Services
What services are available through MyUW?
Through MyUW you can access your Husky Card account and view the status of your UPass, change your information in the UW employee directory, navigate to your UW Library account, access key resources such as UW Maps and IT Connect, reach your UW email inbox and adjust email settings, and open Employee Self-Service.
UW Personal Email Account
How can I get an email account?
Your email account is created when initiate your employment through Workday.
How do I learn the rules regarding the “Use of UW Computers and Email Accounts”?
As a UW employee there are strict rules regarding the use of UW Computers and Email accounts, know the rules, the below links provide this vital information. Read the official UW Policy on Appropriate Use. Then read the UW-IT Appropriate Use guidelines.
Can I change my email client?
The University of Washington uses an email system called Alpine, which is the default web client. Employees may initiate email forwarding through Gmail or Office Outlook/365 through by selecting "change email forwarding" on the home page. Please note that any change in forwarding will take a few hours to process, and emails may not be received during that time.
For more details on this process as well as other email management tools, visit the UW-IT website.
Husky Card & UPass
How do I get a Husky Card?
As soon as you finish all your new hire paperwork, you will be assigned an EIN (Employee Identification Number). With your EIN, you can go to ID Center to get your Husky Card. ID Center is located on the ground floor of the Odegaard Undergraduate Library next to By George Café.
What is my University of Washington ID number (EID)?
You will be assigned an EIN (Employee Identification Number) when you complete your payroll paperwork. Most employee related forms require this number. You may access the number by accessing your Employee Self Service account.
How do I get a bus pass (U-Pass) or a Parking permit?
Once you get your Husky Card (official University ID card). The U-Pass should be available to all Pro-Staff and Classified Staff.